14-III.D. INFORMAL SETTLEMENT OF GRIEVANCE [24 CFR 966.54] HUD regulations state that any grievance must be personally presented, either orally or in writing, to the PHA office or to the office of the housing development in which the complainant resides so that the grievance may be discussed informally and settled without a hearing.
HACN Policy
The PHA will accept requests for an informal settlement of a grievance either orally or in writing (including emailed requests), to the PHA office within 10 business days of the grievable event. Within 10 business days of receipt of the request the PHA will arrange a meeting with the tenant at a mutually agreeable time and confirm such meeting in writing to the tenant. The informal settlement may be conducted remotely as required by the PHA or may be conducted remotely upon consideration of the request of the tenant. See 14-III.G for information on how and under what circumstances remote informal settlements may be conducted.
If a tenant fails to attend the scheduled meeting without prior notice, the PHA will reschedule the appointment only if the tenant can show good cause for failing to appear, or if it is needed as a reasonable accommodation for a person with disabilities.
Good cause is defined as an unavoidable conflict which seriously affects the health, safety or welfare of the family.
HUD regulations require that a summary of such discussion will be prepared within a reasonable time and one copy will be given to the tenant and one retained in the PHA’s tenant file.
The summary must specify the names of the participants, dates of meeting, the nature of the proposed disposition of the complaint and the specific reasons therefore, and will specify the procedures by which a hearing may be obtained if the complainant is not satisfied.
HACN Policy
The PHA will prepare a summary of the informal settlement within five business days; one copy to be given to the tenant and one copy to be retained in the PHA’s tenant file.
For PHAs who have the option to establish an expedited grievance procedure, and who exercise this option, the informal settlement of grievances is not applicable to those grievances for which the expedited grievance procedure applies.
Agenda Item 4.
Housing Authority
of the ACOP 5/1/2026
City of Needles
14-III.E. PROCEDURES TO OBTAIN A HEARING
Requests for Hearing and Failure to Request
HACN Policy
The resident must submit a written request (including emailed requests) for a grievance hearing to the PHA within five business days of the tenant’s receipt of the summary of the informal settlement.
If the complainant does not request a hearing, the PHA’s disposition of the grievance under the informal settlement process will become final. However, failure to request a hearing does not constitute a waiver by the complainant of the right to contest the PHA’s action in disposing of the complaint in an appropriate judicial proceeding.
Scheduling of Hearings [24 CFR 966.56(a)]
If the complainant has complied with all requirements for requesting a hearing as described above, a hearing must be scheduled by the hearing officer promptly for a time and place reasonably convenient to both the complainant and the PHA. A written notification specifying the time, place and the procedures governing the hearing must be delivered to the complainant and the appropriate PHA official.
HACN Policy
Within 10 business days of receiving a written request for a hearing, the hearing officer will schedule and send written notice of the hearing to both the complainant and the PHA.
If the PHA hearing will be conducted remotely, at the time the notice is sent to the family, the family will be notified:
Regarding the processes involved in a remote grievance hearing; Remote hearings will be held via telephone.
The PHA may wish to permit the tenant to request to reschedule a hearing for good cause.
HACN Policy
The tenant may request to reschedule a hearing for good cause, or if it is needed as a reasonable accommodation for a person with disabilities. Good cause is defined as an unavoidable conflict which seriously affects the health, safety, or welfare of the family.
Requests to reschedule a hearing must be made orally or in writing prior to the hearing date. At its discretion, the PHA may request documentation of the “good cause” prior to rescheduling the hearing.
Agenda Item 4.
Housing Authority
of the ACOP 5/1/2026
City of Needles
Expedited Grievance Procedure [24 CFR 966.52(a)]
The PHA may establish an expedited grievance procedure for any grievance concerning a termination of tenancy or eviction that involves:
• Any criminal activity that threatens the health, safety, or right to peaceful enjoyment of the premises by other residents or employees of the PHA;
• Any drug-related criminal activity on or near such premises; or • Any criminal activity that resulted in felony conviction of a household member.
In such expedited grievances, the informal settlement of grievances as discussed in 14-III.D is not applicable.
The PHA may adopt special procedures concerning expedited hearings, including provisions for expedited notice or scheduling, or provisions for expedited decision on the grievance.
HACN Policy
The PHA will not offer expedited grievance procedures.
Agenda Item 4.
Housing Authority
of the ACOP 5/1/2026
City of Needles
14-III.F. SELECTION OF HEARING OFFICER [24 CFR 966.53(e)] The grievance hearing must be conducted by an impartial person or persons appointed by the PHA, other than the person who made or approved the PHA action under review, or a subordinate of such person. The PHA must describe their policies for selection of a hearing officer in their lease.
HACN Policy
PHA grievance hearings will be conducted by a single hearing officer and not a panel.
The PHA will appoint an impartial person who was not involved in the decision under appeal. If a designated staff member (such as the program manager) was involved in the decision, or is a subordinate of such person, an alternate hearing officer will be selected.
The PHA may select designated staff members who were not involved in the decision under appeal in certain circumstances, such as appeals involving discrimination claims or denials of requests for reasonable accommodations.
PHAs must describe their policies for selection of a hearing officer in their lease forms. Changes to the public housing lease are subject to a 30-day comment period [24 CFR 966.4].
Agenda Item 4.
Housing Authority
of the ACOP 5/1/2026
City of Needles
14-III.G. REMOTE HEARINGS [Notice PIH 2020-32]
There is no requirement that grievance hearings be conducted in-person, and as such, HUD allows PHAs to conduct all or a portion of their grievance hearings remotely either over the phone, via video conferencing, or through other virtual platforms. If the PHA chooses to conduct remote grievance hearings, applicants may still request an in-person hearing, as applicable.
HACN Policy
The PHA has the sole discretion to require that hearings be conducted remotely in case of local, state, or national physical distancing orders, and in cases of inclement weather or natural disaster.
In addition, the PHA will conduct a hearing remotely upon request as a reasonable accommodation for a person with a disability, if a tenant does not have child care or transportation that would enable them to attend the hearing, or if the tenant believes an in-person hearing would create an undue health risk. The PHA will consider other reasonable requests for a remote hearing on a case-by-case basis.
Discovery of Documents Before the Remote Hearing
HACN Policy
If the hearing will be conducted remotely, the PHA will compile a hearing packet, consisting of all documents the PHA intends to produce at the hearing. The PHA will mail copies of the hearing packet to the tenant, the tenant’s representatives, if any, and the hearing officer at least three days before the scheduled remote hearing. The original hearing packet will be in the possession of the PHA representative and retained by the PHA.
If the hearing is to be conducted remotely, the PHA will require the resident to provide any documents directly relevant to the hearing at least 24 hours before the scheduled hearing through the mail, via email, or text. The PHA will scan and email copies of these documents to the hearing officer and the PHA representative the same day they are received.
Documents will be shared electronically whenever possible.
Agenda Item 4.
Housing Authority
of the ACOP 5/1/2026
City of Needles
Ensuring Accessibility for Persons with Disabilities ad LEP Individuals As with in-person grievance hearings, the platform for conducting remote grievance hearings must be accessible to persons with disabilities and the grievance hearings must be conducted in accordance with Section 504 and accessibility requirements. This includes ensuring any information, websites, emails, digital notifications, and other virtual platforms are accessible for persons with vision, hearing, and other disabilities. Further, providing effective communication in a digital context may require the use of individualized auxiliary aids or services, such as audio description, captioning, sign language and other types of interpreters, keyboard accessibility, accessible documents, screen reader support, and transcripts. Auxiliary aids or services must be provided in accessible formats, in a timely manner, and in such a way to protect the privacy and independence of the individual. PHAs may never request or require that individuals with disabilities provide their own auxiliary aids or services, including for remote grievance hearings.
If no method of conducting a remote grievance hearing is available that appropriately accommodates an individual’s disability, the PHA may not hold against the individual their inability to participate in the remote grievance hearing, and the PHA should consider whether postponing the remote hearing to a later date is appropriate or whether there is a suitable alternative.
Due to the individualized nature of disability, the appropriate auxiliary aid or service necessary, or reasonable accommodation will depend on the specific circumstances and requirements.
As with in-person reviews, Limited English Proficiency (LEP) requirements also apply to remote grievance hearings, including the use of interpretation services and document translation. See Chapter 2 for a more thorough discussion of accessibility and LEP requirements, all of which apply in the context of remote grievance hearings.
Agenda Item 4.
Housing Authority
of the ACOP 5/1/2026
City of Needles
Conducting Hearings Remotely
The PHA must ensure that the lack of technology or inability to use technology for remote grievance hearings does not pose a disadvantage to families that may not be apparent to the PHA. The PHA should determine through a survey or other means if these barriers exist prior to conducting the remote grievance hearing and, if the family does not have the proper technology to fully participate, either postpone the hearing or provide an alternative means of access.
As with in-person grievance hearings, the PHA must provide all materials presented, whether paper or electronic, to the family prior to the remote grievance hearing. The family must also be provided with an accessible means by which to transmit their own evidence.
The PHA’s essential responsibility is to ensure grievance hearings meet the requirements of due process and comply with HUD regulations. Therefore, all PHA policies and processes for remote grievance hearings will be conducted in accordance with due process requirements and will be in compliance with HUD regulations at 24 CFR 966.56 and the guidance for conducting remote hearings specified in Notice PIH 2020-32.
HACN Policy
The PHA will conduct remote grievance hearings via telephone.
At least five business days prior to scheduling the remote hearing, the PHA will provide the family an electronic copy of all materials being presented via first class mail and/or email. The notice will advise the family of technological requirements for the hearing and request the family notify the PHA of any known barriers. The PHA will resolve any barriers using the guidance in Section 6 of Notice PIH 2020-32, including offering the family the opportunity to attend an in-person hearing.
The PHA will follow up with a phone call and/or email to the family at least one business day prior to the remote grievance hearing to ensure that the family received all information.
The PHA will ensure that all electronic information stored or transmitted with respect to the grievance hearing is secure, including protecting personally identifiable information (PII), and meets the requirements for accessibility for persons with disabilities and persons with LEP.
Agenda Item 4.
Housing Authority
of the ACOP 5/1/2026
City of Needles
14-III.H. PROCEDURES GOVERNING THE HEARING [24 CFR 966.56] Rights of Complainant [24 CFR 966.56(b)]
The complainant will be afforded a fair hearing. This includes:
• The opportunity to examine before the grievance hearing any PHA documents, including records and regulations that are directly relevant to the hearing. The tenant must be allowed to copy any such document at the tenant’s expense. If the PHA does not make the document available for examination upon request by the complainant, the PHA may not rely on such document at the grievance hearing.
HACN Policy
The tenant will be allowed to copy any documents related to the hearing at no cost to the family. There will be no charge for documents emailed by the PHA. The family must request discovery of PHA documents no later than 12:00 p.m. on the business day prior to the hearing.
• The right to be represented by counsel or other person chosen to represent the tenant, and to have such person make statements on the tenant’s behalf.
HACN Policy
Hearings may be attended by the following applicable persons:
The PHA representatives and any witnesses for the PHA
The tenant and any witnesses for the tenant
The tenant’s counsel or other representative
Any other person approved by the PHA as a reasonable accommodation for a person with a disability
• The right to a private hearing unless the complainant requests a public hearing. • The right to present evidence and arguments in support of the tenant’s complaint, to controvert evidence relied on by the PHA or project management, and to confront and cross-examine all witnesses upon whose testimony or information the PHA or project management relies.
• A decision based solely and exclusively upon the facts presented at the hearing.
Agenda Item 4.
Housing Authority
of the ACOP 5/1/2026
City of Needles
Failure to Appear [24 CFR 966.56(c)]
If the complainant or the PHA fails to appear at a scheduled hearing, the hearing officer may make a determination to postpone the hearing for no more than five business days or may make a determination that the party has waived their right to a hearing. Both the complainant and the PHA must be notified of the determination by the hearing officer: Provided, That a determination that the complainant has waived their right to a hearing will not constitute a waiver of any right the complainant may have to contest the PHA’s disposition of the grievance in an appropriate judicial proceeding.
There may be times when a complainant does not appear due to unforeseen circumstances which are out of their control and are no fault of their own.
HACN Policy
If the tenant does not appear at the scheduled time of the hearing, the hearing officer will wait up to 30 minutes. If the tenant appears within 30 minutes of the scheduled time, the hearing will be held. If the tenant does not arrive within 30 minutes of the scheduled time, they will be considered to have failed to appear.
If the tenant fails to appear and was unable to reschedule the hearing in advance, the tenant must contact the PHA within 24 hours of the scheduled hearing date, excluding weekends and holidays. The hearing officer will reschedule the hearing only if the tenant can show good cause for the failure to appear, or it is needed as a reasonable accommodation for a person with disabilities.
“Good cause” is defined as an unavoidable conflict which seriously affects the health, safety, or welfare of the family.
Agenda Item 4.
Housing Authority
of the ACOP 5/1/2026
City of Needles
General Procedures [24 CFR 966.56(d), (e)]
At the hearing, the complainant must first make a showing of an entitlement to the relief sought and thereafter the PHA must sustain the burden of justifying the PHA action or failure to act against which the complaint is directed [24 CFR 966.56(d)].
The hearing is conducted informally by the hearing officer. The PHA and the tenant must be given the opportunity to present oral or documentary evidence pertinent to the facts and issues raised by the complaint, and to question any witnesses.
HACN Policy
Any evidence to be considered by the hearing officer must be presented at the time of the hearing. There are four categories of evidence.
Oral evidence: the testimony of witnesses
Documentary evidence: a writing which is relevant to the case, for example, a letter written to the PHA. Writings include all forms of recorded communication or representation, including letters, emails, words, pictures, sounds, videotapes or symbols or combinations thereof.
Demonstrative evidence: Evidence created specifically for the hearing and presented as an illustrative aid to assist the hearing officer, such as a model, a chart or other diagram.
Real evidence: A tangible item relating directly to the case.
Hearsay Evidence is evidence based not on a witness’ personal knowledge. In and of itself, hearsay evidence carries no weight when making a finding of fact. The hearing officer may include hearsay evidence when considering their decision if it is corroborated by other evidence. Even though hearsay evidence is generally admissible in a hearing, the hearing officer will not base a hearing decision on hearsay alone unless there is clear probative value and credibility of the evidence, and the party seeking the change has met the burden of proof.
If the PHA fails to comply with the discovery requirements (providing the tenant with the opportunity to examine PHA documents prior to the grievance hearing), the hearing officer will refuse to admit such evidence.
Other than the failure of the PHA to comply with discovery requirements, the hearing officer has the authority to overrule any objections to evidence.
The complainant or the PHA may arrange, in advance and at the expense of the party making the arrangement, for a transcript of the hearing. Any interested party may purchase a copy of such transcript [24 CFR 966.56(e)].
HACN Policy
If the complainant would like the PHA to record the proceedings by audiotape, the request must be made to the PHA by 12:00 p.m. on the business day prior to the hearing.
The PHA will consider that an audio tape recording of the proceedings is a transcript.
Agenda Item 4.
Housing Authority
of the ACOP 5/1/2026
City of Needles
Accommodations of Persons with Disabilities [24 CFR 966.56(f)] The PHA must provide reasonable accommodation for persons with disabilities to participate in the hearing. Reasonable accommodation may include qualified sign language interpreters, readers, accessible locations, or attendants.
If the tenant is visually impaired, any notice to the tenant which is required in the grievance process must be in an accessible format.
See Chapter 2 for a thorough discussion of the PHA’s responsibilities pertaining to reasonable accommodation.
Limited English Proficiency (24 CFR 966.56(g)
The PHA must comply with HUD’s LEP Final Rule in providing language services throughout the grievance process.
Agenda Item 4.
Housing Authority
of the ACOP 5/1/2026
City of Needles
14-III.I. DECISION OF THE HEARING OFFICER [24 CFR 966.57] The hearing officer must issue a written decision, stating the reasons for the decision, within a reasonable time after the hearing. Factual determinations relating to the individual circumstances of the family must be based on a preponderance of evidence presented at the hearing. A copy of the decision must be sent to the complainant and the PHA. The PHA must retain a copy of the decision in the tenant’s folder. A log of all hearing officer decisions must also be maintained by the PHA and made available for inspection by a prospective complainant, their representative, or the hearing officer [24 CFR 966.57(a)].
HACN Policy
In rendering a decision, the hearing officer will consider the following matters:
PHA Notice to the Family: The hearing officer will determine if the reasons for the PHA’s decision are factually stated in the notice.
Discovery: The hearing officer will determine if the family was given the opportunity to examine any relevant documents in accordance with PHA policy.
PHA Evidence to Support the PHA Decision: The evidence consists of the facts presented. Evidence is not conclusion and it is not argument. The hearing officer will evaluate the facts to determine if they support the PHA’s conclusion.
Validity of Grounds for Termination of Tenancy (when applicable): The hearing officer will determine if the termination of tenancy is for one of the grounds specified in the HUD regulations and PHA policies. If the grounds for termination are not specified in the regulations or in compliance with PHA policies, then the decision of the PHA will be overturned.
The hearing officer will issue a written decision to the family and the PHA no later than 10 business days after the hearing. The report will contain the following information:
Hearing information:
Name of the complainant
Date, time and place of the hearing
Name of the hearing officer
Name of the PHA representatives
Name of family representative (if any)
Names of witnesses (if any)
Background: A brief, impartial statement of the reason for the hearing and the date(s) on which the informal settlement was held, who held it, and a summary of the results of the informal settlement. Also includes the date the complainant requested the grievance hearing.
