Report to HUD #3: Check Submission Log Status in HCS with HUD Connect

This article is part of a series on how to use HUD Connect to report to HUD.

Reporting to HUD is an add-on feature set for HomeKeeper. If your program is interested in using HomeKeeper to report housing counseling to HUD, contact HomeKeeper support for pricing/setup information.

 

Finalize Submission to HUD (Look for Status = DONE)

Update HUD Submission Log to check Status

The Status of a Submission Log will not update automatically. Check the status of your submission to ping the HUD server.

Select the tab HUD Submission Log.

Then, select a list view such as "Submissions Last 30 Days". Find the Submission Logs that you most recently submitted.

After each submission, HUD Connect also sends the user an email with a link to the recent Submission Log.

This will list Submission Logs to HUD, including possible Submission Types

1. Agency
2. Counselor
3. Client
4. Form 9902.

Each Submission Log will have a Status including:

• STARTED: Submission sending has begun, please wait ~5 minutes to update status
• RECEIVED: Submission received but not yet processed by HCS
• ERROR: Submission could not be processed by HCS due to data error(s). See Error Message.
• FAILED - CONTACT SUPPORT: Not submitted to HCS. Contact HomeKeeper Support.
• DONE: Submission processed by HCS without errors. This submission is complete!

Select the Submission Log from the list.

On the Submission Log, click the button "Update HUD Submission Log", then "Submit. This communicates with the HUD server to process your submission.

*After submitting, it may take 3-5 minutes for the HUD server to process your submission.

Note: In Salesforce Classic, there is a list view button to "Check Status"

After checking the Submission Log Status, if HUD has successfully processed your submissions, all the recent Submission Logs should have a Status = DONE.

 

Status = ERROR? Review Error Message and troubleshoot

1. Review the Error Message for that specific Submission Log 
2. Check for common Error Messages in Troubleshooting Errors article, such as:
   1. Incomplete HUD required fields
   2. Form 9902 Totals do not match
   3. Client activity not funded for selected NOFA
3. Email [e-mail] with questions

Submission Logs include a Staff Notes field, which is useful to write how you resolved the error to refer to in the future.

Recommended: Login to HCS to Validate Data

HUD requires agencies to validate their data every 90 days. After submitting to HUD, you will need to log into HUD's Housing Counseling System website (HCS) to complete the required validations (not pictured).

As of Winter 2020, here is how to validate data on the HCS website:

1. Validate the required information for your Agency. Navigate to Agency > Agency Information. Look for the "Validated" checkbox, and check it (if information is accurate). Then, refresh your screen. The Next Validation Required date should now list a date in the next quarter.
2. Validate your 9902 submission. Navigate to Agency > Agency Summary. Look for the HUD-9902 Submission Summary. Click the date for the period just submitted (should appear in red italics). Click to validate the 9902. From this screen, you can print the 9902 PDF to save a copy for your records.

This completes the HUD reporting process. Review any step in process from Outline: Report to HUD using HUD Connect