Unique IPA Identifier (UII) Registration System User Guide

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Unique IPA Identifier (UII) Registration SystemUser GuideU.S. Department of Housing and Urban DevelopmentMarch 22, 2001

Unique IPA Identifier (UII) Registration SystemUser GuideTABLE OF CONTENTSCHAPTER 1: INTRODUCTION . 1-1Unique IPA Identifier (UII) Registration System.1-1System Purpose .1-1System Environment.1-1CHAPTER 2: GETTING STARTED . 2-1Initial Browser Settings .2-1CHAPTER 3: ACCESSING THE UII REGISTRATION SYSTEM . 3-1Logging Into the UII Registration System .3-1Contacting the Technical Assistance Center .3-4CHAPTER 4: REGISTER FOR A UII . 4-1CHAPTER 5: UPDATE A PROFILE . 5-1CHAPTER 6: RECALL A UII. 6-1APPENDIX A: SECURE SYSTEMS REGISTRATION GUIDE . A-1FINALi03/22/01

Unique IPA Identifier (UII) Registration SystemUser GuideINTRODUCTIONChapter 1: IntroductionUnique IPA Identifier (UII) Registration SystemSystem PurposeHUD’s Uniform Financial Reporting Standards (UFRS) regulations, codified at 24 CFR part 5,subpart H (issued by final rule on September 1, 1998 at 63 FR 46582) require covered programparticipants to submit electronically to HUD, on an annual basis, audited financial informationprepared in accordance with generally accepted accounting principles (GAAP). HUD’s RealEstate Assessment Center (REAC), through its Financial Assessment Subsystems (FASS), isresponsible for collecting and assessing submissions covered under the UFRS.Firms and governmental organizations who perform audit and attestation engagements forclients covered by the UFRS are required to apply for and obtain from REAC – through the UIIRegistration System – an identification code called a Unique IPA1 Identifier (UII). Firms withmultiple office locations must separately register and obtain a UII for each of their offices thatperform professional services for covered program participants. Sole practitioners and firmswith a single office location also must apply for a UII.The purpose of the UII Registration System is to provide HUD with a uniform listing – by officelocation – of the firms who provide audit and attestation services to clients covered by theUFRS. Upon successful completion, the system issues the registering firm’s office a five-digitrandomly generated number – the UII. Effective on and after the following dates, FASS willrequire your client(s) to include your UII with their annual audit submission:Public Housing Authorities covered by the UFRS and the Public HousingAssessment System (PHAS) regulations – February 2, 2001.Multifamily program participants covered by the UFRS – February 9, 2001.Practitioners must be registered with HUD’s Secure Connection system before they can registertheir office location in the UII Registration System.System EnvironmentThe UII Registration System is a secure Web-based system accessible on the Internet throughthe REAC’s web site.1HUD uses the term IPA to collectively describe the Certified Public Accountants (CPAs), Public Accountants (PAs)and other practitioners authorized by state law to perform audit and attestation engagements.FINAL1-103/22/01

Unique IPA Identifier (UII) Registration SystemUser GuideGETTING STARTEDChapter 2: Getting StartedInitial Browser SettingsTo use the UII Registration System, the user’s Internet browser must be set to accept cookies.A “cookie” is a file automatically stored on the user’s computer.To set the browser to accept cookies:1. From the desktop, double click on your Internet browser icon. The initial page displays.2. Single click on Edit on the menu bar, at the top of the tab page, to view the list of editsoptions.3. Single click on the Preferences option to select it. The Preferences settings windowdisplays.4. Single click on Advanced in the Category list to select it. The Advanced preferencessettings window displays.FINAL2-111/02/01

Unique IPA Identifier (UII) Registration SystemUser GuideGETTING STARTED5. Under the Cookies heading, single click on the “Accept all cookies” radio button to select it.6. Single click on the OKFINALpush button to continue.2-211/02/01

Unique IPA Identifier (UII) Registration SystemUser GuideACCESSING UII REGISTRATION SYSTEMChapter 3: Accessing the UII Registration SystemTo create, recall or update an auditor office’s contact information via the Internet using the UIIRegistration System, a User must: Be registered with HUD’s Secure Connection and have a valid HUD user ID2Be assigned the appropriate FASS system role by your Coordinator as follows: IPA or State Auditor for PHA Entity: Be assigned a Certified Public Accountant (CPA)Validator (CPV) role IPA or State Auditor for MF Entity: Be assigned a Certified Public Accountant (CPA)Certifier (CPC) roleLogging Into the UII Registration System1. Go to the real estate assessment center Web site. Type in the following address in theURL locator: www.hud.gov/offices/reac2. On the home page of the real estate assessment center Web site(www.hud.gov/offices/reac), single click on the online systems link in the left column. Theonline systems page displays.2Please refer to Appendix A: Secure System Registration Guide for step by step instructions.FINAL3-111/02/01