Agenda Item 4.
Housing Authority
of the ACOP 5/1/2026
City of Needles
Summary of the Evidence: The hearing officer will summarize the testimony of each witness and identify any documents that a witness produced in support of their testimony and that are admitted into evidence.
Findings of Fact: The hearing officer will include all findings of fact, based on a preponderance of the evidence. Preponderance of the evidence is defined as evidence which is of greater weight or more convincing than the evidence which is offered in opposition to it; that is, evidence which as a whole shows that the fact sought to be proved is more probable than not. Preponderance of the evidence may not be determined by the number of witnesses, but by the greater weight of all evidence.
Conclusions: The hearing officer will render a conclusion derived from the facts that were found to be true by a preponderance of the evidence. The conclusion will result in a determination of whether these facts uphold the PHA’s decision.
Order: The hearing report will include a statement of whether the PHA’s decision is upheld or overturned. If it is overturned, the hearing officer will instruct the PHA to change the decision in accordance with the hearing officer’s determination. In the case of termination of tenancy, the hearing officer will instruct the PHA to restore the family’s status.
Procedures for Further Hearing
HACN Policy
The hearing officer may ask the family for additional information and/or might adjourn the hearing in order to reconvene at a later date, before reaching a decision. If the family misses an appointment or deadline ordered by the hearing officer, the action of the PHA will take effect and another hearing will not be granted.
Agenda Item 4.
Housing Authority
of the ACOP 5/1/2026
City of Needles
Final Decision [24 CFR 966.57(b)]
The decision of the hearing officer is binding on the PHA which must take the action, or refrain from taking the action cited in the decision unless the PHA Board of Commissioners determines within a reasonable time, and notifies the complainant that:
• The grievance does not concern PHA action or failure to act in accordance with or involving the complainant’s lease on PHA policies which adversely affect the complainant’s rights, duties, welfare, or status; or
• The decision of the hearing officer is contrary to federal, state, or local law, HUD regulations or requirements of the annual contributions contract between HUD and the PHA HACN Policy
When the PHA considers the decision of the hearing officer to be invalid due to the reasons stated above, it will present the matter to the PHA Board of Commissioners within 10 business days of the date of the hearing officer’s decision. The Board has 30 calendar days to consider the decision. If the Board decides to reverse the hearing officer’s decision, it must notify the complainant within 10 business days of this decision.
A decision by the hearing officer or Board of Commissioners in favor of the PHA or which denies the relief requested by the complainant in whole or in part must not constitute a waiver of any rights, nor effect in any manner whatever, any rights the complainant may have to a subsequent trial or judicial review in court [24 CFR 966.57(c)].
Agenda Item 4.
Housing Authority
of the ACOP 5/1/2026
City of Needles
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Agenda Item 4.
Housing Authority
of the ACOP 5/1/2026
City of Needles
EXHIBIT 14-1: GRIEVANCE PROCEDURE
The sample procedure provided below is a sample only and is designed to match up with the default policies in the model ACOP. If your PHA has made further policy decisions after NMA has provided you with this chapter, you would need Definitions applicable to the grievance procedure [24 CFR 966.53].
I. Introduction
Public housing tenants have the right to request a grievance hearing for any PHA action or failure to act in accordance with the tenant’s lease.
Grievance procedures do not apply in the following circumstances:
A. Disputes between tenants not involving the PHA or class grievances [24 CFR 966.51(b)].
B. The grievance procedure is not intended as a forum for initiating or negotiating policy changes between a group or groups of tenants and the PHA’s Board of Commissioners [24 CFR 966.51(b)].
C. When the PHA is in a HUD-declared due process state, HUD allows the PHA to exclude from the PHA grievance procedure any grievance concerning a termination of tenancy or eviction that involves:
i. Any criminal activity that threatens the health, safety or right to peaceful enjoyment of the premises of other residents or employees of the PHA; ii. Any violent or drug-related criminal activity on or off such premises; or iii. Any criminal activity that resulted in felony conviction of a household member [24 CFR 966.51(a)(2)].
Agenda Item 4.
Housing Authority
of the ACOP 5/1/2026
City of Needles
II. Definitions [24 CFR 966.53]
A. Grievance: Any dispute a tenant may have with respect to PHA action or failure to act in accordance with the individual tenant’s lease or PHA regulations that adversely affects the individual tenant’s rights, duties, welfare, or status.
B. Complainant: Any tenant (as defined below) whose grievance is presented to the PHA or at the project management office in accordance with the requirements presented in this procedure.
C. Elements of due process: An eviction action or a termination of tenancy in a state or local court in which the following procedural safeguards are required:
i. Adequate notice to the tenant of the grounds for terminating the tenancy and for eviction
ii. Right of the tenant to be represented by counsel
iii. Opportunity for the tenant to refute the evidence presented by the PHA, including the right to confront and cross-examine witnesses and to present any affirmative legal or equitable defense that the tenant may have
iv. A decision on the merits of the case
D. Hearing officer: An impartial person or persons selected by the PHA other than the person who made or approved the decision under review, or a subordinate of that person. Such individuals do not need legal training.
E. Tenant: The adult person (or persons other than a live-in aide) who resides in the unit and who executed the lease with the PHA as lessee of the dwelling unit, or if no such person now resides in the unit, the person who resides in the unit and is the remaining head of the household of the tenant family residing in the dwelling unit.
F. Resident organization: An organization of residents, which also may include a resident management corporation.
Agenda Item 4.
Housing Authority
of the ACOP 5/1/2026
City of Needles
III. This grievance procedure [24 CFR 966.51]
This grievance procedure is included by reference in all tenant dwelling leases and will be furnished to each tenant and all resident organizations [24 CFR 966.52 (b) and (d)].
Any changes proposed in this grievance procedure must provide for at least 30 days’ notice to tenants and resident organizations, explaining the proposed changes and providing an opportunity to present written comments. Comments will be considered by the PHA before any revisions are made to the grievance procedure [24 CFR 966.52(c)].
IV. Informal settlement of a grievance [24 CFR 966.54]
Any grievance request must be personally presented, either orally or in writing (including email), to the PHA’s central office or the management office of the development in which the tenant resides within 10 days after the violation.
As soon as the grievance request is received, it will be reviewed by the PHA to ensure it meets the requirements for a grievance hearing. If the tenant is not entitled to a grievance, the PHA will notify the tenant that they may instead seek judicial review and the procedures for requesting such a review [24 CFR 966.4(l)(3)(i)(C)(v)(B)].
Otherwise, within 10 business days, the tenant will be contacted to arrange a mutually convenient time to meet so the grievance may be discussed and settled without a hearing.
At the informal settlement, the tenant will present their grievance.
Within five business days following the informal settlement, the PHA will prepare and either hand deliver, mail, or email to the tenant a summary of the discussion. The summary will specify the names of the participants; the date of the meeting; the nature of the proposed resolution of the complaint, with specific reason(s); and will specify the procedures by which a formal hearing under this procedure may be obtained if the tenant is not satisfied [24 CFR 966.54]. A copy of this summary will also be placed in the tenant’s file.
V. Requesting a formal grievance hearing
If the tenant is not satisfied with the outcome of the informal settlement, the tenant must submit a written request for a hearing to the management office of the development where the tenant lives no later than five business days after receiving the summary of the informal settlement.
The written request must specify the reasons for the request and the action or relief sought from the PHA.
Agenda Item 4.
Housing Authority
of the ACOP 5/1/2026
City of Needles
VI. Selecting the hearing officer
A grievance hearing will be conducted by an impartial person appointed by the PHA as described below:
A. The hearing officer will be appointed directly by the executive director.
B. The hearing officer will be someone who did not make or approve the decision under review and who is not a subordinate of such persons [24 CFR 066.54(e)].
C. The PHA’s method for selecting a hearing officer will be included in the lease [24 CFR 966.54(e)].
VII. Scheduling hearings [24 CFR 966.56(a)]
When a tenant submits a timely request for a grievance hearing, the PHA will immediately appoint an impartial hearing officer.
Once the hearing has been scheduled, the tenant will receive written notice of the hearing, sent by mail or email, return receipt requested.
Within 10 days of receiving the written request, the hearing will be scheduled. The tenant, PHA, and hearing officer will be notified in writing of the date, time and location of the hearing. If the hearing will be held remotely, the PHA will also include information on the remote hearing process.
The tenant may request to reschedule a hearing once. Should the tenant need to reschedule a second time, they may only do so for good cause, or if needed as a reasonable accommodation for a person with disabilities. Good cause is defined as an unavoidable conflict which seriously affects the health, safety, or welfare of the family.
Requests to reschedule a hearing must be made orally or in writing at least one day prior to the hearing date.
Agenda Item 4.
Housing Authority
of the ACOP 5/1/2026
City of Needles
VIII. Procedures governing the hearing [24 CFR 966.56]
The hearing will be held before a hearing officer as described above in Section VI. The tenant will be afforded a fair hearing, which will include:
A. The opportunity to examine any PHA documents before the hearing, including records and regulations, that are directly relevant to the hearing.
The tenant must request to view and copy PHA documents relevant to the hearing by noon of the day before the hearing. The tenant is allowed to copy any such document at no cost to the tenant.
If the PHA does not make the document available for examination upon request by the tenant, the PHA may not rely on such document at the grievance hearing.
B. The right to be represented by counsel or any other person chosen as the tenant’s representative, at the tenant’s expense, and to have such person make statements on the tenant’s behalf.
C. The right to a private hearing unless the tenant requests a public hearing.
D. The right to present evidence and arguments in support of the tenant’s complaint, to refute evidence relied on by the PHA or project management, and to confront and cross-examine all witnesses upon whose testimony or information the PHA or project management relies.
E. A decision based solely and exclusively upon the facts presented at the hearing [24 CFR 966.56(b)].
The hearing is conducted informally by the hearing officer. The PHA and the tenant must be given the opportunity to present oral or documentary evidence that is relevant to the facts and issues raised, and to question any witnesses.
The hearing decision will be based on the preponderance of the evidence, defined as evidence which is of greater weight or more convincing than the evidence which is offered in opposition to it; that is, evidence which as a whole shows that the fact sought to be proved is more probable than not. Preponderance of the evidence may not be determined by the number of witnesses, but by the greater weight of all evidence.
The tenant or the PHA may arrange in advance for a transcript or recording of the hearing at the expense of the party making the arrangement.
The PHA must provide reasonable accommodation for persons with disabilities to participate in the hearing. Reasonable accommodation may include qualified sign language interpreters, readers, accessible locations, or attendants. If the tenant is visually impaired, any notice to the tenant that is required under this procedure must be in an accessible format [24 CFR 966.56(f)].
The PHA must comply with HUD’s requirements regarding limited English proficiency (LEP). The tenant has the right to request competent oral interpretation, free of charge.
LEP requirements can be found at:
https://www.hud.gov/program_offices/fair_housing_equal_opp/promotingfh/lep-faq Agenda Item 4.
Housing Authority
of the ACOP 5/1/2026
City of Needles
IX. Remote Hearings
The PHA has the authority to require that hearings be conducted remotely in certain situations.
X. Failure to appear at the hearing
If the tenant does not arrive within 15 minutes of the scheduled time, it will be considered a failure to appear, which means they have given up their right to a hearing.
Both the tenant and the PHA must be notified of the determination by the hearing officer.
A determination that the tenant has waived their right to a hearing will not constitute a waiver of any right the tenant may have to contest the PHA’s disposition of the grievance in an appropriate judicial setting [24 CFR 966.56(c)].
XI. Decision of the hearing officer [24 CFR 966.57]
The hearing officer will prepare a written decision together with the reasons for the decision within 10 business days after the hearing. A copy of the decision will be sent to the tenant and the PHA.
The PHA will retain a copy of the decision in the tenant’s file.
The hearing officer may ask the family for additional information and/or might adjourn the hearing in order to reconvene at a later date before reaching a decision. If the family misses a deadline ordered by the hearing officer, the hearing officer will make a decision based on the evidence presented.
The decision of the hearing officer will be binding on the PHA unless the PHA’s Board of Commissioners determines within a reasonable time and notifies the tenant of its determination that:
A. The grievance does not concern PHA action or failure to act in accordance with or involving the tenant’s lease or PHA regulations, which adversely affect the tenant’s rights, duties, welfare, or status; or
B. The decision of the hearing officer is contrary to applicable federal, state, or local law, HUD regulations, or requirements of the annual contributions contract (ACC) between HUD and the PHA.
When the PHA considers the decision of the hearing officer to be invalid for either of the reasons stated above, it will present the matter to the PHA Board of Commissioners within 10 business days of the date of the hearing officer’s decision. The Board will have 30 calendar days to consider the decision. If the Board decides to reverse the hearing officer’s decision, it must notify the tenant within 10 business days of this decision.
A decision by the hearing officer or Board of Commissioners in favor of the PHA or which denies the relief requested by the tenant, in whole or in part, will not constitute a waiver of nor affect in any way the tenant’s right to a trial or judicial review in any court proceedings, which may be brought in the matter later [24 CFR 966.57].
Agenda Item 4.
Housing Authority
of the ACOP 5/1/2026
City of Needles
Chapter 15
PROGRAM INTEGRITY
INTRODUCTION
The PHA is committed to ensuring that funds made available to the PHA are spent in accordance with HUD requirements.
This chapter covers HUD and PHA policies designed to prevent, detect, investigate and resolve instances of program abuse or fraud. It also describes the actions that will be taken in the case of unintentional errors and omissions.
Part I: Preventing, Detecting, and Investigating Errors and Program Abuse. This part presents PHA policies related to preventing, detecting, and investigating errors and program abuse.
Part II: Corrective Measures and Penalties. This part describes the corrective measures the PHA must and may take when errors or program abuses are found.
Agenda Item 4.
Housing Authority
of the ACOP 5/1/2026
City of Needles
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Agenda Item 4.
Housing Authority
of the ACOP 5/1/2026
City of Needles
PART I: PREVENTING, DETECTING, AND
INVESTIGATING ERRORS AND PROGRAM ABUSE
15-I.A. PREVENTING ERRORS AND PROGRAM ABUSE
HUD created the Enterprise Income Verification (EIV) system to provide PHAs with a powerful tool for preventing errors and program abuse. PHAs are required to use the EIV system at annual reexamination in accordance with HUD administrative guidance [24 CFR 5.233]. PHAs are further required to:
• Provide applicants and residents with form HUD-52675, “Debts Owed to PHAs and Terminations”
• Require all adult members of an applicant or participant family to acknowledge receipt of form HUD-52675 by signing a copy of the form for retention in the family file HACN Policy
The PHA anticipates that the vast majority of families and PHA employees intend to and will comply with program requirements and make reasonable efforts to avoid errors.
To ensure that the PHA’s program is administered effectively and according to the highest ethical and legal standards, the PHA will employ a variety of techniques to ensure that both errors and intentional program abuse are rare.
The PHA will provide each applicant and resident with a copy of “Is Fraud Worth It?” (form HUD-1141-OIG), which explains the types of actions a family must avoid and the penalties for program abuse.
The PHA will provide each applicant and resident with a copy of “What You Should Know about EIV,” a guide to the Enterprise Income Verification (EIV) system published by HUD as an attachment to Notice PIH 2017-12. In addition, the PHA will require the head of each household to acknowledge receipt of the guide by signing a copy for retention in the family file.
The PHA will require mandatory orientation sessions for all prospective residents either prior to or upon execution of the lease. The PHA will discuss program compliance and integrity issues. At the conclusion of all program orientation sessions, the family representative will be required to sign a program briefing certificate to confirm that all rules and pertinent regulations were explained to them.
The PHA will routinely provide resident counseling as part of every reexamination interview in order to clarify any confusion pertaining to program rules and requirements.
PHA staff will be required to review and explain the contents of all HUD- and PHA-required forms prior to requesting family member signatures.
Agenda Item 4.
Housing Authority
of the ACOP 5/1/2026
City of Needles
The PHA will place a warning statement about the penalties for fraud (as described in 18 U.S.C. 1001 and 1010) on key PHA forms and form letters that request information from a family member.
The PHA will provide each PHA employee with the necessary training on program rules and the organization’s standards of conduct and ethics.
At every regular reexamination the PHA staff will explain any changes in HUD regulations or PHA policy that affect residents.
For purposes of this chapter the term error refers to an unintentional error or omission.
Program abuse or fraud refers to a single act or pattern of actions that constitute a false statement, omission, or concealment of a substantial fact, made with the intent to deceive or mislead.
15-I.B. DETECTING ERRORS AND PROGRAM ABUSE
In addition to taking steps to prevent errors and program abuse, the PHA will use a variety of activities to detect errors and program abuse.
Quality Control and Analysis of Data
HACN Policy
The PHA will employ a variety of methods to detect errors and program abuse, including:
The PHA routinely will use EIV.
At each annual reexamination, current information provided by the family will be compared to information provided at the last annual reexamination to identify inconsistencies and incomplete information.
The PHA will compare family-reported income and expenditures to detect possible unreported income.
Independent Audits and HUD Monitoring
Notice PIH 2015-16 requires all PHAs that expend $750,000 or more in federal awards annually to have an independent audit (IPA). In addition, HUD conducts periodic on-site and automated monitoring of PHA activities and notifies the PHA of errors and potential cases of program abuse.
