Privacy Act of 1974; System of Records

Issuing agencies

Abstract

Pursuant to the provisions of the Privacy Act of 1974, as amended, the Department of Housing and Urban Development (HUD), Office of Public and Indian Housing, is issuing a public notice of its intent to establish a Privacy Act system of records titled Enterprise Voucher Management System (eVMS). The Enterprise Voucher Management System (eVMS) is used for managing funds for the Housing Choice Voucher (HCV) Program. eVMS automates monthly Housing Assistance Payment (HAP) calculations using family-level data derived from the Information Management System/Public and Indian Housing Information Center (IMS/ PIC), provides authorized users with daily online access to those calculations and provides visibility into funding balances. This information is provided through the eVMS front-end user interface and does not require back-end access to the calculations. The system supports financial oversight and payment integrity by calculating monthly payments using near real-time HAP eligibility at the participant level. Any changes in HAP eligibility are promptly reflected in the next payment cycle, ensuring timely and accurate adjustments. As a result, payments are aligned with participants' current needs, reducing the risk of overpayments, waste, and potential abuse within the Housing Choice Voucher (HCV) Program.

Full Text

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<title>Federal Register, Volume 91 Issue 189 (Thursday, October 1, 2026)</title>
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[Federal Register Volume 91, Number 189 (Thursday, October 1, 2026)]
[Notices]
[Pages 62543-62546]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2026-20086]


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DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT

[Docket No. FR-7106-N-39]


Privacy Act of 1974; System of Records

AGENCY: Office of Public and Indian Housing.

ACTION: Notice of a new system of records.

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SUMMARY: Pursuant to the provisions of the Privacy Act of 1974, as 
amended, the Department of Housing and Urban Development (HUD), Office 
of Public and Indian Housing, is issuing a public notice of its intent 
to establish a Privacy Act system of records titled Enterprise Voucher 
Management System (eVMS). The Enterprise Voucher Management System 
(eVMS) is used for managing funds for the Housing Choice Voucher (HCV) 
Program. eVMS automates monthly Housing Assistance Payment (HAP) 
calculations using family-level data derived from the Information 
Management System/Public and Indian Housing Information Center (IMS/
PIC), provides authorized users with daily online access to those 
calculations and provides visibility into funding

[[Page 62544]]

balances. This information is provided through the eVMS front-end user 
interface and does not require back-end access to the calculations. The 
system supports financial oversight and payment integrity by 
calculating monthly payments using near real-time HAP eligibility at 
the participant level. Any changes in HAP eligibility are promptly 
reflected in the next payment cycle, ensuring timely and accurate 
adjustments. As a result, payments are aligned with participants' 
current needs, reducing the risk of overpayments, waste, and potential 
abuse within the Housing Choice Voucher (HCV) Program.

DATES: Comments will be accepted on or before November 2, 2026. This 
proposed action will be effective upon publication, except for the 
routine uses, which will be effective on the date following the end of 
the comment period unless comments are received which result in a 
contrary determination.

ADDRESSES: You may submit comments, identified by the docket number or 
by one of the following methods:
    Federal e-Rulemaking Portal: <a href="http://www.regulations.gov">http://www.regulations.gov</a>. Follow the 
instructions provided on that site to submit comments electronically.
    Fax: 202-619-8365
    Email: <a href="/cdn-cgi/l/email-protection#38484a514e595b4178504d5c165f574e"><span class="__cf_email__" data-cfemail="9aeae8f3ecfbf9e3daf2effeb4fdf5ec">[email&#160;protected]</span></a>.
    Mail: Attention: Privacy Office; Kimberly Morton, Acting Chief 
Privacy Officer; Office of the Executive Secretariat; 451 7th Street 
SW, Room 10139; Washington, DC 20410-0001.
    Instructions: All submissions received must include the agency name 
and docket number for this rulemaking. All comments received will be 
posted without change to <a href="http://www.regulations.gov">http://www.regulations.gov</a>, including any 
personal information provided.
    Docket: For access to the docket to read background documents or 
comments received go to <a href="http://www.regulations.gov">http://www.regulations.gov</a>.

