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Notice of Submission of Proposed Information Collection to OMB; Emergency Comment Request Applications for Housing Assistance Payments; Notice of Proposed Information Collection for Public Comment

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Start Preamble

AGENCY:

Office of the Chief Information Officer.

ACTION:

Notice of proposed information collection.

SUMMARY:

The proposed information collection requirement described below has been submitted to the Office of Management and Budget (OMB) for emergency review and approval, as required by the Paperwork Reduction Act. The Department is soliciting public comments on the subject proposal.

DATES:

Comments Due Date: May 19, 2014.

ADDRESSES:

Interested persons are invited to submit comments regarding this proposal. Comments must be received within seven (7) days from the date of this Notice. Comments should refer to the proposal by name and/or OMB Control Number and should be sent to: HUD Desk Officer, Office of Management and Budget, New Executive Office Building, Washington, DC 20503; fax: 202-395-5806. Email: OIRA_Submission@omb.eop.gov.

Start Further Info

FOR FURTHER INFORMATION CONTACT:

Lanier M. Hylton, Housing Program Manager, Office of Program Systems Management, Office of Multifamily Housing Programs, Department of Housing and Urban Development, 451 7th Street SW., Washington, DC 20410, telephone (202) 402-2510 (this is not a toll free number) for copies of the proposed forms and other available information.

Persons with hearing or speech impairments may access this number through TTY by calling the toll-free Federal Relay Service at (800) 877-8339. This is not a toll-free number. Copies of available documents submitted to OMB may be obtained from Mr. Hylton.

End Further Info End Preamble Start Supplemental Information

SUPPLEMENTARY INFORMATION:

This Notice informs the public that the U.S. Department of Housing and Urban Development (HUD) has submitted to OMB, for emergency processing, an information collection package with respect to this information collected on information collection number 2502-0182 relative to system enhancements to the Tenant Rental Assistance Certification System (TRACS). The Department solicited stakeholder input through TRACS Industry Working Group sessions to identify enhancements for TRACS Release 202D.

This Notice is soliciting comments from members of the public and affecting agencies concerning the proposed collection of information to: (1) Evaluate whether the proposed collection of information is necessary for the proper performance of the functions of the agency, including whether the information will have practical utility; (2) Evaluate the accuracy of the agency's estimate of the burden of the proposed collection of information; (3) Enhance the quality, utility, and clarity of the information to be collected; and (4) Minimize the burden of the collection of information on those who are to respond; including through the use of appropriate automated collection techniques or other forms of information technology, e.g., permitting electronic submission of responses.

A. Overview of Information Collection

1. HUD-Form Number, Title of Information Collection, and OMB Approval Number:

Form No.Title of Information Collection Under No. 2502-0182
HUD-52670Housing Owner's Certification and Application for Housing Assistance Payments.
HUD-52670-A Part 1Schedule of Tenant Assistance Payments Due.
HUD-52670-A Part 2Special Claims Schedule.
HUD-52670-A Part 3Adjustments to Schedule of Tenant Assistance Payments Due.
HUD-52670-A Part 4Misc. Accounting Requests for Schedule of Tenant Assistance Payments Due.
HUD-52670-A Part 5Approved Special Claims for Schedule of Tenant Assistance Payments Due.
HUD-52670-A Part 6Repayment Agreements for Schedule of Tenant Assistance Payments Due.
HUD-52670-ASpecial Claims for Unpaid Rent/Damages.
HUD-52670-BSpecial Claims for Vacancies During Rent-up.
HUD-52670-CSpecial Claims for Regular Vacancies.
HUD-52670-DSpecial Claims for Debt Service.
HUD-93742Senior Preservation Rental Assistance Contract (SPRAC I).
HUD-93742aSenior Preservation Rental Assistance Contract (SPRAC II).

