2013 Annual Owner’s Compliance Report (AOCR) Webinar

1. 2013 Annual Owner’s Compliance Report (AOCR) Webinar

2. Contact Information Website: www.tdhca.state.tx.us

3. Annual Owner’s Compliance Report • Reports available in the Compliance Monitoring and Tracking System (CMTS) first week in January • All Parts due April 30th for reporting data for January 1st – December 31st of 2013 • Rule for Reporting requirements moved from 10TAC§10.603 to 10TAC§10.607

4. Annual Owner’s Compliance Report • This reporting year is for 2013 • All answers and information should be limited to activity that occurred January 1, 2013 to December 31, 2013

5. Why do we have to complete this report? • All rental program regulations require owners to annual certify compliance • For HTC program, see Treasury Regulation 1.42-5 • Chapter 2306 of the Texas Government Code requires TDHCA to report information to the legislature and Governor’s office • REA uses data to underwrite new applications received by TDHCA • Asset Management uses the information to determine which properties are at risk and need additional oversight

6. Overview • All properties are required to submit the reports • Unless your property foreclosed or completed a Qualified Contract Sale • The first report is due the 2nd year following the award • i.e. property awarded HTCs in July of 2012. First report due 4/30/2014 • Training will cover how to complete reports for properties that have not yet started leasing

7. Getting Started • Must have a user ID and password to access system and reports • Forms available on website • http://www.tdhca.state.tx.us/ • Must be signed by General Partner • Electronic Compliance Reporting Filing Agreement • Owner’s Designation of Administrator of Accounts

8. Getting Started Forms available on the website: This is the same place you access CMTS to login

9. Getting Started • Owners must request a user ID and password no later than 9/1 of the year following the award. • i.e. property awarded HTCs in July of 2012. The CMTS Filing Agreement & Owner’s Designation of Administrator of Accounts forms must be submitted to the Department no later than 9/1/2013. • This helps in being prepared to submit the AOCR due 4/30/2014 timely • Required in 10TAC§10.607(a)

10. How to Access the Reports • 2 types of usernames are issued • A username for the administration • Starts with adm • This is the only username that can be used to access all parts of the ACOR • A username for the property manager • Starts with mgr • Can only update Part B: Unit Status Report (USR)

11. How to Access the Reports When you log in as the adm, this is what you see: Will list here all of the properties associated with the adm username

12. How to Access the Reports To access the parts of the AOCR: Click on the Annual Owners Compliance Reports- 2012 link

13. How to Access the Reports You will then see this screen: This is where you can access Parts A, B, C and D

14. Basics • Use mouse or tab keys to navigate the system • Do not use “back” button • Do not have to complete reports in their entirety in one sitting; just make sure you Save as you go • Select the “submit” button to submit the report. • If there is still a link for the report, the report has not been sent.

15. Part A Compliance Questions

16. Part A: Compliance Questions To access the Compliance Questions, click Start New Report:

17. Part A: Compliance Questions The reporting year for this report is 2013. Be sure to limit your responses to activities that occurred January 1, 2013 to December 31, 2013

18. Part A: Compliance Questions

19. Part A: Compliance Questions • For guidance on answering questions that were not changed from 2012, please see: • 2012 Annual Owner’s Compliance Report (AORC) Training (PPT) • 2013 AOCR Cheat Sheet • http://www.tdhca.state.tx.us/pmcomp/reports.htm

20. Part A: Compliance Questions • Changes made to the Compliance Questionnaire: • Deleted questions about Non-profits and HUBs • Added: • Question regarding Affirmative Marketing for Veterans (#23) • HOME specific question as required by the new HOME Final Rule (#24)

21. Part A: Compliance Questions 23. Department records indicate that this question is not applicable to the development. N/A If for # 23 this message appears, it means that, based on a reconciliation of Department records, the property is not required to specifically Affirmatively Market to Veterans

22. Part A: Compliance Questions 23. Have you Affirmatively Marketed to Veterans as required by the LURA, application or QAP? YES • You are affirmatively marketing to organizations specializing in assisting veterans • Note: this requirement is specific to allocations made in 2010 (selection criteria) and 2011/2012 (threshold criteria); the provision may not be included in your LURA and Asset Management will be contacting you to amend accordingly NO • Please provide details

23. Part A: Compliance Questions • If you have HOME funds, you will be required to answer an additional question

24. Part A: Compliance Questions 24. Is each building and all HOME assisted units in the project suitable for occupancy, taking into account State and local health, safety, and other applicable codes, ordinances, and requirements, and the ongoing property standards established by the TDHCA (the participating jurisdiction) to meet the requirements of §92.251? YES • If all units are suitable for occupancy • If any governmental entity (other than TDHCA) inspected the property and NO deficiencies/violations OR No inspection occurred NO • If any governmental entity (other than TDHCA) inspected the property and found any deficiencies/violations • If any unit(s) are not suitable for occupancy • Please provide details

