If you have questions about DevCo, please select a topic below to expand and view the questions your colleagues have asked and how we've answered. You may also email DevCoHelp@ohiohome.org with your own question now. Make sure to check back often to see the latest Qs and As.
Q: Once you register for a log-in, how long will it be until access is approved?
- All Users – When you register to use DevCo for Compliance, you will identify your own username (defaults to your email) and password. During registration you will be asked to identify your organization code, if you do not have your code contact DevCo Helpdesk so that your registration can be processed more smoothly. You will also be asked to identify the properties for which you need access.
- Owners – OHFA processes new Owner Access requests within 3 business days, contact the DevCo Helpdesk if you are not able to login after 3 days.
- Management or other users – Approval is controlled by the Owner, contact the owner if you are not able to login within 3 days of registering.
Q: I've registered in DevCo, why does it say "The Login or Password provided was incorrect" when I'm using my username to log in?
A: Access must be approved before you can log in to DevCo. First allow for 3 business days for the registration or access request to be reviewed and approved. Contact the project owner to check that have seen the request. If you are requesting access as the owner, contact the DevCo Helpdesk.
Q: Staff changeover has occurred with our company, how do I remove the access of previous employees?
A: Access can be removed for any person working on DevCo. To remove or change access for a person you must have Online- Project Owner or Online- Property Manger access on the property. If you either of these access types you will "Manager Users" available to you when you are the Property Details screen in DevCo. Note that remove access is permanent, and if done in error the user would need to make a new request.
Q: What is the deadline for all current tenants to be entered in into DevCo?
A: The deadline for entering tenant data and annual owner certifications is March 1, 2015. This due date is applicable for all Certifications of all OHFA-funded properties including those that have Gap-financing only, such as Ohio Housing Trust (OHTF)-Trust or HOME, and also TCAP/TCE, FAF, NSP. This reporting deadline is also the same for any property that is currently in its Extended Use period for the Housing Tax Credit (HTC) program.
Q: How do I submit for Annual Reporting?
A: There are two parts to the 2015 Annual Reporting submission, and all of it is done in DevCo. The Tenant Data submission is done by using "Finalize Year" on the Property Details page of the property. Finalizing submits the data to OHFA and locks that reporting year from having any further changes made to events and utility allowances. The Annual Certification questionnaire is completed by clicking the "Annual Certification" button on the Property Details page. The questionnaire consists of three screens and the final page is an electronic signature with submit button at the bottom.
Q: Just to clarify, we must add all of 2015 information into DevCo prior to March 1st?
A: Yes, any tenant event that happened in 2015 should be part of the 2015Annual Reporting. So, from January 1 through December 31, 2015 what happened to your residents from move-outs to move-ins to transfers, to recertifications (either income and student or only student), to changes in household composition. Be sure to enter these events in the order they occurred during the year to prevent errors in DevCo.
Q: What if we have units that had no activity in 2015? Is it okay if those units to have no information when you export the report?
A: Actually, if you are in your original compliance period for the HTC program or you have HOME or Ohio Housing Trust Units, you will have some sort of activity whether it is an annual recertification or only an annual student certification. Extended Use reporting will be discussed in more detail under the extended use section.
Q: Do we have to enter all tenant data for 2015? I have someone that moved out on January 5, 2015.
A: Yes, any household that resided at your property during anytime in 2014 will need to be reported as part of the 2015 Annual Owner Report and tenant data.
Q: What if funding source does not include either LIHTC or HOME?
A: Any allocation of funds from OHFA will need the Annual Owner Certification and Tenant Data to be reported through DevCo. Please refer to our Compliance section on DevCo homepage for a more in-depth explanation on reporting requirements.
Q: How do we send reports to investors or syndicators?
A: There are 2 options: 1. Save copies of the submissions or exported events printed or exported from DevCo and send them to the investor or syndicator; 2. Work with the investor or syndicator to have them register in DevCo and request the properties. They should be given viewer access which would allow them to access tenant events and any certifications completed in DevCo throughout the year.
Q: How do I save a copy of the Finalization Receipt or the Annual Certification?
A: Both forms can be saved from DevCo using the Export function that is in the top of the form. To access Finalization Receipt click on the Receipt button from the Property Details screen. To access the Annual Certification form to print click the Annual Certification and proceed to final third screen. If the Annual Certification is submitted you will see a read time stamp on each page and the Print button will be available on the final page.
Q: For the 2014 reporting year I was only required to report tenant data for 2014 new move-ins, do I need to report all tenant data for the 2015 year?
A: Yes, Extended Use properties are now required to report all activity for their tenants from January 1st to December 31st. The submission must be completed by the March 1st deadline.
Q: What if we have units that had no activity in the current reporting year? Is it okay if those units to have no information when you export the report?
A: Properties that are in its extended use period may have units with no activity for the year, therefore it is okay for those units to not have events. No activity includes no move-ins, move-outs, rent updates, or composition updates. It is recommended for properties intending to apply for OHFA funding in the future, to continue to do annual student certifications for their tenants.
Q: If my HTC funding is in extended use, but my HOME funds are still active, am I required to do recertifications?