2. Description of the Need for the Information Collection and Proposed Use:

HUD's Office of Multifamily Housing Programs needs to collect this information in order to establish an applicant's eligibility for admittance to subsidized housing, specify which eligible applicants may be given priority over others, and prohibit racial discrimination in conjunction with selection of tenants and unit assignments.

HUD must specify tenant eligibility requirements as well as how tenants' incomes, rents and assistance must be verified and computed so as to prevent HUD from making improper payments to owners on behalf of assisted tenants. These information collections are essential to ensure the reduction of improper payments standard in providing $9.5 billion in rental assistance to low-income families in HUD Multifamily properties.

a. These collections are authorized by the following statutes:Start Printed Page 26984

  • Section 8 (42 U.S.C. 1437 et seq.).
  • Rent Supplement (12 U.S.C. 1701s).
  • Rental Assistance Payments (12 U.S.C. 1715z-1).
  • Section 236 (12 U.S.C. 1172z-1).
  • Section 221(d) (3) Below Market Interest Rate (12 U.S.C. 1715l).
  • Title VI of the Civil Rights Act of 1964.
  • Title VIII of the Civil Rights Act of 1968, as amended (Section 808).
  • Executive Order 11063, Equal Opportunity in Housing
  • Social Security Numbers (42 U.S.C. 3543).
  • Section 562 of the Housing and Community Development Act of 1987.
  • Section 202 of the Housing Act of 1959, as amended.
  • Section 811 of the National Affordable Housing Act of 1980.
  • Computer Matching and Privacy Protection Act of 1988 (102 Statute 2507).
  • Privacy Act of 1974 (5 U.S.C. 552a), Records Maintained on Individuals
  • Quality Housing and Work Responsibility Act of 1998 (QHWRA)
  • Section 658 of Title VI of Subtitle D of the Housing and Community Development Act of 1992.
  • Executive Order 13520 of November 20, 2009, The Improper Payments Elimination and Recovery Act (IPERA)
  • Executive Order 13515 of October 14, 2009, Increasing Participation of Asian Americans and Pacific Islanders in Federal Programs

b. These collections are covered by the following regulations:

3. Describe Respondents

The primary users of TRACS or its data outputs include:

Internal

  • HUD Multifamily Housing 63 Field Offices
  • HUD Headquarters Multifamily Housing Staff
  • Office of the Chief Financial Officer (CFO)
  • Office of Housing—Office of Finance and Accounting (OFA)
  • Office of Chief Financial Officer—Office of Budget (OB)
  • Office of Policy Development & Research (PD&R)
  • Federal Housing Administration (FHA)/Comptroller's Office
  • Departmental Enforcement Center (DEC)
  • Real Estate Enforcement Center (REAC)
  • Office of Multifamily Housing—Office of Affordable Housing
  • HUD Office of the Inspector General (OIG)

External

  • Performance Based Contract Administrators
  • Contract Administrators
  • Owners and Property Management Agents
  • State Housing Finance Agencies
  • Public Housing Authorities (PHA)
  • The Government Accountability Office
  • U. S. Census Bureau
  • Office of Management and Budget (OMB)
  • Congress/Public Requests (Under FOIA)

TRACS Industry Working Group

HUD established a working group in February 2012 to identify enhancements for TRACS Release 202D. The working group consists of 123 members from HUD Industry Partners (Contract Administrators, Occupancy Trainers, Owners, Property Management Agents, state housing finance agencies, and Occupancy Software Vendors) and HUD staff. The working group conducted eighteen work sessions to determine the requirements for TRACS Release 202D. During these sessions, forms relative to 2502-0204 were finalized for OMB forms approval (see Exhibit 1 for TRACS Industry Working Group Members.)