HACN Policy
The PHA will use the results reported in any HUD monitoring reports to identify potential program abuses as well as to assess the effectiveness of the PHA’s error detection and abuse prevention efforts.
Individual Reporting of Possible Errors and Program Abuse HACN Policy
The PHA will encourage staff, residents, and the public to report possible program abuse.
Agenda Item 4.
Housing Authority
of the ACOP 5/1/2026
City of Needles
15-I.C. INVESTIGATING ERRORS AND PROGRAM ABUSE
When the PHA Will Investigate
HACN Policy
The PHA will review all referrals, specific allegations, complaints, and tips from any source including other agencies, companies, and individuals, to determine if they warrant investigation. In order for the PHA to investigate, the allegation must contain at least one independently-verifiable item of information, such as the name of an employer or the name of an unauthorized household member.
The PHA will investigate when inconsistent or contradictory information is detected through file reviews and the verification process.
Consent to Release of Information [24 CFR 960.259]
The PHA may investigate possible instances of error or abuse using all available PHA and public records. If necessary, the PHA will require families to sign consent forms for the release of additional information.
Analysis and Findings
HACN Policy
The PHA will base its evaluation on a preponderance of the evidence collected during its investigation.
Preponderance of the evidence is defined as evidence which is of greater weight or more convincing than the evidence which is offered in opposition to it; that is, evidence that as a whole shows that the fact sought to be proved is more probable than not. Preponderance of evidence may not be determined by the number of witnesses, but by the greater weight of all evidence.
For each investigation the PHA will determine (1) whether an error or program abuse has occurred, (2) whether any amount of money is owed the PHA, and (3) what corrective measures or penalties will be assessed.
Agenda Item 4.
Housing Authority
of the ACOP 5/1/2026
City of Needles
Consideration of Remedies
All errors and instances of program abuse must be corrected prospectively. Whether the PHA will enforce other corrective actions and penalties depends upon the nature of the error or program abuse.
HACN Policy
In the case of family-caused errors or program abuse, the PHA will take into consideration (1) the seriousness of the offense and the extent of participation or culpability of individual family members, (2) any special circumstances surrounding the case, (3) any mitigating circumstances related to the disability of a family member, (4) the effects of a particular remedy on family members who were not involved in the offense.
Notice and Appeals
HACN Policy
The PHA will inform the relevant party in writing of its findings and remedies within 10 business days of the conclusion of the investigation. The notice will include (1) a description of the error or program abuse, (2) the basis on which the PHA determined the error or program abuses, (3) the remedies to be employed, and (4) the family’s right to appeal the results through an informal hearing or grievance hearing (see Chapter 14).
Agenda Item 4.
Housing Authority
of the ACOP 5/1/2026
City of Needles
PART II: CORRECTIVE MEASURES AND PENALTIES
15-II.A. UNDER- OR OVERPAYMENT
An under- or overpayment includes an incorrect tenant rent payment by the family, or an incorrect utility reimbursement to a family.
Corrections
Whether the incorrect rental determination is an overpayment or underpayment, the PHA must promptly correct the tenant rent and any utility reimbursement prospectively.
HACN Policy
Increases in the tenant rent will be implemented on the first of the month following a written 30-day notice.
Any decreases in tenant rent will become effective the first of the month following the discovery of the error.
Reimbursement
Whether the family is required to reimburse the PHA or the PHA is required to reimburse the family depends upon which party is responsible for the incorrect payment and whether the action taken was an error or program abuse. Policies regarding reimbursement are discussed in the three sections that follow.
Agenda Item 4.
Housing Authority
of the ACOP 5/1/2026
City of Needles
15-II.B. FAMILY-CAUSED ERRORS AND PROGRAM ABUSE
General administrative requirements for participating in the program are discussed throughout the ACOP. This section deals specifically with errors and program abuse by family members.
An incorrect rent determination caused by a family generally would be the result of incorrect reporting of family composition, income, assets, or expenses, but also would include instances in which the family knowingly allows the PHA to use incorrect information provided by a third party.
Family Reimbursement to PHA
HACN Policy
In the case of family-caused errors or program abuse, the family will be required to repay any amounts of rent underpaid. The PHA may, but is not required to, offer the family a repayment agreement in accordance with Chapter 16. If the family fails to repay the amount owed, the PHA will terminate the family’s lease in accordance with the policies in Chapter 13.
PHA Reimbursement to Family
HACN Policy
The PHA will not reimburse the family for any overpayment of rent when the overpayment clearly is caused by the family.
Agenda Item 4.
Housing Authority
of the ACOP 5/1/2026
City of Needles
Prohibited Actions
An applicant or resident in the public housing program must not knowingly:
• Make a false statement to the PHA [Title 18 U.S.C. Section 1001]. • Provide incomplete or false information to the PHA [24 CFR 960.259(a)(4)]. • Commit fraud, or make false statements in connection with an application for assistance or with reexamination of income [24 CFR 966.4(l)(2)(iii)(C)].
HACN Policy
Any of the following will be considered evidence of family program abuse:
Offering bribes or illegal gratuities to the PHA Board of Commissioners, employees, contractors, or other PHA representatives
Offering payments or other incentives to a third party as an inducement for the third party to make false or misleading statements to the PHA on the family’s behalf
Use of a false name or the use of falsified, forged, or altered documents Intentional misreporting of family information or circumstances (e.g., misreporting of income or family composition)
Omitted facts that were obviously known by a family member (e.g., not reporting employment income)
Admission of program abuse by an adult family member
The PHA may determine other actions to be program abuse based upon a preponderance of the evidence, as defined earlier in this chapter.
Penalties for Program Abuse
In the case of program abuse caused by a family the PHA may, at its discretion, impose any of the following remedies.
• The PHA may require the family to repay any amounts owed to the program (see 15-II.B., Family Reimbursement to PHA).
• The PHA may require, as a condition of receiving or continuing assistance, that a culpable family member not reside in the unit. See policies in Chapter 3 (for applicants) and Chapter 13 (for residents).
• The PHA may deny admission or terminate the family’s lease following the policies set forth in Chapter 3 and Chapter 13 respectively.
• The PHA may refer the family for state or federal criminal prosecution as described in section 15-II.D.
Agenda Item 4.
Housing Authority
of the ACOP 5/1/2026
City of Needles
15-II.C. PHA-CAUSED ERRORS OR PROGRAM ABUSE
The responsibilities and expectations of PHA staff with respect to normal program administration are discussed throughout the ACOP. This section specifically addresses actions of a PHA staff member that are considered errors or program abuse related to the public housing program. Additional standards of conduct may be provided in the PHA personnel policy.
PHA-caused incorrect rental determinations include (1) failing to correctly apply public housing rules regarding family composition, income, assets, and expenses, and (2) errors in calculation.
De Minimis Errors [24 CFR 5.609(c)(4); Notice PIH 2023-27] The PHA will not be considered out of compliance when making annual income determinations solely due to de minimis errors in calculating family income. A de minimis error is an error where the PHA determination of family income deviates from the correct income determination by no more than $30 per month in monthly adjusted income ($360 in annual adjusted income) per family.
PHAs must take corrective action to credit or repay a family if the family was overcharged rent, including when PHAs make de minimis errors in the income determination. Families will not be required to repay the PHA in instances where the PHA miscalculated income resulting in a family being undercharged for rent. PHAs state in their policies how they will repay or credit a family the amount they were overcharged as a result of the PHA’s de minimis error in income determination.
HACN Policy
The PHA will reimburse a family for any family overpayment of rent, regardless of whether the overpayment was the result of staff-caused error, staff program abuse, or a de minimis error.
Agenda Item 4.
Housing Authority
of the ACOP 5/1/2026
City of Needles
Prohibited Activities
HACN Policy
Any of the following will be considered evidence of program abuse by PHA staff:
Failing to comply with any public housing program requirements for personal gain
Failing to comply with any public housing program requirements as a result of a conflict of interest relationship with any applicant or resident Seeking or accepting anything of material value from applicants, residents, vendors, contractors, or other persons who provide services or materials to the PHA
Disclosing confidential or proprietary information to outside parties Gaining profit as a result of insider knowledge of PHA activities, policies, or practices
Misappropriating or misusing public housing funds
Destroying, concealing, removing, or inappropriately using any records related to the public housing program
Committing any other corrupt or criminal act in connection with any federal housing program
Committing sexual harassment or other harassment based on race, color, religion, national origin, familial status, disability, sexual orientation, or gender identity, either quid pro quo or hostile environment
Allowing sexual harassment or other harassment based on race, color, religion, national origin, familial status, disability, sexual orientation, or gender identity, either quid pro quo or hostile environment, where the PHA knew or should have known such harassment was occurring
Retaliating against any applicant, resident, or staff reporting sexual harassment or other harassment based on race, color, religion, national origin, familial status, disability, sexual orientation, or gender identity, either quid pro quo or hostile environment
Agenda Item 4.
Housing Authority
of the ACOP 5/1/2026
City of Needles
15-II.D. CRIMINAL PROSECUTION
HACN Policy
When the PHA determines that program abuse by a family or PHA staff member has occurred and the amount of underpaid rent meets or exceeds the threshold for prosecution under local or state law, the PHA will refer the matter to the appropriate entity for prosecution. When the amount of underpaid rent meets or exceeds the federal threshold, the case will also be referred to the HUD Office of Inspector General (OIG).
Other criminal violations related to the public housing program will be referred to the appropriate local, state, or federal entity.
15-II.E. FRAUD AND PROGRAM ABUSE RECOVERIES
PHAs who enter into a repayment agreement with a family to collect rent owed, initiate litigation against the family to recover rent owed, or begin eviction proceedings against a family may retain 100 percent of program funds that the PHA recovers [Notice PIH 2007-27 (HA)].
If the PHA does none of the above, all amounts that constitute an underpayment of rent must be returned to HUD.
The family must be afforded the opportunity for a hearing through the PHA’s grievance process.
Agenda Item 4.
Housing Authority
of the ACOP 10/01/2024
City of Needles
Chapter 16
PROGRAM ADMINISTRATION
INTRODUCTION
This chapter discusses administrative policies and practices that are relevant to the activities covered in this ACOP. The policies are discussed in seven parts as described below:
Part I: Setting Utility Allowances. This part describes how utility allowances are established and revised. Also discussed are the requirements to establish surcharges for excess consumption of PHA-furnished utilities.
Part II: Establishing Flat Rents. This part describes the requirements and policies related to establishing and updating flat rent amounts.
Part III: Repayment of Family Debts. This part contains policies for recovery of monies that have been underpaid by families and describes the circumstances under which the PHA will offer repayment agreements to families. Also discussed are the consequences for failure to make payments in accordance with a repayment agreement.
Part IV: Public Housing Assessment System (PHAS). This part describes the PHAS indicators, how PHAs are scored under PHAS, and how those scores affect a PHA.
Part V: Record Keeping. All aspects of the program involve certain types of recordkeeping. This part outlines the privacy rights of applicants and participants and record retention policies the PHA will follow.
Part VI: Reporting and Record Keeping for Children with Elevated Blood Lead Level.
This part describes the PHA’s reporting responsibilities related to children with elevated blood lead levels that are living in public housing.
Part VII: Violence against Women Act (VAWA): Notification, Documentation, and Confidentiality. This part contains key terms used in VAWA and describes requirements related to notifying families about their rights and responsibilities under VAWA; requesting documentation from victims of domestic violence, dating violence, sexual assault, stalking, and human trafficking; and maintaining the confidentiality of information obtained from victims.
Agenda Item 4.
Housing Authority
of the ACOP 10/01/2024
City of Needles
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Agenda Item 4.
Housing Authority
of the ACOP 10/01/2024
City of Needles
PART I: SETTING UTILITY ALLOWANCES
24 CFR 965 Subpart E
16-I.A. OVERVIEW
PHAs must establish allowances for PHA-furnished utilities for all check metered utilities and for resident-purchased utilities for all utilities purchased directly by residents from a utility supplier [24 CFR 965.502(a)].
PHAs must also establish surcharges for excess consumption of PHA-furnished utilities [24 CFR 965.506].
The PHA must maintain a record that documents the basis on which utility allowances and scheduled surcharges are established and revised, and the record must be made available for inspection by residents [24 CFR 965.502(b)].
16-I.B. UTILITY ALLOWANCES
The PHA must establish separate allowances for each utility and for each category of dwelling units the PHA determines to be reasonably comparable as to factors affecting utility usage [24 CFR 965.503].
The objective of a PHA in establishing utility allowances for each dwelling unit category and unit size is to approximate a reasonable consumption of utilities by an energy-conservative household of modest circumstances consistent with the requirements of a safe, sanitary, and healthful living environment [24 CFR 965.505].
Utilities include gas, electricity, fuel for heating, water, sewage, and solid waste disposal for a dwelling unit. In addition, if the PHA does not furnish a range and refrigerator, the family must be granted a utility allowance for the range and refrigerator they provide [24 CFR 965.505].
Costs for telephone, cable/satellite TV, and internet services are not considered utilities [PH Occ GB, p. 138].
Utility allowance amounts will vary by the rates in effect, size and type of unit, climatic location and sitting of the unit, type of construction, energy efficiency of the dwelling unit, and other factors related to the physical condition of the unit. Utility allowance amounts will also vary by residential demographic characteristics affecting home energy usage [PH Occ GB, p. 138].
Chapter 14 of the PH Occupancy Guidebook provides detailed guidance to the PHA about establishing utility allowances.
Agenda Item 4.
Housing Authority
of the ACOP 10/01/2024
City of Needles
Air-Conditioning
“If a PHA installs air conditioning, it shall provide, to the maximum extent economically feasible, systems that give residents the option of choosing to use air conditioning in their units.
The design of systems that offer each resident the option to choose air conditioning shall include retail meters or check meters, and residents shall pay for the energy used in its operation. For systems that offer residents the option to choose air conditioning but cannot be check metered, residents are to be surcharged in accordance with 965.506. If an air conditioning system does not provide for resident option, residents are not to be charged, and these systems should be avoided whenever possible.” [24 CFR 965.505(e)]
HACN Policy
The PHA has installed air-conditioning.
Utility Allowance Revisions [24 CFR 965.507]
The PHA must review at least annually the basis on which utility allowances have been established and must revise the allowances if necessary in order to adhere to the standards for establishing utility allowances that are contained in 24 CFR 965.505. The review must include all changes in circumstances (including completion of modernization and/or other energy conservation measures implemented by the PHA) indicating probability of a significant change in reasonable requirements and changes in utility rates [24 CFR 965.507(a)].
The PHA must revise its allowances for resident-purchased utilities if there is a rate change, and is required to do so if such change, by itself or together with prior rate changes not adjusted for, results in a change of 10 percent or more from the rate on which the allowance was based.
Adjustments to resident payments as a result of such changes must be retroactive to the first day of the month following the month in which the last rate change taken into account became effective. Such rate changes are not subject to the 60-day notice [24 CFR 965.507(b)].
HACN Policy
Between annual reviews of utility allowances, the PHA will only revise its utility allowances due to a rate change, when required to by the regulation.
Agenda Item 4.
Housing Authority
of the ACOP 10/01/2024
City of Needles
16-I.C. SURCHARGES FOR PHA-FURNISHED UTILITIES [24 CFR 965.506] For dwelling units subject to allowances for PHA-furnished utilities where check meters have been installed, the PHA must establish surcharges for utility consumption in excess of the allowances. Surcharges may be computed on a straight per unit of purchase basis or for stated blocks of excess consumption, and must be based on the PHA’s average utility rate. The basis for calculating the surcharges must be described in the PHA’s schedule of allowances. Changes in the amount of surcharges based directly on changes in the PHA’s average utility rate are not subject to the advance notice requirements discussed under 16-I.D.
For dwelling units served by PHA-furnished utilities where check meters have not been installed, the PHA must establish schedules of surcharges indicating additional dollar amounts residents will be required to pay by reason of estimated utility consumption attributable to resident-owned major appliances or to optional functions of PHA-furnished equipment. The surcharge schedule must state the resident-owned equipment (or functions of PHA-furnished equipment) for which surcharges will be made and the amounts of such charges. Surcharges must be based on the cost to the PHA of the utility consumption estimated to be attributable to reasonable usage of such equipment.
HACN Policy
The PHA will furnish sewer and trash services. The PHA will provide for the basic service charge of water and will bill tenants for water usage. 16-I.D. NOTICE REQUIREMENTS [965.502]
The PHA must give notice to all residents of proposed allowances and scheduled surcharges, and revisions thereof. The notice must be given in the manner provided in the lease and must:
• Be provided at least 60 days before the proposed effective date of the allowances, scheduled surcharges, or revisions.
• Describe the basis for determination of the allowances, scheduled surcharges, or revisions, including a statement of the specific items of equipment and function whose utility consumption requirements were included in determining the amounts of the allowances and schedule of surcharges.
• Notify residents of the place where the PHA’s documentation on which allowances and surcharges are based is available for inspection.
• Provide all residents an opportunity to submit written comments during a period expiring not less than 30 days before the proposed effective date of the allowances, scheduled surcharges, or revisions.
Agenda Item 4.
Housing Authority
of the ACOP 10/01/2024
City of Needles
16-I.E. REASONABLE ACCOMMODATION AND INDIVIDUAL RELIEF
[24 CFR 965.508]
On request from a family, PHAs must approve a utility allowance that is higher than the applicable amount for the dwelling unit if a higher utility allowance is needed as a reasonable accommodation to make the program accessible to and usable by the family with a disability [24 CFR 8 and 100, PH Occ GB, p. 172].
