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Project Management OfficeSection 8 Document ListSection 8 Staff ReportsReport Requirement: The new solution will we will need to include a list of Documents and Letters that are notHUD mandated, but that the program and LA-s use. This would allow for a document/letter capability in thenew solution of having available predefined Templates.Document/ Letter #Document / Letter:Description:Notice to Vacate Change Request (CancelMove Form)Allows participants/tenants, in conjunction withlandlords/owners, to extend the original moveout date to a new move-out date. Also allowsparticipants/tenants, in conjunction withlandlords/owners, to withdraw a Notice toVacate and void a received voucher. Must besigned and dated by both participants/tenantsand landlords/owners.Sent with an attached HAP contract andrequests that the landlord returned a signedcopy of an attached HAP within 10 days.Provides a space for email address and faxnumber to which the executed contract may besent. Lists an effective payment date and theamount of HAP (HTFC payment tolandlord/owner), the tenant/participant share,the total contract rent, and the utilityreimbursement payment to the tenant, if any.Let’s participant know that due to no HAP beingpaid on their behalf as a result of an increase inadjusted annual income, their assistance willcontinue for a maximum of 180 days. Providesparticipant 10 business days from date of noticeto request an informal hearing to contesttermination from program. A list of officesproviding legal representation is included.Participant is informed that they have the rightto schedule an appointment to examinedocuments relevant to hearing. Advises thatparticipant must inform office at least 24 hoursin advance of hearing if they are unable toattend. Attachment lists legal aid societies ofNew York (addresses and phone numbers).Informs the landlord/owner that abatementstemming from failure to correct HQS-requireditems within the specified timeframe, has beenlifted. Lists the total amount abated andprovides guidance on reimbursing landlord forHAP withheld as a result of failure to cure itemsby end-of-month processing deadline.1.HAP Contract Execution Request2.180-Day Zero HAP Letter/Zero HousingAssistance Payments (HAP) Notice3.Abatement Lifted Notice/Notice of LiftedHQS Abatement4.
Project Management OfficeSection 8 Document ListAcknowledgement too Vacate Notice5.6.Request for AdditionalDocumentation/Additional Doc RequestPort – InAdditional Doc Request Intent toTerminate7.8.Additional Documentation Request Form/InterimsApplicant Denial of Housing ChoiceVoucher Rental Assistance9.Applicant Removal from Wait List Notice10.Arrest Record Investigation Sheet11.Sent with Notice to Vacate to confirm with thelandlord/owner that the family is scheduled tomove out and that both the HAP Contract andHAP payments will terminate as of the moveout date. Landlord is instructed to contact theoffice within 5 days of the date of the notice ifany information in the Notice to vacate isinaccurate. Owner is instructed that it is theresponsibility of the tenant to return all keys,leave the unit in the same or better condition aswhen they moved into the unit, except fornormal wear and tear, and to pay any rentamount due per the lease.This informs participants that are porting in fromanother PHA of additional documentation thatmust be submitted to maintain eligibility.Informs the participant that their assistance willterminated on a specific date unless listeddocumentation is not submitted within 10business days of the notice. This needs tofollow a previous request for documentation (24CFR sections 982.551(b) and 982.551(c)(1)(i)are listed). A list of legal aid societies and aninformal hearing request form should beattached. A list of reasons for requesting ahearing needs to be included in the hearingrequest form.Informs participant that in order for an interim tobe processed, the listed documentation mustbe submitted.Informs applicants that they are ineligible toparticipate in the program. Lists 24 CFR982.552. Space provided to detail the reasonfor denial. Informs the applicant of their right toan informal review. Attachments include alisting of legal aid societies and an informalreview request form.Informs applicant that due to their failure torespond to correspondence attempting toascertain their interest in becoming aparticipant, they are being removed from theactive waiting list. Informs them of their right toan informal review and provides a mailingaddress and point-of-contact to whom theymust submit a written request for an informalreview. A listing of legal aid societies isattached.Includes applicant name, application #, othernames, address, birth date, SSN, NYSID#, etc.Information captured is date of arrest, address,arraigned charge(s), and disposition.
