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FAQuestions: Vouchering

• Electronically submit HAP request by the 10th of the month.
  
  
• Submit all updates requested by AHSC.
  
  
• Look for payment around the 1st of the following month.
  
  

Often I get a call from the CCS stating something is wrong with my voucher.  What can I do to reduce the number of errors each month?

Step 1:  Each month, when you are finished making your voucher and tenant TRACS files, print out, review and compare the voucher and tenant files you made against the hard copy of your voucher.  This will ensure that you have included all certifications for which you are billing.

Step 2:  Check if you have included all necessary certifications by looking at the adjustment section of your voucher.  The certification(s), which created the adjustment(s), should be included in your tenant data TRACS file.  Also check for all new certifications that are effective that month (i.e. AR’s, IR’s).  (from Fall 2002 newsletter)

If I find a mistake on the HAP request I have sent, may I resubmit it if the 10^th of the month has not passed yet? 

• Do not resubmit another HAP request unless the CCS has requested it.   You can make an adjustment for the following month.

When are my vouchers due every month and how much can I expect to get paid?

Vouchers (HAP request) are due the 10th day of the month. Your CCS processes vouchers within five days and sends a reconciliation report requesting certain tenant data updates. It is requested these be submitted within three business days.Your CCS will reprocess requests with the updates. Check for payments around the 1st of the month. If vouchers are submitted after the 10th day of the month, please be aware that AHSC has 20 days for processing.

HUD always used to pay me what I requested on my voucher. AHSC sometimes pays less. Why?

AHSC, under its contract with HUD, is required to perform a prepayment review and reconciliation for all vouchers. This ensures that an owner/agent has submitted all 50059 updates electronically to support a subsidy payment.

If you receive a payment less than what you requested, review your reconciliation report sent by your CCS during the monthly voucher processing. The reconciliation report indicates which tenant records are not in AHSC's database. If your records are not in the database, submit those records electronically. AHSC will adjust your next voucher to reflect those updates.

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