Likewise, residents with disabilities may not be charged for the use of certain resident-supplied appliances if there is a verified need for special equipment because of the disability [24 CFR 8 and 100, PH Occ GB, p. 172].
See Chapter 2 for policies regarding the request and approval of reasonable accommodations.
Further, the PHA may grant requests for relief from charges in excess of the utility allowance on reasonable grounds, such as special needs of the elderly, ill, or residents with disabilities, or special factors not within control of the resident, as the PHA deems appropriate. The family must request the higher allowance and provide the PHA with information about the additional allowance required.
PHAs should develop criteria for granting individual relief and to notify residents about the availability of individual relief, and also to notify participants about the availability of individual relief programs (sometimes referred to as “Medical Baseline discounts”) offered by the local utility company [Utility Allowance GB, p. 19, 24 CFR 965.508].
Agenda Item 4.
Housing Authority
of the ACOP 10/01/2024
City of Needles
PART II: ESTABLISHING FLAT RENTS
16-II.A. OVERVIEW
Flat rents are designed to encourage self-sufficiency and to avoid creating disincentives for continued residency by families who are attempting to become economically self-sufficient.
Flat rents are also used to prorate assistance for a mixed family. A mixed family is one whose members include those with citizenship or eligible immigration status, and those without citizenship or eligible immigrations status [24 CFR 5.504].
This part discusses how the PHA establishes and updates flat rents. Policies related to the use of flat rents, family choice of rent, flat rent hardships, and proration of rent for a mixed family are discussed in Chapter 6.
16-II.B. FLAT RENTS [24 CFR 960.253(b) and Notice PIH 2022-33] Establishing Flat Rents
The 2015 Appropriations Act requires that flat rents must be set at no less than 80 percent of the applicable fair market rent (FMR). Alternatively, the PHA may set flat rents at no less than 80 percent of the applicable small area FMR(SAFMR) for metropolitan areas, or 80 percent of the applicable unadjusted rents for nonmetropolitan areas.
For areas where HUD has not determined a SAFMR or an unadjusted rent, PHAs must set flat rents at no less than 80 percent of the FMR or apply for an exception flat rent.
The 2015 Appropriations Act permits PHAs to apply for an exception flat rent that is lower than either 80 percent of the FMR or SAFMR/unadjusted rent if the PHA can demonstrate, through the submission of a market analysis, that these FMRs do not reflect the market value of a particular property or unit and HUD agrees with the PHA’s analysis. The market analysis must be submitted using form HUD-5880, “Flat Rent Market Analysis Summary.” PHAs must receive written HUD approval before implementing exception flat rents. PHAs with a previously approved flat rent exception request may submit a written request to extend the approved flat rents for up to two additional years, provided local market conditions remain unchanged. Detailed information on how to request exception flat rents can be found in Notice PIH 2022-33.
PHAs are now required to apply a utility allowance to flat rents as necessary. Flat rents set at 80 percent of the FMR must be reduced by the amount of the unit’s utility allowance, if any.
Agenda Item 4.
Housing Authority
of the ACOP 10/01/2024
City of Needles
Review of Flat Rents
No later than 90 days after the effective date of the new annual FMRs/SAFMRs/unadjusted rent, PHAs must implement new flat rents as necessary based changes to the FMR/SAFMR/unadjusted rent or request an exception.
If the FMR falls from year to year, the PHA may, but is not required to, lower the flat rent to 80 percent of the current FMR/SAFMR/unadjusted rent.
HACN Policy
If the FMR/SAFMR is lower than the previous year, flat rents will not be affected.
Applying Flat Rents
HACN Policy
The PHA will apply updated flat rents at each family’s next annual reexamination or flat rent update after implementation of the new flat rents.
Posting of Flat Rents
HACN Policy
The PHA will publicly post the schedule of flat rents in a conspicuous manner in the applicable PHA or project office.
Documentation of Flat Rents [24 CFR 960.253(b)(5)]
The PHA must maintain records that document the method used to determine flat rents, and that show how flat rents were determined by the PHA in accordance with this method.
Agenda Item 4.
Housing Authority
of the ACOP 10/01/2024
City of Needles
PART III: FAMILY DEBTS TO THE PHA
16-III.A. OVERVIEW
Families are required to reimburse the PHA if they were charged less rent than required because the family either underreported or failed to report income. PHAs are required to determine retroactive rent amounts as far back as the PHA has documentation of family unreported income [Notice PIH 2018-18].
This part describes the PHA’s policies for recovery of monies owed to the PHA by families.
HACN Policy
When an action or inaction of a resident family results in the underpayment of rent or other amounts, the PHA holds the family liable to return any underpayments to the PHA.
The PHA will enter into repayment agreements in accordance with the policies contained in this part as a means to recover underpayments.
Agenda Item 4.
Housing Authority
of the ACOP 10/01/2024
City of Needles
16-III.B. REPAYMENT POLICY
Family Debts to the PHA
HACN Policy
Any amount owed to the PHA by a public housing family must be repaid. If the family is unable to repay the debt within 30 days, the PHA will offer to enter into a repayment agreement in accordance with the policies below.
Refusal to Enter into An Agreement
If the family refuses to repay the debt, does not enter into a repayment agreement, or breaches a repayment agreement, the PHA will terminate the family’s tenancy.
HACN Policy
When a family refuses to repay monies owed to the PHA, in addition to termination of program assistance, the PHA will utilize other available collection alternatives including, but not limited to, the following:
Collection agencies
Small claims court
Civil lawsuit
State income tax set-off program
Repayment Agreement [24 CFR 792.103]
The term repayment agreement refers to a formal written document signed by a tenant or owner and provided to the PHA in which a tenant or owner acknowledges a debt in a specific amount and agrees to repay the amount due at specific time periods.
General Repayment Agreement Guidelines
Down Payment Requirement
HACN Policy
Before executing a repayment agreement with a family, the PHA will generally require a down payment of 10 percent of the total amount owed. If the family can provide evidence satisfactory to the PHA that a down payment of 10 percent would impose an undue hardship, the PHA may, in its sole discretion, require a lesser percentage or waive the requirement.
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Payment Thresholds
Notice PIH 2018-18 recommends that the total amount that a family must pay each month—the family’s monthly share of rent plus the monthly debt repayment amount—should not exceed 40 percent of the family’s monthly adjusted income, which is considered “affordable.” Moreover, Notice PIH 2018-18 acknowledges that PHAs have the discretion to establish “thresholds and policies” for repayment agreements with families [24 CFR 982.552(c)(1)(vii)].
HACN Policy
If a family is paying less than 40 percent of its monthly adjusted income (MAI) in rent, the minimum monthly payment amount will be the greater of the following two amounts:
The difference between 40 percent of the family’s MAI and the TTP at the time the agreement is executed
$25
If a family can provide evidence satisfactory to the PHA that a monthly payment amount of $25 would impose an undue hardship, the PHA may, in its sole discretion, require a lower monthly payment amount.
If the family’s income increases or decreases during the term of a repayment agreement, either the PHA or the family may request that the monthly payment amount be adjusted accordingly.
Execution of the Agreement
All repayment agreements must be in writing, dated, and signed by both the family and the PHA [Notice PIH 2018-18].
HACN Policy
Any repayment agreement between the PHA and a family must be signed and dated by the PHA and by all adults.
Due Dates
HACN Policy
All payments are due by the close of business on the 15th day of the month. If the 15th does not fall on a business day, the due date is the close of business on the first business day after the 15th.
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Late or Missed Payments
HACN Policy
If a payment is not received by the end of the business day on the date due, and prior approval for the missed payment has not been given by the PHA, the PHA will send the family a delinquency notice giving the family 14 business days to make the late payment.
If the payment is not received by the due date of the delinquency notice, it will be considered a breach of the agreement and the PHA will terminate tenancy in accordance with the policies in Chapter 13.
If a family receives three delinquency notices for unexcused late payments in a 12-month period, the repayment agreement will be considered in default, and the PHA will terminate tenancy in accordance with the policies in Chapter 13.
No Offer of Repayment Agreement
HACN Policy
The PHA generally will not enter into a repayment agreement with a family under any of the following conditions:
The family is already under an existing repayment agreement with the PHA.
The PHA determines that the family’s debt is a result of program abuse or fraud (as defined in Chapter 15 of the ACOP).
The amount owed by the family exceeds the federal or state threshold for criminal prosecution.
Such requests for payment agreements will be determined on a case-by-case basis.
Repayment Agreement Terms
All repayment agreements must be in writing, dated, signed by both the family and the PHA, include the total retroactive rent amount owed, amount of lump sum payment made at time of execution, if applicable, and the monthly repayment amount. Notice PIH 2018-18 requires certain provisions to be included in any repayment agreement involving amounts owed by a family because it underreported or failed to report income:
• A reference to the items in the public housing lease that state the family’s obligation to provide true and complete information at every reexamination and the grounds on which the PHA may terminate assistance because of a family’s action or failure to act • A statement clarifying that each month the family not only must pay to the PHA the monthly payment amount specified in the agreement but must also pay to the PHA the monthly tenant rent
• A statement that the terms of the repayment agreement may be renegotiated if the family’s income decreases or increases
• A statement that late or missed payments constitute default of the repayment agreement and may result in termination of tenancy
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Housing Authority
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PART IV: PUBLIC HOUSING ASSESSMENT SYSTEM (PHAS)
16-IV.A. OVERVIEW
The purpose of the Public Housing Assessment System (PHAS) is to improve the delivery of services in public housing and enhance trust in the public housing system among PHAs, public housing residents, HUD and the general public by providing a management tool for effectively and fairly measuring the performance of a public housing agency in essential housing operations. 16-IV.B. PHAS INDICATORS [24 CFR 902 Subparts A, B, C, D, and E] The table below lists each of the PHAS indicators, the points possible under each indicator, and a brief description of each indicator. A PHA’s performance is based on a combination of all four indicators.
Indicator 1: Physical condition of the PHA’s projects
Maximum Score: 40
• The objective of this indicator is to determine the level to which a PHA is maintaining its public housing in accordance with the standard of safe, habitable dwelling units. • To determine the physical condition of a PHA’s projects, inspections are performed using the National Standards for the Inspection of Real Estate (NSPIRE). The inspections are performed by an independent inspector arranged by HUD and include a statistically valid sample of the units in each project in the PHA’s public housing portfolio.
Indicator 2: Financial condition of the PHA’s projects
Maximum Score: 25
• The objective of this indicator is to measure the financial condition of the PHA’s public housing projects for the purpose of evaluating whether the PHA has sufficient financial resources and is capable of managing those financial resources effectively to support the provision of housing that is decent, safe, sanitary, and in good repair. • A PHA’s financial condition is determined by measuring each public housing project’s performance in each of the following subindicators: quick ratio, months expendable net assets ratio, and debt service coverage ratio.
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Indicator 3: Management operations of the PHA’s projects Maximum Score: 25
• The objective of this indicator is to measure certain key management operations and responsibilities of a PHA’s projects for the purpose of assessing the PHA’s management operations capabilities.
• Each project’s management operations are assessed based on the following subindicators: occupancy, tenant accounts receivable, and accounts payable. • An on-site management review may be conducted as a diagnostic and feedback tool for problem performance areas, and for compliance. Management reviews are not scored.
Indicator 4: Capital Fund
Maximum Score: 10
• The objective of this indicator is to measure how long it takes the PHA to obligate capital funds and to occupy units.
• The PHA’s score for this indicator is measured at the PHA level and is based on the following subindicators: timeliness of fund obligation and occupancy rate.
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16-IV.C. PHAS SCORING [24 CFR 902 Subpart F]
HUD’s Real Estate Assessment Center (REAC) issues overall PHAS scores, which are based on the scores of the four PHAS indicators, and the subindicators under each indicator. The PHA’s indicator scores are based on a weighted average of the PHA’s public housing projects’ scores.
PHAS scores translate into a designation for each PHA as high performing, standard, substandard, or troubled.
A high performer is a PHA that achieves an overall PHAS score of 90 or greater, and achieves a score of at least 60 percent of the points available under the physical, financial, and management indicators and at least 50 percent of the points available under the capital fund indicator.
A standard performer is a PHA that has an overall PHAS score between 60 and 89, and achieves a score of at least 60 percent of the points available under the physical, financial, and management indicators and at least 50 percent of the points available under the capital fund indicator.
A substandard performer is a PHA that has an overall PHAS score of at least 60 percent and achieves a score of less than 60 percent under one or more of the physical, financial, or management indicators.
A troubled performer is a PHA that achieves an overall PHAS score of less than 60, or achieves less than 50 percent of the total points available under the capital fund indicator.
These designations can affect a PHA in several ways:
• High-performing PHAs are eligible for incentives including relief from specific HUD requirements and bonus points in funding competitions [24 CFR 902.71]. • PHAs that are standard performers may be required to submit and operate under a corrective action plan to eliminate deficiencies in the PHA’s performance [24 CFR 902.73(a)(1)]. • PHAs that are substandard performers will be required to submit and operate under a corrective action plan to eliminate deficiencies in the PHA’s performance [24 CFR 902.73(a)(2)].
• PHAs with an overall rating of “troubled” are subject to additional HUD oversight, and are required to enter into a memorandum of agreement (MOA) with HUD to improve PHA performance [24 CFR 902.75].
• PHAs that fail to execute or meet MOA requirements may be referred to the Assistant Secretary to determine remedial actions, including, but not limited to, remedies available for substantial default [24 CFR 902.75(g) and 24 CFR Part 907].
PHAs must post a notice of its final PHAS score and status in appropriate conspicuous and accessible locations in its offices within two weeks of receipt of its final score and designation [24 CFR 902.64(b)(2)].
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PART V: RECORD KEEPING
16-V.A. OVERVIEW
The PHA must maintain complete and accurate accounts and other records for the program in accordance with HUD requirements, in a manner that permits a speedy and effective audit. All such records must be made available to HUD or the Comptroller General of the United States upon request.
In addition, the PHA must ensure that all applicant and participant files are maintained in a way that protects an individual’s privacy rights, and that complies with VAWA confidentiality requirements.
16-V.B. RECORD RETENTION
The PHA must keep the last three years of the Form HUD-50058 and supporting documentation during the term of each assisted lease, and for a period of at least three years from the end of participation (EOP) date [24 CFR 908.101].
The PHA must maintain Enterprise Income Verification (EIV) system Income Reports in the tenant file for the duration of the tenancy but for a period not to exceed three years from the EOP date [Notice PIH 2018-18].
Notice PIH 2014-20 requires the PHA to keep records of all complaints, investigations, notices, and corrective actions related to violations of the Fair Housing Act or the equal access final rule.
The PHA must keep confidential records of all emergency transfer requested under the PHA’s Emergency Transfer Plan, and the outcomes of such requests, and retain the records for a period of three years, or for a period of time as specific in program regulations [24 CFR 5.2002(e)(12)].
HACN Policy
The PHA will keep the last three years of the Form HUD-50058 and supporting documentation, and for at least three years after end of participation all documents related to a family’s eligibility, tenancy, and termination.
The PHA will keep Enterprise Income Verification (EIV) system Income Reports in the tenant file for the duration of the tenancy and for three years from the end of participation date.
In addition, the PHA will keep the following records for at least three years:
An application from each ineligible family and notice that the applicant is not eligible
Lead-based paint records as required by 24 CFR 35, Subpart B Documentation supporting the establishment of flat rents Documentation supporting the establishment of utility allowances and surcharges Documentation related to PHAS
Accounts and other records supporting PHA budget and financial statements for the program
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Complaints, investigations, notices, and corrective actions related to violations of the Fair Housing Act, the equal access final rule, or VAWA Confidential records of all emergency transfers related to VAWA requested under the PHA’s Emergency Transfer Plan and the outcomes of such requests Other records as determined by the PHA or as required by HUD If a hearing to establish a family’s citizenship status is held, longer retention requirements apply for some types of documents. For specific requirements, see Section 14-II.A. 16-V.C. RECORDS MANAGEMENT
PHAs must maintain applicant and participant files and information in accordance with the regulatory requirements described below.
HACN Policy
All applicant and participant information will be kept in a secure location and access will be limited to authorized PHA staff.
PHA staff will not discuss personal family information unless there is a business reason to do so. Inappropriate discussion of family information or improper disclosure of family information by staff will result in disciplinary action.
Privacy Act Requirements [24 CFR 5.212 and Form-9886-A] The collection, maintenance, use, and dissemination of social security numbers (SSN), employer identification numbers (EIN), any information derived from these numbers, and income information of applicants and participants must be conducted, to the extent applicable, in compliance with the Privacy Act of 1974, and all other provisions of Federal, State, and local law.
Applicants and participants, including all adults in the household, are required to sign a consent form, HUD-9886-A, Authorization for Release of Information. This form incorporates the Federal Privacy Act Statement and describes how the information collected using the form may be used, and under what conditions HUD or the PHA may release the information collected.
Upfront Income Verification (UIV) Records
PHAs that access UIV data through HUD’s Enterprise Income Verification (EIV) system are required to adopt and follow specific security procedures to ensure that all EIV data is protected in accordance with federal laws, regardless of the media on which the data is recorded (e.g. electronic, paper). These requirements are contained in the HUD-issued document, Enterprise Income Verification (EIV) System, Security Procedures for Upfront Income Verification (UIV) Data.