Project Management OfficeSection 8 Document ListAsset DeclarationLists household member name, log #, types ofassets (savings accounts, money marketaccounts, life insurance plan, retirementaccount, stocks, bonds, CDs, real estate, trusts,annuities, and other), estimated total value ofassets, and a certification from the householdmember that they own less than 5,000 inassets.Briefing Appointment Letter 2nd AttemptSent following determination that applicant iseligible. This is a 2nd attempt letter that is sentin the event that the original briefingappointment letter is not responded to. Informsapplicant that they must attend a briefing at adesignated address. All adult householdmembers must attend and bring photoidentification. It is requested that minor childrenNOT be brought. Briefing lasts approximatelytwo hours and covers the following: HCVprogram general information; obligations as aparticipant in the program; understanding thesize of unit for the applicant’s family;determining rental assistance amount andmaximum subsidy; searching for a unit; FairHousing laws, including rights as tenant; right toportability to another public housing jurisdiction;participating owner requirements; unit approvalprocess; and FSS Program information.Informs the applicant that if they do not attend,arrive late, or do not bring all requiredinformation, they may be determined ineligiblefor HCV assistance.Contains the same info as #13, but does notinclude “2nd Attempt” listed at the top.This informs the participant of a change in thecase manager assigned to their case. Thename and contact info of the new casemanager is listed, and the participant isreminded that they must still follow all HCVprogram requirements.This form is to be completed by aknowledgeable professional. The form ismeant to obtain certification that the participantrequires the services of an attendant and/or theuse of an auxiliary apparatus to enhance theirability to live independently. In addition, theresponding professional indicates whether theservice of an attendant and/or use of anauxiliary apparatus enables the listedhousehold member or a different householdmember with the ability to work. Theprofessional is asked to list their name, title,company, signature, address, date the formwas completed, email, and phone number.12.13.14.Briefing Appointment LetterCaseworker Change Letter/Case ManagerChange Notification15.Certification of Need for Person withDisabilities/Certification of Need forAttendant Care, Auxiliary Apparatus16.
Project Management OfficeSection 8 Document ListChange of Ownership Packet17.Change of Management/Ownership Form18.Includes a cover letter addressed to theproperty owner/manager that lists a checklist ofinformation that is needed to process theChange of Ownership/Management. The itemsinclude a Change of Ownership Managementform (attached to the letter), W-9 (attached toletter), Proof of ownership (settlementstatement, trust agreement, recorded deed withSchedule A, recorded quit claim, and arecorded judicial deed sale are all considered tobe acceptable, while tax bills, mortgagedocuments, unrecorded deeds, deeds that donot include an official stamp from the countyrecorder’s office on the upper righthand cornerof the document are listed as unacceptable), amanagement agreement (owner(s) listed in themanagement agreement must be the sameindividual or entity listed on the proof ofownership documents/the managing agentlisted in the management agreement must bethe same individual or entity listed on the W-9form and EIN verification letter or SocialSecurity card), tax identification (Social Securitycards for individuals and Letter 147C forcompanies or businesses), copy of a validdriver’s license or state identification card, andthe opportunity to fill out an attached DirectDeposit Authorization Agreement (voided checkmust be submitted).Included in the Change of Ownership Packet.Asks whether it is a change of ownership ormanagement. Asks respondent to indicatereason for change (sale of property, quit claim,inheritance, new management company, orother). Property address must be entered.New owner info (owner name, owner address,telephone, email, SSN/EIN, individual that willreceive 1099, managing agent, managing agenttelephone, and managing agent address). Alist of all voucher-assisted tenants currentlyresiding in the property undergoing the change(name, property address, unit number, andZip). Previous property owner signature andeffective date of current HAP contract. Newproperty owner(s) or manager(s) signature(s)and date of signature. Office Use section (Dateentered, initials, owner #, New, Previous,Settlement, Received, administrator signature,and date of signature.
