Form HUD-52676 is the EIV System User Access Authorization Form and Rules of Behavior and User Agreement. Anyone at a Public Housing Agency or a PHA-hired management agent who needs to see tenant income data in HUD’s Enterprise Income Verification system fills it out, signs it, and either sends it to the local HUD office or keeps it on file at the PHA depending on the type of access being requested.1U.S. Department of Housing and Urban Development. HUD Form 52676 – EIV System User Access Authorization Form and Rules of Behavior and User Agreement The current version of the form expires June 30, 2026.
Who Fills Out the Form and Which Path They Take
Before you open the PDF, decide which of two categories you fall into. The path through the form is different for each.
- System users log into EIV directly. They complete the entire form and submit it to the local HUD office for processing.
- Viewers and handlers never log in themselves but will see or handle printed or electronic EIV reports. They complete the form, check the box at the top of Part I, skip Sections B through E, and keep the form on file at the PHA. It does not go to HUD.1U.S. Department of Housing and Urban Development. HUD Form 52676 – EIV System User Access Authorization Form and Rules of Behavior and User Agreement
You use the same form each time access changes: initial access, reinstatement after a termination, modification of existing access, or removal from the system.1U.S. Department of Housing and Urban Development. HUD Form 52676 – EIV System User Access Authorization Form and Rules of Behavior and User Agreement
Get a WASS User ID First
Section A asks for the user’s WASS User ID (the C-ID, H-ID, or M-ID assigned through HUD’s Secure Systems). Without it, the form stalls. Register online through HUD’s participant registration page. The applicant enters their name, Social Security number, the name and tax identification number of the HUD-registered organization they represent, an email address, and a self-selected password.2U.S. Department of Housing and Urban Development. Participant User Registration After HUD verifies the information, a User ID is issued and made available to the organization’s System Coordinator. Get that ID in hand before you start Part I.
How to Complete Part I
Part I is the access authorization portion. Only typewritten forms are accepted; handwritten submissions will be rejected.1U.S. Department of Housing and Urban Development. HUD Form 52676 – EIV System User Access Authorization Form and Rules of Behavior and User Agreement
Section A: Authorized User Details
Enter the PHA code (for example, DC451), the full name of the PHA or management agent without abbreviations, and the complete mailing address.3U.S. Department of Housing and Urban Development. HUD Form 52676-I – EIV User Access Authorization Form Instructions Then fill in the user’s full name, WASS User ID, position title, phone, email, and fax. Item 10 asks what work the user performs with EIV data. The options run from initial eligibility determinations and annual reexaminations to security administration, certifying other EIV users, and clerical support that involves viewing or handling EIV reports.1U.S. Department of Housing and Urban Development. HUD Form 52676 – EIV System User Access Authorization Form and Rules of Behavior and User Agreement
Section B: Type of Action Requested
Pick one:
- Option 1, Add Access, for a brand-new user.
- Option 2, Reinstatement, to restore access after an automatic termination or other removal.
- Option 3, Modify Access, to add or remove roles for someone who already has an account.
- Option 4, Terminate Access, to permanently end a user’s access.
Section C: User Access Roles
This section defines what the user can do inside EIV. Roles include PHA Occupancy specialists for public housing and Section 8, program administrators, and two administrative-level roles: PHA User Administrator (Role 6) and PHA Security Administrator (Role 7). Assign only the role the person’s job actually requires. Broader access than the job calls for invites audit findings.1U.S. Department of Housing and Urban Development. HUD Form 52676 – EIV System User Access Authorization Form and Rules of Behavior and User Agreement
Sections D and E: Portfolio and Internal Roles
Section D applies to external PHA users. Enter the specific public housing project numbers the user needs, or check the box for access to all projects in the PHA’s portfolio. Section E is for internal HUD staff only and requires selecting a region and an internal role.
Signing Parts II and III
Part II sets out the Rules of Behavior the user is agreeing to. The obligations are short but binding:
- EIV data may be used only for official program purposes. Browsing records out of curiosity or sharing data with unauthorized people violates federal law.
- Users are personally responsible for safeguarding their passwords, systems, and communication pathways.
- All computer resources, hardware, software, files, and data belong to HUD.
