Import Tenant Events

ProLink Solutions provides the option to import tenant events from a file.

Property owner/managers can enter tenant events at whatever frequency the agency business process dictates, whether annually, quarterly, or even monthly. For example, if the agency's deadline is March 30, then property owners/managers can add events for the 2018 compliance review period throughout 2018 and until March 30, 2019.

The Import Tenant Events screen allows you to bulk upload tenant event data. You can import the tenant events if you use property management software to enter the tenant data. In this case, you generate an XML file that you can upload to the Tenant Portal. This import process accepts any XML file, regardless of the source, that follows the National Affordable Housing Management Association (NAHMA) HFA LIHTC Data Transfer Standard format.

Tip

Refer to the following site to help understand the NAHMA data transfer standard. The Archives section includes information about older versions.

https://www.retall.org/state-housing-finance-agency-low-income-housing-tax-credit-data-transfer-standard/

Beginning with XML version 7, you can import data for average income properties. The imported records will include both tenant event records and the AIT Unit Designation, Qualified Group of Units, and Applicable Fraction Group records.

We highly recommend using version 7 for average income properties to ensure efficient compliance evaluation. Otherwise, beginning in 2024, owner/agents will need to enter the designations manually. For more information about average income test designations, see Average Income Designations in the Tenant Portal.

Each time you import tenant events for a given compliance period, the tenant event records are replaced, not duplicated.

Caution

If you added tenant events manually, and then you import tenant events, the import process deletes all tenant events (including the ones manually added) and then imports the tenant events from the XML file.

During the import process, the event is matched to the unit by Property Name, Building Address, BIN, and Unit Number. An exact match must be made before each tenant event is imported.

Note

For the HOME program, a match on the Building BIN is not required.

Click View Tenant Events for the compliance period to view its units and tenant events.
The List Units screen opens.
Click Import Tenant Events.
The Import Tenant Events screen opens.
Click Choose File, and then use the File Explorer window to select the XML file to upload.
Click Upload.
The Tenant Portal processes the file. The Import History grid shows the results of all files you have imported for the compliance period, with the most recent import at the top.
While tenant events are being imported (pending or processing status), you cannot edit tenant events.
The import process either completes, with the tenant events imported, or completes with errors. If it completes with errors, correct the errors in the XML file and retry the import process. See the list of common errors.
Note
The system updates the program for Move Out and Transfer Out events with the program from the previous event, if the previous event Unit Type is Low Income and Program Type is LIHTC or HOME.
Important
Remember to validate and submit the tenant events to the agency!

Table 1. Import Result Examples

Example	Description
	Example of import that completed successfully Note the informational messages that might appear even for imports that are successful
	Example of import that completed with errors because the XML does not match the NAHMA's published XSD (format of file)
	Example of import that completed with errors because of missing information in the XML file

Example

Description

Example of import that completed successfully

Note the informational messages that might appear even for imports that are successful

Example of import that completed with errors because the XML does not match the NAHMA's published XSD (format of file)

Example of import that completed with errors because of missing information in the XML file

Table 2. XML Error Log Messages

Error	Resolution
Address needs to match ProLinkHFA	The property owner/manager needs to contact the agency to determine the correct address. The property owner/manager corrects the address in the property management software, or the agency corrects the address in ProLinkHFA depending on where address is wrong.
BINs and unit numbers need to match ProLinkHFA Note When the event is in the HOME program only, the BIN is not required.	The property owner/manager needs to review the List Unit screen to get the correct BINs and then updates the property management software that generates the XML file.
Birth date is required on a Tenant Event Household Member record	If the unit type is Low Income and has the HOME program selected, the property owner/manager updates the household member information to include the DOB for an unborn child.
Tenant Event cannot have program type of 'Market' and be in the LIHTC program	The property owner/manager needs to change the Tax Credit Type (cannot be LIHTC for market units), or change the unit type.
Invalid gender	Valid values: NA—Not Applicable M—Male F—Female One of these values needs to be included for each household member, including unborn child.
Invalid ethnicity	Valid values: C—Cuban H—Hispanic or Latino MAC—Mexican, Mexican American, Chicano/a N—Not Hispanic or Latino O—Another Hispanic, Latino/a, or Spanish Origin PR—Puerto Rican TDR—Tenant Declined to Respond or Missing
Invalid relationship	Valid values: C—Child/Dependent F—Foster Child/Adult H—Head of Household K—Co-Head L—Live-In Caretaker N—None of the Above O—Other Family Member S—Spouse U—Unborn Child/Anticipated Adoption or Foster
Invalid full-time student	Valid values: 1—Yes 2—No
Invalid income type	Valid values: B—Business (including distributed profits and net income from business) CS—Child Support F—Federal Wage G—General Assistance I—Indian Trust M—Military Pay N—Other Non Wage Source (including alimony, unemployment benefits) PE—Pensions (including veterans pensions, military retirement, and income from all other pensions and annuities) SI—Supplemental Security Income (both personnel benefit and state supplements administered by SSA) (SSI) SS—Social Security (both personal and dual entitlements) T—TANF (Temporary Assistance for Needy Families) U—Unemployment W—Non-Federal Wage (including salaries, tips commission bonuses, and other income from employment)
Invalid date format	Valid date format is MM-DD-YYYY.
Invalid amount	An amount is required (0 is valid).
Invalid race	Valid values: A—Asian AIND—Asian Indian ACH—Chinese AF—Filipino AJ—Japanese AK—Korean AV—Vietnamese AO—Asian Other AI—American Indian/Alaskan Native B—Black/African American NH—Native Hawaiian/Other Pacific Islander PNH—Native Hawaiian PGC—Guamanian or Chamarro PS—Samoan PO—Pacific Islander Other O—Other W—White TDR—Tenant Declined to Respond Missing—Missing
Invalid LIHTCStudentCode	Valid values: NA—Not a household comprised entirely of full-time students TANF—Student household receiving Temporary Assistance for Needy Families JTPA—Student household enrolled in a Job Training Partnership Act program MFJT—Student household in which the members are married and file a joint tax return SPWM—Student household comprised of a single parent with minor children, none of which are claimed on another person's tax return FOST—Student household comprised of a former recipient of foster care 1530—Student household during extended use period
Invalid HOMEStudentCode	Valid values: MJT—Married/Joint Return SPDC—Single Parent/Dependent Child Vet—Veteran DA—Disabled U24ID—Under 24 Independence Documented U24PIE—Under 24 Parents Income Eligible
Invalid FullorPartTimeStudentHOME	Valid values: FT—Full-time student PT—Part-time student
Importer unable to find associated Transfer event	When you upload XML with a Transfer In event, make sure the associated Transfer Out event is included in the file. When you upload XML with a Transfer Out event, make sure the associated Transfer In even is included in the file. If transfer events have a one-day gap and are in two different compliance periods (for example, Transfer Out occurs 12/31/2023 and the corresponding Transfer In occurs 1/1/2024), then we recommend you enter these events manually and do not import through XML.
Tenant events must be unique per unit	The event type must be unique for the unit (same date for the same unit on the same BIN).
Only one household member may be Head of Household. [First Name] [Last Name] cannot be marked as Head of Household.	The property owner/manager needs to update the Household Member record "Relationship" to an option other than Head of Household.
Note Error messages include the unit number for the unit with missing or invalid tenant event data.

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