This guide reviews when and how to enter a Housing Move-In Date (HMID) for all HUD-defined Permanent Housing (PH) projects:

PH - Permanent Supportive Housing
PH - Housing Only
PH - Housing with Services (no disability required for entry)
PH - Rapid Re-Housing

What is a Housing Move-In Date?

The Housing Move-In Date (HMID) is the date a household who is already enrolled in a Permanent Housing (PH) project physically moves into a permanent housing unit. This means the client has a key or other means of entry, has a lease or formal arrangement in place, and has actually slept in the unit. This date is required regardless of whether the housing is subsidized by the project, another source, or not subsidized at all. It must fall between the Project Start and Exit Dates and is used to distinguish whether a client is housed or still experiencing homelessness during their enrollment.

It must:

Be on or between the Project Start and Project Exit Dates
Be recorded regardless of subsidy source
Only appear once per enrollment (Entry/ Exit)

When to enter a Housing Move in Date

When initially housed

A Housing Move-In Date must be recorded at the point the client or household moves into a permanent living situation, whether subsidized by the currently enrolled Permanent Housing (PH) project, a different PH project or subsidy, or without any subsidy at all. This may or may not be the same date as Project Exit Date depending on the provision of additional services after the client is housed. The HMID must be a date either on or between the project start and exit date.

For example, if a RRH project does a client intake on 3/1/2022, the client signs a lease on 4/10/2022 and moves into a unit on 4/15/2022, and after 3 months the client remains housed on their own and exits the RRH program, the HMID would be entered on 4/15/2022 (not the lease signing date), and the exit date would be 7/15/2022. The exit Destination would be Any of the permanent housing situations. Reasons for exit may vary.

Or, If the same client decided to permanently move in with family on 4/15/2022, rather than on their own housing through the RRH program, the RRH project would add a HMID of 4/15/22, and exit the client the same day, 4/15/22. Even though the RRH project will not be providing case management or financial assistance once housed, a HMID still must be added. The exit Destination would be Any of the permanent housing situations. Reasons for exit may vary

If a client loses one housing unit and is rehoused by the project in a new unit

In the event that the client vacates a housing situation back to homelessness and the project stops paying rental assistance (if applicable), staff should exit the client from the project with an accurate Project Exit Date and Destination. Then, Create a new Project Start Date in a second new enrollment for the client on the same or following day. The project would then continue working with the client until a new unit is found, and a new housing move-in date would be recorded on the second project record. This will ensure that the client’s history of housing is preserved.

For example, if a client is evicted and has to return to a shelter while waiting to find a new unit, the project should exit that client to "Emergency Shelter" on the day the client lost the housing. The following day, the project should add a new project entry. When the client is re-housed, a new HMID should be added to the new, second project entry.

Project Entry 1: Exit to Reason for Leaving to "Data Clean-Up" and Destination to where the household is staying that night (most likely Place Not Meant for Habitation or Emergency Shelter). Please leave a note regarding your clients exit.
Project Entry 2: Add Entry for the same day as Project Entry 1's Exit Date. Complete Exit assessment with client or confirm all questions are accurate as of that date, including:
- Housing Move-In Date: Add a blank response to 'reset' the Move-In Date by selecting the circular arrow.
- Prior Living Situation: This question should reflect where the client/household slept last night. (Most likely Rental by Client With Ongoing Subsidy) Follow this with the Length of Time in Previous Place question.

If a client moves from one unit into another unit with no time gap in between

If the client stays in the same project and moves directly from one unit into another unit, with no days of homelessness in between, it would not be necessary to exit and re-enter them, because their housing move-in date would still accurately reflect the day they entered permanent housing according to that enrollment record.

In the event a client is transferred into a PSH or RRH project having already moved into a permanent housing unit, the client’s Project Start Date and Housing Move-in Date will be the same date. It is not necessary to have the Housing Move-in Date reflect the original move-in.

For example, if a client is remaining in the same housing unit, but the client is transitioning from a RRH project to a scattered-site PSH project, the RRH project would exit the client from their program to the PSH exit destination. The PSH project would start a project entry one day after the RRH exit date and enter the HMID as the same day as the project start date. This indicates the client transferred programs but remained in the same unit, with no return to homelessness.

How to record a Housing Move in Date

Housing Move-in Date must be a date occurring either on or between the Project Start Date and Project Exit Date. There can be no more than one Housing Move-in Date per enrollment. Once a Housing Move-In Date has been recorded for an enrollment, it should not be removed from the client's record, even if they subsequently lose that housing situation. Once you are logged into HMIS, you should:

Set Enter Data As to the project recording the Entry.
Search for client record be selecting the Clients tab.
Set Back Date Mode (This should match the date of the Housing Move In Date)
Click on the Entry / Exit tab
Click on the notebook icon under "Interims" to the right of the project entry you are adding the HMID to.
Click Add Interim Review
The Interim Review Type should be "Update" and the Review Date should be the date of the HMID and should match the backdate mode date set in step 3
Click Save and Continue
Scroll down the assessment and enter the Housing Move in Date with the correct date. The HMID needs to be entered for all adults enrolled in the project.
Scroll to the bottom and click Save and Exit

Housing Move In Date Guide