On January 14 and 15, 2014, HUD held the Quarterly TRACS Industry Meeting in Washington DC for approximately 130 Industry Partners (Contract Administrators, Owners/Agents, Service Bureaus, Trainers and Software Vendors). During the Industry Meeting, a special session was conducted where each form relative to 2502-0204 were presented to the attendees for open discussion. After the Industry Meeting, the Form Presentation was posted to the HUD TRACS Announcement Web page for review. On February 20, 2014, HUD held a Virtual Meeting with 115 Contract Administrators and HUD staff where the forms and TRACS 202D enhancements were presented followed by a question and answer period. No comments from the Quarterly TRACS Industry Meeting, Postings or Virtual Meeting resulted in changes to the forms being submitted to OMB for review and final approval.

HUD consulted with the following industry partners to discuss ways in which the burden to owners/management agents and tenants can be reduced and the impact these revised collections will have on the tenant certification and subsidy payment processes. After discussion, the conclusion was reached that these revised collections had been fully documented in the TRACS Monthly Activity Transaction (MAT) Guide and software vendors would have very little impact due to the fact that the requirements are already in place and the provision of HUD forms, notices, leases, etc., in lieu of using documents they or their software contractor have developed, ensures their compliance with the revised program requirements.

The new TRACS MAT Guide for TRACS 202(d) has been approved by industry partners and is located at: http://portal.hud.gov/​hudportal/​HUD?​src=​/​program_​offices/​housing/​mfh/​trx/​trxsum.

TRACS Software Vendors

TRACS collections are 100% electronic, which required HUD to coordinate system development with 21 software firms through a defined system development lifecycle:

Company namePoint of contactBusiness telephone numberE-mail address
Bostonpost TechnologyJed Greaf440-409-2942jed.graef@mrisoftware.com.
BP SoftwareRon Barlean800-344-7611ronbarlean@gmail.com.
CGIGregg Sargi216-416-6454gregg.sargi@cgifederal.com.
Start Printed Page 26985
Emphasys SoftwarePaul Maltby800-899-4227 EXT 1102pmaltby@emphasys-software.com.
HABJill Fularczyk608-785-4950jill.fularczyk@habinc.com.
Hopewell SoftwareRichard Hilton954-353-9242richard@hopewellsoftwaresolutions.com.
Housing Development SoftwareCharlene Vassil954-217-9597 EXT 218charlene.vassil@hdsoftware.com.
IPM SoftwareDan Dulleba802-985-9319ddulleba@ipm-software.net.
Lindsey Software, IncJohn Lindsey501-372-5324john_lindsey@lindseysoftware.com.
MultiSite Systems, LLCBrent Lawrence888-409-5393brentl@multisitesystems.com.
PHA WebNathan Hoff608-784-0354nathan@pha-web.com.
PM Services, LLCMaura Harris314-496-8005maura.harris@att.net.
Property SolutionsJanel Gamin801-375-5522 EXT 5729jganim@propertysolutions.com.
RealPage IncGaye Williamson972-820-3265gaye.williamson@realpage.com.
SACS SoftwareGrant Dark256-329-1205grant@sacssoftware.com.
ShofCorp LLCFrank Shofner800-824-1657 EXT 31frank@shofcorp.com.
Simply Computer Software, IncCraig Tinsley800-626-2431 EXT 3craig@simplycomputer.net.
Tenmast SoftwareJulie Rutherford877-359-5492 EXT 1406julier@tenmast.com.
Tracker Systems, IncStephen Vigeant508-485-4160steve@trackersys.com.
Yardi Systems, IncJenny Dyer770-729-0007 EXT 6265jenny.dyer@yardi.com.

