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In this article, we will review how to identify errors and inconsistencies in Income and Sources data within an Assessment (Entry, Interim, Annual, or Exit) that will cause a data issue in the Annual Performance Report (APR) or Consolidated Annual Performance Evaluation Report (CAPER) in the Homeless Management Information System (HMIS). 

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Things to Know

Main Parts to Income and Sources

There are three main parts to the Income and Sources data.

1. Overall Yes/No

2. Total Monthly Income

3. HUD Verification Transaction Box 

 

Three Parts to HUD Verification Transaction Box

The HUD Verification Transaction Box tracks if all Sources of Income have been verified/reviewed with the client. If an income source has been verified, it will show as a row within this box. There should be an Open Row for every Source of Income, even sources the client isn’t receiving, and each row should contain the following data points:

2a. Whether or not the client is currently receiving that source of income, 

2b. the start and, and if applicable, end date for that source of income, and

2c. if receiving that source of income, the amount received each month.

 

Three Shortcuts within HUD Verification Transaction Box

There are three shortcuts within the HUD Verification Transaction Box that help when reviewing Income and Sources Data.

4. Monthly Income View All

5. HUD Verification

6. View Gross Income

 

System Date

The System Date is either today’s date or the date you have set the system to by using Back Date Mode.

 

Open Row within HUD Verification Transaction Box

An Open Row is a row within the HUD Verification Transaction Box where the System Date 

• Is on or after the Start Date and there is no End Date, or
• falls within the Start Date and End Date.

 

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Step-by-Step Instructions

1. Check for Completeness

All three parts to Income and Sources must be complete.

• The Overall Yes/No will cause a data issue if it is blank, “Data not collected,” “Client doesn’t know,” or “Client prefers not to answer.”
• The Total Monthly Income will cause a data issue if it is blank when Overall Yes/No is “Yes” or if any Open Row has a monthly amount entered.
• The HUD Verification Transaction Box will cause a data issue…
  • If any of the Open Rows have a response of “Data not collected,” “Incomplete,” “Client doesn’t know” or “Client prefers not to answer.”
  • If there is not an Open Row for each Source of Income. If a source of income does not have an open row, there will be a red triangle with an exclamation point to the right of the HUD Verification shortcut.

 

2. Check for Consistency

The response to Overall Yes/No must be consistent with the open rows of income sources within the HUD Verification Transaction Box.

• If Income from Any Source is “No,” then all Open Rows within the HUD Verification Transaction Box must also say “No.”
• If Income from Any Source is “Yes,” then at least one Open Row within the HUD Verification Transaction Box must say “Yes.”

 

3. Check the Calculation

The Total Monthly Income must equal the sum of the Monthly Amount of all open rows of income sources within the HUD Verification Transaction Box.

• Rows with a Start Date equal to the system date will be counted.
• Rows with an End Date equal to the system date will also be counted.

 

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Related Articles

Changing the System Date (Back Date Mode)

 

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Still having trouble?

If you still have questions about identifying an Income and Sources data issue, please contact the HMIS Administration Team at [email protected].