| 1. |
Finding
a Tenant- Eligible families are issued assistance
and will approach you via ads you have put
in the paper or rent signs placed in yards.
You can also list your available property
with the Housing Authority by completing a
standard rental listing form. Listing your
property does not obligate you to rent to
families with vouchers; it simply provides
you the opportunity to advertise to them.
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| 2. |
Determining
Rent Amount - The rent requested must be comparable
to similar, unassisted units in the area of
the rental property. A rent reasonableness
study will be conducted to determine if the
requested rent is reasonable as compared to
an unassisted unit when considering the location,
quality, size, type, age, amenities, maintenance
and utilities to be provided.
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| 3. |
Approving
a Tenant- Upon receiving calls from assisted
families, you are encouraged to screen them
on the basis of the family's tenancy history.
The families are responsible for paying application
fees and deposits. HCHA's admission of a family
to participate in the program is not a representation
by HCHA about the families expected behavior
or the family's suitability for tenancy.
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| 4. |
Agreement
to Enter Lease- Once you have selected a person
or family and collected the appropriate fees
and deposits, you will need to complete the
owner packet that will be provided by the
prospective tenant. The packet includes an
RTA (Request for Tenancy Approval), W9 Form,
Tax ID form, Lease Requirement form and Lead
based paint form. Complete the packet and
return it to the Housing Authority. Once the
owner packet is returned to the Housing office,
the counselor of the family will determine
if the unit is affordable for the family.
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| 5. |
Affordability-
A family may not pay more than 40 percent
of their adjusted monthly income towards rent
and utilities.
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| 6. |
Initial
Inspection of the Unit- If the unit meets
the affordability of the family, a Housing
Quality Standards (HQS) inspection will be
requested. The inspection should be completed
within five to seven business days after receipt
of the completed RTA. The HQS Inspections
coordinator will contact the owner by phone
to schedule the inspection. All utilities
must be connected and the unit must be vacant
before an initial inspection can be conducted.
The requested rent amount must be reasonable
as compared to other similar unassisted units
in the area. The Housing Authority must approve
all rents requested. See HQS Checklist for
more details about the inspection.
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| 7. |
Signing
the HAP and lease- After the unit passes an
HQS inspection and the rent amount is approved,
the rent portions will be calculated and the
Housing Assistance Payment (HAP) contract
will be prepared. It will take an average
of 5-10 days after the unit passes inspection
to prepare this paperwork. A notice will be
sent to tenant. The notice will indicate the
approved rent amount, effective date, the
family's rent portion and the housing assistance
payment amount. A copy of HAP contract is
sent to the owner. Housing Assistance Payments
will not begin until both the Housing Assistance
Payment Contract and the lease are signed
and returned to the Housing Authority office.
See Lease Requirements for more information
on approved leases.
Lease Requirements
The following defines
the lease requirements under the HCV Program:
| • |
The
lease between tenant and owner must
be in a standard form used by the owner
and that is generally used for other
unassisted tenants in the premises or
locality. |
| • |
The
terms and conditions of the lease must
be consistent with State and local law.
|
| • |
The
lease must specify utilities and appliances
supplied by the owner and utilities
and appliances supplied by the family.
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| • |
The
lease must include the HUD required
tenancy addendum. (The Housing Authority
will provide.) The terms of the tenancy
addendum prevail over any other provisions
of the lease. |
| • |
The
rent requested must be reasonable as
compared to similar unassisted units
and approved by the Housing Authority.
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The
following is the process to use your own lease:
| • |
The
lease effective date and approved rent
amount must match the Housing Assistance
Payment Contract. |
| • |
The
tenant must return both the signed lease
and the signed Housing Assistance Payments
(HAP) Contract and Tenancy Addendum
to the Housing Authority Office. |
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| 8. |
Receiving
the Housing Assistance Payment- The effective
date of the first housing assistance payment
will be the first (1st) of the month, after
the unit passes inspection. The tenant is
responsible for any rents due prior to the
contract effective date. The owner can expect
to receive the first Housing Assistance Payment
30 to 45 days after the unit passes inspection.
Payments thereafter will be mailed the first
day of the month.
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| 9. |
Other Information
Required from Owner/Manager- In order to ensure
we are paying the legal owner of any property,
we must verify proof of ownership by means
of a Recorded Deed. If a professional management
firm represents the owner, we require a fully
executed management agreement verifying this
arrangement. We also need a Tax I. D. number
or Social Security number for tax purposes.
No housing assistance payment will be made
prior to our receiving these important documents.
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| 10. |
Adjustments
to Family's Rent Portion- During the term
of the Lease, if the family has a change in
income or family composition they are required
to report it within 10 days of occurrence.
Rent portions will be adjusted according to
the families' adjusted income. A Rent Change
Notice will be mailed to the family and owner
to reflect any changes in rent portions.
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| 11. |
Annual
Review of Family Income and Composition- Federal
regulations require housing authorities to
review a family's income and composition annually.
The rent portions will be re-calculated and
a Rent Change Notice will be mailed to the
owner and family.
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| 12. |
Annual
Housing Quality Standards Inspections and
Complaint Inspections- The Housing Authority
is required to inspect the unit annually.
The Housing Authority may also perform a complaint
inspection if it is determined that an owner
or tenant is not maintaining the unit. Any
deficiencies will be noted and a notice mailed
indicating a repair deadline. The owner or
property manager is required to repair any
failed items within 30 days or 24 hours for
life threatening deficiencies. The family
is responsible for any tenant caused damages
beyond normal wear and tear.
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| 13. |
If the Family Vacates the Unit Before the End of the Lease Term- The property owner or manager must notify the Housing Authority if the family moves out of the unit before the end of the lease term. Housing Assistance Payments can only be made while the family lives in the unit. Families who leave the unit without notifying the Housing Authority or owner may be terminated from The Housing Choice Voucher Program. |
| 14. |
Procedures to Complete
an Owner/Management Change- The current
owner/manager needs to provide a letter
requesting the Housing Authority's consent
to re-assign the HAP contract to the new
owner/management company. The new owner
must provide a letter agreeing to comply
with the HAP contract and complete a W-9
and Tax ID form in order for payments to
be transferred.
How to contact our
Office - Each family is assigned a housing
counselor. See the staff listing to determine
which counselor serves the family residing
in your unit. If any repeated issues or
problems occur with the tenant, contact
the appropriate housing counselor first.
For more information, please visit the Go Section 8 web site: www.gosection8.com
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View a the Case Manager Chart.
To reach a Case Manager or Relocation Specialist call:
Phone: 713-578-2100
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