HACN Policy
Prior to utilizing HUD’s EIV system, the PHA will adopt and implement EIV security procedures required by HUD.
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City of Needles
Criminal Records
The PHA may only disclose the criminal conviction records which the PHA receives from a law enforcement agency to officers or employees of the PHA, or to authorized representatives of the PHA who have a job-related need to have access to the information [24 CFR 5.903(e)].
The PHA must establish and implement a system of records management that ensures that any criminal record received by the PHA from a law enforcement agency is maintained confidentially, not misused or improperly disseminated, and destroyed, once the purpose for which the record was requested has been accomplished, including expiration of the period for filing a challenge to the PHA action without institution of a challenge or final disposition of any such litigation [24 CFR 5.903(g)].
The PHA must establish and implement a system of records management that ensures that any sex offender registration information received by the PHA from a State or local agency is maintained confidentially, not misused or improperly disseminated, and destroyed, once the purpose for which the record was requested has been accomplished, including expiration of the period for filing a challenge to the PHA action without institution of a challenge or final disposition of any such litigation. However, a record of the screening, including the type of screening and the date performed must be retained [Notice PIH 2012-28]. This requirement does not apply to information that is public information, or is obtained by a PHA other than under 24 CFR 5.905.
Medical/Disability Records
PHAs are not permitted to inquire about the nature or extent of a person’s disability. The PHA may not inquire about a person’s diagnosis or details of treatment for a disability or medical condition. If the PHA receives a verification document that provides such information, the PHA should not place this information in the tenant file. The PHA should destroy the document.
Domestic Violence, Dating Violence, Sexual Assault, Stalking, or Human Trafficking Records
For requirements and PHA policies related to management of documentation obtained from victims of domestic violence, dating violence, sexual assault, stalking, or human trafficking, see section 16-VII.E.
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PART VI: REPORTING REQUIREMENTS FOR CHILDREN WITH
ELEVATED BLOOD LEAD LEVEL
16-VI.A. REPORTING REQUIREMENTS [24 CFR 35.1130(e); Notice PIH 2017-13] The PHA has certain responsibilities relative to children with elevated blood lead levels that are living in public housing.
The PHA must report the name and address of a child identified as having an elevated blood lead level (EBLL) to the public health department within five business days of being so notified by any other medical health care professional. The PHA must also report each known case of a child with an EBLL to the HUD field office.
HACN Policy
The PHA will provide the public health department written notice of the name and address of any child identified as having an elevated blood lead level.
The PHA will provide written notice of each known case of a child with an EBLL to the HUD field office, and to HUD’s Office of Lead Hazard Control (OLHCHH), within five business days of receiving the information.
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PART VII: VIOLENCE AGAINST WOMEN ACT (VAWA): NOTIFICATION,
DOCUMENTATION, AND CONFIDENTIALITY
16-VII.A. OVERVIEW
The Violence against Women Act (VAWA) provides special protections for victims of domestic violence, dating violence, sexual assault, stalking, and human trafficking who are applying for or receiving assistance under the public housing program. If your state or local laws provide greater protection for such victims, those apply in conjunction with VAWA. • Although the VAWA 2022 statute does not specifically include human trafficking in the list of victims protected under VAWA, in 2022 HUD began including human trafficking as part of the list of victims protected under VAWA (as seen in Notices PIH 2022-06, PIH 2022-22, and PIH 2022-24). In the absence of a final rule implementing VAWA 2022 and to mirror HUD’s recent usage, this policy includes human trafficking in addition to domestic violence, dating violence, sexual assault, and stalking anywhere such a list appears.
In addition to definitions of key terms used in VAWA, this part contains general VAWA requirements and PHA policies in three areas: notification, documentation, and confidentiality.
Specific VAWA requirements and PHA policies are located in Chapter 3, “Eligibility” (sections 3-I.C and 3-III.F); Chapter 5, “Occupancy Standards and Unit Offers” (section 5-II.D); Chapter 8, “Leasing and Inspections” (section 8-I.B); Chapter 12, “Transfer Policy” (sections 12-III.C, 12-III.F, and 12-IV.D); and Chapter 13, “Lease Terminations” (sections 13-III.F and 13-IV.D). 16-VII.B. DEFINITIONS [24 CFR 5.2003, FR Notice 8/6/13] As used in VAWA:
• The term affiliated individual means, with respect to a person:
- A spouse, parent, brother or sister, or child of that individual, or an individual to whom that person stands in the position or place of a parent; or - Any individual, tenant or lawful occupant living in the household of the victim of domestic violence, dating violence, sexual assault, or stalking. • The term bifurcate means, with respect to a public housing or Section 8 lease, to divide a lease as a matter of law such that certain tenants can be evicted or removed while the remaining family members’ lease and occupancy rights are allowed to remain intact. • The term dating violence means violence committed by a person who is or has been in a social relationship of a romantic or intimate nature with the victim; and where the existence of such a relationship shall be determined based on a consideration of the following factors:
- The length of the relationship
- The type of relationship
- The frequency of interaction between the persons involved in the relationship Agenda Item 4.
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• The term domestic violence includes felony or misdemeanor crimes committed by a current or former spouse or intimate partner of the victim under the family or domestic violence laws of the jurisdiction receiving grant funding, and in the case of victim services, includes the user or attempted use of physical abuse or sexual abuse, or a pattern of any other coercive behavior committed, enabled, or solicited to gain or maintain power and control over a victim, including verbal, psychological, economic, or technological abuse that may or may not constitute criminal behavior, by a person who is:
- The current or former spouse or intimate partner of the victim, or person similarly situated to a spouse or intimate partner of the victim
- A person who is cohabitating or has cohabitated with the victim as a spouse or intimate partner
- A person with whom the victim shares a child in common - A person who commits acts against an youth or adult victim who is protected from those acts under the domestic or family violence laws of the jurisdiction • The term economic abuse means behavior that is coercive, deceptive, or unreasonably controls or restrains a person’s ability to acquire, use, or maintain economic resources to which they are entitled, including using coercion, fraud, and manipulation to:
- Restrict a person’s access to money, assets, credit, or financial information - Unfairly use a person’s personal economic resources, including money, assets, and credit, for one’s own advantage
- Exert undue influence over a person’s financial and economic behavior or decisions, including forcing default on joint or other financial obligations, exploiting powers of attorney, guardianship, or conservatorship, or to whom one has a fiduciary duty • The term sexual assault means:
- Any nonconsensual sexual act proscribed by Federal, tribal, or State law, including when the victim lacks the capacity to consent
• The term stalking means:
- To engage in a course of conduct directed at a specific person that would cause a reasonable person to fear for their safety or the safety of others, or suffer substantial emotional distress.
Agenda Item 4.
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City of Needles
• The term technological abuse means an act or pattern of behavior that occurs within domestic violence, dating violence, sexual assault, or stalking and is intended to harm, threaten, intimidate, control, stalk, harass, impersonate, exploit, extort, or monitor another person, except as otherwise permitted by law, that occurs using any form of technology, including but not limited to:
- Internet enabled devices
- Online spaces and platforms
- Computers
- Mobile devices
- Cameras and imaging programs
- Apps
- Location tracking devices
- Communication technologies
- Any other emergency technologies
16-VII.C. NOTIFICATION [24 CFR 5.2005(a)]
Notification to Public
The PHA adopts the following policy to help ensure that all actual and potential beneficiaries of its public housing program are aware of their rights under VAWA.
HACN Policy
The PHA will post the following information regarding VAWA in its offices and on its website. It will also make the information readily available to anyone who requests it.
A copy of Form HUD-5380, Notice of Occupancy Rights under VAWA to public housing program applicants and participants who are or have been victims of domestic violence, dating violence, sexual assault, or stalking (Form HUD-5380, see Exhibit 16-1)
A copy of Form HUD-5382, Certification of Domestic Violence, Dating Violence, Sexual Assault, or Stalking and Alternate Documentation (see Exhibit 16-2)
A copy of the PHA’s emergency transfer plan (Exhibit 16-3) A copy of Form 5383 HUD’s Emergency Transfer Request for Certain Victims of Domestic Violence, Dating Violence, Sexual Assault, or Stalking, Form HUD5383 (Exhibit 16-4) The National Domestic Violence Hot Line: 1-800-799-SAFE (7233) or 1-800- 787-3224 (TTY) (included in Exhibit 16-1)
Contact information for local victim advocacy groups or service providers Agenda Item 4.
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Notification to Applicants and Tenants [24 CFR 5.2005(a)(1)] PHAs are required to inform public housing applicants and tenants of their rights under VAWA, including their right to confidentiality and the limits thereof, when they are denied assistance, when they are admitted to the program, and when they are notified of an eviction or termination of housing benefits.
The PHA must distribute a notice of VAWA rights, along with the VAWA self-certification form (HUD-5382) at each of these three junctures.
HACN Policy
The VAWA information provided to applicants and participants will consist of the notices in Exhibit 16-1 and 16-2.
The PHA will provide all applicants with information about VAWA at the time they request an application for housing assistance. The PHA will also include such information in all notices of denial of assistance (see section 3-III.F).
The PHA will provide all tenants with information about VAWA at the time of admission (see section 8-I.B) and at annual reexamination. The PHA will also include such information in all lease termination notices (see section 13-IV.D).
The PHA is not limited to providing VAWA information at the times specified in the above policy. If the PHA decides to provide VAWA information to a tenant following an incident of domestic violence, Notice PIH 2017-08 cautions against sending the information by mail, since the abuser may be monitoring the mail. The notice recommends that in such cases the PHA make alternative delivery arrangements that will not put the victim at risk.
HACN Policy
Whenever the PHA has reason to suspect that providing information about VAWA to a public housing tenant might place a victim of domestic violence at risk, it will attempt to deliver the information by hand directly to the victim or by having the victim come to an office or other space that may be safer for the individual, making reasonable accommodations as necessary. For example, the PHA may decide not to send mail regarding VAWA protections to the victim’s unit if the PHA believes the perpetrator may have access to the victim’s mail, unless requested by the victim.
When discussing VAWA with the victim, the PHA will take reasonable precautions to ensure that no one can overhear the conversation such as having conversations in a private room.
The victim may, but is not required to, designate an attorney, advocate, or other secure contact for communications regarding VAWA protections.
Agenda Item 4.
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16-VII.D. DOCUMENTATION [24 CFR 5.2007]
A PHA presented with a claim for initial or continued assistance based on status as a victim of domestic violence, dating violence, sexual assault, stalking, human trafficking, or criminal activity related to any of these forms of abuse may—but is not required to—request that the individual making the claim document the abuse. Any request for documentation must be in writing, and the individual must be allowed at least 14 business days after receipt of the request to submit the documentation. The PHA may extend this time period at its discretion. [24 CFR
5.2007(a)]
The individual may satisfy the PHA’s request by providing any one of the following three forms of documentation [24 CFR 5.2007(b)]:
(1) A completed and signed HUD-approved certification form (HUD-5382, Certification of Domestic Violence, Dating Violence, Sexual Assault, or Stalking), which must include the name of the perpetrator only if the name of the perpetrator is safe to provide and is known to the victim. The form may be filled out and submitted on behalf of the victim. (2) A federal, state, tribal, territorial, or local police report or court record, or an administrative record
(3) Documentation signed by a person who has assisted the victim in addressing domestic violence, dating violence, sexual assault, stalking, or human trafficking, or the effects of such abuse. This person may be an employee, agent, or volunteer of a victim service provider; an attorney; a mental health professional; or a medical professional. The person signing the documentation must attest under penalty of perjury to the person’s belief that the incidents in question are bona fide incidents of abuse. The victim must also sign the documentation.
The PHA may not require third-party documentation (forms 2 and 3) in addition to certification (form 1), except as specified below under “Conflicting Documentation,” nor may it require certification in addition to third-party documentation [FR Notice 11/16/16].
HACN Policy
Any request for documentation of domestic violence, dating violence, sexual assault, stalking, or human trafficking will be in writing, will specify a deadline of 14 business days following receipt of the request, will describe the three forms of acceptable documentation, will provide explicit instructions on where and to whom the documentation must be submitted, and will state the consequences for failure to submit the documentation or request an extension in writing by the deadline.
The PHA may, in its discretion, extend the deadline for 10 business days. In determining whether to extend the deadline, the PHA will consider factors that may contribute to the victim’s inability to provide documentation in a timely manner, including cognitive limitations, disabilities, limited English proficiency, absence from the unit, administrative delays, the danger of further violence, and the victim’s need to address health or safety issues. Any extension granted by the PHA will be in writing.
Once the victim provides documentation, the PHA will acknowledge receipt of the documentation within 10 business days.
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Conflicting Documentation [24 CFR 5.2007(e)]
In cases where the PHA receives conflicting certification documents from two or more members of a household, each claiming to be a victim and naming one or more of the other petitioning household members as the perpetrator, the PHA may determine which is the true victim by requiring each to provide acceptable third-party documentation, as described above (forms 2 and 3). The PHA may also request third-party documentation when submitted documentation contains information that conflicts with existing information already available to the PHA. The PHA must honor any court orders issued to protect the victim or to address the distribution of property. Individuals have 30 calendar days to return third-party verification to the PHA. If the PHA does not receive third-party documentation, and the PHA will deny or terminate assistance as a result, the PHA must hold separate hearings for the tenants [Notice PIH 2017-08].
HACN Policy
If presented with conflicting certification documents from members of the same household, the PHA will attempt to determine which is the true victim by requiring each of them to provide third-party documentation in accordance with 24 CFR 5.2007(e) and by following any HUD guidance on how such determinations should be made. When requesting third-party documents, the PHA will provide contact information for local domestic violence and legal aid offices. In such cases, applicants or tenants will be given 30 calendar days from the date of the request to provide such documentation.
If the PHA does not receive third-party documentation within the required timeframe (and any extensions) the PHA will deny VAWA protections and will notify the applicant or tenant in writing of the denial. If, as a result, the applicant or tenant is denied or terminated from the program, the PHA will hold separate hearings for the applicants or tenants.
Discretion to Require No Formal Documentation [24 CFR 5.2007(d)] The PHA has the discretion to provide benefits to an individual based solely on the individual’s statement or other corroborating evidence—i.e., without requiring formal documentation of abuse in accordance with 24 CFR 5.2007(b). HUD recommends documentation in a confidential manner when a verbal statement or other evidence is accepted.
HACN Policy
If the PHA accepts an individual’s statement or other corroborating evidence (as determined by the victim) of domestic violence, dating violence, sexual assault, stalking, or human trafficking, the PHA will document acceptance of the statement or evidence in the individual’s file.
Failure to Provide Documentation [24 CFR 5.2007(c)]
In order to deny relief for protection under VAWA, a PHA must provide the individual requesting relief with a written request for documentation of abuse. If the individual fails to provide the documentation within 14 business days from the date of receipt, or such longer time as the PHA may allow, the PHA may deny relief for protection under VAWA.
Agenda Item 4.
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City of Needles
16-VII.E. CONFIDENTIALITY [24 CFR 5.2007(b)(4)]
All information provided to the PHA regarding domestic violence, dating violence, sexual assault, stalking, or human trafficking, including the fact that an individual is a victim of domestic violence, dating violence, sexual assault, stalking, or human trafficking, must be retained in confidence. This means that the PHA (1) may not enter the information into any shared database, (2) may not allow employees or others to access the information unless they are explicitly authorized to do so and have a need to know the information for purposes of their work, and (3) may not provide the information to any other entity or individual, except to the extent that the disclosure is (a) requested or consented to by the individual in writing, (b) required for use in an eviction proceeding, or (c) otherwise required by applicable law.
HACN Policy
If disclosure is required for use in an eviction proceeding or is otherwise required by applicable law, the PHA will inform the victim before disclosure occurs so that safety risks can be identified and addressed.
Agenda Item 4.
Housing Authority
of the ACOP 10/01/2024
City of Needles
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Agenda Item 4.
Housing Authority
of the ACOP 10/01/2024
City of Needles
EXHIBIT 16-1: SAMPLE NOTICE OF OCCUPANCY RIGHTS UNDER THE VIOLENCE AGAINST WOMEN ACT, FORM HUD-5380
Housing Authority of the City of Needles
Notice of Occupancy Rights under the Violence Against Women Act1 To all Tenants and Applicants
The Violence Against Women Act (VAWA) provides protections for victims of domestic violence, dating violence, sexual assault, or stalking. VAWA protections are not only available to women, but are available equally to all individuals regardless of sex, gender identity, or sexual orientation.2 The U.S. Department of Housing and Urban Development (HUD) is the Federal agency that oversees that public housing is in compliance with VAWA. This notice explains your rights under VAWA. A HUD-approved certification form is attached to this notice. You can fill out this form to show that you are or have been a victim of domestic violence, dating violence, sexual assault, or stalking, and that you wish to use your rights under VAWA.” Protections for Applicants
If you otherwise qualify for assistance under public housing, you cannot be denied admission or denied assistance because you are or have been a victim of domestic violence, dating violence, sexual assault, or stalking.
Protections for Tenants
If you are receiving assistance under public housing, you may not be denied assistance, terminated from participation, or be evicted from your rental housing because you are or have been a victim of domestic violence, dating violence, sexual assault, or stalking.
Also, if you or an affiliated individual of yours is or has been the victim of domestic violence, dating violence, sexual assault, or stalking by a member of your household or any guest, you may not be denied rental assistance or occupancy rights under public housing solely on the basis of criminal activity directly relating to that domestic violence, dating violence, sexual assault, or stalking.
