OCAFs and Special Claims
RIHousing is now requiring all OCAFs to be completed through the Docusign process. We can no longer accept OCAF letters that are faxed, mailed or emailed back. Similarly, the special claims process is changing. All special claims must be emailed to:
in one single PDF file with the name of the property and the unit number in the subject line. We can no longer accept special claims that are faxed, mailed or emailed directly to the Contract Administrator (CA).
Sites with more than one contract are now required to send in a rent schedule with all contracts included – even when effective dates differ. This will make the gross rent calculations more representative of the site as a whole.
Here is a sample.
As you may have heard, there is a recent HUD system issue where certain retroactive (only) MAT70 GRC certifications are submitted, but no fatal errors are returned/generated. Instead, an internal programmatic system error (PSFERR) is issued stating “Occurrence of Certified Household already existed when CREATE attempted. POTENTIAL DATABASE CORRUPTION CONDITION HAS BEEN DETECTED.” A change request has been created and approved to address the issue and is scheduled to be implemented on May 31, 2019.
Please hold any retroactive GRCs and submit after May 31, 2019.
Retroactive GRCs are those transmitted to TRACS after the contract anniversary.
During Management and Occupancy reviews CAs will be collecting staff salary information as requested in Section 28 and the HUD-9834. If projects are more comfortable emailing the information to the CA they are welcome to do so prior to or the day of the MOR.