Clean Your Data for HUD Reporting
Table of Contents
Learn how to review your files for completeness in order to submit a successful 9902 Report to HUD each quarter. HomeKeeper includes a variety of tools for data cleanliness. We've included instructions for both frontline staff and administrators or program managers reviewing a complete submission.
What Files Are Reported?
What are HUD's Quarters?
**HUD Reporting Quarters are CUMULATIVE! This means that in Q2, you will report BOTH Q1 and Q2 Data.**
HUD Reporting Quarters (example: 2025): FY25 begins on October 1, 2024 and ends on September 30, 2025
- Q1: Start: October 1, 2024, End: December 31, 2024
- Q2: Start: October 1, 2024, End: March 31, 2025
- Q3: Start: October 1, 2024, End: June 30, 2025
- Q4: Start: October 1, 2024, End: September 30, 2025
Group Sessions and Attendance
- Group Sessions: In HomeKeeper, Group Sessions are reported when they have a Session Start Date in the current fiscal year, and “Report to HUD” is checked.
- Attendance: Attendees are reported if their registration (Counseling/Education record) has “Report to HUD” checked.
One-on-One Counseling
Clients are reported to HUD when "Report to HUD" is checked and either:
- Their 1-1 Counseling/Education record has an “Open” status
- OR the “Session End Date” in the current fiscal year
NOTE: Please review the following notes on HUD reportable activities
- The Report to HUD? checkbox should be checked on all Counseling Records you want to appear on the 9902
- The Activity Type field allows you to designate NOFAs or Non-HUD Funded activities.
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The Session Start Date and Session End Date fields control which cases are included with the counseling activity. These dates are governed by Log Items - first log item is the Start Date, most recent log item will be the End Date when files are closed.
- Before reporting, ensure the ranges reflect the reporting period you're looking for
CAUTION: The “Session End Date” automatically updates when the 1-1 Counseling/Education record's status changes to a closed status, and is based on the date and time of the last Logged Item.
For Administrators Cleaning a Complete Report
9902 Control List Views
Each HUD-reported Object in HomeKeeper is equipped with 9902 Control List Views. Utilizing these List Views gives you a bird's-eye view of the reported records from each Object and whether or not they are complete and ready to report, in a format that is versatile, allows you to mass update, and keep your records clean.
9902 Control List Views include all of the records that are being reported, as well as the HUD Helper fields and key information for HUD reporting.
NOTE: Only records that have the “Report to HUD” box checked will appear on the 9902 Control List Views included with HomeKeeper
Instructions:
- Navigate to the Object where you will be reviewing records for completeness and accuracy
- Click on the drop-down next to the default List View, then select the 9902 Control List View for that Object
- You can now sort by any field to bring blanks up to the top, and mass-edit fields
NOTE: See the article “Introduction to List Views” to learn more about how you can leverage List Views to improve your data entry and workflow processes.
EXAMPLE: One way to use 9902 Control List Views is to update the NOFA on all of your Counseling/Education records at the same time to begin drawing down on a new year's funds.
- Navigate to the Counseling/Education record
- Select the “9902 Control: One on One Counseling” List View
- Check the box next to all records that need to be updated to the latest NOFA
- Use the pencil next to the NOFA field on one of the records to select the new NOFA
- Check the box “Update Selected Records”
- Click "Save"
9902 Control Reports
Before you submit your data to HUD, use the reports in the folder "NEW 9902 Control Reports" to ensure that your housing counseling data is complete and accurate.
Navigate to the Reports tab, then find and select the folder "NEW 9902 Control Reports" from the list.
Learn More About Some of Our 9902 Control Reports
HUD FY [YEAR] Control Report
The “HUD FY [YEAR] Control Report” shows you only clients that will be reported in the fiscal year indicated by the report. This helps you narrow down which files need to be cleaned in order to submit the current report.
Filters Updating Procedure:
- Navigate to the most recent "HUD FY [YEAR] Control Report," and click “Save As” to create a copy of that report.
- Rename it with the current fiscal year.
- Then, in the newly created report, click “Edit.”
- Use the instructions below to update the report as desired.