A: Yes, however, you are only required to do recertifications for your HOME qualified units.
Q: The property has a new allocation of Low Income Housing Tax Credits, when should access be requested in DevCo?
A: Owners should request access to the property at minimum 2 months prior to qualifying residents. They can request access directly through DevCo by using the "Request another property" feature. If the organization requesting access is new to OHFA they should request an Organization Code prior to registering in DevCo, this ensures that the request is processed smoothly. The Organization Code is used during registration. Any issues with access or using DevCo for compliance can be sent to DevCo Helpdesk.
Q: What if your move in date is before the date that the unit initially qualified for LIHTC. Do you use the date that they qualified for LIHTC on the TIC or do you use their actual move in date?
A: Use the date the tenant qualified for HTC on the tenant income certification. The HTC move in event is the date the household became qualified for the HTC program. This date may be after they physically moved in if the property housed people prior to the HTC allocation.
Q: I've made a mistake how can it be fixed in DevCo?
A: After an event has been saved in DevCo (by clicking Update) it can be changed at any point during that reporting year. Note that if a change is being made that should be included on Tenant Income Certification a clarification record will be needed in the file. If the property has been "Finalized" for the reporting year you will need to request that the property is made active.
Q: My property says "Finalized" and I can't make any changes, how do get it set to active?
A: Finalized is the status given to the property after the tenant data is submitted to OHFA for a reporting year. If the status needs to be switched back to "Active" this must be done by OHFA. Note all other statuses except "Active" lock a property from being edited.
Q: If we need to re-open a year that has been closed so that we can delete or correct information, do we contact DevCo Help?
A: Yes, you need contact DevCo Helpdesk and we will reopen/make the year active so you are able to make any corrections information.
Q: What should be done after a correction has been completed?
A: If the correction is part of the annual reporting process, you should contact your analyst when you are finished with corrections. Otherwise, contact DevCo Help if the correction was to a previous year in DevCo to update the status.
Q: How do you enter a tenant if they are receiving Section 8 rental assistance?
A: As any other tenant, you will enter their data. When you move to the rent section, be sure to indicate the amount of the Section 8 assistance and mark it with the correct source e.g. PBA for Property/Project Based Assistance or TBA for Tenant Based Assistance.
Q: So every time a tenant completes and IR or AR for the Section 8 portion, you want us to enter a new event? Even for 100% TC property?
A: Yes, you should create a new event and update information such as household composition, student status, and rent and/or utility allowance amounts.
Q: If my project is Rural Development (RD)/Rental Assistance (RA) A, but 2 units do not have RA - Under unit identity, what do I mark each type of unit? Select Program for RA and Market if they pay basic rent?
A: In Devco, the unit identity should be marked based on if the household is a program unit, employee, or market unit for the programs funded through OHFA (e.g. Housing Tax Credits). This may differ from how the unit is identified for RD. If there is rental assistance from RD, then Rural should be selected from the dropdown box for the assistance source.
Q: I don't see a print icon when viewing the Tenant Income Certification?
A: The print icon is only available if you are using Internet Explorer 10. However, you can export (a floppy disk icon) to a PDF to print. OHFA recommends that export feature is used to preserve the format of the form.
Q: Where do you go to view the TIC in DevCo?
A: After you enter in all of the information on the event details page for a unit, push update at the bottom of the page. "View TIC" will appear on the right, click "View TIC" to generate a TIC.
Q: Should the event date always be the first of the month?
A: No, the event date should be the date of event. For example, on a move-in the event date should be the date of the move-in. For a rent update, the event date is the date the rent changed for the unit.
Q: If you only have HTC units are you required to do annual recertifications?
A: If your tax credit allocation indicates that all of your units are covered under the HTC program, while you may not have to complete an annual income recertification, you do still have to complete an annual student certification.
Q: Is recertify selected when you do lease renewals?
A: Recertify should only be selected when completing a recertification for an OHFA funded program which includes self-certifications for the HOME program.
Q: The property is entering events for the first time; can the property just enter the recertifications? Instead of going back 8 years starting with the Move-in for the household?
A: In order to establish that the household was qualified initially, you do need to enter the move-in data in the appropriate reporting year. After that data is entered, you will add the current rental activity for the reporting year. So, good news, you won't have to enter eight years of data as your question inferred.
Q: Do you still have to do a rent adjustment if you are a 100%?
A: Yes. You need to do a rent update every time there is a rent change for the unit and/or project. This would include any changes to the tenant rent portion, utility allowances, or the federal rental assistance amount.
Q: Is there somewhere where the actual rent restriction can be put into the property? I have a restriction that is 44%.
A: If you do not see your limit, the next highest limit available should be selected when entering an event in DevCo. When viewing the TIC you will see what percentage the household is meeting to know if they over the specific limit that is specified for your property. DevCo is designed with several income/rent limits but due to the vast number of income and rent combinations, they will never all be in DevCo. If the specific restriction is not listed it should be included in the Notes for the event. It is the responsibility of the owner to know and understand what rent and income limits exist at the property. If you aren't sure what your actual income and rent numbers are, you will need to use either your compliance software or use a website such as Novagradac's Rent and Income Calculator to determine them. For more information, please refer to the 2015 Rent and Income Limits Implementation memo on our website http://ohiohome.org/lender/default.aspx.
