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HUD Tenant Demographic data and Spectrum’s End of Year Data Collection Software

Friday, September 18th, 2015

Written by Paul Perpich, Spectrum Enterprises

The 2014 Spectrum End of Year data collection cycle has been completed and the tenant demographic data has been submitted to HUD. The 2014 cycle marked the end of significant updates HUD has made over the past two years to the tenant demographic and income data that was collected as a result of the congressional mandate embodied in the 2008 Housing and Economic Recovery Act (HERA). For the most part the recent major updates that you saw in our End of Year (EOY) software, primarily version 5.0.0 and later, have been stabilized and you shouldn’t see any changes to the dataset for awhile.

In 2014 HUD published their first final report on the tenant demographic and income data that has been submitted to date and included only the 2012 collected data. The initial report on 2013 data was published earlier this summer. It became apparent early in the process that the effort required of HFAs, property owners and managers as well as management software system vendors to ramp up their systems and personnel to collect tenant demographic data that was previously not collected for tax credit compliance was significant. Consequently, HUD decided that the 2009 to 2011 data submitted was not suitable for publication.

One aspect of the data collection process that has been problematic for HUD and is something we’ll be continuing to focus on is the submission of incorrect Building Identification Numbers (BIN). For this past 2014 cycle we added information in the Building form in our software that provided information about the correct format for the BIN as well as a tool to check the format of the BIN that had been entered. While we provided this guidance we did not require that the BIN be correct and the file could be submitted to us with the incorrect BIN. Moving forward we’ll be stiffening the requirement to submit correct BINs.

For the 2015 collection cycle we will still allow incorrectly formatted BINs to be submitted to us but we will be providing a report of those properties that have submitted incorrect BINs to the state HFAs. That report will also include statistics on the completeness of the rest of the HUD required data that was submitted. Our expectation is that by the 2016 collection cycle report files with incorrect BINs will not be allowed to be submitted to us.

Importing data using XML

The ability to import data directly from property management software systems into the Spectrum EOY software has been steadily increasing since the introduction of the State Housing Finance Agency Low Income Housing Tax Credit Data Transfer Standard in 2006. The development of the standard has been sponsored by the National Affordable Housing Management Association (NAHMA) and is commonly referred to as the NAHMA LIHTC XML Data Transfer Standard.

Spectrum included the ability to import data using the XML standard in 2009 with version 3.1.1 of our software. After a slow start use of the XML standard has increased significantly over time with the greatest increase occurring during the past two years. Spectrum has been working closely with the standards group since inception of the standard and has taken a leadership role in working with the HUD and the standards group to ensure that the standard includes all of the data elements is HUD requesting as part of their Low-Income Housing Tax Credit (LIHTC) Tenant Demographic and Income Data Collection program.

Using the XML import process to move event data from a management software system to the EOY software is a quick and relatively easy process that once correctly setup eliminates the need to manually enter tenant demographic and income data into the EOY software. An entire year’s worth of data can be processed and moved in just a few minutes. The XML standard is supported by Yardi, Real Page and Boston Post (now MRI) as well as other vendors. If you’re not using the XML process and would like to learn more about it please contact me at EOYHelp@SpectrumLIHTC.com or 517-277-0120.

Here’s a breakdown by Spectrum monitored states of the use of the XML import process:





































Important Reminders

Before submitting your EOY file to Spectrum please be sure to remember the following:

  1. Make sure the BIN numbers are correct (e.g. MA-12-00001) and match what’s on the 8609.
  2. Make sure the Placed in Service Date (PISD) is accurate (building form).
  3. Make sure the BIN address is complete and matches what’s on IRS form 8609 (building form).
  4. If you’re using XML to import data from your management system be sure to verify all the data that is not included in the XML import file such as the following:

– Management agent, owner and general partner data especially contact information

– All the property information, building and unit counts as well as the set aside information located in Property form.

  1. Missing TIC information to avoid 8823s
  2. Keep in mind that HUD is now requiring Live in Caretakers be reported on the TIC even though they aren’t included in the number of occupants count for the unit.
  3. Also keep in mind that all household members need to be entered not just the head of household.

