GENERAL QUESTIONS Hw d I access the nline reprting system? Yu can access the nline system in ne f tw ways. G t the IHCDA website at https://www.in.gv/myihcda/rhtc.htm and scrll dwn the page t Cmpliance Manuals and Frms. Access the site directly by navigating t https://ihcdanline.cm/ in yur web brwser. What prperties must use the nline reprting system? All IHCDA assisted multi-family rental develpments are required t enter tenant events using the nline system. When d nline reprting requirements begin fr my prperty? Fr all rental prperties, the wner must begin reprting tenant events in the nline system as sn as the buildings are placed in service. Fr tax credit prperties, the first annual wner certificatin and crrespnding fees are due by January 31st f the year fllwing the first year f the credit perid. Fr HOME/CDBG/NSP prperties, the first annual wner certificatin is due by January 31st f the year fllwing the first year f the affrdability perid. What events need t be reprted? Tenant events include mve-ins, mve-uts, annual recertificatin, unit transfers, rent and utility allwance changes, husehld cmpsitin updates, and student status updates. This des nt include interim recertificatins perfrmed fr ther prgrams, such as Sectin 8 r RD. Hw ften d we need t d the reprting? Per the cmpliance manual, yu are required t d nline reprting at least every thirty days, but it is recmmended that yu d it as sn as yu have a new event. It s very imprtant t stay current n yur reprting and nt wait until the end f the year. IHCDA receives significantly mre requests fr assistance at the end f the year and, as a result, it may take lnger t receive a respnse if yu wait until then. What is the deadline fr annual reprting submissin? Online reprting cvers the perid frm January 1 December 31 f each year and nline events need t be finalized by the clse f business January 31st f the next calendar year. REQUESTING USER ACCESS Hw d I register fr a new accunt? Fllw these steps: G t https://ihcdanline.cm/ Click n Authrity Online Click New User? Register Here. Fill ut the Prfile Infrmatin. Please see belw fr instructins n determining yur rganizatin cde if yu d nt knw it. On the same page, select Annual Owner Certificatin and 8609 Access fr Rental Husing as the Access Type and click Next. Enter the BINs fr the develpments yu need access t. The persn listed as the prject wner will be the ne t apprve yur request. When creating an accunt, make sure yu are creating it fr an individual and nt fr a general cmpany r rganizatin. Many times an emplyee will create a generic accunt fr use by an entire cmpany using their persnal email address. If that persn leaves the rganizatin, ther emplyees
may nt knw the username r passwrd fr the accunt. If the accunt was registered using the persnal email f an emplyee wh is n lnger present, there will be n way t reset the accunt s passwrd. ALWAYS create an accunt fr an individual, using the individual s name and email address, and nt the name f the cmpany r department. What is my rganizatin cde? An rganizatin cde is a unique cde assigned t every rganizatin registered with IHCDA. When creating an accunt, new users can enter this cde t instantly ppulate the registratin fields with the rganizatin s cntact infrmatin. This ensures that registratins can be prcessed mre efficiently. If yur rganizatin has nt yet registered with IHCDA, yu will need t prvide this infrmatin yurself. Once the rganizatin is registered, yu can btain yur cde by fllwing the steps described belw. There are tw ways t find yur rganizatin cde: If smene else in yur rganizatin has an nline accunt, they can lg in, click n My Prfile, and then under the Organizatin tab click Infrmatin. The rganizatin s cde can be fund in the first text bx under the Organizatin Infrmatin sectin. If yu can t find it frm smene else in yur rganizatin, call r email the IHCDA Data & System What type f access d I need? Prject Owner: If yu are the wner f the prperty, and nly the wner, then yu will require Prject Owner access. With this access, yu can d everything fr yur prperty, including apprving r denying access requests frm ther users. Prperty Manager: The prperty manager can d everything the wner can except apprve requests fr prperty access. They can enter and submit OC tenant infrmatin as well as cmplete prgress reprts. OC Editr: OC Editrs can enter, edit, and submit all Owner Certificatin infrmatin. OC Viewer: OC Viewers can nly view Owner Certificatin infrmatin. Prgress Reprt Editr: Prgress Reprt Editrs can edit and submit semi- annual prgress reprts. Prgress Reprt Viewer: Prgress Reprt Viewers can nly view prgress reprts. Why am I receiving an errr message stating that my email address is already in