Chapter XVI: Portability


Section F: Billing and Reimbursement Requirements for Administered Portability Cases

1. Incoming Portability

The PC must track the following factors concerning portability billings:

  • Notification to the iPHA of MSHDA’s intent to administer or absorb the case within ten working days of the HAP contract execution (signing, not the effective date) and within 60 days after the iPHA voucher expires.
    1. If MSHDA fails to notify the iPHA timely of the billing, MSHDA could be forced to absorb the portability participant.
    2. Issuance of billing notification to the iPHA includes:
      1. Family Portability Information form (HUD-52665, pages 2 and 3)
      2. Current HUD-50058.
  • Monthly payments from the iPHA to MSHDA on the current cases being billed. These payments must be logged in Receipting in Elite by the 5th of the month and prior to sending them to MSHDA’s Office of Housing Voucher Programs Operations finance division. The payments are then logged on the Checks Receipted log and sent to the Financial Assistant. Copies of the checks are put into the participant file.
  • The iPHA must pay MSHDA for the initial billing request within 30 days of receipt and thereafter, monthly payments must be issued by the 5th working day of each month. Payments must include:
    1. HAP (Housing Assistance Payment) reimbursement for the participant;
    2. UAP (Utility Assistance Payment) reimbursement for the participant;
    3. Administrative Fees - 80% of the iPHA administrative fee paid by HUD.
  • Update the iPHA when changes occur in the administered participant’s record no later than 10 working days following the effective date of the change. Notification includes the following documents:
    1. Family Portability Information form (HUD-52665, pages 2 and 3)
    2. Current HUD-50058.
  • Overpayments to Landlords will be treated the same as any other HCV participant. See Chapter XIX. Operations, for directions.
  • Checks received from iPHA’s that result in an overpayment to MSHDA will be returned. If the full amount cannot be returned, a manual adjustment will be processed in Elite for the amount that is owed back to the iPHA.
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2. Outgoing Portability
  • The PC must:
    1. Track correspondence from the rPHA to determine if the rPHA meets the HUD imposed deadline of initial submission within:
      1. 60 days of the voucher expiration date, and
      2. 10 days of the execution of the HAP Contract (difficult to determine since not a required submission document).
    2. If the outgoing portability applicant/participant’s voucher expires and no notification has been sent by the iPHA, the PC sends out a Notification of Billing Date letter. The letter must be sent at least 30 days prior to the billing date expiration.
    3. If the billing date has expired, the PC sends out a Past Billing Date/Information Request letter. If the iPHA does not respond within 10 business days, the PC will process an EOP and close the file.
    4. If the rPHA notifies the PC that a HAP contract has not been executed on the applicant's/participant’s behalf, the PC processes an EOP and closes the file.
    5. If the rPHA still plans to administer because it cannot absorb due to a legitimate reason, MSHDA must accept the billing. The PC can notify HUD of the delinquency for further action and possibly transfer units from the rPHA to MSHDA for having to honor a late billing.
    6. Enter initial billings received by rPHA’s into Elite for payment within 30 days of receiving the initial billing and update subsequent billings within five working days of receipt.
    7. Track monthly payments to rPHA’s in order to maintain the issuance of timely payments by the fifth working day of each month.
    8. Collect overpayments issued on outgoing portability participants.
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