Impact of LIHTC Housing in the US

Friday, April 3rd, 2015

Written by Harold Tucker, Spectrum Enterprises

The LIHTC program is the most successful affordable housing program in U.S history. What does that mean? Does it simply mean the country has a lot of families living in affordable housing? Yes, but there is so much more! Besides providing thousands of affordable units to families the impact the LITHC program has on a community is much wider.

According to the NAHB (National Association of Home Builders) every 1,000 unit LIHTC apartment developed creates 1,130 jobs. A lot of those jobs are in the construction sector. Nationwide the LITHC program creates 95,700 jobs, $3.5 billion in federal, state and local taxes and $9.1 billion in economic income (wages and business income).

The benefits to the local area in service and trade, the food industry, health industry and education remain long after the LIHTC project is constructed.  Up to 30 jobs in each field remain in close proximity to the LIHTC project after construction.

A last thought. 90% of affordable housing is from the Low Income Tax Credit Housing program. 90%! How can this program not impact almost every city in the United States? Citizens everyday drive by LIHTC housing and don’t know it. The perception of affordable housing is often one of dilapidated buildings in crime ridden areas of the city. We who work in this housing field know this is not the case. The impact of the affordable housing program is wide across this country and we are all are part of it. 

2013 LIHTC Income Limits Posted

Wednesday, December 5th, 2012

Written by Erik Whitton, Spectrum Enterprises 

Edited 12/12/20

HUD has published the 2013 income limits which may be found on their website.  http://www.huduser.org/portal/datasets/mtsp.html

The effective date of this income limit data set appears to be 12/4/2012.  All properties must utilize the new amounts within 45 days.  January 18, 2013 would be the deadline. 

We urge all properties to update their utility allowances at this time.

I have included a spreadsheet here which may be used to determine 40% income limits as well as rent limits at 40%, 50%, and 60%.  On the HUD website you will enter your state and city/county.  Once the HUD website provides you with the income limits simply enter the 50% line from the HUD website into yellow shaded row on this spreadsheet and everything else will be computed.  Please make sure to double check the results with the 60% income limits on the HUD page and with the limits provided by your state agency!

Some cities and counties have different income limits depending on the property placed in service date.  Make sure to review the bottom of the HUD website and select the appropriate income limits based on the placed in service date for each property.  

I have compared 2012 limits with 2013 limits in some US markets to see whether limits have increased or decreased.

I have gone back to sample these following areas to see if they have risen or not.  The only changes are Baltimore and Omaha.  

The following areas have increased:

Portland, ME

New York City


The following areas have decreased:

Boston, MA

Philadelphia, PA

Baltimore, MD ***EDIT*** The amounts stayed the same

Miami, FL

Omaha, NE ***EDIT*** The amounts have increased

Little Rock, AR

Los Angeles, CA

Denver, CO

Detroit, MI

Chicago, IL

Seattle, WA

Kansas City, KS

St. Louis, MO

Manchester, NH

Rochester, NY

Raleigh, NC

Wait Lists at LIHTC Properties

Thursday, September 27th, 2012

Twice in the past 24 hours we received a call asking if keeping a wait list is required for tax credit properties so it seems the issue should be discussed.

While Section 42 itself has no requirements for owners maintaining wait lists there are two very good reasons to do so: The Vacant Unit Rule and General Use compliance.

The Vacant Unit Rule (VUR) requires owners to make reasonable attempts to re-rent units. This means marketing. It can be reasonably presumed that if you have a wait list for your units you’ve marketed.

By Lois Churchill, Head of State Monitoring

The IRS has stated that failure to market vacant units is not only a violation of the VUR but also a general use violation. How are people supposed to know you have units if you don’t market? If you don’t keep wait lists for your tax credit properties then you’d better have marketing either continual or started each and every time you receive a notice to vacate from a tenant.

Other programs involved with your property may require you to maintain a wait list. If you do keep wait lists be sure to do frequent, but at least annual, updates to keep your list fresh!

My Mini Rant

Friday, June 1st, 2012

Written by Deborah Bechetti, Spectrum Enterprises

I have recently had a very difficult review week.  Loads of files to review and properties that were unprepared for an audit.