use when I try t register fr a new accunt? Each IHCDA Online accunt must have a unique email address assciated with it. Yu will receive this errr message if yu try registering fr an accunt using an email address that is already assciated with an existing accunt. There are a number f reasns this may ccur: Yu may have registered an accunt in the past using this email address and frgtten abut it. If this is the case and yu can remember the username and passwrd fr the accunt yu can either cntinue using yur past accunt r change that accunt s email address. Yu will be able t register a new accunt nce the previus accunt s email is changed. If yu can remember yur ld accunt s username but nt yur passwrd, yu can select the Frgt Yur Passwrd? ptin n the lgin screen t have it reset. Yur new passwrd will be mailed t the email address assciated with the accunt. Yu can then either cntinue using the ld accunt r change the email and register a new accunt. If yu cannt remember the username r passwrd, call r email the IHCDA System If yur rganizatin uses a generic email accunt (such as prpertymanager@cmpany.cm) it is pssible that smene previusly assciated with the cmpany registered fr an accunt using the same email. Often, this persn will leave the cmpany and nt prvide anyne with the passwrd fr the accunt they were using. This is why IHCDA strngly suggests creating an accunt fr each individual wh needs access and discurages sharing accunts. If yu knw the username and passwrd (r just the username) fr the generic accunt, fllw the steps discussed abve t change the email address assciated with it.
If yu d nt knw the username fr the generic accunt, call r email the IHCDA System Hw d I change my username? Once yu have registered an accunt yu will be unable t change yur username. Yu can change the accunt s passwrd and email address but the username is permanent. After entering my rganizatin cde, ne f the required rganizatin fields is blank and I cannt enter any infrmatin myself. Hw d I prceed? Generally, this ccurs because sme f the rganizatin s cntact infrmatin is missing. Yu will need t call r email the IHCDA System Specialist and prvide this infrmatin. Once it has been entered yu will be able t cntinue the registratin prcess. Hw d I gain Annual Owner Certificatin access? If yu are a new user, when registering yur accunt select the checkbx next t Annual Owner Certificatin and 8609 Access fr Rental Husing. Yur request will be sent t yur rganizatin s administratr fr apprval. If yu already have an accunt but d nt have Owner Certificatin access, yu ll need t lg in t yur accunt and click the My Prfile link. After ding that, under the Prfile heading n the left select the Request New Access ptin. On the next page, in the bx labeled Access Types, select the checkbx labeled Annual Owner Certificatin and 8609 Access fr Rental Husing. Once yu submit yur request, the administratr fr yur rganizatin will need t apprve it. Yu shuld then have access t the Owner Certificatin ptins. Why am I getting an errr message that the BIN was nt fund r wner has nt registered? The majrity f the time, when yu get this message it is because the wner f the prperty has nt registered. Cntact the wner and tell him r her t register as an wner. This must be dne befre anyne else will be able t gain access. Yu may als be entering the wrng BIN. The BIN yu enter when requesting access shuld end in 00 (ex. IN-08-07400) which is the main prject BIN. BINs that end in 01, 02, 03, etc. are individual building BINs. When yu are granted access t the BIN ending in 00 yu will have access t all the buildings within that develpment. If yu still get the message, call r email the IHCDA System Why can t I lg in after I ve requested access t a prperty? If yu dn t already have access t ther prperties then yu will nt be able t lg back in t yur accunt after submitting a request fr access until yur request is apprved by the designated wner cntact. Once the wner apprves yur request yu will have access t the prperty. If yu already have access t ther prperties and receive an errr message stating that the lgin r passwrd prvided was incrrect, yu may click the Frgt Yur Passwrd? link t reset yur passwrd. Yur new passwrd will be sent t the email address assciated with yur accunt. If yu n lnger have access t the email accunt assciated with yur lgin, call r email the IHCDA System Specialist t have yur passwrd reset. If yu already have access t ther prperties and receive an errr message stating that yur lgin attempt failed, please call r email the IHCDA System Can IHCDA add a prperty t my accunt? IHCDA cannt add a prperty t yur accunt. The nly way t add a prperty t yur list is by requesting access and being apprved by the wner.
