Chapter VIII: Annual Re-Examinations


Section B: Tenant Issues

1. Annual Re-examination Notice (MSHDA 52)

Unless ending participation, the tenant must RECEIVE their copy of the MSHDA 52 (versus the mail date), regardless of rent increase or not, no later than 60 DAYS prior to the AR effective date. To ensure timely receipt, it is recommended the MSHDA 52 be mailed by the 25th of the second month of the re-exam cycle.

The HA:

  1. Completes the ‘Date forwarded to Tenant’ in the MSHDA Use Only box;
  2. Forwards a copy of the form to the tenant; and
  3. Forwards a copy to the landlord (if the HA completes the MSHDA 52).

If a copy was completed via a phone call, complete the information on the form, make copies, and distribute as described above.

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2. Request for Required Documents

No later than 14 days after printing the 120-day Upcoming Annual Re-examination Report (in Elite), the HA requests the head of household and each adult household member to complete and return the following documents:

  1. Household Income, Asset and Expenses Declaration (MSHDA 1890)
  2. Authorization (HUD 9886)
  3. Authorization/Consent/Certification (MSHDA 158)
  4. ORIGINAL letterhead statements/benefit letters/computer printouts/pay stubs/verifications of current income, assets, expenses, and allowances from the verification source.
  5. Household Living Expense Questionnaire (MSHDA 488) if the household is paying a Total Tenant Payment (TTP) of less than $100.
  6. If a Live-In Aide is required, the need must be verified by a health care professional on a Verification of Disability and/or Special Medical Need (MSHDA 16) and a Certification of Live-In Aide Status (MSHDA 15) must be completed by the Live-In Aide.
  7. The HA also forwards the FSS/MSHDA Key to Own Homeownership brochure for information purposes. If the tenant is not participating in FSS, send a copy of a listing of the FSS Resource Coordinators (RC) with their AR paperwork. If the tenant is interested in participating in the FSS program, the tenant will need to contact the FSS directly.

The “Return By” date on the requests for documents must be 14 days. If documents are not received promptly, HA must send a follow-up request if there is no response.

Note: A meeting with the tenant may be scheduled to initiate the process rather than commencing the process by mail.

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3. Verification Request by Housing Agent

Follow processes outlined in Chapter IV, Income, Income Verification Section.

If the income information received during the AR is substantially different from previously reported income and/or tenant has unreported income, continue the re-examination process while the discrepancy is being resolved. Depending on the outcome of the investigation, a Repayment Agreement (MSHDA 103) may need to be executed or the tenant cancelled from the program.

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4. Adding Family Members/Upgrading Voucher Size
  • The family must obtain written approval from both the landlord and MSHDA to add new resident(s), except for adding a child by birth, adoption, or court-awarded custody. A new spouse, children, other relatives, friends, significant others, chore providers, etc. require approval.
  • Acceptable written approval would be a letter from the tenant requesting to add members with a landlord approval statement.
  • A Live-In Aide must be shown on the lease and HAP Contract. No names should be listed, only “live-in aide.” Refer to Chapter III, Section B, Full-Time Live-in Aides for more information.
  • If the unit size can accommodate the additional members, the following steps must be taken:
    1. Criminal and Sex Offender Screening - The HA must perform criminal and sex offender screening for all adult members (18 years or older) added to the family. MSHDA cannot approve adult members who do not pass the screening.
    2. Issue New Voucher (HUD 52646) - If approved members added to the household increase the voucher eligibility size, execute a new voucher of the appropriate size effective at the current AR. See Chapter III, Issuance. Update the voucher eligibility bedroom size in Elite if applicable. See Elite User Guide.
    3. Adjustment Notification (MSHDA 34) - Identify the new household members in the Additional Changes Section of the form, which signifies MSHDA approval of additional members.
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5. Losing Family Members/Downgrading Voucher Size

Family Size Subsidy Decrease (MSHDA 147) - If the family size decreases, causing a reduction in voucher eligibility size, the family must be immediately notified in writing via a Family Size Subsidy Decrease form (MSHDA 147). The MSHDA 147 includes an explanation of the decision, informal hearing rights, and circumstances when a waiver may be obtained.

Issue New Voucher - If a waiver is not requested or approved, decrease voucher eligibility size to the new eligibility size Payment Standard (PS) effective with the current AR date or move date, whichever occurs first. For example, a change occurs on December 1, 2004, the change would be effective at the AR on June 1, 2005 unless the tenant moves prior to that date. - Update the voucher eligibility bedroom size in Elite. See Elite User Guide.

Adjustment Notification (MSHDA 34) - Identify the members no longer residing in the household using the Additional Provisions Section of the form (“Removing ... from Lease/Contract”) or list current members.

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6. Delinquency Review

HA determines if the tenant is delinquent (over 60 days in arrears with their tenant repayment agreement), by checking Elite to see if there is a current balance.

  • If the tenant is current with their executed Repayment Agreements, the tenant may be renewed. If unable to determine the status in Elite, contact the appropriate MSHDA staff member via E-mail for assistance.
  • If the tenant is delinquent, see Chapter XXVIII, Processing Repayment Agreements.
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