FOR FURTHER INFORMATION CONTACT: Kimberly Morton, Acting Chief Privacy 
Officer; 451 7th Street SW, Room 10139; Washington, DC 20410-0001; 
telephone number (804) 822-4801 (this is not a toll-free number). HUD 
welcomes and is prepared to receive calls from individuals who are deaf 
or hard of hearing, as well as individuals with speech or communication 
disabilities. To learn more about how to make an accessible telephone 
call, please visit <a href="https://www.fcc.gov/consumers/guides/telecommunications-relay-service-trs">https://www.fcc.gov/consumers/guides/telecommunications-relay-service-trs</a>.

SUPPLEMENTARY INFORMATION: HUD, PIH is establishing a Privacy Act 
system of records titled Enterprise Voucher Management System (eVMS). 
eVMS displays the full Head of Household (HOH) name and Social Security 
Number (SSN) to authorize HUD and Public Housing Authority (PHA) users 
to identify the Family Report records that comprise Housing Assistance 
Payment (HAP) calculations. The system provides a daily online view 
that enables authorized users to monitor program financial activity, 
including monthly HAP calculations, historical payment statements, and 
available budget authority balances through the eVMS user interface 
without requiring back-end system access. eVMS also provides a report 
that allows HUD and PHA users to export details of monthly HAP 
disbursements and retrieve historical versions of those reports. The 
ability to track HAP disbursements at the family level supports 
compliance with the Payment Integrity Act and strengthens program 
oversight and accountability. Head of Household names and Social 
Security Numbers are stored within eVMS (under the HUD WASS/Secure 
Systems environment). SSNs are maintained in an unmasked format to 
enable authorized HUD and PHA personnel to accurately identify families 
associated with HAP calculations and disbursements.
SYSTEM NAME AND NUMBER:
    Enterprise Voucher Management System (eVMS), HUD/PIH-04.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    Records are maintained at the HUD Headquarters, 451 7th Street SW, 
Washington, DC 20410 (within HUD's FISMA-authorized boundary).

SYSTEM MANAGER(S):
    Miguel Fontanez Sanchez, Senior Assessment Manager, HUD 
Headquarters, 451 7th Street SW, Washington, DC 20410-0001, 
<a href="/cdn-cgi/l/email-protection#064b6f6173636a284728406968726768637c556768656e637c466e736228616970"><span class="__cf_email__" data-cfemail="125f7b7567777e3c533c547d7c66737c776841737c717a7768527a67763c757d64">[email&#160;protected]</span></a>, telephone (202) 402-4212.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    The Department of Housing and Urban Development (HUD) is authorized 
to collect this information by the U.S. Housing Act of 1937, 42 U.S.C. 
1437 et seq., including Sections 8(o)(2), 8(q), and 8(dd), 42 U.S.C. 
1437f(o)(2), 1437f(q), and 1437f(dd); Title VI of the Civil Rights Act 
of 1964, 42 U.S.C. 2000d; the Housing and Community Development Act of 
1981, Public Law 97-35, 85 Stat. 348, 408; the Housing and Community 
Development Act of 1987, 42 U.S.C. 3543; the Fair Housing Act, 42 
U.S.C. 3601-19; the Native American Housing Assistance and Self 
Determination Act of 1996, Public Law 104-330, 110 Stat. 4016; HUD's 
implementing regulations at 24 CFR 982.102, 982.152, and by 2 CFR 
2003.05.

