TRACS Housing Assistance Payment (HAP) Vouchers and Special Claims

The Minnesota Housing TRACS Data Analyst works with Project Based Section 8 Owner/Agents to approve payment of the monthly Housing Assistance Payment (HAP) Voucher. The TRACS Data Analyst role is to verify current accurate assistance is being paid on the monthly HAP Voucher, in order to maximize HUD’s housing resources, assuring maximum participation in HUD’s housing programs by as many eligible families as possible.

Owner/Agents submit tenant and HAP Voucher data via iMAX by the 10^th of each month. Upon receipt of correct, error free TRACS files, the TRACS Data Analyst approves the monthly HAP voucher for submission to HUD with payment made on the first of the following month.  

Special Claims are submitted and processed throughout the month. Each special claim is date stamped upon receipt by Minnesota Housing. Minnesota Housing has 30 days from the date of receipt to review and approve, adjust or deny the special claim.

TRACS Data Analyst review and approval includes the following:

• TRACS submissions and responses
• Helping Owners/Agents with TRACS error corrections
• Repayment agreements
• Special Claims
  1. Vacancy Claims
  2. Unpaid Rent / Damage Claims
• EIV  Non-Income Discrepancies

To help Owner/Agents with accurate and timely HAP Voucher payments, view the following resources:

Special Claims

Guidance and Training:

• Helpful Hints for Special Claims – Provides guidance on steps necessary for completion and submission of Special Claims
• HUD's Special Claims Guide
• Special Claims Flow Chart - a quick glance on the steps between your office and Minnesota Housing to your claims approved
• Special Claims Training - an in-depth training presentation containing information for accurately completing your claims
• Special Claims Damages Life Expectancy - For special claims damages, the life expectancy of items such as carpets, appliances, window shades and screens as well as descriptions of “normal wear and tear”

Resources:

• Regular Vacancies Special Claims Checklist - Required checklist to be used with each vacancy special claim. (fillable pdf)
• Sample Waiting List - can be downloaded and utilized at the cite level for waiting list requirements
• Unit Reconditioning Log – Sample of a required form for all special claims submissions. (fillable pdf)
• Unpaid Rent Special Claims Checklist - Required checklist to be used with each unpaid rent / damages special claim. (fillable pdf)

General Resources

• Guidance on Implementing Gross Rent and Utility Allowance Changes - Guidance on when gross rent changes should be implemented.
• How to Submit a Repayment Agreement on a HAP Voucher - A step by step guide for owners and agents to follow when processing a repayment agreement on a voucher.
• Sample Repayment Agreement  - A sample form reflecting all HUD required language to be included on repayment agreements.
• Unit Status Update  - Form used to notify your TRACS Data Analyst of changes listed on the form, such as, Market Rate tenant move out or unit no longer a Section 8 unit and it to be used in conjunction with a TRACS file submission as required.
• TRACS Voucher Information Sheet - Form used to notify TRACS Analyst of changes in contact information including email address for HAP Vouchers