Report to HUD Using HUD Connect
Table of Contents
This article will take you through the step by step process of submitting your 9902 to HUD using the HUD Connect App.
NOTE: 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 and setup information.
CAUTION: Prior to submission, you need to review all of the data being submitted to ensure that it is complete and accurate. Submitting an incomplete or inaccurate 9902 will cause errors, and your 9902 submission can not be completed. Learn more about how to clean your data for submission here.
Step One: Navigate to HUD Connect
Step-by-Step Instructions
Start by clicking on your app launcher in the upper right-hand corner. Use the search bar to find the HUD Connect app.
Step Two: Update HUD Agency Setting
Step-by-Step Instructions
HUD Agency Settings store your HCS credentials, which are used to submit your data. It is important to ensure that it is always up-to-date before submission.
To navigate to your Agency Settings, select the HUD Agency Setting tab on your HUD Connect navigation bar. Then, click on your Agency Name.
REQUIRED: Update Production Information Prior to Submission
- Production Username: Enter the username used to access HUD Housing Counseling System (HCS)
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Production Password: Enter the password used to access HUD Housing Counseling System (HCS).
- Update every time HCS requires a password reset.
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Production Fiscal Year: The fiscal year that the data is being submitted for.
- This must be updated for Q1 of each HUD fiscal year.
NOTE: Pilot Settings are used for HUD Connect configuration and testing only. To submit to HUD, the “Use Pilot Settings” checkbox should be unchecked.
Step Three: Refresh HUD Submission Data
Step Four: Submit Agency Data
NOTE: Before submitting your client data, ensure that your Agency and Agency Contact are up-to-date. We provide a more in-depth step-by-step in these articles:
Step-by-Step Instructions
- Click on the HUD Agency Profile Submission tab on your HUD Connect navigation bar:
- On this screen, check your Last Refresh Date to see when your Agency Profile was last refreshed. If needed, click ‘Refresh HUD Submission Data’ to get the most updated information.
- When you select your Agency from the dropdown, it will bring up your HUD Agency View Detail. Review this to ensure the information is correct. If anything needs to be updated, you can do so from your Agency record.
- Once you're ready to submit, click ‘Submit’ next to your Agency name.
Step Five: Submit Counselor Profiles
Step-by-Step Instructions
- Click on the HUD Counselor Profile Submission tab in HUD Connect.
- If any changes have been made to your data since you last Refreshed, Refresh HUD Submission Data
- Review your Counselors for any updates that need to be made. If you track Counselor Training in HomeKeeper, you can also select a date range for those trainings to submit.
- Once you've verified everything is correct, scroll to the bottom of the screen and click ‘Submit’:
Step Six: Review and Submit 9902 and Client Data
Step-by-Step Instructions
- When you're ready to submit your 9902 (and/or detail counseling data), select the tab HUD 9902 Submission.
- Select your Agency, reporting Year, reporting Quarter
- Select “All Records” to comply with the HUD HCS requirement that agencies submit detailed data on Clients, Group Sessions, and Attendees.
- Click “Search” to pull up a summary of all records to be submitted.
Review and Submit Counseling Clients
If submitting detailed Client data, and no HUD Corrections are needed, click its Submit button to send to HUD.
Review and Submit your HUD Form 9902s and Group Sessions
To check final submission totals and save a copy for your records. Click the name of each HUD 9902 Form to view the information in the HUD 9902 format (opens in a new tab).
There will be one 9902 per HUD Activity Type, a field selected on Counseling/Ed or Group Sessions reported to HUD.
Review the Group Session and Group Session Attendees data to confirm it appears as expected, and that no HUD required fields are missing.
Scroll to the bottom to submit your 9902 and Group Session records.
Save Formatted 9902 as a PDF or Print
To save a PDF of this quarter's 9902 for your agency, navigate to that HUD Form 9902 View from the 9902 section:
From there, click ‘Printable View’ in the upper righthand corner. This will bring you to a version of the form that can be printed or saved as a .PDF.
CAUTION: If you select a Quarter that has not yet concluded, the system will not display a HUD Form 9902, because that quarter's end date has not passed.
Example: you will not see a HUD Form 9902 for Quarter 3 until after June 30, but you will be able to review Counseling Client, Group Session and Group Session Attendee records.
NOTE: Each section (Counseling Clients, HUD Form 9902, Group Sessions, and Group Session Attendees) includes a section total and submission preview. For quick updates, you can click into each record name to navigate to it directly.
Use Pre-Submission Reports to Complete a Final Review
Use the presubmission reports to review your data and determine what is included in the submission and what might be missing. You can navigate to these reports by clicking ‘Link to report’ beneath each section header.
This is the last opportunity to review HUD required fields for completeness. Any incomplete data will appear on on the top of a section's list.
Step Seven: Update HUD Submission Logs to Ensure Successful Submission or Generate Error Messages
Step-by-Step Instructions
- Click into the “HUD Submission Log” tab.
- Sort the list of Submission Logs to find the most recent submission from each category (Agency, Counselor, Client, and 9902)
- Begin by clicking into the Submission Log for the most recent Agency Submission
- If the Status is set to “Received,” click “Update HUD Submission Log,” then “Submit”
- If the status is set to "DONE" your submission is complete. Repeat the steps above for the Counselor, Client, and 9902 submission logs.
- If you received an error message, you will need to make the indicated corrections to your data, then resubmit.
NOTE: The submitting user will receive an email with a link to that HUD Submission Log, and instructions as well
CAUTION: Error message text is autogenerated from HCS, and does not indicate the file or field causing errors. You may need to refer to your 9902 Control Reports, Presubmission Reports, or the XML on the Submission Log to review your data for errors. See our knowledge article, Clean Your Data for HUD Reporting, for instructions.
Always feel free to reach out to support@myhomekeeper.org to answer questions or get help with your errors.