SAMPLE TENANT CONSENT TO DISCLOSE EIV INCOME INFORMATION
USE OF EIV REPORTS
HUD Handbook 4350.3 REV-1 — Occupancy Requirements of Subsidized Multifamily Housing Programs · 2026 edition · updated 2026-10-05 · United States
| USE OF EIV REPORTS | |||||
|---|---|---|---|---|---|
| REPORT | *UPDATE | O/A REPORT USE | FILE DOCUMENTATION | RETENTION | |
| TSP | P&P | ||||
| INCOME REPORTS Cont’d. Note: A current, signed form HUD-9887 must be on file to view and/ **Acurrent, signed form HUD-9887-A must be on file to obtainwritten third party verification of ** |
income. | ||||
| No Income Reported on 50059 |
X | As identified in O/ policies and procedures. |
Correspondence/ received for re-verification of zero income tenants |
Tenant File Any correspondence/ received when re-verifying zero income tenants. |
|
| No Income Reported by HHS or SSA Identifies tenants who passed the SSA identity test but no income was reported by HHS or SSA. This does not mean that the tenant does not have any income. O/ must obtain written third party verification of any income reported by the tenant. Recommend “zero” income tenants be required to disclose and O/ income at least quarterly. These are tenants who report no income at all. See Paragraph 9-12.D.1.a |
X | As identified in O/ policies and procedures. Interview tenants, asking the right questions to provide the tenant the opportunity to disclose any income. |
Third party verification from income sources of other income reported by tenant, if applicable. Correspondence/ received for re-verification of zero income tenants. . |
Tenant file Any documentation or third party verifications for other income reported by the tenant for term of tenancy plus 3 years. |
*TSP = Tenant Selection Plan P&P = Policies and Procedures
HUD Occupancy Handbook Exhibit 9-5
8/13
4
Exhibit 9-5
4350.3 REV-1
| USE OF EIV REPORTS | |||||
|---|---|---|---|---|---|
| REPORT | *UPDATE | O/A REPORT USE | FILE DOCUMENTATION | RETENTION | |
| TSP | P&P | ||||
| INCOME REPORTS Cont’d. Note: A current, signed form HUD-9887 must be on file to view and/ **Acurrent, signed form HUD-9887-A must be on file to obtainwritten third party verification of ** |
income. | ||||
| New Hires Report Identifies tenants who have new employment within the last 6 months. Report is updated monthly. See Paragraph 9-12.D.1.b |
X | At least quarterly Contact tenant regarding new employment Confirm new employment with tenant. Request tenant provided documents to support current income and/ verification from employer, as applicable. Process Interim Recertification to include new income, if applicable. |
New Hires Report with notation of action(s) taken. No Dispute of EIV Information: EIV Income Report Current, acceptable tenant provided documents Third party verification from the source, if necessary. Disputed EIV Information: EIV Income Report Third party verification from the source for disputed information Any correspondence with/ tenant relating to new employment and/ the employment or income reported in EIV. Form HUD-50059(s) . |
Master file Retain New Hires Summary Report in a master “New Hires Report” file for 3 years. Tenant file Retain New Hires Detail Report for the tenant along with any correspondence with tenant, third party verifications, form HUD-50059(s), etc., .for term of tenancy plus 3 years. |
*TSP = Tenant Selection Plan P&P = Policies and Procedures
HUD Occupancy Handbook Exhibit 9-5
8/13
5
Exhibit 9-5
4350.3 REV-1
| USE OF EIV REPORTS | |||||
|---|---|---|---|---|---|
| REPORT | *UPDATE | O/A REPORT USE | FILE DOCUMENTATION | RETENTION | |
| TSP | P&P | ||||
| VERIFICATION REPORTS Note: A form HUD-9887 is not required to view and/ |
|||||
| Existing Tenant Search Identifies applicants who may be receiving assistance at another Multifamily or PIH location. See Paragraph 9-13.A |
X | At the time of processing an applicant for admission Search each applicant and applicant household member to see if receiving assistance at another location. Discuss with tenant regarding circumstances relative to being assisted at another Multifamily or PIH property. Follow up with respective PHA or O/ individual’s program participation status before admission. Coordinate move- in/ or O/ |
Search results for each member of the household. Results of any contact with applicant must be recorded on and/ for affected household member. Results of any contact with PHA, owner, management agent where applicant is reported as receiving assistance must be recorded on and/ with the search results for affected household member. |
Application file If not admitted – retain search results and any supporting documentation with the application for 3 years. Tenant file If admitted – retain search results and any supporting documentation with the application for term of tenancy plus 3 years. |
*TSP = Tenant Selection Plan P&P = Policies and Procedures
HUD Occupancy Handbook Exhibit 9-5
8/13
6
Exhibit 9-5
4350.3 REV-1
| USE OF EIV REPORTS | |||||
|---|---|---|---|---|---|
| REPORT | *UPDATE | O/A REPORT USE | FILE DOCUMENTATION | RETENTION | |
| TSP | P&P | ||||
| VERIFICATION REPORTSCont’d. Note: A form HUD-9887 is not required to view and/ |
|||||
| Multiple Subsidy Report Identifies tenants who may be receiving rental assistance at more than one location. See Paragraph 9-13.B |
X | At least quarterly Must search both queries: Search within MF Search within PIH Provide tenant opportunity to explain any circumstances relative to his/ being assisted at another location. Follow up with respective PHA or O/ confirm tenant is being assisted at the other location. Depending on the results, may need to take action to terminate the assistance or tenancy and repay subsidy to HUD. |