TRACS 202(d) Development Lifecycle

Each of the 21 software vendors listed above agreed to systems development life cycle composed of the following defined and distinct work phases which are used by systems engineers and systems developers to plan for, design, build, test, and deliver information systems (includes all OMB approved data collections forms under 2502-0204):

  • Preliminary analysis: The objective of phase 1 is to conduct a preliminary analysis, propose alternative solutions, describe costs and benefits and submit a preliminary plan with recommendations.
  • Systems analysis, requirements definition: Defines project goals into defined functions and operation of the intended application and OMB approved forms.
  • Systems design: Describes desired features and operations in detail, including screen layouts, business rules, process diagrams, pseudo-code and other documentation.
  • Development: The real code is written here.
  • Integration and testing: Brings all the pieces together into a special TRACS testing environment hosted within HUD's infrastructure, then TRACS checks each vendor's software for errors, bugs and interoperability.
  • Acceptance, installation, deployment: The final stage of initial development, TRACS 202(d) Release software was put into production.

Note:

The 21 software vendors listed above cannot implement TRACS 202(d) until OMB approves the HUD-Forms under collection number 2502-0204.

HUD Seeks Approval Not To Display the Expiration

Date for OMB Approval of the Information Collection

All forms will be posted on HUD's Web site (www.hudclips.org) and will contain the OMB expiration date. However, HUD requests forms produced by automated systems do not display or print the OMB expiration date.

HUD is seeking an extension not to display/print the expiration date on forms included in these information collections. To reduce this burden on Software Vendors, HUD is requesting an extension for Vendor software applications to reference/display the HUDCLIPS URL (www.hudclips.org). HUDCLIPS contains official HUD forms depicting the OMB expiration date and OMB control number. When OMB changes an expiration date on a form, HUD loads the form with the new expiration date onto HUDCIPS. Allowing Vendor's to use screens, facsimiles and reference HUDCLIPS eliminates the need for software vendors to change their existing applications to accommodate new OMB mandated expiration dates.

Whenever a HUD form changes or a new form is added, Industry Software Vendors must perform the software development life cycle phases (Analysis, Design, Development, Testing and Implementation, etc.) to ensure the change gets implemented at roughly 26,800 HUD Business Partner sites. With a number of HUD forms being relatively static, only the form expiration date changes over time. Software Vendors incur unnecessary cost when modifying their software applications to accommodate changing expiration dates. An expiration date change in vendor software adds no value.

4. Estimated Number of Respondents, Estimated Number of Responses, Frequency of Response, Average Hours per Response, and Total Estimated Burdens:

Form No.Estimated number of respondentsEstimated number of responsesFrequency of responseAverage hours per responseTotal estimated burden
HUD-526700.50
HUD-52670-A Part 10.125
HUD-52670-A Part 20.125
Start Printed Page 26986
HUD-52670-A Part 30.125
HUD-52670-A Part 40.125
HUD-52670-A Part 50.125
HUD-52670-A Part 60.125
Total HUD-Form 5267022,731272,772Monthly1.125306,869
HUD-52671-A3213,852Monthly1.335,123
HUD-52671-B11132Monthly1.33176
HUD-52671-C2,74244,904Monthly1.3359,722
HUD-52670-D38456Monthly1.33607
HUD-927421212Annually.506
HUD-92743a1212Annually.253
Total25,867322,140372,506

B. Solicitation of Public Comment

This notice is soliciting comments from members of the public and affected parties concerning the collection of information described in Section A on the following:

(1) Whether the proposed collection of information is necessary for the proper performance of the functions of the agency, including whether the information will have practical utility;

(2) The accuracy of the agency's estimate of the burden of the proposed collection of information;

(3) Ways to enhance the quality, utility, and clarity of the information to be collected; and

(4) Ways to minimize the burden of the collection of information on those who are to respond; including through the use of appropriate automated collection techniques or other forms of information technology, e.g., permitting electronic submission of responses.

HUD encourages interested parties to submit comment in response to these questions.

Start Authority

Authority: Section 3507 of the Paperwork Reduction Act of 1995, 44 U.S.C. Chapter 35.

End Authority Start Signature

Dated: May 6, 2014.

Colette Pollard,

Departmental Reports Manager.

End Signature End Supplemental Information

[FR Doc. 2014-10868 Filed 5-9-14; 8:45 am]

BILLING CODE 4210-67-P