PIC Tenant ID Management Guide

Transcription

1 PIC Tenant ID Management Guide HUD updated the PIC system to version 5.8 on March 13, The most significant change to the PIC system with this release was the final implementation of a Tenant ID Management system. In short, this change increases the verification requirements for the identity of all family members. The following Guide outlines the requirements of the PIC Tenant ID Management system and provides guidance on how to comply with those requirements and successfully submit records to PIC. Tenant ID Management Starting in 2005, HUD began changing the requirements for identification information for family members in PIC. In the Fall of 2005, PIC required that a record include either a valid SSN or an Alternate ID number for all family members. In March, 2006 HUD expanded the Tenant ID requirements for each family member with the release of PIC version 5.8. Under the new system, the Tenant ID for each family member consists of the SSN, the last name and the birth date of the individual. Now, all three of those pieces of data must match the same information in the Social Security Administration database for each family member. PIC does not maintain a live connection to the Social Security administration database so the Tenant ID validation in PIC works in two stages: 1) First, the SSN or AID for every family member in a you submit to PIC is validated against a list (or range) of valid numbers. You can no longer submit as an SSN for a family member, but PIC will accept most other numbers and only return a warning error if it appears the SSN could be invalid. All AID numbers must be valid. 2) Second, once a record is accepted for a new family or a record with a new family member, PIC makes a request from the Social Security Administration (SSA) to compare the SSN, the name and the birth date of the new member(s) to the SSA database. If those three pieces of information don t exactly match a record in the SSA database, PIC places an invalid flag on the family s record in PIC. Once a record is flagged in PIC as having an invalid Tenant ID for one or more family members, PIC will reject any additional records submitted for that family until the invalid Tenant ID is corrected. The family member with the invalid Tenant ID will also appear on the Invalid Tenant ID Report in PIC. (See New Tenant ID Reports discussion below.) So the simple way to think about Tenant ID s is that any record with a family member listed on the Invalid Tenant ID Report will be rejected by PIC. Copyright Tenmast Software

2 For example, you can submit a New Admission record to PIC and it will be accepted as long as all family members have an SSN other than an obvious invalid SSN (e.g., ) or a valid Alternate ID. Once the New Admission is accepted, the SSN s, names and birth dates for all family members will be validated against the SSA database. If any one of the family member s SSN, name and birth date fails to find an exact match in the SSA database, the family member will be added to the Invalid Tenant ID Report. Then any additional records, such as an Interim or Annual Re-exam, for that family will be rejected with a fatal error until the invalid ID is corrected. New Tenant ID Reports In order to assist PHA s to identify and correct invalid Tenant ID s, HUD added new Tenant ID reports to the PIC system in Those reports can be found in the Tenant ID Management sub-module (formerly called the Alternate ID sub-module) in PIC. To view or print these reports, log on to PIC, select the module from the main menu and click on the Tenant ID Management sub-module. Once the Tenant ID Management screen appears, click on the Reports tab and you will see four report links listed under the tabs, as shown below. Each of the report links represents one of the following four reports: 1) AID Report: lists all family members for whom you have generated an Alternate ID. 2) Possible Duplicate Tenant Report: lists instances in which a family member s SSN also appears as the SSN of another person in the PIC system. This report identifies the PHA where that other person is housed and the last transaction submitted to PIC by that PHA. You should review this report and resolve any such SSN conflicts by confirming that you have the correct Tenant ID information for the family member. If necessary, you may have to contact the other PHA and resolve the conflicting SSN s. Whichever PHA has the wrong SSN, it will have to correct the SSN in PIC. (See Correcting Tenant ID below.) 3) Invalid Tenant ID Report: identifies any family members who appear in a record in PIC and whose Tenant ID has been flagged in PIC as invalid because Copyright Tenmast Software

3 the SSN, the name or the birth date did not match a valid record in the Social Security Administration s database. The report will identify the family member and show the invalid status or reason that the Tenant ID is bad. Since PIC will no longer accept records with family members who appear on this list, you MUST run this report once each month and correct any Tenant ID problems shown in the report. (See Correcting Tenant ID below.) 4) Modified Tenant ID Report: list of all of the family members for whom you submitted a modification to the Tenant ID using the Replace ID function in Tenant ID Management. For example, if you corrected an invalid SSN by replacing it with a valid SSN, that family member will be listed in this report. The report also indicates whether the correction you submitted in the Replace ID area was successfully processed by PIC. Possible Duplicate Tenant Report The Tenant ID reports you will most often use are the Possible Duplicate Tenant Report and the Invalid Tenant ID Report. To generate the Possible Duplicate Tenant Report, click the link for that report under the Report tab, then click the Generate Report button and the following report will appear. This report shows instances in which the SSN for one of your family members also appears in PIC for a family member in another household. The report identifies the other individual, the PHA ID where the person is housed, as well as the SSN and name of the Head of Household for that person. Since PIC will not accept a record for a family member listed in this report, you must resolve the SSN conflict. Copyright Tenmast Software