25. Part A: Contact Information • Changes made to Contact Information: • If Post 15 or HTC Exchange, no longer required to enter Syndicator contact information • No longer required to update the nonprofit and/or HUB contact information • Although not required, it is encouraged that these records are current

26. Part A: Contact Information You will need to update all contact fields for the Property, Management Company, Syndicator, and Owner

27. Part A: Contact Information • Make sure to review all contact information for the owner, syndicator, management company and property • Including a valid email address • ONLY ONE per field • Be sure to update with the contact person you want receiving Department correspondence • You will not be able to submit these reports unless all contact information is completed

28. Part A: Contact Information If there is not any contact information currently entered for the property, click Start New Report If there is existing contact information, to review for accuracy and edits as needed, click Edit or View Before Submission

29. Part A: Contact Information To edit existing information: If you need to change existing information, you have to Delete then Add To add missing information, click Add

30. Part A: Contact Information To Add information: 1. Click Add 2. Enter the prompted information and Submit Query The Department database will be searched to determine if the record already exists

31. Part A: Contact Information If the record exists, Assign to the property

32. Part A: Contact Information If the record does not already exist, Add an Organizationto the property

33. Part A: Contact Information At minimum, must complete the fields in orange; SAVE

34. Part A: Contact Information Once saved, update remaining information by clicking Addto each relevant field

35. Part A: Contact Questions Be sure to review the contact information for all parties and update as needed. The Department solely relies on this information and when it is incomplete/incorrect, the right people don’t get the right information

36. Part B Unit Status Report (USR)

37. Part B: Unit Status Report • This should reflect occupancy as of 12/31/2013 • If the property is still under construction, submit blank • Part A no longer requires race/ethnicity information to be reported • The Department will use the race/information from Part B for reporting purposes • No changes made to Part B

38. Part B: Unit Status Report To access the Unit Status Report, click Unit Status Reportfrom the main login screen:

39. Part B: Unit Status Report Click on Enter Unit Occupancy to start updating the USR:

40. Part B: Unit Status Report From the list of Unit #s, select the unit you need to update:

41. Part B: Unit Status Report To clear the screen to enter a new household’s information: Enter the Move Out Date Then click New Household

42. Part B: Unit Status Report To move out a household and just show the unit as vacant: Enter the Move Out Date Then click Mark Vacant

43. Part B: Unit Status Report Complete all relevant Household Information: Unit Designation(s): Enter both the income and rent designation for each program applicable to the unit Special Needs: Select YES or NO based on if the household has a Special Need; this is not to identify the unit as being equipped Utility Allowance: Enter the current applicable utility allowance for that unit Household size: Enter the total number of household members TIC Date: - For new move ins, this is the date the household executed the initial IC - For annual recertification, this is the date the household executed the annual IC - For AEC’s, this is the date the household completed the AEC - If the household has completed an annual recertification or AEC, update to YES Assistance/Assistance Payment: Select the type of rental assistance from the drop down box and then enter the amount of the rental assistance Tenant Paid Rent: - Enter the amount of tenant rent from the lease - If the household received rental assistance, enter only their portion Annual Income: Enter the household’s actual annual income based on the appropriate IC Move In Date: Enter the date the household first move into the project Name: Enter the Household’s last name

44. Part B: Unit Status Report Complete all relevant Household Composition data: Other: - Enter the number of household members that are Elderly, Disabled, Disabled & Elderly or Not Disabled or Elderly - If the household refused to disclose the information, be sure to check the box The total for each section must add up to the total number of household members entered above in the Household Information Race: - Enter the number of household members that are of the race option listed - If the household refused to disclose the information, be sure to check the box Ethnicity: - Enter the number of household members that are Hispanic/Not Hispanic - If the household refused to disclose the information, be sure to check the box

45. Part B: Unit Status Report Don’t forget to SAVE! If you have a “down unit”, you can also identify that here; click Mark Down To SAVE and Exit the input screen, click Save and Exit To SAVE and go to the next unit listed, click Save and Next Unit

46. Part B: Unit Status Report To submit the USR, go back to the Unit Selection Screen and click Property details

47. Part B: Unit Status Report At the Property detail screen, click Submit Reports

48. Part B: Unit Status Report Choose the report you would like to submit and click Submit:

49. Part B: Unit Status Report Enter the date the occupancy data you have entered is through: Be sure to click Submit to TDHCA

50. Part C Housing for Persons with Disabilities Report