Hw lng des it take t get user access apprved? When a user requests access t a prperty, an email is generated t the individual registered as the Prject Owner stating that smene has requested access. Smetimes these messages are autmatically sent t the user s spam flder. In additin, sme wners allw their emplyers t use their lg-in credentials t apprve requests. Accrdingly, it is highly recmmended yu cntact the wner t let them knw a request is pending. Prject Owners are respnsible fr apprving r denying requests. The nly requests IHCDA apprves are fr the wners themselves. IHCDA checks fr pending wner requests nce a day. Owner access requests shuld be apprved r denied 24-48 hurs after submissin. Why was my access request denied? If yu requested wner access and are nt the wner, yur request will be denied. Only the persn listed as the wner n Frm A f the Final Applicatin will be apprved. If this persn has changed since the applicatin was riginally submitted, yu will need t submit a Change f Ownership Frm. This frm can be fund in Appendix B f the Onging Rental Cmpliance Manual, available n the IHCDA website. If yu are nt requesting access as the wner, then the wner f the prperty is the ne respnsible fr granting access. If yur request is denied yu will need t cntact the prject wner fr clarificatin. GRANTING, MODIFYING, OR REVOKING USER ACCESS Hw d I grant, mdify, r revke a user s access t a prperty? Access can nly be granted r revked by the prperty s wner. In rder t remve r change smene s access, the wner shuld lg in t IHCDA Online and select the prperty in questin. On the prperty details page, click n Manage Users. On the manage users page yu will see a list f all current and pending users. In rder t remve a user, click n the Remve buttn. Yu may als change a user s access grup by selecting a different level f access and clicking Update. T grant a user access t a prperty, find the user in the pending requests sectin and select the apprpriate access grup fr that user. TENANT EVENT ERROR MESSAGES The system says I have an errr, but I need t change infrmatin in a previus year s reprting in rder t prceed. What d I d? Call r email the System The previus year s reprting can be pened up and activated again s yu can make yur changes. After yu have made all necessary changes, the year will be set back t a cmpleted status and yu will nt be penalized. I m getting an errr message but I m cnfident the infrmatin I ve entered is crrect, what can I d? On the main screen fr yur prperty there will be a link at the tp stating yu have errrs. Click n it t see a page that will display a list f all errrs as well as the unit and event they are assciated with. If it is classified as an errr, then there s a prblem with yur infrmatin that must be fixed befre yu can save and submit. If it is classified as a warning, it is just simply that, a warning that smething may be incrrect. Dn t be intimidated, as lng as yu knw yur infrmatin is crrect, yu can still save and submit successfully, even if the event is marked with a warning. Why am I unable t enter the placed in service date fr a new prperty? The placed in service date is entered by IHCDA nce we receive yur 8609 frm. Yu shuld still be able t add new units t yur prject even if the placed in service date hasn t been set.
Why am I receiving an errr fr a unit stating that the tenant incme exceeds the cunty AMI incme schedule? Whenever a unit exceeds the incme limit yu will receive a warning. The intentin f the message is t have yu duble check ver-incme units t see if the Next Available Unit Rule applies. The messages cannt be remved but yu can disregard them if yu are cnfident n further actin needs t be taken n yur part t ensure cmpliance. UTILITY ALLOWANCES I m unable t select a utility allwance fr my prperty even thugh I have been able t d s in the past. The IHCDA Online system will nt allw yu t select a utility allwance that has an effective date mre than ne year ld. Owners must use the crrect and mst current utility allwance available. When updating, make sure yu change the effective date. Once the effective date is less than a year ld yu will be able t select it again. Smetimes, an updated utility allwance may nt be available even thugh the effective date f the current utility allwance is lder than ne year. In these cases, s that tenant events may be cmpleted, it is acceptable t change the effective date f the utility allwance t within ne year f the current date. Hwever, wners are still respnsible fr ensuring utility allwances are updated as sn as new standards are available. ANNUAL REPORTS Hw d I finalize the annual reprt? The finalize buttn will appear after the end f the reprting year in the upper right hand crner f the Prperty Details page. Click this buttn and wrk thrugh the prmpts t finalize the reprt. I clicked the finalize buttn and have errrs in my reprt, what d I d frm here? If the errrs are warnings and yu believe they are nt the result f nn-cmpliance, cntinue thrugh the prmpts and cmplete the finalizatin. If yu need t edit the reprt, cntact the system specialist t have yur reprt set back t active status. Once yu have made yur changes, yu will have t restart the finalizatin prcess