Project Management OfficeSection 8 Document ListDirect Deposit Authorization19.Duplicate Subsidy Letter20.Duplicate Subsidy Member RemovalLetter21.Included in Change of Ownership Packet. Part1: Transaction Type (New Setup, Cancellation(leave part 4 blank), Change Account Type,Change Financial Institution, and ChangeAccount Number). Part 2: Payee Identification(Owner/Company Tax ID (SSN or EIN), PrimaryPhone Number, Fax Number, SecondaryPhone Number, Name of Payee, ContactName, Street Address, Payee Email, andwhether they are the owner or propertymanager/agent). Part 3: AuthorizationSignature, Title, and Date Signed. Part 4:Required Information (Financial Institution,whether the respondent is anindividual/consumer or commercial(corporation/partnership, etc.), Account Name,whether it is a checking or savings account,Bank Routing Number, and Account Number.Note that indicates a voided check must besubmitted with the form.This letter is sent to participants to inform themthat an EIV report indicated that there is ahousehold member within their household thatis listed in EIV as being a household memberwith another agency’s program. It lists thename of the household member and theagency with which the member is listed as ahousehold member. The letter informs theparticipant that individual will be removed fromthe participant’s household composition on aspecific effective date. The participant isinstructed that if they do not agree with thisdetermination, they must submit proof from theother agency stating that the member is not aparticipant in their program, and if they are aminor, a legal custody agreement. Theparticipant is advised that if they don’t submitthe required documentation, the member will beremoved and the voucher size and housingassistance payment may change.This a follow-up to item 20. The participant isinformed that pursuant to the Duplicate SubsidyLetter sent on a specified date, the participanthas not responded or submitted thedocumentation needed to substantiate that thenamed individual is not receiving multiple orduplicate subsidies from another agency. Aneffective date is listed specifying when thehousehold member was removed from thehousehold composition. The participant isinstructed to contact the office to determine ifthey must move to a correct-size unit and/ortheir housing assistance payment has changed.
Project Management OfficeSection 8 Document ListFamily Verification Letter22.Final Notice of Late PortabilityRecertification23.Final Termination of HAP Contract24.Final Termination Notice to Participant25.This is a verification letter sent to anowner/landlord. The letter lists the participantand their log #. It informs the owner thatfollowing the most recent recertification, thefollowing information is contained in our files:address, city, state, Zip, lease effective date,person(s) residing in the household, housingassistance payment, tenant share of thecontract rent, and the contract rent to owner.The contact to whom the tenant’s share of therent should be sent to is also listed.This informs a public housing agency that theagency has not received the necessarydocumentation to process an annualrecertification for a portability participant. Theeffective date is listed. This notice followsprevious attempts sent to the PHA to processlate recertifications. This notice requests thatan updated 50058 and corresponding 52665 beprovided within 10 business days of the date ofthis notice. The notice informs the PHA that ifwe do not hear from them within the 10business days, we will assume the participant isno longer on the program and that a memo willbe submitted to the Office of Public Housing torequest that the PHA absorb the voucher(s) inquestion. Upon approval from OHP, we willcease housing assistance payments andrequire the PHA to absorb the participant asdefined in PIH Notice 2011-3.Informs the owner and tenant that we will beterminating the HAP Contract. The tenant’sname is listed, the address is listed, and theeffective date of termination is listed. A sectionis provided to list any details surrounding thetermination. Part C, paragraph 9 of the HAPContract and paragraph 9 of the HUD TenancyAddendum are referenced, and the parties areinformed that lease is terminated as a result ofthe HAP Contract being terminated. Theparties are also informed that if the familyremains in the unit, they will be responsible forthe full rent amount.This is sent after the Notice of Intent toTerminate Housing Choice Voucher Assistance(date this notice was sent is listed in the letter).In bold type, the participant is informed thattheir participation in the Housing ChoiceVoucher Program is being terminated on thelisted effective date. It is stated that thedecision is final and that there are no furtheropportunities for appeal.