PURPOSES OF THE SYSTEM:
    The purpose of the eVMS will be to meet the Treasury cash 
management requirements. Federal funds are disbursed to housing 
agencies based on immediate need. eVMS aggregates HAP eligibilities 
from all active participants, restricting disbursements to the minimum 
amount required to pay owners. This reduces excess unspent HAP funds 
and ensures accurate monthly adjustments for changes in eligibility. 
eVMS stores the applicable parts of the Family Report data in eVMS. 
Transitioning to the use of IMS/PIC (Family Report) participant-level 
HAP eligibility data enables month-to-month reconciliation of payments, 
enhances traceability for audit and monitoring purposes, and 
strengthens overall administration of Housing Choice Voucher (HCV) 
Program subsidies. eVMS enhances the efficiency of the HCV Program by 
automating key aspects of the cash management process, while 
significantly strengthening financial oversight and payment integrity. 
The system supports ongoing monitoring by providing detailed, traceable 
reporting that allows program administrators to identify discrepancies, 
unusual payment patterns, and potential compliance issues. These 
capabilities facilitate early detection of errors, as well as potential 
fraud, waste, and abuse. eVMS enables Public Housing Agencies (PHAs) 
and HUD to track individual participant families and the exact Housing 
Assistance Payments (HAP) allocated for each. Updated daily, this 
system provides both agencies with enhanced transparency regarding 
federal fund disbursements before monies are officially issued. In 
addition, automated reconciliations and validation checks help ensure 
that payments are consistent with reported participant data, reducing 
the likelihood of overpayments or improper disbursements.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Categories of individuals covered by the system include: Housing 
Choice Voucher (HCV) participants, household members, and owners 
(meaning the owner of the property a HCV participant is leased in).

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CATEGORIES OF RECORDS IN THE SYSTEM:
    Categories of records in the system include Head of Household full 
name, Social Security Number (SSN), Housing Assistance Payment (HAP) 
amounts, administrative fee data, landlord identifiers, PHA codes, and 
financial reconciliation data.

RECORD SOURCE CATEGORIES:
    eVMS receives records from other HUD information systems, including 
IMS/PIC, the Public Housing Data Warehouse (PIHDW), the Financial Data 
Mart (FDM), the HUD Central Accounting and Program System (HUDCAPS), 
and the Voucher Management System (VMS). User provisioning and access 
authorization information is provided through DIAMS.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND PURPOSES OF SUCH USES:
    (1) To a congressional office from the record of an individual, in 
response to an inquiry from the congressional office made at the 
request of that individual.
    (2) To the National Archives and Records Administration, Office of 
Government Information Services (OGIS), to the extent necessary to 
fulfill its responsibilities in 5 U.S.C. 552(h), to review 
administrative agency policies, procedures and compliance with the 
Freedom of Information Act (FOIA), and to facilitate OGIS' offering of 
mediation services to resolve disputes between persons making FOIA 
requests and administrative agencies.
    (3) To appropriate agencies, entities, and persons when: (1) HUD 
suspects or has confirmed that there has been a breach of the system of 
records; (2) HUD has determined that as a result of the suspected or 
confirmed breach there is a risk of harm to individuals, HUD (including 
its information systems, programs, and operations), the Federal 
Government, or national security; and (3) the disclosure made to such 
agencies, entities, and persons is reasonably necessary to assist in 
connection with HUD's efforts to respond to the suspected or confirmed 
breach or to prevent, minimize, or remedy such harm.
    (4) To another Federal agency or Federal entity, when HUD 
determines that information from this system of records is reasonably 
necessary to assist the recipient agency or entity in (1) responding to 
suspected or confirmed breach, or (2) preventing, minimizing, or 
remedying the risk of harm to individuals, the recipient agency or 
entity (including its information systems, programs, and operations), 
the Federal Government, or national security, resulting from a 
suspected or confirmed breach.
    (5) To appropriate Federal, State, local, tribal, or other 
governmental agencies or multilateral governmental organizations 
responsible for investigating or prosecuting the violations of, or for 
enforcing or implementing, a statute, rule, regulation, order, or 
license, where HUD determines that the information would assist in the 
enforcement of civil or criminal laws and when such records, either 
alone or in conjunction with other information, indicate a violation or 
potential violation of law.
    (6) To a court, magistrate, administrative tribunal, or arbitrator 
in the course of presenting evidence, including disclosures to opposing 
counsel or witnesses or jurors in the course of civil discovery, 
litigation, mediation, or settlement negotiations, or in connection 
with criminal law proceedings; when HUD determines that use of such 
records is relevant and necessary to the litigation and when any of the 
following is a party to the litigation or have an interest in such 
litigation: (1) HUD, or any component thereof; or (2) any HUD employee 
in his or her official capacity; or (3) any HUD employee in his or her 
individual capacity where HUD has agreed to represent the employee; or 
(4) the United States, or any agency thereof, where HUD determines that 
litigation is likely to affect HUD or any of its components.
    (7) To any component of the Department of Justice or other Federal 
agency conducting litigation or in proceedings before any court, 
adjudicative, or administrative body, when HUD determines that the use 
of such records is relevant and necessary to the litigation and when 
any of the following is a party to the litigation or have an interest 
in such litigation: (1) HUD, or any component thereof; or (2) any HUD 
employee in his or her official capacity; or (3) any HUD employee in 
his or her individual capacity where the Department of Justice or 
agency conducting the litigation has agreed to represent the employee; 
or (4) the United States, or any agency thereof, where HUD determines 
that litigation is likely to affect HUD or any of its components.
    (8) To contractors, grantees, experts, consultants and their 
agents, or others performing or working under a contract, service, 
grant, cooperative agreement, or other agreement with HUD, when 
necessary to accomplish an agency function related to a system of 
records. Disclosure requirements are limited to only those data 
elements considered relevant to accomplishing an agency function.
    (9) To PHAs and their employees, contractors, or agents for the 
purpose of identifying all Family Reports that make up the HAP 
calculation.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Records are maintained in electronic format only. Security is HUD 
Web Access Security Subsystem (WASS) for all applications and other HUD 
security IT protocols. PII is stored on a centralized HUD server. 
Methods to ensure only authorized personnel have access to PII are 
implemented. PHAs must apply for a user ID to access the system. 
Technical controls include: role-based access controls, firewall, 
Personal Identity Verification (PIV) card, and user identification and 
password.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Records are primarily retrieved by PHA code and related 
programmatic identifiers. However, authorized users may also access 
participant-level records associated with Head of Household names and 
Social Security Numbers (SSNs) in connection with Housing Assistance 
Payment (HAP) calculations, reconciliations, reporting, and payment 
validation activities.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Under General Records Schedule (GRS) authority: DAA-2013-0003-0001: 
Temporary. Destroy six (6) years after final payment or cancellation, 
but longer retention is authorized if required for business use.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    The eVMS system incorporates a comprehensive set of security 
controls designed to protect data and ensure compliance with applicable 
federal information security requirements. Access is restricted to 
authorized users based on a demonstrated need-to-know and is governed 
by role-based access controls and strong authentication mechanisms, 
including multi-factor authentication. Data is protected and system 
activities are logged, monitored, and regularly reviewed to support 
auditing, accountability, and oversight.
    Additional safeguards include user accountability requirements, 
such as acknowledgment of Rules of Behavior and confidentiality 
obligations prior to being granted access. Access to system 
infrastructure, including servers, storage, and backup environments, is

