HUD HCV Guidebook § 5.3

It is important that the PHA has tracking and monitoring procedures and systems in place to ensure that the
required reexaminations for each assisted family is initiated and completed on time.
Most PHAs have an electronic system of record with reporting features to help supervisors monitor and track
the annual reexamination process. Housing software programs can identify reexaminations due dates and
monitor PHA monthly reexamination activity through computer-generated reports. Most software systems
allow for reporting on various date-driven fields. The dates tracked for each family might include:
              Lease and HAP contract effective date;
              Reexamination effective date;
              Initial reexamination notification date;
              Second notice date;
              Termination notice date;
              Notice of rent adjustment date; and
              Date of the next annual reexamination.

Computer software may be able to provide audit reports identifying annual reexaminations that have not been
completed. The PHA should also review HUD’s IMS/PIC (Information Management System / PIH Information
Center) Section Eight Management Assessment Program (SEMAP) module to identify late annual
reexaminations. Many PHAs also maintain internal electronic reexamination activity or progress logs. These
logs are used to assist staff in managing the on-time completion of the reexamination process.

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     24 CFR § 100.204; 24 CFR § 8.33; 28 CFR § 35.130