The first thing to know is that we can only guarantee timely payments to those of you who submit your vouchers by the 10th of the month prior to the month in which you are vouchering. This means that SHCC must have received both an error-free electronic voucher submission and a hard copy of that voucher. Both forms of the voucher must match in order for the submission to be considered complete.
Make sure that you print the hard copy of your voucher and then check it against the electronic version before sending SHCC the electronic copy. The two copies should match exactly.
When determining the “Next Recert Due” Date, it is a good idea to check the move-in date of the tenant. If the Annual Recertifications are not being performed in that month, then make sure that an IC was performed in the month that the Annuals are being performed. If you find that the AR’s are being performed in the wrong month, please begin doing the AR in the correct month. Make sure that no tenant goes more than 12 months without an Annual Recertification.
Please check your error messages daily. If errors are not corrected, they may cause you further problems down the road. ALL errors should be addressed, even if they are not “Fatal Errors”.
For help addressing error messages, please refer to your MAT Guidebook or see the Summary of the Monthly Activity Transmission (Mat) User's Guide at HUD. This will give you details as to the correct format for all MAT files submitted through TRACS.