Project Management OfficeSection 8 Document ListFull Annual Packet/Annual Recertification26.Full NHTD Packet/Annual Recertification27.28.Full Second Attempt AnnualPacket/Annual RecertificationHAP Contract Cover Letter - Tenant29.This is the packet sent to participants on ayearly basis to process their recertifications. Itconsists of a cover letter that lists theparticipant name and log number. All adulthousehold members are required to fill out theforms in the packet and all documentation mustbe dated within 60 days of the request. Theletter lists a number of documents that must besubmitted for all household members inaddition to the standard forms included in thepacket. Case manager contact info is listed inthe letter. Other forms include a notice that atranslated version of the form is available uponrequest; an applicant/participant certification (8pages including a certification page that mustbe signed by all adult household members);HUD-9886 Authorization for the Release ofInformation/Privacy Act Notice; an additionalConsent for Release of Information thatbroadens the scope of verification permissions;Family Obligations form that is signed by alladult household members; and HUD-92006that allows the participant to list an optionalcontact person or organization.Basically the same as item 26 with NursingHome Transition and Diversion (NHTD)inserted in lieu of Housing Choice VoucherProgram.This is the Annual Recertification packet withSecond Attempt printed at the top of the coverletter.Sent to participant. Contains participant name,owner name, log #, owner ID, and unit address.Informs participant that the unit listed haspassed inspection and that the rent amountwas approved. Participant is also informed thata HAP Contract has been sent to the landlordto sign and return. Housing AssistancePayment, participant rent, total contract rent,and utility reimbursement payment, if any, arelisted. The letter also states that we will beginmaking payments to the landlord when thesigned HAP contract has been returned, andthat the participant must begin paying theirportion of the rent according to the lease.
Project Management OfficeSection 8 Document ListHAP Contract Follow-Up30.HAP Overpayment Letter/NoticeRegarding Overpayment of Federal Funds31.Household Change LandlordNotice/Requested Addition of HouseholdMember Notice32.Letter has “Second Attempt” listed at the top.Sent to landlord to let them know that a HAPContract was previously sent on a specifieddate and that in order to complete processingand begin sending payments, the owner mustsign, date, and return the HAP Contract to us.If the HAP Contract is not returned within 10days, approval for the unit will be cancelled andpayments will not be made. Informs landlordthat if the HAP Contract is cancelled, they willnot receive payments for previous months.Contact info for the case manager is listed.Sent as follow-up to item 29.Informs an owner/landlord that an overpaymentof HAP was issued to them. Advises that perthe HAP Contract, they are not entitled to retainthe amount that was overpaid. A space isprovided to explain what the overpayment wasdue to and provides a breakdown ofoverpayment by month. A payment slip shouldbe generated with this notice and sent to theowner.This notice is sent to owner/landlords when ahousehold member is added that will notincrease the corresponding voucher size. Thisnotice should be sent after the participant familyhas submitted a notice of landlord approval ofthe additional household member. The noticelists the new total family size. The landlord isinformed that nothing further be done if theyapprove of the addition of the householdmember and that they will receive a notice ofHCV Rent Adjustment if there are changes tothe tenant or HAP portions of the rent. If thelandlord does not approve, they are advised tocontact a designated case manager. They arealso asked to inform the tenant if they do notapprove of the change.
Project Management OfficeSection 8 Document ListInformal Hearing Schedule Letter33.Initial HAP Determination Letter - Owner34.Informs participant that we are in receipt of theirinformal hearing request and indicates thescheduled date and time of the hearing. Theparticipant is notified of their following rights: Prior to the hearing, you have theopportunity to examine any documentsdirectly relevant to your termination, aslong as the request is made no laterthan 12:00PM on the business dayprior to the scheduled hearing date; You are allowed to copy any suchdocuments at a cost of 0.25 per page; At your own expense, you may berepresented by a lawyer or otherrepresentative at the informal hearing,but you are not required to bringrepresentation; and At the hearing, you will have theopportunity to present evidence andquestion any witnesses.A note is included that states the participantmust make all documents that they plan toutilize at the hearing available no later than12:00 PM on the business day prior to thescheduled hearing date. They are allowed tomail or drop off the documents. The recipient isnotified that the hearing officer will be a personnot previously involved in consideration of thecase, they will receive a written review decisionwithin 10 business days following the hearing,and that if they fail to appear for their informalhearing, termination of assistance will stand.Sent to the owner of the unit once a HAPContract has been entered into between theparticipant, owner, and HTFC. Lists thelocation of the unit and effective date of thecontract. Additional listed info includesperson(s) residing in the household, HousingAssistance Payment to the owner, participantrent (tenant pays to owner), Total ContractRent, and utility reimbursement payment(HTFC pays this to tenant). A space isprovided for additional notes.
