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TRACS Voucher Submissions

A TRACS voucher submission is a monthly, one-time voucher request for assistance payments (MAT30) that contains the following information:

• A voucher request for assistance payments (MAT30) for the month following the month in which you are submitting the records.
• Adjustments, special claims and miscellaneous accounting requests (MAT30) from any month prior to the month in which you are submitting the records. (As you receive adjustments for the month you were already paid for, you add these adjustments to your NEXT month’s voucher request.)

In other words, a TRACS voucher submission is how much money your HA is requesting for the month to fund your Section 8 Project-Based units, and the amount is calculated from your gathered tenant eTrans records.

Creating a TRACS voucher submission involves 5 main steps:

• Access TranSend
• Enter voucher submission details
• Gather and create TRACS voucher submission
• Review and verify voucher submission details
• View voucher progress

Access TranSend

1. Double-click on the TranSend shortcut icon on your desktop, enter your user name and password, and then click LOG ON. The TRACS Submission page appears with all active TRACS tenant and voucher submissions listed in a table:

TRACS Submission page

Enter Voucher Submission Details

2. Click on the toolbar and select “TRACS Voucher Submission” from the menu that appears. A New TRACS Voucher Submission window opens:

New TRACS Voucher Submission window

3. Check the checkbox of the department that corresponds to the data area where you created the voucher and then specify the voucher date (defaults to the first day of the next month).

Note: If you want to resubmit a voucher already accepted by TRACS, you must first reject the voucher in the Occupancy and Rent Calculation program. For more information, please see the WinTen² Resubmitting a Voucher Accepted by TRACS Quick Start Guide.

Gather and Create Voucher Submission

4. Click OK. TranSend gathers the specified records. The TRACS Submission page will appear again and the new voucher now displays in the submission list with a status code of “Waiting to Send.”

Note: You may decide in your setup options whether or not you want to wait to send a submission after validation of the records.

Review and Verify Voucher Submission Details

5. In the submission list, double-click on the row of the voucher submission you just created. The TRACS Voucher Submission page appears with the Status tab selected:

TRACS Voucher Submission page

Note: Depending on your setup options, the TRACS Voucher Submission page may also automatically open immediately after clicking OK to gather and create the tenant submission.

6. Review the details of the voucher submission. The details will match the voucher information in ORC (Main Menu screen > Voucher > Maintain Vouchers screen > Voucher Review screen). The Actions tab will display any errors found in the voucher submission record.
7. If there are errors to correct, you must return to ORC and your tenant data, correct the information, and recreate the eTrans record. After correcting any discrepancies and recreating the necessary eTrans records, you must then recreate the voucher submission record. (For more information, please see the following WinTen² Quick Start Guides: Preparing Voucher & Tenant Data for Submission to TRACS and, if necessary, Resubmitting a Voucher Accepted by TRACS .)

View Voucher Progress

8. Access the TranSend program periodically to view the progress of your vouchers. Your submission status codes will change as the voucher goes through the necessary submission steps, and the Status tab of the TRACS Voucher Submission page will offer more information on any errors or problems.

Note: Associated with every voucher submission record is a submission file that is saved as a history file in the database. As long as you have the record in the database, you will always have a copy of the data to make the file.

Hint: The Status tab of the TRACS Voucher Submission page will offer more information on submission statuses. The “Sent” status indicates when a submission is sent from TranSend to iMAX, either automatically or manually marked as sent. The Occupancy and Rent Calculation program will also update all sent eTrans records with a “Sent” status. The “Waiting for Results” status indicates when a “Sent” submission is recognized by the Tenmast server and the server then connects with iMAX to check for results. the “Error Receiving” status indicates if a problem occurred when the Tenmast server tries to connect with iMAX. Usually, this status is received because of user login or security errors, for example, if the user changed their password in WASS/REAC and didn’t update their info in TranSend (My Options > Logins). The “Error Sending” status indicates if a problem occurred when the Tenmast server tries to send the submission to iMAX. This also is usually received if there are user login or security errors. The “Rejected” status indicates that an error was found in the format of the file sent to iMAX.