Public Housing Association

The Yardi PHA module is used by Public Housing Authorities to manage Housing Choice Voucher (HCV) units, public housing properties, and Project Based Voucher (PBV) units. In addition to the basic financial management abilities of the Core system, PHA has additional built-in functionality for the processing of 50058s, the maintenance of HUD-compliant waitlists, the submission of reports to HUD, and other PHA management tasks. 

Here are some other benefits and features of the Yardi PHA module:

• Compliance (FMRs, income limits) built directly into the system
• 50058s are autogenerated (minimizing data entry error) for seamless submission to PIC
• Easy Portability tracking: HUD 5226 form is pre-loaded into Yardi; GL accounts and journal entries can be automated for interagency HCV accounting
• Tracking and setup of HCV landlords as vendors in the system; scheduling and tracking completion of Initial and Annual inspections of HCV units
• Agile creation of Housing Authority-specific reports, including FDS, PHAS, VMS, and SEMAP certification

Like the Affordable module, the Yardi PHA module generates pre-filled required programmatic forms for tenants and housing providers and acts as a record for tenant and prospective tenant information, simplifying intake and recertification processes. Here’s a short list of what we can do in the system:

• Yardi’s PHA module allows you to set up workflows and permissions so that intake and recertification staff and those in charge of managing the waitlist can easily access the information they need and perform their job functions within the system
• Schedule Resident Occupancy reports in Yardi PHA so that staff are able to track the progress of applications and certifications
• Set up calendars for staff members who handle case management; train staff on tracking correspondence with tenants and prospective tenants directly in Yardi

Because the demand for public housing typically outpaces the availability of units, you’ll want to ensure your waitlist procedures are simple and scalable. Managing a list of typically thousands of applicants on multiple waiting lists can be tricky. Here’s how we can help:

• Integrate PHACafe: setup interfaces and workflows so that staff can receive and review paperless documentation for certifications; automate the online application entry to waitlist process

Layering Subsidies

It’s common for Project-Based properties to receive additional government subsidy – commonly, this is done using equity from LIHTCs (via HUD’s Rental Assistance Demonstration program) or with a local jurisdiction’s HOME funds. Layered units are complex and can present many challenges for those inexperienced with both Yardi Affordable and Yardi PHA modules.

• Ensuring back-end functionality for automatically generating certifications for units restricted by more than one program is set up correctly

Yardi PHA includes several important PHA-specific GL accounts, most notably those used for processing housing assistance payments. There are additional charge codes associated with portable vouchers, the Family Self Sufficiency program and excess utility payments as well. How we can help:

• Reviewing PHA specific reports to check changes in HAP payments are substantiated by supporting records and unit activity
• Ensure permissions are set up correctly, so that the ability to lock/unlock transaction totals is limited to one person; set up an approval workflow for creating vendors and posting payables, and rent/HAP
• Ensure Tenant Payment Agreements are hitting the tenant’s individual ledger correctly based on the terms of the payment agreement form

There are a few additional back-end configuration items that are unique to Yardi PHA that need to be completed and should be audited/modified periodically

• Occupancy Standard Schedules: PHAs have limits on the number of people per bedroom. These are added as a table (like income and rent limits) directly into Yardi
• Census Tract setup: Census Tracts need to be entered for all properties. This is especially important if your PHA has had approval to use Small Area FMRs

We can automate certain functions to ensure that you are following applicable state and federal programmatic requirements:

• Rent Adjustment, Recertification notices, Notices to Vacate, and other required letters and notice verbiage for Project-Based Section 8 properties – Yardi’s PHA module allows you to set up form letters in the system that will automatically populate with a tenant’s information
• Automate all Move-in, Initial Certification, and Recertification paperwork; generate 50059s, 3560-8s and Tenant Income Certifications with income and asset information verified and uploaded into the system by site staff; setup RENTCafe Affordable so that tenants can upload their own paperwork
• Ensure waitlists are functioning correctly and automate notices and randomization
• Setup of Annual Reporting – Yardi Affordable interfaces with several online state LIHTC systems; this setup can be done on the back-end

• 50058s are created in the system, reducing errors
• Workflows can be setup so that staff are directed to create the right type of certification when needed, are verifying income and assets using HUD’s preferred order, and are operating waitlists correctly
• With Affordable and PHA units, there can be legal consequences for not providing tenants with the correct notice in the correct timeframe (think Notices to Vacate). Workflows, notifications, calendars, and pre-filled forms ensure staff is in compliance
• Overall, the PHA module increases efficiency, it cuts down on time in between tasks required by HUD, resulting in getting people housed more quickly