Revised: 12/16/2016
Go to Maintain>>Applicants (Active)>>Quick Link>>Household Composition
For inactive applicants go to Inquiries>>Inactive Applicants>>Quick Link>>Household Composition
Enter and maintain household member information through this program. Information that has been entered may be viewed in the Applicant Household Composition program or in the Applicant Composition Grid/Window in the Applicant Master>>Main tab.
This program may also be accessed from the Applicant Household Composition Grid/Window by double clicking on a displayed member. This will open the Applicant Household Composition program with the targeted member's information displayed.
At the top of the Household Composition Screen are the standard function options to assist with the operation of the program. Click here for more information on the functions available in most modules.
Household Composition's Quick Link Menu
This area displays the head of household and tracking number information the member(s) are associated with. If the file is "Read Only" this information will be displayed in red. If the file is in "Edit Mode" the information will be displayed in green. If the software is not set to Enhanced Edit Mode, the information will be displayed in black.
Every member of the household entered here is assigned a member number by the system in consecutive order starting with number one. The designated head of household should be entered first which will assign the number one, followed by the spouse and then dependants.
When the program is opened from the Applicant Household window in the Applicant Master, the member number and member information for the member clicked on will be shown.
When the program is opened from the Quick Link menu an applicant Member # must be entered or selected from the list.
To enter a new household member, leave the Member # field blank and tab.
Note: If member numbers are not consecutive, run the Renumber/Update Applicant File from the Applicant Master (Acitive Applicants)>>Quick Link menu. If the problem is not fixed, please call the help desk.
For an existing member the last name will be displayed.
For a new member this field will pre fill with the last name of the head of house. Overwrite the last name information or tab to accept the default last name.
For an existing member the first name will be displayed.
For a new member enter the member's first name.
Displays the existing member's middle name. Enter the middle name or initial when entering a new member.
Assign a coded relationship description to each member as they pertain to the head of house. This information is required for reporting on the 50058 form. Relationship codes are:
C – Child – other youth under 18 – Select this option if the member is a child of the head of the household and is under the age of 18. When this relationship is chosen, the J-Stat field will be displayed on the right side of the view.
E – Full Time Student 18+ - Choose this option if the member is a dependant of the head and is over the age of 18 but, is considered by the school a full-time student. This includes students of vocational schools who have a diploma or certificate program as well as degree granting institutions. When this relationship is chosen, the J-Stat field will be displayed on the right side of the view.
F – Foster Child/Foster Adult – Choose this option if the member is under the age of 18 or is a full time student and is under the parental control of the head rather than his/her mother and father. A Foster Adult signifies a member who is over the age of 18, is not a full time student and who is not capable of living on their own.
H – Head – Choose this option for the one adult member of the household designated by the family and/or the housing authority to be responsible for the rent payment and the lease.
Note: if the head of household is under 18 years of age, an Alert message will be displayed when a new member's file is saved. Press Yes to save the information or No to return and edit information.
K – Co-head – Choose this option if the member is equally responsible with the head for the lease and the rent. This member cannot also be listed as a spouse he/she must be one option or the other and cannot be a dependent.
L – Live-in Aide – Choose this option if the member is living in the household with a head who is disabled in order to care for and give medical attention and is not obligated to support the head. This also includes children of the live-in aide.
O-Other adult – Choose this option if the member is not the head, spouse or co-head but, is over the age of 18 regardless of disability status.
S – Spouse – The marriage partner of the head.
Displays or allows selection of the gender for each member. Select either Female or Male
This field is displayed when a Relationship Code of C or E is selected. The options selected here may affect the Rent Calculation for the household.
No Joint Custody - A dependent that is assumed to be a full-time resident of the unit.
C Custody Option - Dependent whose custody is jointly shared by more than one family but who does not receive a dependant allowance and lives in the unit less than 50% of the time. Such a person's child care expenses count toward the child care allowance.