4 Start by confirming the Tenant ID information you entered on the for the family member. If it is incorrect, correct the problem using the tools described in the Correcting Tenant ID Problems discussion below. If the Tenant ID information is correct on your record, you must contact the PHA that is housing the person shown on the report with the same SSN and encourage them to correct the data on their record. Explain to that PHA that you cannot submit a for this family until they do so. If the Possible Duplicate Tenant Report lists a family member because his or her name and birth date are coincidentally the same as the name and birth date of a family member in another household, you resolve the problem by using the Duplicate Certification function in the Tenant ID Management sub-module in PIC. Duplicate Certification is a link under the Alt ID tab in the sub-module. In order to resolve a duplicate tenant, both PHA s that house the duplicate family members must access this function and certify that the family members with the same name and birth date are in fact two different people. (Note: the Duplicate Certification function was not released with PIC 5.8 on March 13, It may be available in a future release.) Invalid Tenant ID Report To generate the Invalid Tenant ID Report, click the link for that report under the Report tab of the Tenant ID Management sub-module, then click the Generate Report button and the following report will appear. This report shows instances in which the Tenant ID (SSN, last name and birth date) for one of your family members does not have a match in the SSA database. The report identifies the individual family member, the SSN and name of the Head of Household for that person and the reason for the failed match (Invalid/Duplicate Status field). Since PIC will not accept any records for a family member listed in this report, you must resolve the invalid Tenant ID. How you will correct the invalid Tenant ID depends on the reason for the failed match. Once you have identified the reason for the mismatch from the Invalid/Duplicate Status Copyright Tenmast Software

5 field on the Report, correct the problem by following the instructions in the Correcting Tenant ID discussion below. (The status Algorithmically Incorrect means that the SSN is not a valid SSN in the SSA database. The other statuses are self-explanatory, including Invalid Deceased. ) Using Alternate ID s When a family member does not have a valid SSN (or you simply cannot get PIC to accept the Tenant ID the family has provided), you can generate an Alternate ID from the PIC system that you can use in your records as a substitute for the SSN. The Alternate ID is intended to be a temporary substitute that you use only until the family member obtains a valid SSN. In order to generate an Alternate ID, log on to PIC and go to the Tenant ID Management sub-module and you will see the following screen: You must complete the data fields that are marked with a red asterisk (name and date of birth). Then scroll down to see the rest of the screen. Copyright Tenmast Software

6 Complete the screen (you must enter a Reason for no SSN ) and then click the Generate AID button. When you do so, a screen will appear with the Alternate ID you requested. Print this screen and place it in your tenant file so you have a record of having generated the Alternate ID. Also enter the new Alternate ID in your software system in the SSN field for the family member you generated it for. Then create the record you intend to submit to PIC for the family. Remember that the Alternate ID is temporary. When the family member provides you with a valid SSN, you must replace the Alternate ID number with the new SSN in both your software system and in the PIC system. See discussion below for replacing the Alternate ID with the new SSN by using the Replace ID function in PIC. (See Replacing Alternate ID s below.) Note: once an Alternate ID has been issued for an individual family member, the AID, name and birth date must be used consistently in all records until the AID is replaced with a valid SSN. For example, if a tenant was housed at another PHA and they issues an AID for that person, your PHA must continue to use the AID with matching name and birth date until you replace that AID with a valid SSN in PIC. (See Replacing Alternate ID s below.) Copyright Tenmast Software

