Housing Assistance Payments
Housing Assistance Payments
Housing Assistance Payments (HAP) from Kentucky Housing Corporation (KHC) are paid on the first of each month to property owners with active, executed HAP contracts. This page explains the two systems you'll use: TRACS (for submitting your monthly voucher) and HRS (for viewing your approved payment reports).
How to Get Paid
The payment process involves two separate systems.
- Submit Your Voucher via TRACS
You must electronically transmit all tenant data and an acceptable monthly voucher billing through TRACS (Tenant Rental Assistance Certification System). This must be done by the 10th calendar day of the month prior to the month you're requesting payment for.
- Review Your Approved Report in HRS
After you submit, KHC reviews, verifies, and approves your voucher. The final, approved HAP report is then posted in the HAP Reports System (HRS). You should review this report monthly to reconcile what you requested against what KHC approved and paid.
TRACS Submission Requirements (You Submit)
All information must be electronically transmitted through HUD's Secure System (TRACS), where tenant data is compared to the voucher request to determine the project's compliance percentage.
Compliance
HUD requires that all voucher transmissions meet a minimum of 90 percent compliance to receive payment.
Owner Responsibility
Per the MAT Guide, "It is required that owner/agents monitor TRACS transmissions to ensure that they are recorded correctly, and it is required that O/As address TRACS discrepancies. This process is monitored by the Contract Administrator."
Understanding the HRS (You Review)
HRS is KHC's secure system for sharing information with property owners and staff. Once you have access, you can view the following reports:
Voucher Report
This is your monthly HAP report. You should review it to reconcile what you requested against what KHC approved. Please review and respond to any comments KHC staff provide. A voucher is not "complete" until the "Closed" date and "Date Sent to HUD" are visible.
Entity Report
This report contains all contacts KHC has on file for your agency. If any information is incorrect, please email pbcapropertycontactinformation@kyhousing.org [LINK, email mailto:pbcapropertycontactinformation@kyhousing.org].
Rent Schedule and Payment History
The Rent Schedule shows all past rent increases for the property. The Payment History is a quick way to view the total HAP paid for a property and the date it was processed.
Access and Security
Each person must access HRS with their own ID and password. You will be required to change your password every 90 days. If you do not access the system within 90 days, your login will be disabled.