Q: What is the purpose of adding an unborn child to the family count?
A: Including the unborn child provides a complete count of household members. Having the higher household count means that the household qualifies for higher income limit this increases the chances of the family finding affordable housing. Also, counting the unborn child may mean the household meets full time student household except that they otherwise wouldn't have met.
Q: Could you please confirm that we do not have to enter the whole SS number just the last 4 digits?
A: Yes, for Social Security numbers, HUD and the IRS only require the last four digits. DevCo currently however needs all nine digits to be entered. If your data does not have the first five digits you can enter the SSN as zeros (0).
Q: Has the passbook rate changed in DevCo yet?
A: The current HUD passbook rate of .06% is in DevCo. This passbook rate became effective on 2/1/15. If you are entering an event that took place before this date it will list the old 2% rate on the Tenant Income Certification.
Q: What about the middle initial? Do we need to include it on the Tenant Income Certification?
A: If you know their middle initial, then yes it should be included in your event reporting. It can be entered in the same field as the first name.
Q: The Transfer Out is completed, but why is there information missing on the Transfer In?
A: DevCo copies only the majority household & tenant information when generating the Transfer In. However, the tenant rent portion, federal rental assist amount, rental assist type and source will need to be manually entered on the Transfer In event. You will also need to include the income sources for each household member so that the TIC can be printed.
Q: The Transfer In & Transfer Out share the same date in DevCo, is this correct?
A: Due to limitations in DevCo the transfer in & transfer out will be listed with the same date. When completing the Transfer Out make sure you are using the date they moving to the new unit for the Event Date. It is important to use the date they are in the new unit so that the Tenant Income Certification can be printed with the correct date.
Q: I attempted to do a transfer event but the unit I want to transfer my tenant into is unavailable. What is the problem?
A: Before you transfer your tenant, make sure the unit you are transferring them into is vacant. The unit may have an event in another reporting year so make sure the previous tenant is moved-out before you transfer the new tenant into the unit. Also remember that events in DevCo need to be entered in chronological order. If you are attempting a transfer for a previous year and you have a current event(s) in the same unit, you will not be able to complete the transfer event.
Q: What is needed to have the utility allowance show up in the dropdown menu on the tenant event?
A: There are a couple of reasons why a utility allowances is not showing up if was entered in DevCo: 1. The utility allowance may not be updated or an allowance is missing time period that the event occurred in. 2. The BIN for the unit may not have been identified on the utility allowance that is needed. Please check that these areas are completed, and if you are still having issues contact the DevCo Helpdesk.
Q: The utility allowance that I just entered is not showing up, what should be done?
A: Utility allowances will only appear in reporting years that they could be active in. For example if you enter a Utility allowance in 2014 reporting, but it is a Utility Allowance with an effective date in 2016 it will be available in the 2016 reporting year. To confirm if you are in the correct reporting year look on the Property Details page for the reporting year.
Q: Does the utility allowance need to be checked each time an event is entered?
A: The utility allowances (UAs) should be checked in DevCo when entering Tenant Data for the first time and before finalizing the year in DevCo the UAs should be reviewed. New UAs need to be added in DevCo any time the utility allowance changes.
Q: So you have to enter the initial certification for every resident as well as current certification?
A: To begin entering events in DevCo (manually), all residents that lived at the property in the current reporting year must have their initial certification entered first. This is either their move in or when they originally qualified for the HTC program, and it must be entered in the reporting year it occurred. After the move-in data is entered, then enter the event(s) that occurred to the household in current reporting year.
Q: Is it necessary to enter income/asset information for previous move-ins, since we are not printing the TIC? DevCo states this information is optional.
A: In order to establish that the household was initially income qualified at move-in, you will need to create a move-in event in the correct reporting year. You will complete all fields except those fields that 'break down' the income and assets by resident.
Q: We understand if someone moved in in 2013 we need to go back to 2013 and enter their move-in. Since they were not recertified in 2014 because it wasn't required, they aren't showing in our export document. Is this okay, or do we need to "recertify" electronically in DevCo to ensure the person shows in our upload?
A: Actually, if you are in your original compliance period for the HTC program or you have HOME or Ohio Housing Trust Units, you will have some sort of activity whether only an annual student certification or it is an annual recertification. Note that if the property is in Extended Use for HTC since annual certifications are not required, then it is possible that there would be no tenant event on a unit in a reporting year.
Q: What about 2012? It looks like the names at the end of 2012 are in the system right now.
A: Tenant information collected from the 2012 compliance tools were added DevCo. It has been discovered that there are issues with these events in DevCo such as dates being incorrect and household member information being incomplete. If, the property has information listed in units but you have not entered any events into DevCo, it is recommended to delete all the 2012 events before adding any events in DevCo.
Q: If incorrect information from 2012 or another previous year is deleted, do I need to re-enter it correctly for that year before entering it in the current year?
A: No. The bad or information should be deleted and only residents living at property during 2014 or after need to be entered in DevCo.