- The Rules of Behavior are consistent with HUD Handbook 2400.25, HUD’s Information Technology Security Policy.1U.S. Department of Housing and Urban Development. HUD Form 52676 – EIV System User Access Authorization Form and Rules of Behavior and User Agreement
Part III is the User Agreement. The user signs and dates it, certifying they understand and accept those obligations. PHA users must also affirm that a Form HUD-9886 or equivalent authorization is on file for each adult household member whose records they will view.4U.S. Department of Housing and Urban Development. Enterprise Income Verification System User Manual
Section F needs a second signature: the PHA’s Executive Director or designee signs and dates the form to authorize the request.1U.S. Department of Housing and Urban Development. HUD Form 52676 – EIV System User Access Authorization Form and Rules of Behavior and User Agreement Without that signature, the local HUD office will not process the request.5U.S. Department of Housing and Urban Development. PIH Notice 2018-18 – Administrative Guidance for Effective and Mandated Use of the Enterprise Income Verification System The form includes a checkbox for electronic signatures, but an original signed copy must remain on file and be available for inspection.
Where to Send the Form
Fax, email, or mail the completed form to the HUD office in your region. Do not send it to HUD Headquarters in Washington, D.C. Only the local HUD office processes these requests. HUD keeps a copy for as long as the individual has access and for three years after access is terminated.1U.S. Department of Housing and Urban Development. HUD Form 52676 – EIV System User Access Authorization Form and Rules of Behavior and User Agreement
Record Retention at the PHA
The PHA keeps the signed form on-site for every user. For active users, retain the initial access form and the most recent modification request for as long as the person has system access. Electronic retention is acceptable. When access is terminated, keep the termination request for three years from the termination date.1U.S. Department of Housing and Urban Development. HUD Form 52676 – EIV System User Access Authorization Form and Rules of Behavior and User Agreement These records can be pulled for audit at any time by HUD staff or HUD representatives with oversight responsibilities, so store them where you can produce them quickly.
Annual Recertification and Training
Signing the form once is not the end of it. EIV access has to be recertified annually. Coordinators get a 30-day grace period after their expiration date; miss it and they lose full access. Users are recertified by their Coordinator through the EIV system’s User Certification feature on the same annual schedule.6U.S. Department of Housing and Urban Development. EIV Application and Online Access for Multifamily Housing Programs
All EIV users must also complete annual Security Awareness Training. The required course is the Cyber Awareness Challenge, and it has to be finished within 30 days of accepting the annual Rules of Behavior.7U.S. Department of Housing and Urban Development. TRACS External Users Access/User Recertification/Security Awareness Training Requirements Print the completion certificate, sign it, and keep it on file; certificates are subject to audit at any time. New users must also complete EIV system training provided by HUD Headquarters before accessing the system. Third-party training does not satisfy the HUD training requirement.5U.S. Department of Housing and Urban Development. PIH Notice 2018-18 – Administrative Guidance for Effective and Mandated Use of the Enterprise Income Verification System
Individuals who only view or handle printed EIV data must complete the annual Security Awareness Training but are not required to take the EIV system training itself.5U.S. Department of Housing and Urban Development. PIH Notice 2018-18 – Administrative Guidance for Effective and Mandated Use of the Enterprise Income Verification System
What Misusing EIV Data Costs
The signature on this form carries personal liability. EIV records are protected under the federal Privacy Act. Under 5 U.S.C. 552a, an officer or employee who willfully discloses individually identifiable information to someone not entitled to receive it is guilty of a misdemeanor and may be fined up to $5,000. The same penalty applies to anyone who knowingly obtains a record from an agency under false pretenses.8Office of the Law Revision Counsel. 5 USC 552a – Records Maintained on Individuals
HUD can also impose administrative sanctions. Non-compliance with the Rules of Behavior signed on Form 52676 may result in temporary suspension of system access or permanent termination of all access rights, on top of any criminal penalties.1U.S. Department of Housing and Urban Development. HUD Form 52676 – EIV System User Access Authorization Form and Rules of Behavior and User Agreement Casual browsing of tenant records unrelated to your work, sharing login credentials with a coworker, or leaving printed EIV reports unsecured can each trigger those consequences.