Project Management OfficeSection 8 Document ListIntent to Terminate – Owner Notice35.Intent to Terminate36.Interim Change Request37.Informs the owner that a listed participantresiding at their listed unit is being terminatedfrom the program for one or more programviolations. The owner is informed that theparticipant has a right to an informal hearing asoutlined in 24 CFR 982.555, and that therequest must be made in writing within 10business days of the date of this notice. Ifhousing assistance is terminated, the owner isinformed that HAP being sent to them willcease, and the participant will be responsiblefor the full monthly rent. Contact info isprovided for any questions the owner may haveregarding the notice.This informs the participant that theirparticipation in the program is being terminatedon a specified effective date and provides aspace to detail the violations leading totermination. The participant’s right to requestan informal hearing within 10 business days ofthe date of the date of the notice is noted anddirects them to an attached Informal HearingRequest form (in bold). The participant is alsonotified that if they do not request a hearing, thetermination will take effect on a specified date(in bold). In addition to an Informal HearingRequest form, a listing of legal aid societies isalso provided.This packet consists of a letter to the participantindicating that the program has received aninterim change request from the participant dueto a change in income, family composition,and/or expenses. It is conveyed that in order toprocess the change, the participant mustsubmit an attached Interim Change RequestForm completed and signed, and anydocumentation listed in a separate, attachedform. Contact information is provided for thepurpose of submitting the Interim ChangeRequest Form and any relevant documentation.A listed of documentation is attached forinstances in which there has been a change inincome or expenses, the participant wants toremove a household member, and/or aparticipant wants to add a household member.The Interim Change Request form has ageneral information section and 3 separatesections that need to be filled out based on thechange request being submitted. A fourthsection represents a certification statementrequiring a participant’s signature and date ofsignature.
Project Management OfficeSection 8 Document ListInterim Decision Notice38.Interim Denial Notice39.Late Recertification Notice40.This notice is sent to a participant that hassubmitted an Interim Change Request andacknowledges receipt on a specifiedsubmission date. In bold, the following isstated, “Thank you for reporting this change.You will receive a Rent Adjustment Letter forany changes in your portion of the rent.”Contact info for the case manager is providedin the event the participant has any questionsrelated to this notice.This notice is sent to a participant when thechange request they previously submitted in anInterim Change Request has been denied. Asubmission date is listed and, in bold, thefollowing is conveyed, “Your request has beendenied due to the following reason(s):.” Aspace is provided for the case manager to listthe reasons the interim change request wasdenied. The participant is notified that theparticipant’s portion of the rent will continue tofollow what was listed in their most recentlyreceived Rent Adjustment Letter. Contact infofor the case manager is also provided.This notice lists the participant’s log #, name,and address. It informs the participant that of aspecified date, the last annual re-certificationfor the named participant was effective as of aspecified date. The participant is notified thatdue to processing delays, no re-certification hasbeen performed since a specified date, and thata re-certification with a listed effective date willbring the participant’s case up to date. Thename of the case manager completing the recertification is also listed.
