Tax Credit - Producing Annual Reporting Spreadsheets for LIHTC Properties

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1 Tax Credit - Producing Annual Reporting Spreadsheets for LIHTC Properties The HMS Tax Credit Manager has the capability to produce the report that many states require for their low income housing and tax credit properties. The report format varies from state-tostate but the essential information is the same across the spectrum of reporting requirements. The LIHTC Status Data tab is designed to give the user all the raw numbers that might be required by your state agency. Once these numbers are produced on the screen the user can export the data to an Excel spreadsheet and manipulate the values as required by the state. It is important for the user to know where each of these raw numbers comes from. With that knowledge the user can decide if further manipulation is required. This version ( ) of the LIHTC Status Data is based on the Annual Submission Report for the State of Oregon. Their reporting requirements were re-specified in late 2010 to accommodate changes made at the Federal level and this version of the report comply with those recent changes. It may be that your particular state is not currently requiring some of the fields found on this report. If that is the case, then simply remove those columns that do not apply to your situation. The user should also be aware that the various codes used for items like race are not the same from state-to-state. That is because the federal requirement was for states to collect the data on race, but the requirement did not mandate the codes to use for that field. It is important that the user check that the codes we use on the LIHTC match the codes requested by your state. The user can then use Excel to alter the records as needed. Page 1 of 5

2 Once a user picks a Tic Project Code and selects a Report Range the system responds by building a table of results. This section will detail where the results in each column come from in the HMS System. The diagrams that follow show the relationship between the columns in the LIHTC tab and the database tables. It is useful to know where this data comes from. The keys are: PH Units = PH Units table (ph_units) TIC Form = TIC Form (rpt_tic) TIC Form Family = TIC Form Family Information (rpt_tic_fia) Note that items pulled from the TIC Form come originally from tenant information (tenant_detail) and unit data. When the user finalizes a tenant the data is transferred to that instance of the TIC form. The Effective Date of a TIC form is found on the far right of the display. The Show All TIC s button allows the user to see all TIC s in the time period specified. Starting from left-to-right: (Note the colored boxes above the fields help you identify what table the information comes from.) Page 2 of 5

3 Notes: Picking a time range and TIC project code forces the system to consider all units that have the chosen project code. For each unit the system looks up all occupants to see if they resided in the unit in the time period specified. If they resided then the person_id of that occupant is used to look up all TIC records that the system has on file. By default only the most recent TIC form is shown (There is a switch at the top of the page that lets the user see all TIC reports for a tenant.) The system then gathers the data from the TIC form and displays it in the appropriate columns. Here are notes on the individual columns: The HOME STATUS column cannot determine the Like- types of units. The user needs to enter that designator based on their knowledge of the property. (Like-Low-fixed, Like- High-Float, etc) Move-In Section: if there is a unit-to-unit transfer the system tries to gather that data. The note for that is far over on the right of the display. Limit at Move-in: Many, many clients have not entered data for the column Limit at Move-in. That field is found by going to winfam and using the TIC Information item under the Form Related menu item. T h e c o l u m n Income First Annual Cert can be entered by using the field Gross Income for this Family at 1 st Annual. Page 3 of 5

4 The column Max Rent is the closest thing I have to Most Restrictive Rent Limit. It is entered on the unit display. The Cur Unit Utils also comes from the unit display. It is the current amount associated with that unit and can differ from the amount found on the TIC. It can be more recent then the amount on the TIC form. It is used to see if the agency has kept up with utility changes. The Subsidy Type field comes from a complex review of the tenant and the unit. It will not work for S8 voucher holders that have moved-out. Designators for TRACS and USDA will also appear here. The field PSH(Permanent Supportive Housing) unit is new with release It means the unit is designated for Homeless or Transitional tenants. It is set on the unit maintenance tab. Page 4 of 5

5 The Race Code column displays all the race codes for the HOH. The user needs to translate these to the appropriate number codes for their individual state. For Oregon the translation would be: 1 = White, 2 = Black, 3 = American Indian/Alaska Native, 4 = Asian, 5= Native Hawaiian/Pacific Islander. In the example above the race code for line 1(A,P) would become 4,5 For line 2: (W) = 1 The Disabled and Seniors columns cover any family member, not just the Head of House (HOH) The Transfer To column will try to supply information if the transfer was from within the Tax Credit unit system. The Notes column will have the tenant name when a TIC form is missing. The Tenant Count is useful for tracing PH records. The TIC Reason is the raw number followed by the current title from the TIC form. On early systems the reason codes were not consistent from state-to-state. By using the reason number the user can translate the code to appropriate text. For example in some states a 4 is a transfer while in others it is a Self-Cert. The Effective Date and TIC Reason code are useful to see if your are considering an appropriate TIC when reporting to the state. Some agencies do Interim Tics, while there are seldom reasons to do them. You can use the check box on the top of the display to see all TICs for the time period and simply delete rows you do not want to report. Page 5 of 5