7 Correcting Tenant ID Problems How you correct an invalid Tenant ID problem depends in the nature of the problem. So it is very important that you correctly identify the reason the Tenant ID has been rejected by PIC. Although PIC used to accept records with invalid SSN s for family members other than the Head of Household, PIC will no longer accept any record unless ALL family members have either a valid SSN or Alternate ID. Records submitted with invalid SSN s or Alternate ID s ultimately will be rejected with a fatal error. Correcting Invalid SSN s If Family Member Is NOT Already In PIC If a New Admission, Portability Move-In or Historical Adjustment record is rejected by PIC with a fatal error, use the following procedure to correct the problem: 1) Obtain the correct SSN for the family member that failed 2) Recreate the record with the correct SSN 3) Resubmit the record to PIC. If a record type other than a New Admission, Portability Move-In or Historical Adjustment is rejected by PIC, and the family member whose SSN failed was added to the family for the first time on this record, correct the SSN on the record and resubmit it as described above. If a record type other than a New Admission, Portability Move-In or Historical Adjustment is rejected by PIC, and the family member whose SSN failed has been reported to PIC on a previous record, PIC already contains a record with the invalid SSN. (The prior record was submitted to PIC prior to the requirement for a valid SSN.) In this case you must correct the invalid SSN using the procedure described in the Correcting An SSN discussion below. Correcting Last Name Or Birth Date If a family member appears on the Invalid Tenant ID Report, or the family member s Tenant ID is rejected by PIC, because the name and/or the birth date of the person does not match the Social Security Administrations database, do the following: Review the person s personal identification documents in the tenant file Confirm that the name and SSN on the tenant s Social Security card is exactly what you entered on the in PIC. Also confirm that the tenant s birth date on the birth date verification documents (e.g., driver s license, birth certificate) is exactly what you entered on the in PIC. If you discover that the name or the birth date (but not SSN) on the in PIC is different from the name or birth date as it appears on the verification documents, correct the by doing the following: 1) Correct the name and/or birth date on the tenant record in your software system 2) Create an Interim or Annual with the corrected data, marked as a Correction (50058 fields 2c marked Yes and 2d with a reason), and 3) Submit that record to PIC. Copyright Tenmast Software

8 Correcting/Replacing An SSN Or Alternate ID If you discover that the SSN or the Alternate ID of the family member (including Head of Household) is incorrect on a record in PIC, you must correct that information using the new Replace ID function in the Tenant ID Management system in PIC. Prior versions of PIC enabled you to swap an SSN for a previously issued Alternate ID. In addition to that capability, version 5.8 of PIC includes the ability to correct bad SSN s or bad Alternate ID s for any family member, including the Head of Household. To use the Replace ID function, log on to PIC and go to the Tenant ID Management submodule (formerly the Alternate ID sub-module). Once you are on this sub-module, click the Replace ID link under the tabs and you will see the following screen: Click here The new Replace ID function enables you to: 1) Correct an invalid Alternate ID number by substituting the correct Alternate ID number for the incorrect Alternate ID number Copyright Tenmast Software

9 2) Replace a previously obtained Alternate ID with the family member s SSN once they have provided it to you 3) Correct an invalid SSN by replacing the invalid SSN with an Alternate ID that you generated in PIC (See discussion above regarding generating Alternate ID s.) 4) Correct an invalid SSN by replacing the invalid SSN with a valid SSN 5) Correct first name, last name, sex and birth date for a family member with an Alternate ID in the event you entered it incorrectly to begin with On the screen shown above, you replace the SSN or AID in PIC by entering the former ID and the replacement ID in the first set of data fields under Modification ID s. You must also select one of the Invalid/Duplicate Statuses and one of the Reasons shown in those boxes. Once you have completed your selections, click the Save button and the changes you entered will be made to the current record for that family in PIC. (The change to the record is not instant; so wait a day or so for the results.) Remember, once you have made a Tenant ID change on the Replace ID screen in PIC, you must make the same change to the family member record in your software system so that the next record you submit to PIC will contain the matching information. Example: Correcting A Bad SSN in PIC Assume that you printed the Invalid Tenant ID Report as described above and the report listed a family member of a currently assisted household as having in invalid SSN. (Possible reasons that PIC has an invalid SSN are that you accidentally entered the wrong SSN into your software system or that you were given the wrong SSN by the family.) Whereas prior to PIC version 5.8, you had to Void all of the household records in PIC with the bad SSN and resubmit records with the correct SSN, now you can simply correct the SSN using the Replace ID function. To correct the invalid SSN, do the following: 1) Obtain a valid SSN from the family member and validate that SSN with a Social Security card and confirmatory identification documents. (Performing that validation for all family members will reduce those errors in the future.) 2) Log on to PIC, go to the Tenant ID Management sub-module and click on the Replace ID link under the tabs 3) Under the Modification Types, select the SSN to SSN option 4) Select the Invalid/Duplicate Status that applies ( Invalid SSN is the most likely option) 5) Select the Reason that applies ( SSN Invalid Value is the correct selection for this problem) 6) Click the Save button 7) Make the same SSN change in you software system Note: Once you have made the SSN correction in the Replace ID function, you do NOT need to submit a new record to PIC to complete the correction. Just make sure that you also made the same SSN change in your software system so that the next record you submit for that family matches the Tenant ID information in PIC. Copyright Tenmast Software