Affiliated individual means your spouse, parent, brother, sister, or child, or a person to whom you stand in the place of a parent or guardian (for example, the affiliated individual is in your care, custody, or control); or any individual, tenant, or lawful occupant living in your household. 1 Despite the name of this law, VAWA protection is available regardless of sex, gender identity, or sexual orientation.
2 Housing providers cannot discriminate on the basis of any protected characteristic, including race, color, national origin, religion, sex, familial status, disability, or age. HUD-assisted and HUD-insured housing must be made available to all otherwise eligible individuals regardless of actual or perceived sexual orientation, gender identity, or marital status.
Agenda Item 4.
Housing Authority
of the ACOP 10/01/2024
City of Needles
Removing the Abuser or Perpetrator from the Household
The PHA may divide (bifurcate) your lease in order to evict the individual or terminate the assistance of the individual who has engaged in criminal activity (the abuser or perpetrator) directly relating to domestic violence, dating violence, sexual assault, or stalking.
If the PHA chooses to remove the abuser or perpetrator, the PHA may not take away the rights of eligible tenants to the unit or otherwise punish the remaining tenants. If the evicted abuser or perpetrator was the sole tenant to have established eligibility for assistance under the program, the PHA must allow the tenant who is or has been a victim and other household members to remain in the unit for 30 days, in order to establish eligibility under the program or under another HUD housing program covered by VAWA, or, find alternative housing.
In removing the abuser or perpetrator from the household, the PHA must follow Federal, State, and local eviction procedures. In order to divide a lease, the PHA may, but is not required to, ask you for documentation or certification of the incidences of domestic violence, dating violence, sexual assault, or stalking.
Moving to Another Unit
Upon your request, the PHA may permit you to move to another unit, subject to the availability of other units, and still keep your assistance. In order to approve a request, the PHA may ask you to provide documentation that you are requesting to move because of an incidence of domestic violence, dating violence, sexual assault, or stalking. If the request is a request for emergency transfer, the PHA may ask you to submit a written request or fill out a form where you certify that you meet the criteria for an emergency transfer under VAWA. The criteria are:
1. You are a victim of domestic violence, dating violence, sexual assault, or stalking.
If your PHA does not already have documentation that you are a victim of domestic violence, dating violence, sexual assault, or stalking, your housing provider may ask you for such documentation, as described in the documentation section below.
2. You expressly request the emergency transfer. Your PHA may choose to require that you submit a form, or may accept another written or oral request.
3. You reasonably believe you are threatened with imminent harm from further violence if you remain in your current unit. This means you have a reason to fear that if you do not receive a transfer you would suffer violence in the very near future.
OR
You are a victim of sexual assault and the assault occurred on the premises during the 90-calendar-day period before you request a transfer. If you are a victim of sexual assault, then in addition to qualifying for an emergency transfer because you reasonably believe you are threatened with imminent harm from further violence if you remain in your unit, you may qualify for an emergency transfer if the sexual assault occurred on the premises of the property from which you are seeking your transfer, and that assault happened within the 90-calendarday period before you expressly request the transfer.
Agenda Item 4.
Housing Authority
of the ACOP 10/01/2024
City of Needles
The PHA will keep confidential requests for emergency transfers by victims of domestic violence, dating violence, sexual assault, or stalking, and the location of any move by such victims and their families.
The PHA’s emergency transfer plan provides further information on emergency transfers, and the PHA must make a copy of its emergency transfer plan available to you if you ask to see it.
Documenting You Are or Have Been a Victim of Domestic Violence, Dating Violence, Sexual Assault or Stalking
The PHA can, but is not required to, ask you to provide documentation to “certify” that you are or have been a victim of domestic violence, dating violence, sexual assault, or stalking. Such request from the PHA must be in writing, and the PHA must give you at least 14 business days (Saturdays, Sundays, and federal holidays do not count) from the day you receive the request to provide the documentation. The PHA may, but does not have to, extend the deadline for the submission of documentation upon your request.
You can provide one of the following to the PHA as documentation. It is your choice which of the following to submit if HP asks you to provide documentation that you are or have been a victim of domestic violence, dating violence, sexual assault, or stalking. • A complete HUD-approved certification form given to you by the PHA with this notice, that documents an incident of domestic violence, dating violence, sexual assault, or stalking. The form will ask for your name, the date, time, and location of the incident of domestic violence, dating violence, sexual assault, or stalking, and a description of the incident. The certification form provides for including the name of the abuser or perpetrator if the name of the abuser or perpetrator is known and is safe to provide. • A record of a Federal, State, tribal, territorial, or local law enforcement agency, court, or administrative agency that documents the incident of domestic violence, dating violence, sexual assault, or stalking. Examples of such records include police reports, protective orders, and restraining orders, among others.
• A statement, which you must sign, along with the signature of an employee, agent, or volunteer of a victim service provider, an attorney, a medical professional or a mental health professional (collectively, “professional”) from whom you sought assistance in addressing domestic violence, dating violence, sexual assault, or stalking, or the effects of abuse, and with the professional selected by you attesting under penalty of perjury that they believe that the incident or incidents of domestic violence, dating violence, sexual assault, or stalking are grounds for protection.
• Any other statement or evidence that the PHA has agreed to accept.
If you fail or refuse to provide one of these documents within the 14 business days, the PHA does not have to provide you with the protections contained in this notice.
If the PHA receives conflicting evidence that an incident of domestic violence, dating violence, sexual assault, or stalking has been committed (such as certification forms from two or more members of a household each claiming to be a victim and naming one or more of the other petitioning household members as the abuser or perpetrator), the PHA has the right to request that you provide third-party documentation within thirty 30 calendar days in order to resolve the conflict. If you fail or refuse to provide third-party documentation where there is conflicting evidence, the PHA does not have to provide you with the protections contained in this notice.
Agenda Item 4.
Housing Authority
of the ACOP 10/01/2024
City of Needles
Confidentiality
The PHA must keep confidential any information you provide related to the exercise of your rights under VAWA, including the fact that you are exercising your rights under VAWA.
The PHA must not allow any individual administering assistance or other services on behalf of the PHA (for example, employees and contractors) to have access to confidential information unless for reasons that specifically call for these individuals to have access to this information under applicable federal, state, or local law.
The PHA must not enter your information into any shared database or disclose your information to any other entity or individual. The PHA, however, may disclose the information provided if:
• You give written permission to the PHA to release the information on a time limited basis.
• The PHA needs to use the information in an eviction or termination proceeding, such as to evict your abuser or perpetrator or terminate your abuser or perpetrator from assistance under this program.
• A law requires the PHA to release the information.
VAWA does not limit the PHA’s duty to honor court orders about access to or control of the property. This includes orders issued to protect a victim and orders dividing property among household members in cases where a family breaks up.
Reasons a Tenant Eligible for Occupancy Rights under VAWA May Be Evicted or Assistance May Be Terminated
You can be evicted and your assistance can be terminated for serious or repeated lease violations that are not related to domestic violence, dating violence, sexual assault, or stalking committed against you. However, the PHA cannot hold tenants who have been victims of domestic violence, dating violence, sexual assault, or stalking to a more demanding set of rules than it applies to tenants who have not been victims of domestic violence, dating violence, sexual assault, or stalking.
The protections described in this notice might not apply, and you could be evicted and your assistance terminated, if the PHA can demonstrate that not evicting you or terminating your assistance would present a real physical danger that:
1. Would occur within an immediate time frame, and
2. Could result in death or serious bodily harm to other tenants or those who work on the property.
If the PHA can demonstrate the above, the PHA should only terminate your assistance or evict you if there are no other actions that could be taken to reduce or eliminate the threat.
Agenda Item 4.
Housing Authority
of the ACOP 10/01/2024
City of Needles
Other Laws
VAWA does not replace any Federal, State, or local law that provides greater protection for victims of domestic violence, dating violence, sexual assault, or stalking. You may be entitled to additional housing protections for victims of domestic violence, dating violence, sexual assault, or stalking under other Federal laws, as well as under State and local laws.
Non-Compliance with The Requirements of This Notice
You may report your PHA for violations of these rights and seek additional assistance, if needed, by contacting or filing a complaint with the Los Angeles Field Office.
For Additional Information
You may view a copy of HUD’s final VAWA rule at: https://www.gpo.gov/fdsys/pkg/FR-2016- 11-16/pdf/2016-25888.pdf.
Additionally, the PHA must make a copy of HUD’s VAWA regulations available to you if you ask to see them.
For questions regarding VAWA, please contact the National Domestic Violence Hotline For help regarding an abusive relationship, you may call the National Domestic Violence Hotline at 1-800-799-7233 or, for persons with hearing impairments, 1-800-787-3224 (TTY). You may also contact San Bernardino Courts https://sbcountyda.org/domestic-violence/ For tenants who are or have been victims of stalking seeking help may visit the National Center for Victims of Crime’s Stalking Resource Center at https://www.victimsofcrime.org/ourprograms/stalking-resource-center.
For help regarding sexual assault, you may contact San Bernardino Courts https://sbcountyda.org/victim-services/
Victims of stalking seeking help may contact San Bernardino Courts https://sbcountyda.org/victim-services/
Attachment: Certification form HUD-5382
Agenda Item 4.
Housing Authority
of the ACOP 10/01/2024
City of Needles
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Agenda Item 4.
Housing Authority
of the ACOP 10/01/2024
City of Needles
EXHIBIT 16-2: CERTIFICATION OF DOMESTIC VIOLENCE, DATING VIOLENCE,
SEXUAL ASSAULT, OR STALKING AND ALTERNATE DOCUMENTATION, FORM HUD-5382
CERTIFICATION OF U.S. Department of Housing OMB Approval No. 2577-0286 DOMESTIC VIOLENCE, and Urban Development Exp. 06/30/2017
DATING VIOLENCE,
SEXUAL ASSAULT, OR STALKING,
AND ALTERNATE DOCUMENTATION
Purpose of Form: The Violence Against Women Act (“VAWA”) protects applicants, tenants, and program participants in certain HUD programs from being evicted, denied housing assistance, or terminated from housing assistance based on acts of domestic violence, dating violence, sexual assault, or stalking against them. Despite the name of this law, VAWA protection is available to victims of domestic violence, dating violence, sexual assault, and stalking, regardless of sex, gender identity, or sexual orientation.
Use of This Optional Form: If you are seeking VAWA protections from your housing provider, your housing provider may give you a written request that asks you to submit documentation about the incident or incidents of domestic violence, dating violence, sexual assault, or stalking.
In response to this request, you or someone on your behalf may complete this optional form and submit it to your housing provider, or you may submit one of the following types of third-party documentation:
(1) A document signed by you and an employee, agent, or volunteer of a victim service provider, an attorney, or medical professional, or a mental health professional (collectively, “professional”) from whom you have sought assistance relating to domestic violence, dating violence, sexual assault, or stalking, or the effects of abuse. The document must specify, under penalty of perjury, that the professional believes the incident or incidents of domestic violence, dating violence, sexual assault, or stalking occurred and meet the definition of “domestic violence,” “dating violence,” “sexual assault,” or “stalking” in HUD’s regulations at 24 CFR 5.2003.
(2) A record of a Federal, State, tribal, territorial or local law enforcement agency, court, or administrative agency; or
(3) At the discretion of the housing provider, a statement or other evidence provided by the applicant or tenant.
Submission of Documentation: The time period to submit documentation is 14 business days from the date that you receive a written request from your housing provider asking that you provide documentation of the occurrence of domestic violence, dating violence, sexual assault, or stalking. Your housing provider may, but is not required to, extend the time period to submit the documentation, if you request an extension of the time period. If the requested information is not received within 14 business days of when you received the request for the documentation, or any extension of the date provided by your housing provider, your housing provider does not need to grant you any of the VAWA protections. Distribution or issuance of this form does not serve as a written request for certification.
Confidentiality: All information provided to your housing provider concerning the incident(s) of domestic violence, dating violence, sexual assault, or stalking shall be kept confidential and such details shall not be entered into any shared database. Employees of your housing provider are not to have access to these details unless to grant or deny VAWA protections to you, and such employees may not disclose this information to any other entity or individual, except to the extent that disclosure is: (i) consented to by you in writing in a time-limited release; (ii) required for use in an eviction proceeding or hearing regarding termination of assistance; or (iii) otherwise required by applicable law.
Agenda Item 4.
Housing Authority
of the ACOP 10/01/2024
City of Needles
TO BE COMPLETED BY OR ON BEHALF OF THE VICTIM OF DOMESTIC VIOLENCE,
DATING VIOLENCE, SEXUAL ASSAULT, OR STALKING
1. Date the written request is received by victim: _________________________________________
2. Name of victim: ___________________________________________________________________
3. Your name (if different from victim’s):________________________________________________
4. Name(s) of other family member(s) listed on the lease:___________________________________ ___________________________________________________________________________________
5. Residence of victim: ________________________________________________________________
6. Name of the accused perpetrator (if known and can be safely disclosed):____________________ __________________________________________________________________________________
7. Relationship of the accused perpetrator to the victim:___________________________________
8. Date(s) and times(s) of incident(s) (if known):___________________________________________ _________________________________________________________________
10. Location of incident(s):_____________________________________________________________ This is to certify that the information provided on this form is true and correct to the best of my knowledge and recollection, and that the individual named above in Item 2 is or has been a victim of domestic violence, dating violence, sexual assault, or stalking. I acknowledge that submission of false information could jeopardize program eligibility and could be the basis for denial of admission, termination of assistance, or eviction.
Signature __________________________________Signed on (Date) ___________________________ Public Reporting Burden: The public reporting burden for this collection of information is estimated to average 1 hour per response. This includes the time for collecting, reviewing, and reporting the data. The information provided is to be used by the housing provider to request certification that the applicant or tenant is a victim of domestic violence, dating violence, sexual assault, or stalking. The information is subject to the confidentiality requirements of VAWA. This agency may not collect this information, and you are not required to complete this form, unless it displays a currently valid Office of Management and Budget control number.
In your own words, briefly describe the incident(s):
______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ Agenda Item 4.
Housing Authority
of the ACOP 10/01/2024
City of Needles
EXHIBIT 16-3: EMERGENCY TRANSFER PLAN FOR VICTIMS OF DOMESTIC
VIOLENCE, DATING VIOLENCE, SEXUAL ASSAULT, OR STALKING
Attachment: Certification form HUD-5382
Housing Authority of the City of Needles
Emergency Transfer Plan for Victims of Domestic Violence, Dating Violence, Sexual Assault, or Stalking
Public Housing Program
Emergency Transfers
The PHA is concerned about the safety of its tenants, and such concern extends to tenants who are victims of domestic violence, dating violence, sexual assault, or stalking. In accordance with the Violence Against Women Act (VAWA),
3 the PHA allows tenants who are victims of
domestic violence, dating violence, sexual assault, or stalking to request an emergency transfer from the tenant’s current unit to another unit. The ability to request a transfer is available regardless of sex, gender identity, or sexual orientation. 4 The ability of the PHA to honor such request for tenants currently receiving assistance, however, may depend upon a preliminary determination that the tenant is or has been a victim of domestic violence, dating violence, sexual assault, or stalking, and on whether the PHA has another dwelling unit that is available and is safe to offer the tenant for temporary or more permanent occupancy.
This plan identifies tenants who are eligible for an emergency transfer, the documentation needed to request an emergency transfer, confidentiality protections, how an emergency transfer may occur, and guidance to tenants on safety and security. This plan is based on a model emergency transfer plan published by the U.S. Department of Housing and Urban Development (HUD), the federal agency that oversees that the public housing and housing choice voucher (HCV) programs are in compliance with VAWA.
Eligibility for Emergency Transfers
A tenant who is a victim of domestic violence, dating violence, sexual assault, or stalking, as provided in HUD’s regulations at 24 CFR part 5, subpart L, is eligible for an emergency transfer, if the tenant reasonably believes that there is a threat of imminent harm from further violence if the tenant remains within the same unit. If the tenant is a victim of sexual assault, the tenant may also be eligible to transfer if the sexual assault occurred on the premises within the 90-calendar- day period preceding a request for an emergency transfer. 3 Despite the name of this law, VAWA protection is available to all victims of domestic violence, dating violence, sexual assault, and stalking, regardless of sex, gender identity, or sexual orientation. 4 Housing providers cannot discriminate on the basis of any protected characteristic, including race, color, national origin, religion, sex, familial status, disability, or age. HUD-assisted and HUD-insured housing must be made available to all otherwise eligible individuals regardless of actual or perceived sexual orientation, gender identity, or marital status.
Agenda Item 4.
Housing Authority
of the ACOP 10/01/2024
City of Needles
A tenant requesting an emergency transfer must expressly request the transfer in accordance with the procedures described in this plan.
Tenants who are not in good standing may still request an emergency transfer if they meet the eligibility requirements in this section.
Emergency Transfer Request Documentation
To request an emergency transfer, the tenant shall notify the PHA’s management office and submit a written request for a transfer to any PHA office. The PHA will provide reasonable accommodations to this policy for individuals with disabilities. The tenant’s written request for an emergency transfer should include either:
1. A statement expressing that the tenant reasonably believes that there is a threat of imminent harm from further violence if the tenant were to remain in the same dwelling unit assisted under the PHA’s program; OR
2. A statement that the tenant was a sexual assault victim and that the sexual assault occurred on the premises during the 90-calendar-day period preceding the tenant’s request for an emergency transfer.