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restricted and controlled through administrative and technical 
safeguards, with monitoring in place to prevent unauthorized access.
    All users must be properly authorized and authenticated before 
accessing system resources, and electronic records are maintained 
within secure, access-controlled environments. External partners and 
authorized entities are required to adhere to applicable access and 
security requirements consistent with federal standards. Collectively, 
these measures ensure the confidentiality, integrity, and availability 
of information, while aligning with federal information security 
frameworks and supporting the protection of sensitive data.

RECORD ACCESS PROCEDURES:
    Individuals requesting records of themselves should address written 
inquiries to the Department of Housing and Urban Development, 451 7th 
Street SW, Washington, DC 20410-0001. For verification, individuals 
should provide their full name, current address, and telephone number. 
In addition, the requester must provide either a notarized statement or 
an unsworn declaration made under 24 CFR 16.4.

CONTESTING RECORD PROCEDURES:
    The HUD rule for contesting the content of any record pertaining to 
the individual by the individual concerned is published in 24 CFR 16.8 
or may be obtained from the system manager.

NOTIFICATION PROCEDURES:
    Individuals requesting notification of records of themselves should 
address written inquiries to the Department of Housing and Urban 
Development, 451 7th Street SW, Washington, DC 20410-0001. For 
verification purposes, individuals should provide their full name, 
office or organization where assigned, if applicable, and current 
address and telephone number. In addition, the requester must provide 
either a notarized statement or an unsworn declaration made under 24 
CFR 16.4.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    N/A.

Kimberly Morton,
Acting Chief Privacy Officer, Office of Administration.
[FR Doc. 2026-20086 Filed 9-30-26; 8:45 am]
BILLING CODE 4210-67-P


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