Housing Voucher Programs - Policy and Procedures Manual

Chapter III Sections

1. Selecting Names
   1. Selecting a Name/Over-issuance
   2. Income Targeting Requirements
   3. Waiting List in EHS
   4. Initial Contacts with the Applicant
   5. Income Limit Eligibility
   6. Applicable Forms List
2. Definition of Family and Family Composition/Codes
3. Citizenship Requirements
4. Proof of Birth and Social Security Number
5. Required Screenings
6. Release of Information Forms
7. Briefings
8. Expanding Housing Opportunities
9. Issuance
10. Denials
11. Applicable Forms List

Exhibits

• Exhibit A
• Exhibit B
• Exhibit C

Chapter III: Selecting Names / Voucher Issuance

Effective: December 2003

Introduction

This chapter contains information on the following topics related to voucher issuance: selecting names from the waiting list, required documents, (proof of birth and social security cards), criminal screening, required certifications and authorizations, briefing sessions, expanding housing opportunities, Elite procedures, and issuance of the voucher.

Section A: Selecting Names

1. Selecting a Name/Over-issuance

To maintain lease-up, determine how many names must be selected and pulled from a waiting list to fill vacant voucher numbers. Base your decision on past experience. For example, if it usually takes five pulled names to complete a contract, pull five names for each vacancy you want to fill. However, “over-issuance” voucher numbers are not available if you have more eligible applicants than vacant vouchers. If the applicant is determined to be income eligible and you do not have an available voucher, return the applicant to the waiting list.

At the time names are selected, make a determination if the voucher is for the Housing Choice Voucher (HCV) program or a special program such as:

• F - Family Unification Program
• M - Mainstream (CMH) Disability
• H - Homeless preference
• A - Project Access
• D - Assisted Affordable Housing Project (AAHP)

If the voucher is for a special program with a separate code, pull names from those special program waiting lists for the county.

2. Income Targeting Requirements

• At least 75% of the families admitted to MSHDA’s HCV Program during each fiscal year, July 1 through June 30, must be extremely low income (ELI - at or below 30% of the area median income). Gross annual income is used both for determination of income eligibility at admission and for the income targeting requirement. MSHDA monitors the percentage rate of new admissions to ensure the required ELI rate is attained.
• If too many over-ELI families are admitted, HS/A’s will be notified to SKIP higher income applicant families on the waiting list for a period of time until MSHDA again meets the 75% of families at ELI.

  Note: Do not skip names when filling special program vouchers, (i.e. Welfare to Work, Family Unification, etc).

• The Waiting List Report (EHR 119) indicates OVER 30% for non-ELI applicants. Do not select an over-30% applicant during the SKIP period. Select applicants from the waiting list according to the applicant’s date/time/preference.
• If an applicant initially appears to be UNDER 30%, but upon verification is determined to be OVER 30%, the applicant’s name must be returned to the waiting list with updated income information entered in EHS. The applicant’s name will remain on the list until the SKIP period ends. Send an Application Status letter (MSHDA 1634a) to the applicant explaining they are being returned to the waiting list due to lack of funding.

3. Waiting List in EHS

• View the name of the first person on the waiting list in EHS (Section 2.3 or 2.17).
• After the appropriate applicant is determined, copy the most recent monthly waiting list page (EHR 119), which contains the applicant’s name. (See Section 2, Tab 2 of EHS Manual). The waiting list page copy must be dated within 30 days of the Initial Request Verification (MSHDA 1791) issue date and must be submitted on top of the application documents when the case is finalized. The waiting list page must be dated prior to the Initial Request Verification.

  Note: Ranking preferences are only updated on printed lists following the monthly HAP generation. Preference data entered between monthly payrolls will not appear on the printed list until after the monthly HAP generation has been completed.

• Select the appropriate applicant in EHS (Section 2).

4. Initial Contacts with the Applicant

• When making initial contact with the applicant, request the following verifications using the MSHDA 1791:
  1. Authorizations to Release Information [Applicant/Tenant Authorization, Certification, and Consent (MSHDA 158) and Authorization for the Release of Information/Privacy Act Notice (HUD 9886). - These forms must be completed and signed by every household member who is 18 years of age or older.
  2. Family Composition (MSHDA 51a) - This form must be completed by the head of the household.
  3. Citizenship (MSHDA 213/214) - The Declaration of 214 Status (MSHDA 214) must be completed and returned with the verification documents for EVERY household member. Refer to Section C of this Chapter, Citizenship Requirements.
  4. Checklist (MSHDA 1792) – This form must be completed and signed by every household member who is 18 years of age or older.
• Use ‘other - box 4’ on the MSHDA 1791 to make the request for any additional verifications.
• Request income and expense verifications based on the information provided on the MSHDA 1792 via the Original Request for Documents (MSHDA 53).
  1. Disability Allowance - The household may have indicated a disability on the application, but the head of household/spouse/co-head was not 62 or older or receiving SSI. In order to qualify for the $400 disabled household allowance, the head of household/spouse/ co-head must verify their disability via a Verification of Disability (MSHDA 16).
  2. Pregnancy Verification - only applicable if the applicant is a pregnant woman living alone as she is entitled to a two-bedroom voucher.
• The applicant must submit a certificate/statement from a Health Care Professional to verify the pregnancy. Other acceptable verifications include a Verification of Medical Expenses (MSHDA 100) or a Supplemental Information (MSHDA 77) verifying pregnancy observed by the HS/A.
• The documentation must be returned within 14 days.
• If documentation is missing or incomplete, the applicant must be notified of the deficiencies via a MSHDA 1634a.
• If no response is received from the applicant, send a Application Denial/Program Termination (MSHDA 1634b), hold for 14 days (until the informal review deadline has passed), and withdraw the applicant’s name from the waiting list.

5. Income Limit Eligibility

• Based on previous response to MSHDA 1634c, MSHDA 1791, and MSHDA 53, determine if the household gross income is at or below the lower income limit for the county in which the assistance is provided.
• If the household gross income is above the county income limit, an Eligible County Listing (MSHDA 1634c) must be forwarded to the applicant.
  1. The applicant has 60 days to locate a unit in an eligible county.
  2. If the applicant selects a designated county, identify the PS amount(s) and provide an applicable utility chart.
  3. The file must be transferred to the selected county.
  4. If the applicant selects multiple counties, the file must be retained in the county of application until the applicant either locates a unit or narrows their selection to one county.
  5. The initial HS/A is responsible for answering all inquires until the file is physically transferred.
  6. If a vacant voucher is not available in the receiving county, the originally issued voucher number must be transferred.

6. Applicable Forms List