Housing Voucher Programs - Policy and Procedures Manual

Chapter I Sections

1. Background/Evolution of Program
2. Program Components
3. Key Program Documents
4. Roles and Responsibilities
5. Occupancy Cycle
   1. Intake Process
   2. Lease-Up/Move Process
   3. Annual Re-Examination
   4. Interim Re-examination
   5. Moves
   6. Terminations
6. Payment Standards (PS)
7. Privacy Rights
8. Multi-Family Tenant Characteristics System (MTCS)
9. Section Eight Management Assessment Program (SEMAP)
10. Portability
11. Applicable Forms List

Chapter I: General Information

Section E: Occupancy Cycle

1. Intake Process

1. Application
   1. The applicant submits an application (MSHDA-322) if the waiting list is open.
   2. If the applicant is ineligible, an Application Denial/Program Termination Notice (MSHDA-1634b) is sent notifying the applicant of their ineligibility, the reason for it, and informal review procedures.
2. Waiting List
   1. The participant is placed on the waiting list in accordance with policy (i.e. preferences, first come-first served, lottery, special programs, etc.).
3. Needs Estimation
   1. The Housing Agent (HA)/MSHDA estimates voucher openings based upon the availability of funding for family sizes and projected contract turnover. (Those managing waiting lists should project ahead about 90 days, and not wait until vouchers are vacant.)
   2. The estimate of the number of participants needed to fill each opening:
      1. Will be influenced by accuracy of waiting list;
      2. Look at past data for waiting list success factor and leasing success factor.
   3. The HA/MSHDA selects applicants from the waiting list based on residency and considers income targeting requirements, and notifies them of available assistance.
   4. If there is no response from the applicant, MSHDA sends a Notice of Denial of Assistance, which states the opportunity for informal review (MSHDA-1634b). When the informal review period expires, the applicant is removed from the waiting list.
4. Final Eligibility
   1. The HA/MSHDA issues an Initial Request Verification (MSHDA-1791) to the participant.
   2. The participant signs the verification and release forms. The HA/MSHDA photocopies the original documents submitted by family.
   3. The HA/MSHDA processes applicable non-citizen verifications and sends out forms to third parties for other eligibility factors.
      1. If verifications are not returned within the timeframe in the Administrative Plan, the HA/MSHDA uses original documents provided by family for verification.
   4. The HA/MSHDA requests criminal records for household members as described in the Administrative Plan.
   5. The HA/MSHDA compares the participant’s annual income to income limits and calculates the Total Tenant Payment (TTP).
   6. The HA/MSHDA determines if there is a voucher available for the participant.
      1. If yes, final eligibility is determined.
      2. If the participant is ineligible, a MSHDA-1634b is sent.
      3. If no voucher is available, the applicant stays in the verified pool of applicants.

2. Lease-Up/Move Process

1. Briefing and Voucher Issuance
   1. A briefing is held to explain the program and issue the voucher. Group or individual briefings are held at the HS/A’s option.
   2. The initial term of a voucher is at least 60 days. The participant has the time specified on the voucher to find a unit.
2. The Participant Searches for a Unit
   1. They find a unit to lease and discuss the program with the owner.
   2. A request for approval of the tenancy (Rental Unit Information/ MSHDA-51b) is submitted, along with a copy of the lease.
      1. Leases must include the tenancy addendum.
      2. The MSHDA-51b must be submitted during the term of the voucher in the manner required by MSHDA.
      3. The HS/A determines if the owner is approvable.
      4. If the owner is approved, an HQS inspection is scheduled.
      5. The HS/A determines if the rent is reasonable/comparable to rents for similar unassisted units in the area. If not, the HS/A negotiates with the owner.
      6. If the owner disagrees, the participant must locate another unit to continue the process.
3. HQS Inspection
   1. The HS/A schedules and conducts a unit inspection ensuring HQS are met (MSHDA-281).
   2. A report is provided reporting inspection deficiencies (MSHDA-105) to the owner and the participant.
   3. The owner is given a specified time period to make the necessary repairs.
   4. The unit is re-inspected for failed items.
   5. If the owner does not agree to make the repairs, or if the rent is not reasonable, the rental unit will be disapproved.
      1. If there is still has time remaining on the voucher, or if the HS/A will extend the voucher, or if the voucher was suspended, the participant must find another unit to continue the process.
4. Approval and Execution
   1. If the unit is approved, documents are executed:
      1. The owner and the participant execute a lease.
      2. The owner and the HAS execute a contract.
   2. Assisted tenancy begins on the effective date stated in the lease and contract.
5. Moves
   1. The participant may move to another unit, and the same lease-up steps are followed. An annual re-examination is performed at this time.
   2. HUD regulations and MSHDA policy determine when and if a family can move to another unit.

3. Annual Re-Examination (Process begins 120 days before Contract anniversary date)

4. Interim Re-examination (Occurs between Contract anniversary dates)

Interim Re-examination

• Same steps as annual re-examination except verification of changes only
• Examples: Income change, family change, HQS, or Contract Rent change

5. Moves (At annual re-examination or after the initial lease term)

Moves

• Same steps as initial contract except process begins at Brief Applicant and Issue Voucher

6. Terminations