Project Management OfficeSection 8 Document ListLease-Up/Unit Search PacketCurrently 23 pages of various forms. There is acover letter addressed to the participant (listslog #) that listed the enclosed forms (a listing ofthe payment standards that to the jurisdiction inwhich the LA is located, 2 copies of the actualvoucher with the instructions that one copyneeds to be signed and returned to the programand the other one is to be kept for their use,and the Landlord Information Packet that apotential landlord must complete and return tothe program). Next steps are listed (return thecompleted Landlord Information packet to theprogram before a specified voucher expirationdate, the program will schedule an inspection ofthe unit once the packet has been received,and after a passed inspection, the casemanager will inform the participant of theparticipant’s rent portion and move-in date. Anotice is provided in bold that includes theinforming of the participant that if they move inprior to their scheduled move-in date, they willbe responsible for their full contract rent. Alisting of websites to assist the participant infinding a unit is provided. 41. Payment Standards: Standards forvarious unit sizes, the standards ininstances where the tenant pays forcooking gas and electricity only, andthe standards when the tenant pays forall utilities (cooking gas, electricity,heat, and hot water) are provided. It isnoted that the numbers listed areguidelines and that choosing numbersabove the guidelines maty result in theparticipant paying more than 30% oftheir monthly income. It is alsoindicated that the numbers are onlyestimates and are not exact. Theparticipant is notified that the Requestfor Tenancy Approval will be reviewedto make sure that the rent and utilitiesare affordable for the participant andthat the rent the owner is charging isfair compared to other units in the area.Two copies of the actual voucher areincluded (HUD-52646) provided.Landlord Information Packet: A coverform lists instructions and next steps toinform the landlord. Requireddocumentation is listed (Request forTenancy Approval (attached),Disclosure of Information on LeadBased Paint (attached)). Requireddocumentation for owners new to theprogram is also listed (Owner/Agent
Project Management OfficeSection 8 Document List Data Form (attached), Copy of a validdriver’s license or state identificationcard, Management Agreement (ifapplicable), Direct DepositAuthorization Form (attached/alsoinstructed to include a voided check forchecking accounts or a deposit slips forsavings accounts), IRS form W-9(attached), tax identification (SocialSecurity card for an individual/copy ofan Employer Identification Numberverification Letter 147C for a companyor business), and proof of ownership(deed and/or other applicabledocuments as listed in theOwner/Agent Data Form). A landlordinfo section is included that provides acheck for an owner or managing agent,name, contact person’s phone, andowner/agent email (a spot is alsoincluded to list the owner ID # if thelandlord is an existing owner/agentregistered with the program). Nextsteps for the landlord are provided. It isasked if the landlord has screened thepotential tenant, as it is theirresponsibility to do so.Request for Tenancy Approval (HUD52517)Request for Tenancy Approval – RentReasonableness Addendum: Type ofUnit, Square Footage, Location Type,Accessibility to Services, Managementand Maintenance of Building, Facilitiesfor Building, and Amenities Provided byOwner. Spaces are included to becompleted the case manager and theInspection Unit.Disclosure of Information on LeadBased Paint and/or Lead-Based PaintHazardsOwner/Agent Data Form (does notneed to be returned if landlord alreadyhas tenants participating in program.HAP Contract InformationDirect Deposit AuthorizationW-9
Project Management OfficeSection 8 Document ListNew Hire Notice/New Hire InformationRequest42.43.44.45.46.47.48.49.50.NHTD Additional Doc RequestNHTD Initial HAP Determination Letter OwnerNHTD Initial HAP Determination LetterNHTD Interview LetterNHTD Recert LetterNHTD Rent Adjustment Letter - OwnerNHTD Rent Adjustment LetterNon-Family Member Notice/ Addition ofNon-New Family Household MemberNoticeInforms participant that information obtainedfrom EIV indicates that a household memberhas started employment on a specified date.The participant is reminded that the FamilyObligations stipulate that every participant mustinform the program about any change inhousehold income within 10 business days ofsuch occurrence. It is noted that failure tosubmit such information and verificationdocuments may result in termination and/orinitiation of procedures to recover excess HAPpaid on behalf of the family. The participant isinstructed to submit verification of all newincome, including 4 consecutive paystubsand/or an employment letter. The participant isinstructed to have their employer complete,sign, and fax an enclosed Verification ofEmployment Income form to the program. Theparticipant is provided a deadline by whichsubmission must occur.Similar to item 7 with NHTD inserted in lieu ofHCV program.See Item 34. Notice modified to list NHTD.See Item 34. Notice modified to list NHTDInforms the participant that the program hasreceived word that they are requesting to add anew household member (lists name ofmember). The participant is also informed thatthe individual does not qualify as a new, familialmember and that their addition will not impactthe participant’s current voucher size. Thecurrent unit size the participant is entitled to islisted along with a notice that the correspondingpayment standard still applies. The following islisted in bold:“Please note that if you continue with theaddition of this household member, allincome for this individual will be included inyour household’s rent
Change of Management/Ownership Form Included in the Change of Ownership Packet. Asks whether it is a change of ownership or management. Asks respondent to indicate reason for change (sale of property, quit claim, inheritance, new management company, or other). Property address must be entered. New owner info (owner name, owner address,