Search results Documentation supporting any contacts made or information obtained to determine if household and/ member is receiving multiple subsidies. Documentation to support any action taken if household and/ receiving multiple subsidies. **Note:**If a tenant’s multiple subsidies were discussed and resolved at the time of recertification, this must be noted on the printed report and no further action is required. |
Master file Retain Multiple Subsidy Summary Report and supporting documentation in a master “Multiple Subsidy Report” file for 3 years. Tenant file Retain a copy of the Multiple Subsidy Detail Report for the tenant along with any documentation of action taken for a household member for term of tenancy plus 3 years. |
*TSP = Tenant Selection Plan P&P = Policies and Procedures
HUD Occupancy Handbook Exhibit 9-5
8/13
7
Exhibit 9-5
4350.3 REV-1
| USE OF EIV REPORTS | |||||
|---|---|---|---|---|---|
| REPORT | *UPDATE | O/A REPORT USE | FILE DOCUMENTATION | RETENTION | |
| TSP | P&P | ||||
| VERIFICATION REPORTS Cont’d. Note: A form HUD-9887 is not required to view and/ |
|||||
| Failed EIV Pre- screening Report Identifies tenants who have missing or invalid personal identifiers (last name, date of birth, SSN) in TRACS. These tenants will not be sent to SSA from EIV for the SSA identity test. Identifies tenants who need to disclose a SSN, e.g., replace TRACS generated ID number. See Paragraph 9-13.C.1 |
X | Monthly Follow up with tenants identified on the report where discrepant personal identifiers were not corrected at the time of recertification. Check accuracy of data entry, e.g., numbers not transposed in SSN. Contact tenant and confirm to verify discrepant personal identifiers Correct TRACS data within 30 days of the date of the report. |
Failed EIV Pre-screening Report documented with action taken to resolve invalid or discrepant personal identifiers. **Note:**This report will include those persons who are exempt from the SSN disclosure and verification requirements. In these instances the O/ note on the copy of the report retained in the “Failed EIV Pre-Screening Report” master file that tenant(s) is exempt from SSN requirements. **Note:**If a tenant’s information was corrected at the time of recertification but the EIV data has not yet been updated, this must be noted on the printed report and no further action is required. |
Master file Retain copy of report in a master “Failed EIV Pre- screening Report” file for 3 years. Tenant file Documentation to verify discrepant personal identifiers for term of tenancy plus 3 years. |
|
| Failed Verification Report (Failed SSA Identity Test) Identifies tenants whose personal identifiers (last name, date of birth, SSN) do not match the SSA database. See Paragraph 9-13.C.2 |
X | Monthly Follow up with tenants identified on the report where discrepant personal identifiers were not corrected at the time of recertification. Check accuracy of data entry, e.g., numbers not transposed in SSN. Contact tenant and confirm to verify discrepant personal identifiers. Correct TRACS data within 30 days of the date of the report. |
Failed Verification Report (Failed SSA Identity Test) report documented with action taken to resolve invalid or discrepant personal identifiers **Note:**If a tenant’s information was corrected at the time of recertification but the EIV data has not yet been updated, this must be noted on the printed report and no further action is required. |
Master file Retain copy of report in a mater “Failed EIV SSA Identity Test” file for 3 years. Tenant file Documentation to verify discrepant personal identifiers for term of tenancy plus 3 years. . |
*TSP = Tenant Selection Plan P&P = Policies and Procedures
HUD Occupancy Handbook Exhibit 9-5
8/13
8
Exhibit 9-5
4350.3 REV-1
| USE OF EIV REPORTS | |||||
|---|---|---|---|---|---|
| REPORT | *UPDATE | O/A REPORT USE | FILE DOCUMENTATION | RETENTION | |
| TSP | P&P | ||||
| VERIFICATION REPORTS Cont’d. Note: A form HUD-9887 is not required to view and/ |
|||||
| Deceased Tenants Report Identifies tenants reported by SSA as being deceased. See Paragraph 9-13.D |
X | At least quarterly Confirm, in writing, with head of household, next of kin or contact person or entity provided by the tenant to determine whether or not the person is deceased. If deceased, within 30 days from date of report: Update family composition, and, if applicable, income and allowance, on the form HUD-50059. See Paragraph 7- 13D of Handbook 4350.3 REV-1 for effective date. Single member of a household, process move-out using form HUD- 50059-A. Effective date retroactive to earlier of 14 days after date of death or date unit vacated. **Note:**Overpayment of subsidy must be returned to HUD. Any discrepant data in TRACS must be updated within 30 days from the date of the report. Encourage tenant to contact SSA if SSA’s data is incorrect. |
Deceased Tenants Report Documentation obtained to resolve discrepancy. Form HUD-50059 with change of family composition. Form HUD-50059-A for move- out. **Note:**If action was taken to remove the deceased tenant from the household or to terminate tenancy of a deceased single member of a household at the time of recertification but the EIV data has not yet been updated, this must be noted on the printed report and no further action is required. |
Master file Retain copy of report in a master “Deceased Tenants Report” file for 3 years. Tenant file Form HUD-50059 and/ HUD-50059-A plus any other documentation received for a particular tenant must be retained for term of tenancy plus 3 years. |
*TSP = Tenant Selection Plan P&P = Policies and Procedures
HUD Occupancy Handbook Exhibit 9-5
8/13
9
Exhibit 9-6
4350.3 REV-1
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