Chapter XX: Enhanced Subsidies For Housing Voucher Conversion Actions


Section L: Elite and File Procedures

Elite Procedure: Preservation/Opt out cases require the following entries:

Full Application Entry:

  1. Enter all tenant information, on the General Information tab, the Preference tab, the Family Members tab and the Waiting Lists tab.
  2. Change the Application Status on the Waiting List tab to “Verified (HA Initials).”

Waiting List Draw:

  1. Select the waiting list for the tenant you want to draw.
  2. Change the Draw Type to “Active.”
  3. Enter the number of tenants you are pulling in the “Number of Applicants to Draw” field.
  4. Make sure there is a check next to “Verified (HA Initials)” under “Application Status To Draw.”
  5. Chose “Preview Draw.” Resequence the list if needed.
  6. Commit the draw once you have the tenant/s you wish to draw. Please verify that the tenant names are correct prior to committing the draw.

Voucher Offers:

  1. Select the date and time of your draw in the “Date & Time Of Draw” field for that tenant.
  2. Make sure that if you have drawn more than one tenant at once that you have selected the one you want on the left side of the screen.
  3. Go to the Scheduled Briefing tab at the top of the screen and click the “Mark As Attended” tab. Go back to the Generate/Update Voucher Offers tab.
  4. Select the voucher issuance type in the “Issue Voucher with the following issue type” field.
    1. Voucher issuance type should either be “Enhanced – Preservation Prepayment” or “Enhanced – Opt Out.”
  5. Select the county in the “Increment Search” field.
  6. Fill out the “Make Offer” information and select “Generate Offer.”
  7. Now you can issue the voucher by selecting the “Issue Voucher and Create Cert” box. Make sure you chose the effective date of the action instead of leaving today’s date in the field.

Unit Entry

  1. Search for the unit the tenant is living in or enter the new unit information. Follow Unit Entry directions as you would for any other unit set up.

Lease Tracking:

  1. Select the Tenant’s name.
  2. Fill in the lease signing scheduled date, the start and end lease dates and the term of the lease.
  3. Select the address the tenant is going to occupy (you must first set the unit up in Unit Entry).
  4. Verify the issuance type and increment types are correct. Save all changes.
  5. Click the “Move In” button.
  6. Follow the proceeding steps as described.

Resident Processing:

  1. Make sure Enhanced Voucher is selected as a special program on the Master Entry tab.
  2. Make sure Resident User Defined on the Effective Data tab is filled in correctly, based on the development the tenant is coming from.
  3. Lower right hand corner fields must be filled in on the Rent Calculation tab, Rent sub tab (Information on Date of Eligibility). Monthly Adj. Income, Gross Income, TTP, Gross rent, % Monthly Adj. Income and Previously Unassisted.
  4. Follow directions for setting a tenant up in Resident Processing for a New Admission.

Approval Process:

  1. Verify that Enhanced Voucher is selected as a special program on the Master Entry tab.
  2. Verify Resident User Defined on the Effective Data tab is filled out correctly.
  3. Verify the enhanced voucher fields are filled out on the Rent Calculation tab, Rent sub tab.
  4. Follow regular DT approval process for a New Admission.

File Submission: The HA must include all of the following documents in each preservation/opt-out file when submitted to their DT:

  1. Case Data Summary (MSHDA 1344/247) – Mark ‘Preservation’ or ‘Opt-Out.’
  2. HUD’s or MSHDA’s letter to the family identifying MSHDA as the administering PHA.
  3. Owner/HUD’s list of potentially eligible families (rent roster). If the list is more than two pages, include only the first page of the list and the page containing the family’s name.
  4. The most recent HUD 50059 from the development for the family.
  5. The owner’s rents for the development on the date of the owner prepayment/termination.
  6. The owner’s proposed rents and date of the rent increase for the family.
  7. HAP Contract Addendum (HUD Form for Oversized units) if applicable.
  8. All applicable HCV required document

The following forms are not required:

  • Housing Choice Voucher Program Application (MSHDA 322)
  • Application Status (MSHDA 1634a)
  • Initial Request Verification (MSHDA 1791)

Authorization Review: The assigned Department Technician will:

  1. Verify proper coding in Elite.
  2. Determine if the voucher is a preservation/opt out enhanced voucher.
  3. Code the tenant by Development Name in Elite – see Elite Instructions for Resident Defined Field
  4. Review file to ensure required documents are present. (See above)
  5. Verify HA used the correct PS, minimum rent, TTP, etc.
  6. Retain the preservation/opt out documents in the permanent non-purge document section of the file.
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