HOTMA Go-Live Checklist for an IHA
1. Policy & Administrative Preparation (Outside the Software)
☐ Update the Administrative Plan / ACOP
Incorporate HOTMA-required policy changes (income calculations, assets, hardship policies, etc.)
☐ Board Approval of Policy Changes
Present and approve updated policies before implementation.
☐ Determine Local Discretion Policies
Examples:
Hardship exemptions for health & medical deductions
Interim reexamination thresholds
Asset verification policies
Student rules
☐ Set the HOTMA Effective Date
Choose the agency’s implementation date (HUD requires full compliance once adopted).
☐ Update Forms and Notices
Update any forms referencing:
Income definitions
Asset thresholds
Deduction rules
Tenant notices
☐ Train Staff
Train staff on:
New income calculation rules
Asset thresholds
New deduction rules
Verification changes
Interim reexam triggers
☐ Notify Participants & Landlords (optional but recommended)
Explain upcoming changes to income rules and deductions.
2. Data & Operational Preparation (Outside the Software)
☐ Review Existing Tenant Data
Identify households that may be affected by:
Asset limits
New income inclusions/exclusions
Medical deductions
☐ Plan Transition Strategy
Determine whether HOTMA rules apply:
At next annual reexamination
Or immediately
☐ Prepare Verification Procedures
Update verification checklists and workflows.
☐ Coordinate with Finance / Accounting
Ensure rent calculations and tenant charges align with HOTMA rules.
3. Software Configuration Tasks (Inside the Software)
☐ Enable HOTMA Settings in the System
Examples:
Asset threshold rules
Deduction calculations
New income categories
☐ Update Deduction Rules
Standard deductions
Health/medical threshold deductions
Elderly/disabled allowances
☐ Configure Asset Rules
Asset threshold enforcement
Imputed income calculations
☐ Update Income Definitions
Ensure system reflects HOTMA definitions of:
Earned income
Excluded income
Lump sums
Asset income
☐ Update Interim Reexam Rules
Configure interim thresholds (if software supports them).
☐ Update Validation Rules
Ensure system checks for:
Asset cap
Income exclusions
Deduction limits
4. Compliance & HUD Reporting (Software + Operational)
☐ Ensure 50058 Form Updates
System must generate HOTMA-compliant 50058 submissions.
☐ Test PIC / IMS Submissions
Submit test certifications if available.
☐ Run Test Calculations
Verify:
Rent calculations
Deductions
Asset income calculations
☐ Validate Reports
Ensure reports still produce:
Correct income totals
Correct rent calculations
5. Go-Live Execution
☐ Finalize software configuration
☐ Complete staff refresher training
☐ Process first HOTMA reexaminations
☐ Submit first HOTMA-compliant 50058 forms
☐ Monitor first month for calculation errors
6. Post-Go-Live Monitoring
☐ Audit first 10–20 certifications
☐ Verify rent calculations
☐ Review rejected 50058 submissions
☐ Adjust policies or workflows if needed
Simplified rule of thumb for PHAs:
HOTMA go-live requires three things:
Policy changes approved
Staff trained and processes updated
Software configured to calculate income/assets correctly and submit 50058s.