Data Entry: Data Entry in Income and Sources HUD Table

Why is this data collected

Collecting information from clients about Health Insurance, Income and Sources, and Non-Cash Benefits helps providers determine whether clients are accessing benefits for which they are eligible. Does a client have health insurance coverage, a source of income, or any non-cash benefits? If not, a provider can use the clients HMIS data to identify the need for any of these resources and work with the client to help them access them. Data entry for Health Insurance, Disabling Conditions, Income and Sources, and Non-Cash Benefits are entered into HMIS in sections that include a Yes/No question and a corresponding HUD Verification Table or HUD Table, where specific types of Health Insurance, Disabling Conditions, Income, and Non-Cash Benefits are indicated.

Income and Sources information is collected to determine whether households are accessing all income sources for which they are eligible at the time of project start and to allow for analyzing changes in income between project start, annual assessment, and exit.

Per FY2024 Data Standards Manual

When is this data collected

Income and Sources data collected at project start and project exit are to reflect the information as of the date of project start and the date of project exit. The 'Information Date' for those records must reflect the date of project start and the date of project exit, respectively. An Income and Sources record must be created at any time during a project stay if Income and Sources coverage information changes. 'Information Date' for those records must reflect the date of the data collection. 

Per FY2024 Data Standards Manual

SPECIAL CONSIDERATIONS

• The Permanent Fund Dividend (PFD) is distributed once a year to many Alaskan residents and must be recorded as a type of income in HMIS. Alaska Native Corporation dividends must also be recorded as a type of income in HMIS. Both are considered Other types of income. To record a PFD or an Alaska Native Corporation dividend as monthly incomes in HMIS, divide the total amount received by 12. In the text field specify Alaska Permanent Fund Dividend or Alaska Native Corporation dividend. If a person receives both the PFD and an Alaska Native Corporation dividend, record them together as a combined type of Other.
• If the View Gross Income button ever calculates a number that appears incorrect, you should send a message to the AKHMIS Help Desk about the data incongruency. This may happen if a provider entered inaccurate income for the client and can be corrected by sending an email to the Help Desk.
• When filling out HUD Verification tables for health insurance, income, and non-cash benefits the individual sources do not include Client doesn't know or Client prefers not to answer selections. If the client doesn't know or prefers not to answer all sources/types, the gateway should indicate the appropriate answer and the sources should be left blank. This is only if it applies to all sources/types of that specific category and is a very specific and rare scenario that should not occur often and does not apply to disabling conditions. Please reach out to the AKHMIS Help Desk if you encounter an abnormal situation, you're unsure how to record. 
• Remember: When sending an email to the Help Desk about an error in a client record, NEVER include the clients name or other information that could be used to identify the client. ONLY provide the AKHMIS client ID number.

Video

Click to view the video: Data Entry in Sources of Income HUD Table