CK Custody Option - Dependent whose custody is jointly shared by more than one family and lives in the unit 50% or more of the time. Count for unit size and income limit purposes.
JK Custody Option - Dependent whose custody is jointly shared by more than one family and who receives a dependent allowance along with a child care allowance where applicable.
Type in the nine digit social security number without entering dashes for the member. Must be entered for every member over the age of six. If a member does not have a social security number an alternate identification number must be generated from HUD. This is a short term solution.
Displays or allows entry of a member's date of birth. Enter the member's date of birth in a mmddyy or mmddyyyy format.
Birthdates that are prior to 1930 will be validated if entered in a mmddyy format. They will return a date in the future. If a birthdate is entered as 123129 the date will be shown as 12/31/2020 and the following validation message will be displayed:
This box is not accessible by the user. The program will automatically calculate and fill in the member's age.
Displays the member's status for an existing member or select one of the following:
Active
Inactive
Pending
Enter the email address for the member, if available.
This window will display a list of income and assets that have been entered for the selected member. The Income Information and Asset Information entry program may be accessed through the information displayed in the window. If there is no information displayed, the Income Information and Asset Information entry programs may be accessed through the Household Composition>>Quick Link Menu.
To enter a new income or asset go to the Household Composition Quick Link Menu and open the appropriate Information program or double click on an existing line of information to open one of the programs and clear the screen to enter a new income or asset.
A line of income information when clicked upon will open the Applicant Master - Income Worksheet program.
A line of asset information when clicked upon will open the Applicant Master - Asset Worksheet.
If no information is displayed for a worksheet (income or asset) then the Income Information and Asset Information programs may be accessed through the Household Composition Quick Link Menu
NOTE: If income or asset line numbers are not numbered correctly save the line you are currently working on, close the worksheet program and the household composition program and open/run the Renumber/Update Applicant File program found under the Applicant Master (Active)>>Quick Link menu.
This window displays a list of deductions that have been previously entered and associated with the selected member The Applicant Master - Deduction Worksheet program may be accessed through any of the deduction lines shown in the window. If no deduction information is displayed, then Deduction Information will have to be opened from the Household Composition>>Quick Link menu.
To enter a new deduction for the selected member open Deduction Information from the Household Composition Quick Link menu and enter the new deduction information.
Users may also double click on an existing line of deduction information to open the Deduction Worksheet. Clear the view; enter and save the new deduction.
To view and edit an existing deduction, double click on the appropriate line to open the Applicant Master - Deduction Worksheet program with the selected deduction up in the entry/edit area.
NOTE: If deduction line numbers are not numbered correctly; save the line you are currently working on and close the worksheet program and the household composition program. Open/run the Renumber/Update Applicant File program found under the Applicant Master (Active)>>Quick Link menu.
This area displays totals for entered information. If no information has been entered for the category zeros will be displayed. Totals for the following are shown:
Net Income
Asset Value
Asset Income
Deductions
Displays or allows entry of the city and state the member was born in.
If this member has taken over as head of house from a previous head, enter the previous head of household's social security number here. This information is required for the 50058 and the 50059 when switching head of households. If not switching head of households; leave this field blank.
Select one of the following:
62 or older
Disabled/Handicapped
(if the member is both over 62 and disabled/handicapped, select 62 or older and check the disabled box on the Needs/Service tab)
Near Elderly
Non-Elderly
Choose a code to reflect the member’s U.S. citizenship. This code will factor into the rent calculations for eligibility. Click the drop down box to view available options. Leave blank for Live –In Aide or Foster Child/Adult.
Eligible Citizen – Choose this option if the member is a U.S. citizen or national.
Eligible Noncitizen – Choose this option if the member has an alien registration number that has been verified by USCIS
Ineligible Noncitizen – Choose this option if the member is unable to verify registration or has not yet provided an alien registration number.
Not Determined – Choose this option if the housing authority is unsure of member’s citizenship.
Pending Verification – Choose this option if the member has an alien registration number that is pending.