Confidentiality
The PHA will keep confidential any information that the tenant submits in requesting an emergency transfer, and information about the emergency transfer, unless the tenant gives the PHA written permission to release the information on a time-limited basis, or disclosure of the information is required by law or required for use in an eviction proceeding or hearing regarding termination of assistance from the covered program. This includes keeping confidential the new location of the dwelling unit of the tenant, if one is provided, from the person or persons that committed an act of domestic violence, dating violence, sexual assault, or stalking against the tenant. See the Notice of Occupancy Rights under the Violence against Women Act for All Tenants for more information about the PHA’s responsibility to maintain the confidentiality of information related to incidents of domestic violence, dating violence, sexual assault, or stalking.
Emergency Transfer Timing and Availability
The PHA cannot guarantee that a transfer request will be approved or how long it will take to process a transfer request. The PHA will, however, act as quickly as possible to move a tenant who is a victim of domestic violence, dating violence, sexual assault, or stalking to another unit, subject to availability and safety of a unit. If a tenant reasonably believes a proposed transfer would not be safe, the tenant may request a transfer to a different unit. If a unit is available, the transferred tenant must agree to abide by the terms and conditions that govern occupancy in the unit to which the tenant has been transferred. The PHA may be unable to transfer a tenant to a particular unit if the tenant has not or cannot establish eligibility for that unit.
If the PHA has no safe and available units for which a tenant who needs an emergency transfer is eligible, the PHA will assist the tenant in identifying other housing providers who may have safe and available units to which the tenant could move. At the tenant’s request, the PHA will also assist tenants in contacting the local organizations offering assistance to victims of domestic violence, dating violence, sexual assault, or stalking that are attached to this plan.
Agenda Item 4.
Housing Authority
of the ACOP 10/01/2024
City of Needles
Emergency Transfers: Public Housing (PH) Program
If you are a public housing resident and request an emergency transfer as described in this plan, the PHA will attempt to assist you in moving to a safe unit quickly. The PHA will make exceptions as required to policies restricting moves.
Emergency transfers for which you are not required to apply for assistance include the following:
• Public housing unit in a different development
• Public housing unit in the same development, if you determine that the unit is safe At your request, the PHA will refer you to organizations that may be able to further assist you.
You may also request an emergency transfer to the following programs for which you are required to apply for assistance:
• HCV tenant-based program
• HCV project-based assistance
• Other programs administered by the PHA (such as state housing programs) Emergency transfers will not take priority over waiting list admissions for these types of assistance. At your request, the PHA will refer you to organizations that may be able to further assist you.
Safety and Security of Tenants
Pending processing of the transfer and the actual transfer, if it is approved and occurs, the tenant is urged to take all reasonable precautions to be safe.
Tenants who are or have been victims of domestic violence are encouraged to contact the National Domestic Violence Hotline at 1-800-799-7233, or a local domestic violence shelter, for assistance in creating a safety plan. For persons with hearing impairments, that hotline can be accessed by calling 1-800-787-3224 (TTY).
Tenants who have been victims of sexual assault may call the Rape, Abuse, and Incest National Network’s National Sexual Assault Hotline at 1-800-656-HOPE, or visit the online hotline at https://ohl.rainn.org/online/.
Tenants who are or have been victims of stalking seeking help may visit the National Center for Victims of Crime’s Stalking Resource Center at https://www.victimsofcrime.org/ourprograms/stalking-resource-center.
Attachment: Local organizations offering assistance to victims of domestic violence, dating violence, sexual assault, or stalking.
Agenda Item 4.
Housing Authority
of the ACOP 10/01/2024
City of Needles
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Agenda Item 4.
Housing Authority
of the ACOP 10/01/2024
City of Needles
EXHIBIT 16-4: EMERGENCY TRANSFER REQUEST FOR CERTAIN VICTIMS OF
DOMESTIC VIOLENCE, DATING VIOLENCE, SEXUAL ASSAULT, OR STALKING, FORM HUD-5383
EMERGENCY TRANSFER U.S. Department of Housing OMB Approval No. 2577-0286 REQUEST FOR CERTAIN and Urban Development Exp. 06/30/2017
VICTIMS OF DOMESTIC
VIOLENCE, DATING VIOLENCE,
SEXUAL ASSAULT, OR STALKING
Purpose of Form: If you are a victim of domestic violence, dating violence, sexual assault, or stalking, and you are seeking an emergency transfer, you may use this form to request an emergency transfer and certify that you meet the requirements of eligibility for an emergency transfer under the Violence Against Women Act (VAWA). Although the statutory name references women, VAWA rights and protections apply to all victims of domestic violence, dating violence, sexual assault or stalking. Using this form does not necessarily mean that you will receive an emergency transfer. See your housing provider’s emergency transfer plan for more information about the availability of emergency transfers.
The requirements you must meet are:
(1) You are a victim of domestic violence, dating violence, sexual assault, or stalking.
If your housing provider does not already have documentation that you are a victim of domestic violence, dating violence, sexual assault, or stalking, your housing provider may ask you for such documentation. In response, you may submit Form HUD-5382, or any one of the other types of documentation listed on that Form. (2) You expressly request the emergency transfer. Submission of this form confirms that you have expressly requested a transfer. Your housing provider may choose to require that you submit this form, or may accept another written or oral request. Please see your housing provider’s emergency transfer plan for more details. (3) You reasonably believe you are threatened with imminent harm from further violence if you remain in your current unit. This means you have a reason to fear that if you do not receive a transfer you would suffer violence in the very near future.
OR
You are a victim of sexual assault and the assault occurred on the premises during the 90-calendar-day period before you request a transfer. If you are a victim of sexual assault, then in addition to qualifying for an emergency transfer because you reasonably believe you are threatened with imminent harm from further violence if you remain in your unit, you may qualify for an emergency transfer if the sexual assault occurred on the premises of the property from which you are seeking your transfer, and that assault happened within the 90-calendar-day period before you submit this form or otherwise expressly request the transfer.
Submission of Documentation: If you have third-party documentation that demonstrates why you are eligible for an emergency transfer, you should submit that documentation to your housing provider if it is safe for you to do so. Examples of third party documentation include, but are not limited to: a letter or other documentation from a victim service provider, social worker, legal assistance provider, pastoral counselor, mental health provider, or other professional from whom you have sought assistance; a current restraining order; a recent court order or other court records; a law enforcement report or records; communication records from the perpetrator of the violence or family members or friends of the perpetrator of the violence, including emails, voicemails, text messages, and social media posts.
Agenda Item 4.
Housing Authority
of the ACOP 10/01/2024
City of Needles
Confidentiality: All information provided to your housing provider concerning the incident(s) of domestic violence, dating violence, sexual assault, or stalking, and concerning your request for an emergency transfer shall be kept confidential. Such details shall not be entered into any shared database.
Employees of your housing provider are not to have access to these details unless to grant or deny VAWA protections or an emergency transfer to you. Such employees may not disclose this information to any other entity or individual, except to the extent that disclosure is: (i) consented to by you in writing in a time-limited release; (ii) required for use in an eviction proceeding or hearing regarding termination of assistance; or (iii) otherwise required by applicable law.
TO BE COMPLETED BY OR ON BEHALF OF THE PERSON REQUESTING A TRANSFER
1. Name of victim requesting an emergency transfer: ______________________________________
2. Your name (if different from victim’s)_________________________________________________
3. Name(s) of other family member(s) listed on the lease:____________________________________ ___________________________________________________________________________________
4. Name(s) of other family member(s) who would transfer with the victim:____________________ ____________________________________________________________________________________
5. Address of location from which the victim seeks to transfer: _______________________________________
6. Address or phone number for contacting the victim:____________________________________
7. Name of the accused perpetrator (if known and can be safely disclosed):___________________
8. Relationship of the accused perpetrator to the victim:___________________________________
9. Date(s), Time(s) and location(s) of incident(s):___________________________________________ _____________________________________________________________________________________
10. Is the person requesting the transfer a victim of a sexual assault that occurred in the past 90 days on the premises of the property from which the victim is seeking a transfer? If yes, skip question 11. If no, fill out question 11. ______________
11. Describe why the victim believes they are threatened with imminent harm from further violence if they remain in their current unit.
___________________________________________________________________________________ _____________________________________________________________________________________
12. If voluntarily provided, list any third-party documentation you are providing along with this notice: ___________________________________________________________________ Agenda Item 4.
Housing Authority
of the ACOP 10/01/2024
City of Needles
This is to certify that the information provided on this form is true and correct to the best of my knowledge, and that the individual named above in Item 1 meets the requirement laid out on this form for an emergency transfer. I acknowledge that submission of false information could jeopardize program eligibility and could be the basis for denial of admission, termination of assistance, or eviction.
Signature __________________________________Signed on (Date) ___________________________ Agenda Item 4.
Housing Authority
of the ACOP 10/01/2024
City of Needles
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Agenda Item 4.
Housing Authority
of the
City of Needles
Administrative Plan
May 2026
SEE CITY CLERK FOR HARD COPY
TOO LARGE TO PRINT
Agenda Item 4.
Administrative Plan -Table of Contents
Housing Authority
of the Administrative Plan 5/1/26
City of Needles
TOC-1
Introduction
ABOUT THE ADMINISTRATIVE PLAN
Chapter 1
OVERVIEW OF THE PROGRAM AND PLAN
PART I: THE PHA................................................................................................................ 1-1 1-I.A. Overview................................................................................................. 1-1 1-I.B. Organization and Structure of the PHA.................................................. 1-2 1-I.C. PHA Mission .......................................................................................... 1-2 1-I.D. The PHA’s Programs.............................................................................. 1-3 1-I.E. The PHA’s Commitment to Ethics and Service ..................................... 1-3 PART II: THE HOUSING CHOICE VOUCHER (HCV) PROGRAM................................. 1-5 1-II.A. Overview and History of the Program.................................................... 1-5 1-II.B. HCV Program Basics.............................................................................. 1-7 1-II.C. The HCV Partnerships............................................................................ 1-7 The HCV Relationships:................................................................... 1-8 What Does HUD Do? ....................................................................... 1-9 What Does the PHA Do?.................................................................. 1-9 What Does the Owner Do? ............................................................. 1-10 What Does the Family Do?............................................................. 1-11 1-II.D. Applicable Regulations......................................................................... 1-12 PART III: THE HCV ADMINISTRATIVE PLAN............................................................... 1-13 1-III.A. Overview and Purpose of the Plan........................................................ 1-13 1-III.B. Contents of the Plan (24CFR 982.54)................................................... 1-13 Mandatory vs. Discretionary Policy ............................................... 1-15 1-III.C. Organization of the Plan ....................................................................... 1-15 1-III.D. Updating and Revising the Plan ........................................................... 1-15 Chapter 2
FAIR HOUSING AND EQUAL OPPORTUNITY
PART I: NONDISCRIMINATION....................................................................................... 2-3 2-I.A. Overview................................................................................................. 2-3 2-I.B. Nondiscrimination .................................................................................. 2-4 Providing Information to Families and Owners ............................... 2-5 2-1.C Discrimination Complaints..................................................................... 2-5 General Housing Discrimination Complaints................................... 2-5 Complaints under the Equal Access Final Rule
[Notice PIH 2014-20] ....................................................................... 2-5 VAWA Complaint Processing [Notice FHEO 2023-01].................. 2-6 PART II: POLICIES RELATED TO PERSONS WITH DISABILITIES............................. 2-7 2-II.A. Overview................................................................................................. 2-7 2-II.B. Definition of Reasonable Accommodation ............................................ 2-8 Types of Reasonable Accommodations............................................ 2-8 Agenda Item 4.
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2-II.C. Request for an Accommodation ............................................................. 2-9 2-II.D. Verification of Disability...................................................................... 2-10 2-II.E. Approval/Denial of a Requested Accommodation
[Joint Statement of the Departments of HUD and Justice:
Reasonable Accommodations under the Fair Housing Act,
Notice PIH 2010-26]............................................................................. 2-11 2-II.F. Program Accessibility for Persons with Hearing
or Vision Impairments ......................................................................... 2-12 2-II.G. Physical Accessibility........................................................................... 2-13 2-II.H. Denial or Termination of Assistance .................................................... 2-14 PART III: IMPROVING ACCESS TO SERVICES FOR PERSONS WITH LIMITED ENGLISH PROFICIENCY (LEP)....................................................................... 2-15 2-III.A. Overview............................................................................................... 2-15 2-III.B. Oral Interpretation ................................................................................ 2-16 2-III.C. Written Translation............................................................................... 2-16 2-III.D. Implementation Plan............................................................................. 2-17 Exhibit 2-1: Definition of a Person with a Disability Under Federal Civil Rights Laws [24 CFR Parts 8.3, and 100.201]............................... 2-19 Chapter 3
ELIGIBILITY
PART I: DEFINITIONS OF FAMILY AND HOUSEHOLD MEMBERS.......................... 3-3 3-I.A. Overview................................................................................................. 3-3 3-I.B. Family and Household [24 CFR 5.403; FR Notice 02/03/12; Notice PIH 2014-20; FR Notice 2/14/23]............................................... 3-3 Family............................................................................................... 3-3 Household......................................................................................... 3-3 3-I.C. Family Breakup and Remaining Member of Tenant Family.................. 3-4 Family Breakup [24 CFR 982.315; Notice PIH 2017-08]................ 3-4 Remaining Member of a Tenant Family [24 CFR 5.403] ................ 3-5 3-I.D. Head of Household [24 CFR 5.504(b)] .................................................. 3-5 3-I.E. Spouse, Cohead, and Other Adult .......................................................... 3-5 3-I.F. Dependents and Minors [24 CFR 5.603]................................................ 3-6 Joint Custody of Dependents............................................................ 3-6 3-I.G. Full-Time Student [24 CFR 5.603, HVC GB, p. 5-29] .......................... 3-6 3-I.H. Elderly and Near-Elderly Persons, and Elderly Family [24 CFR 5.100 and 5.403, FR Notice 02/03/12]..................................... 3-6 Elderly Persons ................................................................................ 3-6 Near-Elderly Persons........................................................................ 3-6 Elderly Family .................................................................................. 3-6 3-I.I. Persons with Disabilities and Disabled Family [24 CFR 5.403, FR Notice 02/03/12] ............................................................................... 3-7 Persons with Disabilities................................................................... 3-7 Disabled Family................................................................................ 3-7 Agenda Item 4.
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3-I.J. Guests [24 CFR 5.100] ........................................................................... 3-7
3.I.K. Foster Children and Foster Adults [24 CFR 5.603]................................ 3-8 3-I.L. Absent Family Members......................................................................... 3-8 Definitions of Temporarily and Permanently Absent....................... 3-8 Absent Students................................................................................ 3-8 Absences Due to Placement in Foster Care [24 CFR 5.403]............ 3-9 Absent Head, Spouse, or Cohead ..................................................... 3-9 Family Members Permanently Confined for Medical Reasons [HCV GB, p. 5-22] ........................................................................... 3-9 Return of Permanently Absent Family Members............................. 3-9 3-I.M. Live-In Aide.......................................................................................... 3-10 PART II: BASIC ELIGIBILITY CRITERIA....................................................................... 3-11 3-II.A. Income Eligibility and Targeting.......................................................... 3-11 Income Limits................................................................................. 3-11 Definitions of the Income Limits [24 CFR 5.603(b)]..................... 3-11 Using Income Limits for Eligibility [24 CFR 982.201]
and Notice PIH 2023-27 ................................................................. 3-11 Using Income Limits for Targeting [24 CFR 982.201].................. 3-12 3-II.B. Citizenship or Eligible Immigration Status [24 CFR 5, Subpart E] ..... 3-13 Declaration [24 CFR 5.508] ........................................................... 3-13 Mixed Families............................................................................... 3-14 Ineligible Families [24 CFR 5.514(d), (e), and (f)]........................ 3-14 Timeframe for Determination of Citizenship Status
[24 CFR 5.508(g)] .......................................................................... 3-15 3-II.C. Social Security Numbers [24 CFR 5.216 and 5.218, Notice PIH 2018-24]............................................................................. 3-15 3-II.D. Family Consent to Release of Information [24 CFR 5.232; HCV GB, p. 5-13]................................................................................. 3-15 3-II.E. Students Enrolled In Institutions of Higher Education [24 CFR 5.612, FR Notice 4/10/06, FR Notice 9/21/16]...................... 3-16 Definitions ...................................................................................... 3-16 Determining Student Eligibility...................................................... 3-20 3-II.F. EIV System Searches [EIV FAQs; EIV System Training 9/30/20; and Notice PIH 2023-27]...................................................................... 3-21 Existing Tenant Search ................................................................... 3-21 Debts Owed to PHAs and Terminations......................................... 3-22 Income and Income Validation Tool (IVT) Reports ...................... 3-22 Agenda Item 4.