Unique IPA Identifier (UII) Registration SystemUser GuideACCESSING UII REGISTRATION SYSTEM3. On the online systems page, single click on the Log InUsername and Password Required window displays.push button. The NOTE: If a Registration Certification box displays, single click on the Continuepush button to close the box and continue to the Username andPassword Required window.4. Enter your HUD user ID in the User Name field. The user ID is case-sensitive; remember tocapitalize the letters in your user ID. Do not enter your name in the User Name field.5.Using the Tab key on the keyboard, move to the Password field. Enter your password.The password is also case-sensitive (uppercase/lowercase); enter the password exactly asyou requested it on the registration application.FINAL3-211/02/01

Unique IPA Identifier (UII) Registration SystemUser Guide6. Single click on the OKACCESSING UII REGISTRATION SYSTEMpush button. A Legal Warning page displays.7. Read the warning, and single click on the ContinueSystems page displays.push button. The Secure8. Under the Systems heading, single click on the underlined Unique IPA Identifier (UII)Registration System link to access the system. The Main Menu page displays.FINAL3-311/02/01

Unique IPA Identifier (UII) Registration SystemUser GuideACCESSING UII REGISTRATION SYSTEMExiting the UII Registration SystemUsers can exit the system anytime by single clicking on the Closecorner of the page.control icon in the top rightContacting the Technical Assistance CenterIf you have questions about using the UII Registration System, you can contact the REACTechnical Assistance Center by phone, or by email.By PhoneYou can call the REAC Technical Assistance Center with system questions toll-free Mondaythrough Friday, 7:00 a.m. to 8:30 p.m., Eastern Standard Time at 1-888-245-4860.By E-mailYou can send an email message to the REAC Technical Assistance Center to the followingemail address: REAC TAC@hud.gov. Please provide a descriptive subject line to identify therequest.FINAL3-411/02/01

Unique IPA Identifier (UII) Registration SystemUser GuideREGISTER FOR A UIIChapter 4: Register for a UIIThis chapter describes the process of registering for a UII. After the user successfully logs in andselects the Unique IPA Identifier (UII) Registration System link from the Secure System mainpage, the Main Menu page displays (see Chapter 3).Step 1: Single click the Create New Profile link from the Main MenuSelect Audit Office Classification PageThe Select Audit Office Classification page displays. The user selects whether they areregistering an Independent Public Accounting Office (e.g. CPAs and PAs) or a State AuditorOffice (governmental audit organizations).Step 2:IPA user: Single click the Independent Public Accounting Office linkState Auditor user: Single click the State Auditor Office linkThe Create IPA Office Profile displays. The EIN and Zip Code combination is used to identifyan office.Create IPA Office Profile Page33For the purpose of illustration, this guide has included the IPA input screens. The State Auditor input screens areexactly the same only with a different title.FINAL4-103/22/01

Unique IPA Identifier (UII) Registration SystemUser GuideREGISTER FOR A UIIObjectEINDescriptionThe Employer Identification Number (EIN) is a requiredfield and must be a nine-digit numeric value.Zip CodeThe zip code of the audit office location. Zip Code is arequired field and must be a five-digit numeric value.Step 3: Input values for EIN and Zip CodeIn order to proceed, the user must enter values in the data entry fields. Use the tab key on thekeyboard to move to the next field. Check to ensure the information in each field is correct beforecontinuing.FINAL4-203/22/01

Unique IPA Identifier (UII) Registration SystemUser GuideREGISTER FOR A UIIStep 4: Single click the Go push buttonThere are two different scenarios which will result depending if there was a match found in thedatabase for the entered EIN and Zip Code values. Each scenario is described below as well asthe corresponding step-by-step instructions.ScenarioScenario 1: No matching EIN and Zip CodeBlank Registration Screen displays for the user to complete the officeprofile information fields.PagePage 4-3Scenario 2: Matching EIN and Zip CodeRegistration Screen displays for the user to view or update the officeprofile information fields.Page 4-5Scenario 1: No matching EIN and Zip CodeBlank Office Registration Screen displays with the office profile informationThe Blank Office Registration page displays. The registration page collects contact information ofthe auditor office.FINAL4-303/22/01