For all citizenship options except Eligible Citizen this field appears to allow entry of a tenant's alien number.
If applicable, enter the member's Alien Number.
This is a requirement for all public housing members. Members must participate in 8 hours of community service a month, 8 hours of self sufficiency a month or a combination of both for 8 hours a month. Choose the status of community service from the drop down box.
Yes – Choose this option if the member is meeting his or her 8 hours of monthly community service.
No – Choose this option if the member is not meeting the required 8 hours of community service. Lease should be terminated immediately.
Pending – Choose this option if user is in the process of verifying that the member is meeting the community service standards.
Exempt – Choose this option if member is one of the following:
62 years or older
The member is under 18 years of age
The member is disabled
The member is engaged in a work-related activity
The member is receiving assistance benefits or services under the state program Part A Title IV of the Social Security Act.
Place a check mark next to the box that best represents the member’s race. More than one box may be checked. Options are:
White
Black/African American
American Indian/Alaska Native
Asian
Native Hawaiian/Other Pacific
Race Unspecified
Choose Hispanic or Non-Hispanic from the drop down.
Place a check mark in this field if the race/ethnicity information was filled out based on observation instead of information from the applicant.
Outlines disability and armed services veteran information
Check the disabled box if it applies to the applicant for one of the following:
Has a disability as defined by Section 223 of the Social Security Act.
Physical, mental or emotional impairment of a long-continued and indefinite duration and it impedes his/her ability to live independently. Could be improved by more suitable housing conditions.
Developmental disability as defined in Section 102 of Developmental Disabilities Assistance and Bill of Rights Act.
AIDS or any condition that arises from the etiologic agent.
Type in any special needs or information on the applicant's disability if the disabled box is checked.
Check the box if member has applied for disability benefits
If the Applied for Disability Benefits box is checked, enter the type of benefit applied for.
If the Applied for Disability Benefits box is checked, enter the date the disability benefit was applied for.
Enter a check mark in one or more of the following disabilities:
Check the box if the member is a veteran.
If the veteran box is checked, enter the term of service.
If the veteran box is checked, enter the branch of service the member served in.
This page should be filled in if the member is a full time student.
Enter the grade the student member is currently in. 99 may be entered for a student over 18 who is a student in a full time higher degree program.
Check this box if the student is a full time student.
Enter the name of the student's school and the school's address. This information will be available to merge into Full Time Student Verification letters.
Fill in the following medical verification information on this tab if the member has established that he/she is disabled:
Name
Address 1
Address 2
City
State
Fill in criminal and alias information on this tab.
Check this box if the member has had any convictions other than a traffic violation. If the box is checked, proceed to fill out the remaining information on the page.
If the box regarding convictions is checked, enter a brief explanation regarding the conviction.
For the first explanation regarding convictions, enter the location where the records can be found.
If there is a second conviction, enter the explanation for the second conviction.
For a second conviction, enter the location where the records can be found.
If there is a third conviction, enter the explanation for the third conviction.
For a third conviction, enter the location where the records can be found.
If the applicant is on probation, enter the name of the probation officer.
If the applicant has indicated that he/she has had another name in the past, check this box.
If the applicant has been known by another name, enter a brief explanation for the alias.
This tab is optional and may be filled in at the discretion of the user/housing authority.
Check the box if the applicant is married. This is optional and may be left blank.
Enter the number of times the applicant has been married. This field may be left blank.
Enter the applicant's maiden name, if applicable. This field may be left blank.
Users may enter the following information for up to 3 previous marriages. These fields are not required by the program and may be left blank.
Name and Address
From and to
Status (Married, Separated, Divorced)
Social Security #
This tab is optional and may be filled in by the user if the spouse/parent does not reside with the spouse or child.
Enter the following information for an absent parent or spouse. These fields may be left blank.
Name
Social Security Number
Address 1 and 2
City, State and Zip Code
Relation
Last Contact
Enter and update any other relevant notational information for the member. This is an optional area and may be left blank.