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CHAPTER 7. TRACKING HUD RENTAL HOUSING UNITS AND BUDGET AUTHORITY

7-1. GENERAL. Tracking the utilization of assisted housing funds for
each

allocation area and locality within the Field Office jurisdiction is

an essential part of the allocation process. Tracking is a two part

process: (1) tracking the actual dollar amounts of combined budget

authority reserved for assisted housing in each allocation area, and

\(2\) tracking the number of assisted housing units, by housing and

household type, reserved for a particular locality in relation to its

goals or estimates of needs for assisted housing.

Tracking the use of assisted housing funds and units is necessary to

ensure Departmental compliance with statutory, regulatory, and

administrative requirements, and to ensure the equitable and

proportionate distribution of funds and housing units to each

allocation area and the localities in those areas. Regional and

Field Offices must monitor uncontracted funds to ensure that they are

placed under contract in a timely manner or, if necessary, that the

Funds are recaptured. Tracking is essential to:

A. Determine the needs for the targeting of budget authority to

specific localities;

B. Revise the allocation plans and reallocate any

unreserved/uncommitted funds during a particular fiscal year;

C. Indicate the progress made by specific localities toward the

proportional achievement of their respective three-year Housing

Assistance Plan (HAP) goals; and

D. Conduct Section 213 reviews of proposals including the comments

of local government and the independent review for HAP

consistency pursuant to 24 CFR 791, Subparts B and C.

7-2. TRACKING PROCEDURES - FIELD OFFICE STAFF. The Housing Development

Division is responsible for maintaining current, accurate data on the

use of housing assistance by housing type and household type, and the

amounts of budget and loan authority reserved for each locality

within its jurisdiction. The Community Planning and Development

(CPD) Division is responsible for maintaining current, accurate

information on the goals and needs for assisted housing in all

localities covered by an approved HAP in the Field Office

jurisdiction (HAP approvals and amendments, recipients conditioned or

sanctioned, grantee performance reviews, etc.). The data developed by

Housing and CPD is provided to the Economic and Market Analysis Staff

(EMAS) to assure that both the objectives of the allocation plan

process and the activities described in paragraph 6-1 are

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carried out. The applicable three year HAP period provides the

framework within which the tracking will occur for any locality.

Where the three-year HAP is not applicable appropriate adjustments

should be made. For HAP and non-HAP localities, the number of units

must be tracked. For allocation areas, the dollar amounts of budget

authority reserved must be tracked.

7-3. DATA SOURCES. For the most part, essential data concerning the

production of assisted housing is entered into automated systems

which may be readily accessed by Departmental staff at all three

levels. Each of the sources provides information integral to the

tracking process; however, the Housing Division may need to

supplement this information due to the timing of the input of data to

the system and the need for specific elements, such as the

distribution of housing units between family and large family

household types. Processing stages and other pertinent project data

are resident in the Section 8 Management Information System (MIS).

Specific accounting data, e.g., fund reservations and contract

executions, are resident in the Assisted Housing Accounting System

(AHAS). Specific accounting data for certain other (e.g. Contract

Renewals, Section 202, etc.) programs are resident in the Program

Accounting System (PAS). Details regarding these three systems are

described below:

A. Section 8 MIS. Production and occupancy data for all Section 8

programs are resident in this system. Such data includes the

application received and approved dates, proposal received and

approved dates, total elderly assisted units, project locality

data, program type and PHA name. The data can be extracted on an

as needed basis and is also available from recurring reports at

both the Regional and Field Office levels.

B. AHAS. Data for the Section 8 Program (excluding Moderate

Rehabilitation (SRO) and Contract Renewals) is included in this

system. Available from the Assignment/Subassignment reports and

on an as needed basis is the following project information: the

amount of contract and budget authority assigned and the current

balance for each category identified on the form HUD-185,

metro/nonmetro designations, reservation activity by program, and

the housing type designation.

C. PAS. This is an integrated budgetary accounting system for HUD\'s

grant, subsidy, and certain loan programs (e.g. Section 202 loan

authority, Flexible Subsidy, Moderate Rehabilitation (SRO),

Certificate Renewals, Voucher Renewals, Loan Management

Extensions). Actual financial data for each reservation is

available in reports from the PAS. The system is an effective

tool for measuring progress and supporting future plans.

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