- Property Owners & Managers
- About OHFA
Providing Housing Resources With an Eagerness to Serve
OHFA is committed to transmitting prompt, accurate payment of Housing Assistance Payment (HAP) Vouchers to each of our owners every month.
In order to receive monthly voucher payments, HUD regulations require owners to submit a HAP Voucher request to OHFA by the 10th day of the month prior to the month for which payment is requested. We require that each property submit an electronic version of the voucher, via the Tenant Rental Assistance Certification System (TRACS), supporting 50059 data, and a signed and dated paper copy of the voucher.
Vouchers submitted after the deadline risk late payment. We are not able to process voucher payments until all required documentation is received and reviewed for accuracy and eligibility. A monthly voucher submission is required even if the owner is requesting no payment for the billing month.
Generally, HAP Vouchers are paid electronically on the first business day following the end of each month. Late owner submission and other extenuating circumstances could cause HAP Voucher Payments to be delayed.
The Tenant Rental Assistance Certification System (TRACS) is a HUD computer system. The system was developed to help improve financial controls over assisted housing programs by automating manual procedures and incorporating automated controls. TRACS is used for electronic tenant data collection and HAP Voucher processing.
The Integrated Multifamily Access Exchange (iMAX) is a front-end subsystem to TRACS. It accepts data submitted from the Industry sites to HUD Headquarters in an electronic form and returns messages from HUD Headquarters to sender sites. Limited edits are performed on the data format before passing the pre-validated data to the TRACS system for further validation and processing. Data which fail the iMAX edits create error messages to the sender requesting data correction. The Industry partners are responsible for formatting their automated data to be accepted by the iMAX and TRACS systems.
The MAT User Guide for TRACS 202D contains technical submission instructions for using the most recent TRACS system, which went live August 1, 2014. All owner/agents must convert to TRACS 202D by January 31, 2015. TRACS will only accept transmissions in the 202D format after January 31, 2015.
OHFA highly recommends that all owner/agents either download or print the MAT User Guide for TRACS 202D.