Chapter IX: Interim Re-Examinations


Section E: Changes in Family Composition

Program applicants/participants are advised at the initial briefing (MSHDA 145) and mover’s briefing (MSHDA 139) that they are responsible to report all family size changes within 14 days either verbally or in writing. Process an interim re-examination to add or remove members of a household, unless the effective date coincides with the effective date for an annual re-examination or move. An interim re-examination must be performed if a Live-In Aide changes.

1. Adding Household Members
  • The Tenancy Addendum (HUD 52641A)/HAP Contract requires that all additions to the household must have written approval. The family must obtain written approval from both the landlord and MSHDA to add new members to the household such as a new spouse, children, other relatives, friends, significant others. Adding a child by birth, adoption, or court-awarded custody to the family composition does not require approval from the landlord or MSHDA.
  • A signed and dated letter from the tenant with a landlord approval statement which includes the landlord’s signature and date is an acceptable written approval. HA must verify landlord signature on the approval statement. Completion of an Adjustment Notification form signifies MSHDA approval.
  • Adding members to a household also requires:
    1. Screening – The HA must perform all required screenings including criminal and sex offender screening for all persons age 18 or older being added to the family (including live-in aides). MSHDA cannot approve adult members who do not pass the screening criteria.
    2. Issuance of a New Voucher (HUD 52646) – If approved additional members increase the voucher eligibility size, execute a new voucher of the appropriate size effective with the next annual re-examination or move, whichever occurs first.
    3. Issuance of an Adjustment Notification (MSHDA 34) – Identify the new household members in the Additional Provisions section of the form, which signifies MSHDA approval of additional members.
    4. For Live-In Aides, the completion of a Certification of Live-In Aide Status (MSHDA 15).
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2. Removing Household Members
  • If the family size decreases causing a lesser voucher eligibility size, the HA must immediately notify the family in writing via the Family Size Subsidy Decrease form (MSHDA 147). This form includes an explanation of the decision, the circumstances under which the family may obtain a waiver, and informal hearing rights.
  • If the removal of the household member is due to death, effective date of the change is the first day of the month following the date of death. Example, spouse dies on March 27. New househould/voucher size becomes effective April 1. HA must recalculate rents based on new income verifications. The interim re-examination would be effective retroactively.
  • If a waiver is not requested or approved, decrease to the new eligibility size payment standard effective with the next annual re-examination or move, whichever occurs first.
  • Removing members from a household requires:
    1. Issuance of a New Voucher (HUD 52646) – If the family size decrease reduces the eligibility size, execute a new voucher of the appropriate size at the next annual re-examination or move, whichever occurs first except in case of death. Death of head of household or family member requires change the 1st of the month following date of death.
    2. Issuance of an Adjustment Notification (MSHDA 34) – Identify the members no longer residing in the household (or list current household members) using the Additional Provisions section of the form.
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