1. From the Home tab, type authority and click on the Housing Authority Search link under Portability.

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1 Update Port-in Admin Fee Received from Initial Housing Authority In accordance with HUD portability rules, Housing Authorities (HAs) are required to implement an accounting system and use standardized forms to document the portability process for contracts and billings. The initial housing authority normally pays 80% of its administrative per unit cost as determined by HUD. However, HA s have the ability to negotiate admin fees that may differ from HUD rates. The receiving HA (DCA) has to submit its initial billing to the initial HA no later than 10 working days following the HAP contract was executed. The initial HA prepares HUD form ( The Contract) and HUD form ( Billings ) and submits both to the initial HA. This initiates the billing process for the port-in program. Admin fees do change and may need updating in WinTen 2+ during the portability cycle. 1. From the Home tab, type authority and click on the Housing Authority Search link under Portability. 2. Start typing the name of the housing authority for which you are taking a payment and select the Enter key on your keyboard or click Search. 3. Click View on the record you want to work with. 4. The Housing Authority screen appears. Displayed in the grid are all active, incoming portability contracts for the specified report date. 5. Select the Portable Admin Fee tab. Displayed in the grid are all current and previous admin fees for the

2 housing authority. Job Aid 6. Select the button and enter the Effective Date of the admin fee in the Effective Date column. Next enter the amount ($61.00). Click the button to save the newly created admin fee. Normally, this date will be the date the initial HA sends updated admin fee amounts. NOTE: the first billing package prepared by the Tucker office will have already created the initial admin fee. Subsequent changes to admin fees are updated throughout the course of the contract as received by the initial HA. Note: Once the record is saved, the Saved button is grayed out. 7. Next, to complete update the admin fee in WINTEN 2+, click on the big Actions and then click Update Incoming Portable Admin.

3 8. Enter the Effective Date in the dropdown box and click Next. Note the Admin Fee reflected in the wizard is the amount ($61.00) that was added in the previous step. 9. Displayed in the Wizard grid are all the active portability tenants. Select the check box to select all tenants. Select Next to continue the Wizard. NOTE: Normally the admin fee will be the same for all tenants administered for the initial HA. Select next after checking all tenants.

4 10. Completing the Wizard. Note the new admin fee will be displayed for each tenant. Select Finish to complete the wizard and update the portable contract admin fees in WinTen 2+. Note: An updated HUD Form will be created. Common FAQs Why create an updated 65? o After completing the Modify Portable Admin Fees Wizard, a Contract Updated Record for the Portable Contracts (HUD-52665) that were selected in the Wizard will be updated with the new Admin Fee to document Contract changes.

5 What impact is the effective date and submission date? o The Effective Date is the Action Date. The Effective Date triggers system actions.the Submission Date is the date the User submitted the form. This date does not trigger system actions. We have scenarios in the past couple of months where we thought we would back date the effective date since the admin fee was effective march 1, We are currently getting warning/error messages during init for contract changes in regards to admin fee changes. o Warnings are a heads up and Errors will prevent the user from completing an action. Is this a Warning or an Error? Back dating Admin Fee changes will prompt for an adjustment to be created on the account. Why is the new admin fee not displayed in grid ( admin feel ) column? The new admin fee is displayed in the Housing Authority screen (above report date ). Does this grid get updated after initialization? o The Admin Fee in the Grid should update after you have updated both the Portable Admin Fee tab and have completed the Modify Portable Admin Fees Wizard. Try reloading the screen. Select the Household Name or ID link to view the tenant s Contract activity. In this example KEY, REANA was selected. Note: WinTen 2+ indicates changes to contract as Contract Updated. However, this is not changing the HUD Form 50058; rather only updating the HUD Form 52665, specifically Part 11-B Line 4 Other. Why does WinTen 2+ indicate contract change as we are technically only changing the 65? o The Portability Contract is the HUD The HUD is updated through Finalizing a certification, while the HUD (Portability Contract) is updated through the Portability Record. The Portability Contract is between the Initial and Receiving HAs. Updating the HUD has no effect on the HAP Contract between the receiving HA and the Owner/Landlord. 11. The Portable tab opens and the Incoming Contracts Activity screen is displayed. Note the Contract Activity section displays Contract Updated for changes made to the Admin fee. The new admin fee is displayed in the Monthly Charges grid. Note: HUD and HUD are two separate contracts between different entities they are completely independent of each other in the system.

6 12. Select the small Action icon within the Contract Activity section. Select the HUD icon in the pop-up menu to open the revised HUD Select No to just view Part 11-B.

7 14. Note the change to Section II-B Line 4 - Other.