NOTE: HUD Reporting Quarters (example: 2025): FY25 begins on October 1, 2024 and ends on September 30, 2025
- Q1: Start: October 1, 2024, End: December 31, 2024
- Q2: Start: October 1, 2024, End: March 31, 2025
- Q3: Start: October 1, 2024, End: June 30, 2025
- Q4: Start: October 1, 2024, End: September 30, 2025
Each Fiscal Year Method (Update each new fiscal year, may include recently created records for next quarter)
- Update only the YEAR in each filter to reflect the current fiscal year. The example shown below shows the correct filters to view all files being reported in FY25.
Each Quarter Method (Update each quarter, more accurate to the quarter reported)
Example: Set filters for Q1 FY25
- Filter 6: Set as the Start of the Fiscal Year Period (October 1)
- Filter 2 & 5: Set as the End of the Quarter (For Q1, December 31)
NEW HUD 9902 Control Report (All)
The “HUD 9902 Control Report (All)” report is the only one of our Control Reports that doesn't filter by the “Report to HUD?” field.
So, if you suspect some Counseling/Education records still need to have “Report to HUD?” checked, you can use “HUD 9902 Control Report (All)” report to review all of your Counseling/Education records and report unreported files to HUD. The HUD completeness fields also indicate if information is missing.
HUD 9902 Control (1-1 Counseling 90+Days)
This control report focuses on client interactions, and includes only clients who haven't had a session in more than 90 days.
Every time a counselor meets with a client, they should create a Log Item on the Counseling/Education record. The field “Days Since Last Logged Item” calculates how long it's been since the counselor logged an item (in other words, how long it's been since they met with them).
Use this report to 1) monitor which clients need follow-up and 2) close out files for inactive clients.
HUD Connect Pre-Submission Reports
The Pre-Submission Reports, released in HUD Connect version 1.10, are generated and viewed from the HUD Connect App when you are ready to submit your full 9902 and Client data. These are comprehensive reports on the HUD 9902 Submission page that allow you to view detailed client data for all clients that will be included in a given submission quarter.
Unlike the XML report generated after a submission attempt, this report is in Excel (rather than XML) format and can be viewed before submission.
Instructions:
- Navigate to the HUD Connect App using the App Launcher
- Click on the HUD 9902 Submission page in the HUD Connect App
- Refresh your HUD Submission Data
- Select your Agency, Year, Quarter, and select “All Records.” Then, click the "Link to report - please review before submission" to access the report.
CAUTION: Pre-Submission Reports can only be run when a quarter is OVER, and submission for that quarter has begun.
For Counselors Cleaning Their Own Files
Check HUD Helper Fields on Individual Files
- You have “HUD Helper” fields on Group Sessions, and Counseling/Education records for both Group Education Registration and 1-1 Counseling. These fields indicate whether or not HUD-required fields are complete.
CAUTION: HUD Helper Fields only test if there is data in the field, not if it is correct or eligible. For example, if you add a “Purpose of Visit” that is not HUD-approved, HomeKeeper will recognize it as "Done" but will fail submission.
Use Your Complete Client List on Your Agency Contact Record
- On each counselor's Agency Contact record, you have a Related List that shows all of the Counseling/Education records that have been assigned to you, including Group Education Registration and 1-1 Counseling cases.
- You can use this Related List to see an overview of all cases assigned to you and manage updates
Leverage Custom List Views
- 9902 Control List Views are a great resource for managing your workflow and mass editing or updating files.
- See the Article “Intro To List Views” for more information on leveraging List Views.
- You can clone the existing 9902 Control Reports on the Counseling/Education object and add a filter by “Counselor” to show only your files. That way you can manage and update all of your cases from one place.
Customize 9902 Control Reports
Just like your 9902 Control List Views, 9902 Control Reports are here to help you manage your cases, workflow, and workload.
- Out of the box, you have a report that has been set up for you to view all of your open cases in one place.
- “Open 1-1 Counseling by Counselor”
- You can also clone or copy any of the existing 9902 Control Report templates and add a filter by Counselor to see only your files in that report.
Instructions:
- From the report you want to clone, click the dropdown on the right-hand side of the page
- Click "Save As
- Click “Edit” in your new report, then click the “Filters” tab on the left-hand side of the Report Builder
- Search for the “Counselor: Agency Contact Name” field
- Select the field from the drop-down to add a filter by that field
- Add your Counselor's name as it appears in their Agency Contact exactly
- Click “Apply”
- Click “Save and Run”
Some examples of reports you may want to clone are:
- HUD 9902 Control(1-1 Counseling 90+Days)
- NEW HUD Required Client Fields
- HUD FY 20XX Control Report