Unique IPA Identifier (UII) Registration SystemUser GuideREGISTER FOR A UIIIPA Office Registration PageStep 5: Complete office registration informationEnsure that all required data entry fields are completed. Required fields have an asterisk by the e Employer Identification Number identifies each IPA andState Auditor Office. EIN is a required field and must be anine-digit numeric value.03/22/01

Unique IPA Identifier (UII) Registration SystemUser GuideREGISTER FOR A UIIObjectAudit Office NameRequired?YDescriptionThe name of the IPA/State Auditor Office.Audit Office PhoneYThe main phone number of the IPA/State Auditor Office.Audit Office Address 1YThe main address of the IPA/State Auditor Office.Audit Office Address 2NThe second line of the IPA/State Auditor Office address (e.gSuite #100).Audit Office CityYThe city of the IPA/State Auditor Office.Audit Office StateYThe state of the IPA/State Auditor Office.Audit Office Zip CodeYThe zip code of the IPA/State Auditor Office.Audit Office Zip Code ExtensionNThe zip code extension of the IPA/State Auditor Office.Auditor Contact First NameYThe first name of the point of contact for the IPA/State AuditorOffice.Auditor Contact Middle NameNThe middle name of the point of contact for the IPA/StateAuditor Office.Auditor Contact Last NameYThe last name of the point of contact for the IPA/State AuditorOffice.Auditor Contact TitleYThe title/position of the point of contact for the IPA/StateAuditor Office.Auditor Contact PhoneYThe phone of the point of contact for the IPA/State AuditorOffice.Auditor Contact Phone ExtensionNThe phone extension of the point of contact for the IPA/StateAuditor Office.Auditor Contact FaxNThe contact fax number of the point of contact for theIPA/State Auditor Office.Auditor Contact EmailYThe email address of the point of contact for the IPA/StateAuditor Office.Go push buttonTransfer the information to the verification page and ensuresthat all required fields are completed.Reset push buttonResets all the fields to be blank.FINAL4-503/22/01

Unique IPA Identifier (UII) Registration SystemUser GuideREGISTER FOR A UIIScenario 2: Matching EIN and Zip CodeOffice Registration Screen displaysThe Office Registration page displays with the data stored in the system.IPA Office Registration PageFINAL4-603/22/01

Unique IPA Identifier (UII) Registration SystemUser GuideREGISTER FOR A UIIStep 6: Single click the Go push buttonThe Office Registration Verification page displays requesting the user to review and verify theinformation listed is correct prior to submission.IPA Office Registration Verification PageFINAL4-703/22/01

Unique IPA Identifier (UII) Registration SystemUser GuideREGISTER FOR A UIIStep 7: Verify InformationVerify that the information is correct. If there is any information that needs to be updated, singleclick the Back push button to modify any profile information or else single click the Submit pushbutton to complete the registration process.Step 8: Single click the Submit push buttonThe Office Registration Confirmation page displays with the UII number assigned to the user.IPA Office Registration Confirmation PageFINAL4-803/22/01

Unique IPA Identifier (UII) Registration SystemUser GuideUPDATE A PROFILEChapter 5: Update a ProfileThis chapter describes to the process of updating an Office Profile in the UII RegistrationSystem. In order to gain access to an office’s registration profile, the user must enter theiroffice’s UII number. If you have forgotten your UII, please refer to Chapter 6 for instructions onhow to retrieve your UII number.After logging in and selecting the Unique IPA Identifier (UII) Registration System link from theSecure System main page, the UII Registration System Main Menu page displays (see Chapter3).The Main Menu page provides the user with the option to either Create a New Profile, UpdateExisting Profile, or Recall Unique IPA Identifier (UII).Step 1: Single click the Update Profile link from Main MenuThe Update Office Profile page displays. The user must enter their UII number in order toupdate any contact information.Update Office Profile PageFINAL5-103/22/01

Unique IPA Identifier (UII) Registration SystemUser GuideUPDATE A PROFILEStep 2: Enter UII NumberThe office’s existing UII number must be entered in order to update an auditor office’s profileinformation.Step 3: Single click the Go push buttonThe IPA Office Registration page displays. The registration page collects contact informationabout the auditor office.IPA Office Registration PageUpdate the office profile from this screen.FINAL5-203/22/01