At least in Maryland, we will always complete the physical inspection and the file review at the same time.  All tax credit tenants must be notified of the possibility of a unit inspection.  This has been the standard operating procedure for at least ten years and should not come as a surprise to any site manager.    Several of my sites lately have said they had no idea that I would also be inspecting units.  They blame upper management for not passing along this information, which is explicitly explained in our notification letter.  This policy has been in place long enough so that all veteran site managers should be fully aware of the procedure and all new managers should be made aware by their supervisors.  Make sure that maintenance personnel is available to accompany our inspector.  It seems to be the same management companies that are unaware of the inspections over and over.

Per the 1.42-5 IRS Monitoring Regulations the units selected will not be disclosed until our arrival at the property.   The units selected for review will have the file pulled and the unit inspected.  Please make sure you know which units are not tax credit units, as we will not inspect those units.  If you have separate files for tax credits and HUD, please make sure that all required forms are in the tax credit file (lease, application, certification and all verifications).  If you have one file for both tax credit and HUD, please make sure that the EIV form is either:  not in the file, or in an envelope so that we cannot see it.  As ridiculous as it is, HUD will not allow us access to the EIV information.  Please pull all of the files requested at the beginning of the audit.  The piles will not intimidate us, but the one last file that is not in the stack when we get to what we think is the end of the audit, may not be so easily located in a short period of time.

In short, audits are nothing to be afraid of, just be present and prepared.

Happy New Year from Spectrum Enterprises and Spectrum Seminars!

Thursday, January 5th, 2012

Written by Wil Whalen, Spectrum Enterprises

Happy New Year from Spectrum Enterprises and Spectrum Seminars!

In 2012 our illustrious leader Steve Rosenblatt will be trekking from Honolulu, to Anchorage to New York City and everywhere in between conducting his world famous seminars! For a full schedule of seminars being offered in 2012 please access Spectrum Seminar’s website HERE

Here are few reminders for you:

  • The 2012 Income Limits have already been posted. You can access them HERE.
  • Effective 1/1/12 Social Security will increase by 3.6%. Click HERE for more information.
  • A revised Audit Guide was published in January 2011 and is available HERE.

January is the first quarter, which means your state agency will start conducting the annual inspections. Unfortunately for many of us, January also means SNOW! Do understand that inspections are scheduled in a very specific order regarding both date and time as well as location. Even if you are experiencing bad weather, it’s important that you do your best to go through with the inspection. In the most extreme cases, inspections can be postponed, but it’s in the best interest of all involved, i.e. management, tenants, inspectors, maintenance crews, etc., that inspections happen at the time and date they are scheduled.

Check our site often for news and updates regarding the world of tax credits and stay tuned for details regarding this year’s Symposium that will be held in November in Washington DC!

We here at Spectrum hope that you had a great holiday season and we welcome you to join us for a fantastic 2012!

Spectrum Tax Credit Symposium

Friday, July 8th, 2011

November 16 – 18, 2011

Sheraton New York Hotel & Tower
811 7th Ave at 53rd St
New York, NY
Phone: (212) 581-1000

Cost: Early bird price: $600 until September 1st
$650 after September 1st

Group Discounts Available!

Why you should attend?

Join Spectrum and other leading experts for three days of laughter and learning at our annual Tax Credit Symposium at the Sheraton New York Hotel in New York City. This is an excellent opportunity to explore advanced topics in LIHTC compliance; hear what leaders in the industry have to say regarding hot-button housing issues; and engage with professionals who tackle compliance challenges head-on. Spectrum will present fresh informational sessions including content for managers and investor portfolios alike. Come join us for three days of expert content with leaders in the industry dealing every day with tax credit compliance issues.

Features and Special Events

Tradeshow with Vendors
Presidents Reception at Avenue Restaurant
City Bus Tour Welcome & Awards with Steve Rosenblatt, President Spectrum Seminars
Fair Housing Update with Bryan Greene, HUD Fair Housing
Mold 101 with Pat Tighe, President Mold Stoppers, Inc.
Bed Bugs 101 with Jonathan Boyar
Cocktails with Exhibitors
LIHTC Trivia Games
Ask the Experts with Steve Rosenblatt & AJ Johnson

Breakout Sessions

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