Chapter XV: Transfers


Section B: Transfer Procedures for Participants when MSHDA is Absorbing Portabilities

1. Transfer Eligibility Determination
  • If a participant indicates interest in transferring, the initial HA determines if the family is eligible to transfer to the desired county by verifying that the program participants is in good standing. Three major factors determine if the participant maintains good standing:
    1. The proper termination of the HCV Contract,
    2. The date of the family’s last move (family can move only once per year after execution of their first HCV Contract unless the Resource Specialist makes an exception for the move due to an emergency/situation over which the participant has no control), and the
    3. Participant is current on any/all required repayments of monies owed to MSHDA.
  • If the participant does not meet eligibility and good standing criteria , the request for transfer is denied. The initial HA must notify the family of the transfer denial via the Program Termination form (MSHDA 1634b). Identify the reason for transfer denial under the “other” section at the bottom of the form.
  • Transfers are not permitted during the initial lease term.
  • If the participant meets eligibility and good standing criteria and wishes to transfer after the initial lease term, subject to the lease renewal provisions, the participant may terminate their Lease and HCV Contract for any reason.
  • Terminations require:
    1. A 30-day written termination notice from the participant to the owner (with a copy provided to MSHDA), or
    2. An executed MSHDA 96.
  • If the Lease is terminated via a 30-day written notice from the participant or Notice to Quit from the landlord, the initial HA must forward a Contract Termination Notice (MSHDA 95) to the owner to confirm termination of the HCV Contract.
    1. The initial HA must ‘move the tenant out of the unit’ in Elite, complete lease tracking, and
    2. Submit an E-mail request to the MSHDA Transfer Coordinator (TC) to transfer the participant to an appropriate HA as soon as the HA is notified by the participant that they wish to transfer.
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2. Assign An Increment and HA
  • When the TC is transferring the case in Elite, if TC determines the receiving HA has an available increment, TC completes the transfer in Elite and notifies the initial HA and the receiving HA within two business days of the new HA assignment.
  • If the TC determines the receiving HA does not have an available increment for the transfer, the TC notifies the initial HA to submit an E-mail to the HA Allocation Coordinator to request the transfer of the increment. The HA Allocation Coordinator will transfer the participant’s original increment to the receiving HA and notifies TC that increment transfer is completed. TC completes transfer in Elite and notifies the initial and the receiving HA of new assignment within two business days of the new HA assignment.
  • The initial HA must then transfer the working file to the receiving HA within five business days after notification from the TC that the transfer is complete.
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3. Income/Asset/Expense Documents

The receiving HA must complete the third party process to acquire income/asset/expense documents. If the documents are supplied by the initial HA, the receiving HA should review the documents. If the documents will be more than 120 days old on the effective date of the transfer, new documents must be obtained by the receiving HA. If updated documents are necessary, the receiving HA must:

  1. Send the client a(n):
    1. Request for Original Documents form (MSHDA 53);
    2. Household, Income, Asset, and Expense Declaration form (MSHDA 1890);
    3. Authorization to Release Information form (HUD 9886);
  2. Follow income, asset and expense verification procedures as outlined in Chapter IV. Income Verification Requirements.
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4. Issue Mover’s Information (MSHDA 139)

For those participants who transfer to a new county, the initial HA issues a new Voucher to the participant, instructs the participant to mail the Voucher back to the receiving HA, and retains a copy of the Voucher in the original MSHDA file. The receiving HA must issue a Mover’s Information form (MSHDA 139) including a Rental Unit Information form (MSHDA 51b) to the transferring tenant.

  • The initial Voucher term is a minimum of 60 days and begins the day after the Lease termination/Move-out date (unless the participant requests an earlier date and the HA notes this date on the MSHDA 1344-247). The issuance date on the Voucher form (HUD 52646) must agree with the issuance date reflected on the MSHDA 1344-247.
  • If appropriate, approve extensions in 30-day increments, not to exceed a total of 120 days from the original issuance date. Enter the new expiration date on the Voucher, and forward a revised copy to the participant. Retain a copy of the signed Voucher in the original MSHDA file.
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