Unique IPA Identifier (UII) Registration SystemUser GuideUPDATE A PROFILEStep 4: Update Profile InformationReview the office profile information and make any necessary changes.Step 5: Click the Go push buttonThe Office Registration Verification page displays. The verification page provides a read-onlydisplay of the auditor office contact information.IPA Office Registration Verification PageStep 6: Verify InformationFINAL5-303/22/01

Unique IPA Identifier (UII) Registration SystemUser GuideUPDATE A PROFILEVerify that the information is correct. If there is any information that needs to be updated, singleclick the Back push button to modify any profile information or else single click the Submit pushbutton to complete the update process.Step 7: Single Click the Submit push buttonThe Office Registration Confirmation page displays. The confirmation page provides a readonly display of the updated auditor office contact information.IPA Office Registration Confirmation PageFINAL5-403/22/01

Unique IPA Identifier (UII) Registration SystemUser GuideRECALL A UIIChapter 6: Recall a UIIThis chapter describes the process of recalling a UII in case the user forgets the UII number. Inorder to recall a UII, the user must have the office’s EIN and Zip Code.After logging in and selecting the Unique IPA Identifier (UII) Registration System link from theSecure System main page, the UII Registration System Main Menu page displays (see Chapter3).The Main Menu page provides the user with the option to either Create a New Profile, UpdateExisting Profile, or Recall Unique IPA Identifier (UII).Main Menu PageStep 1: Single click the Recall Unique IPA Identifier (UII) link from Main MenuThe Select Audit Office Classification page displays. The user can select whether he/she isrepresenting an Independent Public Accounting Office or a State Auditor Office.FINAL6-103/22/01

Unique IPA Identifier (UII) Registration SystemUser GuideRECALL A UIISelect Audit Office Classification PageStep 2:IPA User: Single click the Independent Public Accounting Office linkState Auditor User: Single click the State Auditor Office linkThe Recall IPA Office Profile or Recall State Auditor Office Profile page displays. The EINand Zip Code combination is used to identify an IPA office.Step 3: Input values for EIN and Zip CodeIn order to proceed, the user must enter values in the data entry fields. Use the tab key on thekeyboard to move to the next field. Check to ensure the information in each field is correct beforecontinuing.Step 4: Single click the Go push buttonThere are two different scenarios which will result depending if there was a match found in thedatabase for the entered EIN and Zip Code values. Each scenario is described below as well asthe corresponding step-by-step instructions.ScenarioPagePage 6-3Scenario 1:Confirmation Screen displays with the office profile informationScenario 2:Recall Office Profile displays with error messageFINAL6-2Page 6-403/22/01

Unique IPA Identifier (UII) Registration SystemUser GuideRECALL A UIIScenario 1:IPA Office Registration Confirmation Screen displays with the office profile informationThe IPA Office Registration Confirmation page displays. This page is displayed only whenthere is an existing record with the same matching EIN and Zip Code in the database.IPA Office Registration Confirmation PageStep 5: View UII number and Contact InformationNote the UII number and verify that the information is correct. To change any information, pleasesingle click the Main Menu link to return to the Main Menu then select the Update Profile link.Scenario 2:Recall Office Profile displays with error messageFINAL6-303/22/01

Unique IPA Identifier (UII) Registration SystemUser GuideRECALL A UIIThe Recall Office Profile page displays with an error message displayed in red to the userindicating that there was not a match found.Recall IPA Office Profile PageAt this point, the user has the following options:1. Make sure the correct EIN and Zip Code was entered.OR2. Single click the Main Menu link and select the option to Create New Profile. Please refer toChapter 5 – Register For A UII for step by step instructions.FINAL6-403/22/01

Unique IPA Identifier (UII) Registration SystemUser GuideSECURE SYSTEMS REGISTRATION GUIDEAppendix A: Secure Systems Registration GuideThe following outlines the steps necessary for a CPA to properly obtain and configure a SecureSystems ID in order to access the Unique IPA Ide

Unique IPA Identifier (UII) Registration System User Guide ACCESSING UII REGISTRATION SYSTEM FINAL 3-2 11/02/01 3. On the online systems page, single click on the Log In push button. The Username and Password Required window displays. NOTE: If a Registration Certification box displays, single click on the Continue push

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