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PART III: DENIAL OF ASSISTANCE ................................................................................ 3-23 3-III.A. Overview............................................................................................... 3-23 Forms of Denial [24 CFR 982.552(a)(2); HCV GB, p. 5-35] ........ 3-24 Prohibited Reasons for Denial of Program Assistance
[24 CFR 982.202(b), 24 CFR 5.2005(b)] ....................................... 3-24 3-III.B. Mandatory Denial of Assistance [24 CFR 982.553(a) and 24 CFR 982.552(b)(6)] .................................................................. 3-25 3-III.C. Restriction on Assistance Based on Assets [24 CFR 5.618] ................ 3-26 3-III.D. Other Permitted Reasons for Denial of Assistance ................................. 3-27 Criminal Activity [24 CFR 982.553].............................................. 3-27 Previous Behavior in Assisted Housing [24 CFR 982.552(c)]....... 3-28 3-III.E. Screening .............................................................................................. 3-30 Screening for Eligibility ................................................................. 3-30 Screening for Suitability as a Tenant [24 CFR 982.307]................ 3-31 3-III.F. Criteria for Deciding to Deny Assistance............................................. 3-32 Evidence [24 CFR 982.553(c)]....................................................... 3-32 Consideration of Circumstances [24 CFR 982.552(c)(2)].............. 3-32 Removal of a Family Member's Name from the Application......... 3-34 Reasonable Accommodation [24 CFR 982.552(c)(2)(iv)]............. 3-34 3-III.G. Notice of Eligibility or Denial .............................................................. 3-35 3-III.H. Prohibition Against Denial of Assistance to Victims of Domestic Violence, Dating Violence, Sexual Assault, Stalking.
and Human Trafficking......................................................................... 3-36 Notification..................................................................................... 3-36 Documentation................................................................................ 3-37 Exhibit 3-1: Detailed Definitions Related to Disabilities ......................................................... 3-30 Person with Disabilities [24 CFR 5.403]........................................ 3-39 Individual with Handicaps [24 CFR 8.3]........................................ 3-39 Exhibit 3-2: Definition of Institution of Higher Education [20 U.S.C 1001 and 1002] ........... 3-39 Eligibility of Students for Assisted Housing Under Section 8 of the U.S. Housing Act of 1937; Supplementary Guidance; Notice [Federal Register, April 10, 2006] ...................................... 3-43 Agenda Item 4.
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Chapter 4
APPLICATIONS, WAITING LIST AND TENANT SELECTION
PART I: THE APPLICATION PROCESS ........................................................................... 4-3 4-I.A. Overview................................................................................................. 4-3 4-I.B. Applying for Assistance
[HCV GB, pp. 4-11 – 4-16, Notice PIH 2009-36].................................. 4-3 4-I.C. Accessibility of the Application Process................................................ 4-4 Elderly and Disabled Populations [24 CFR 8 and HCV GB,
pp. 4-11 – 4-13] ................................................................................ 4-4 Limited English Proficiency............................................................. 4-4 4-I.D. Placement on the Waiting List................................................................ 4-5 Ineligible for Placement on the Waiting List.................................... 4-5 Eligible for Placement on the Waiting List ...................................... 4-5 PART II: MANAGING THE WAITING LIST...................................................................... 4-7 4-II.A. Overview................................................................................................. 4-7 4-II.B. Organization of the Waiting List [24 CFR 982.204 and 205]................ 4-7 4-II.C. Opening and Closing the Waiting List [24 CFR 982.206]..................... 4-8 Closing the Waiting List................................................................... 4-8 Reopening the Waiting List.............................................................. 4-8 4-II.D. Family Outreach [HCV GB, pp. 4-2 to 4-4]........................................... 4-9 4-II.E. Reporting Changes in Family Circumstances....................................... 4-10 4-II.F. Updating the Waiting List [24 CFR 982.204] ...................................... 4-10 Purging the Waiting List................................................................. 4-10 Removal from the Waiting List ...................................................... 4-11 PART III: SELECTION FOR HCV ASSISTANCE ............................................................. 4-13 4-III.A. Overview............................................................................................... 4-13 4-III.B. Selection and HCV Funding Sources................................................... 4-13 Special Admissions [24 CFR 982.203] .......................................... 4-13 Targeted Funding [24 CFR 982.204(e)]......................................... 4-13 Regular HCV Funding.................................................................... 4-13 4-III.C. Selection Method.................................................................................. 4-14 Local Preferences [24 CFR 982.207; HCV p. 4-16] ...................... 4-14 Income Targeting Requirement [24 CFR 982.201(b)(2)]............... 4-15 Order of Selection........................................................................... 4-15 4-III.D. Notification of Selection....................................................................... 4-16 4-III.E. The Application Interview.................................................................... 4-16 4-III.F. Completing the Application Process .................................................... 4-18 Agenda Item 4.
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Chapter 5
BRIEFINGS AND VOUCHER ISSUANCE
PART I: BRIEFINGS AND FAMILY OBLIGATIONS...................................................... 5-1 5-I.A. Overview................................................................................................. 5-1 5-I.B. Briefing [24 CFR 982.301]..................................................................... 5-2 Notification of Briefing .................................................................... 5-2 In-Person Briefings........................................................................... 5-2 Remote Briefings [Notice PIH 2020-32].......................................... 5-3 Accessibility Requirements for Persons with
Disabilities and LEP Individuals...................................................... 5-3 Conducting Remote Briefings .......................................................... 5-4 Oral Briefing [24 CFR 982.301(a)] .................................................. 5-5 Briefing Packet [24 CFR 982.301(b); New HCV GB,
Housing Search and Leasing, p. 7]................................................... 5-6 Additional Items to be Included in the Briefing Packet ................... 5-7 5-I.C. Family Obligations ................................................................................ 5-8 Time Frames for Reporting Changes Required
by Family Obligations ...................................................................... 5-8 Family Obligations [24 CFR 982.551]............................................. 5-8 PART II: SUBSIDY STANDARDS AND VOUCHER ISSUANCE.................................. 5-13 5-II.A. Overview............................................................................................... 5-13 5-II.B. Determining Family Unit (Voucher) Size [24 CFR 982.402].............. 5-13 5-II.C. Exceptions to Subsidy Standards.......................................................... 5-15 5-II.D. Voucher Issuance [24 CFR 982.302].................................................... 5-16 5-II.E. Voucher Term and Extensions.............................................................. 5-17 Voucher Term [24 CFR 982.303]................................................... 5-17 Extensions of Voucher Term [24 CFR 982.303(b)]....................... 5-17 Suspensions of Voucher Term [24 CFR 982.303(c)]..................... 5-19 Expiration of Voucher Term........................................................... 5-19 Agenda Item 4.
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Chapter 6
INCOME AND SUBSIDY DETERMINATIONS
[24 CFR Part 5, Subparts E and F; 24 CFR 982]
PART I: ANNUAL INCOME............................................................................................... 6-2 6-I.A. Overview [24 CFR 5.609] ...................................................................... 6-2 6-I.B. Household Composition and Income...................................................... 6-3 Overview........................................................................................... 6-3 Summary of Income Included and Excluded by Person................... 6-3 Temporarily Absent Family Members.............................................. 6-4 Family Members Permanently Confined for Medical Reasons........ 6-5 Joint Custody of Dependents............................................................ 6-5 Caretakers for a Child....................................................................... 6-6 6-I.C. Calculating Annual Income ................................................................... 6-7 Anticipating Annual Income [24 CFR 5.609(c)(1)] ......................... 6-7 Calculating Annual Income at Annual Reexamination
[24 CFR.609(c)(2); Notice PIH 2023-27] ........................................ 6-8 6-I.D. Earned Income ........................................................................................ 6-9 6-I.E. Earned Income Disallowance for Persons with Disabilities [24 CFR 5.617; Streamlining Final Rule (SFR)
Federal Register 3/8/16; Notice PIH 2023-27]..................................... 6-11 Calculation of the Disallowance..................................................... 6-11 Calculation Method ........................................................................ 6-11 6-I.F. Business and Self-Employment Income [24 CFR 5.609(b)(28); Notice PIH 2023-27]............................................................................. 6-12 Independent Contractors................................................................. 6-12 Business Expansion ........................................................................ 6-12 Capital Indebtedness....................................................................... 6-13 Negative Business Income.............................................................. 6-13 Withdrawal of Cash or Assets from a Business.............................. 6-13 Co-owned Businesses..................................................................... 6-13 Assets Owned by a Business Entity................................................ 6-13 6-I.G. Student Financial Assistance [FR Notice 2/14/23
and Notice PIH 2023-27]...................................................................... 6-14 Introduction..................................................................................... 6-14 Pre-HOTMA Section 8 Student Financial Assistance
Limitation [FR 4/10/06; Notice PIH 2015-21]............................... 6-14 HOTMA Student Financial Assistance Requirements
[24 CFR 5.609(b)(9)]...................................................................... 6-15 Types of Assistance ........................................................................ 6-16 Calculating Income from Student Financial Assistance
[HOTMA Student Financial Assistance Resource Sheet;
Notice PIH 2023-27........................................................................ 6-17 Agenda Item 4.
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6-I.H. Periodic Payments ................................................................................ 6-20 Lump-Sum Payments for the Delayed Start of a
Periodic Payment [24 CFR 5.609(b)(16)] ...................................... 6-20 Retirement Accounts [24 CFR 5.609(b)(26);
Notice PIH 2023-27]....................................................................... 6-21 Social Security Benefits [Notice PIH 2023-27].............................. 6-21 Alimony and Child Support............................................................ 6-22 6-I.I. Nonrecurring Income [24 CFR 5.609(b)(24) and
Notice PIH 2023-27]............................................................................. 6-23 6-I.J. Welfare Assistance ............................................................................... 6-24 Overview......................................................................................... 6-24 Sanctions Resulting in the Reduction of Welfare Benefits [24 CFR 5.615]............................................................................... 6-24 6-I.K. State Payments to Allow Individuals with Disabilities to Live at Home [24 CFR 5.609(b)(19)]................................................. 6-25 6-I.L. Civil Rights Settlements [24 CFR 5.609(b)(25);
FR Notice 2/14/23] ............................................................................... 6-25 6-I.M. Additional Exclusions From Annual Income [24 CFR 5.609(b)] ........ 6-26 PART II: ASSETS................................................................................................................ 6-31 6-II.A. Overview............................................................................................... 6-31 6-II.B. Assets Disposed of for Less Than Fair Market Value [24 CFR 5.603(b)(2)]............................................................................ 6-32 6-II.C. Asset Inclusions and Exclusions........................................................... 6-33 6-II.D. Determining Income from Assets......................................................... 6-42 PART III: ADJUSTED INCOME.......................................................................................... 6-45 6-III.A. Introduction........................................................................................... 6-45 Overview......................................................................................... 6-45 Anticipating Expenses.................................................................... 6-45 6-III.B. Dependent Deduction ........................................................................... 6-46 6-III.C. Elderly or Disabled Family Deduction................................................. 6-46 6-III.D. Health and Medical Care Expenses Deduction
[24 CFR 5.611(a)(3)(i) and 5.603(b)]................................................... 6-47 Definition of Medical Expenses...................................................... 6-47 Families That Qualify for Both and Medical and
Disability Assistance Expenses ...................................................... 6-47 6-III.E. Disability Assistance Expenses Deduction [24 CFR 5.603(b) and 24 CFR 5.611(a)(3)(ii)] ........................................................................ 6-48 Earned Income Limit on the Disability Assistance
Expense Deduction ......................................................................... 6-48 Necessary and Reasonable Expenses.............................................. 6-49 Families That Qualify for Both Health and Medical and
Disability Assistance Expenses ...................................................... 6-49 Agenda Item 4.
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6-III.F. Child Care Expense Deduction............................................................. 6-50 Clarifying the Meaning of Child for This Deduction ..................... 6-50 Qualifying for the Deduction.......................................................... 6-50 Earned Income Limit on Child Care Expense Deduction .............. 6-51 Eligible Child Care Expenses......................................................... 6-52 6-III.G. Hardship Exemptions [24 CFR 5.611(c), (d), and (e)]......................... 6-53 Health and Medical Care and Disability Assistance
Expenses [24 CFR 5.611(c); Notice PIH 2023-27]........................ 6-53 Phased-In Relief.............................................................................. 6-53 General Relief`................................................................................ 6-54 Child Care Expense Hardship Exemption [24 CFR 5.611(d)
and Notice PIH 2023-27]................................................................ 6-56 6-III.H. Permissive Deductions [24 CFR 5.611(b)(1)(ii)]................................. 6-58 PART IV: CALCULATING FAMILY SHARE AND PHA SUBSIDY............................... 6-59 6-IV.A. Overview of Rent and Subsidy Calculations........................................ 6-59 TTP Formula [24 CFR 5.628] ........................................................ 6-59 Family Share [24 CFR 982.305(a)(5)]............................................ 6-59 PHA Subsidy [24 CFR 982.505(b)]................................................ 6-60 Utility Reimbursement [24 CFR 982.514(b); 982.514(c)]............. 6-60 6-IV.B. Financial Hardships Affecting Minimum Rent [24 CFR 5.630].......... 6-61 Overview......................................................................................... 6-61 HUD-Defined Financial Hardship.................................................. 6-61 Implementation of Hardship Exemption ........................................ 6-61 6-IV.C. Applying Payment Standards [24 CFR 982.505; 982.503(b)] ............. 6-64 Overview......................................................................................... 6-64 Changes in Payment Standards....................................................... 6-64 Reasonable Accommodation .......................................................... 6-65 6-IV.D. Applying Utility Allowances [24 CFR 982.517].................................. 6-66 Overview......................................................................................... 6-66 Reasonable Accommodation and Individual Relief ....................... 6-66 Utility Allowance Revisions........................................................... 6-67 6-III.E. Prorated Assistance for Mixed Families [24 CFR 5.520]..................... 6-68 Exhibit 6-1: Annual Income Full Definition............................................................................. 6-69 Exhibit 6-2: Treatment of Family Assets.................................................................................. 6-74 Exhibit 6-3: The Effect of Welfare Benefit Reduction ............................................................. 6-75 Agenda Item 4.
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Chapter 7
VERIFICATION
[24 CFR 982.516, 24 CFR 982.551, 24 CFR 5.230, Notice PIH 2023-27] PART I: GENERAL VERIFICATION REQUIREMENTS................................................. 7-1 7-I.A. Family Consent to Release of Information [24 CFR 982.516; 982.551; CFR 5.230; and Notice PIH 2023-27]..................................... 7-1 Consent Forms.................................................................................. 7-1 Form HUD-9886 [24 CFR 5.230(b)(1), b(2), (c)(4), and (c)(5); and Notice PIH 2023-27].................................................................. 7-2 Penalties for Failing to Consent [24 CFR 5.232] ............................. 7-3 7-I.B. Use of Other Programs’ Income Determinations
[24 CFR 5.609(c)(3) and Notice PIH 2023-27]...................................... 7-4 7-I.C. Streamlined Income Determinations [24 CFR 960.257(c); Notice PIH 2023-27]............................................................................... 7-8 7-I.D. Verification Hierarchy [Notice PIH 2023-27]...................................... 7-10 File Documentation ........................................................................ 7-10 7-I.E. Level 5 and 6 Verification: Up-Front Income Verification (UIV)....... 7-11 Upfront Income Verification Using HUD’s Enterprise Income Verification (EIV) System (Mandatory)......................................... 7-11 Upfront Income Verification Using Non-HUD Systems................ 7-14 7-I.F. Level 4 Verification [Notice PIH 2023-27].......................................... 7-15 EIV +_Self-Certification ................................................................ 7-15 Written Third-Party Verification from the Source ......................... 7-15 7-I.G. Level 3 Verification: Written, Third-Party Form
[Notice PIH 2023 27]........................................................................... 7-17
7.I.H. Level 2: Oral Third-Party Verification [Notice PIH 2023-27]............. 7-17 When Third-Party Verification is Not Required
[Notice PIH 2023-27] ..................................................................... 7-18 7-I.I. Level 1: Non-Third-Party Verification Technique:
Self-Certification [Notice PIH 2023-27] .............................................. 7-19 PART II: VERIFYING FAMILY INFORMATION............................................................ 7-21 7-II.A. Verification of Legal Identity ............................................................... 7-21 7-II.B. Social Security Numbers [24 CFR 5.216, Notice PIH 2023-27].......... 7-22 7-II.C. Documentation of Age.......................................................................... 7-24 7-II.D. Family Relationships............................................................................ 7-25 Marriage.......................................................................................... 7-25 Separation or Divorce ..................................................................... 7-25 Absence of Adult Member.............................................................. 7-25 Foster Children and Foster Adults.................................................. 7-25 7-II.E. Verification of Student Status............................................................... 7-26 General Requirements .................................................................... 7-26 Restrictions on Assistance to Students Enrolled in
Institutions of Higher Education..................................................... 7-26 Agenda Item 4.
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7-II.F. Documentation of Disability................................................................. 7-27 Family Members Receiving SSA Disability Benefits.................... 7-28 Family Members Not Receiving SSA Disability Benefits............. 7-28 7-II.G. Citizenship or Eligible Immigration Status [24 CFR 5.508]................ 7-29 Overview......................................................................................... 7-29 U.S. Citizens and Nationals............................................................ 7-29 Eligible Immigrants........................................................................ 7-30 7-II.H. Verification of Preference Status.......................................................... 7-30 PART III: VERIFYING INCOME AND ASSETS ............................................................... 7-31 7-III.A. Earned Income ...................................................................................... 7-31 Tips................................................................................................. 7-31 Wages ............................................................................................. 7-31 7-III.B. Business and Self Employment Income ............................................... 7-32 7-III.C. Periodic Payments and Payments In Lieu of Earnings......................... 7-32 Social Security/SSI Benefits [Notice PIH 2023-27]....................... 7-32 7-III.D. Alimony or Child Support [Notice PIH 2023-27]................................ 7-34 7-III.E. NONRECURRING INCOME [Notice PIH 2023-27]............................. 7-34 7-III.F. Assets and Income From Assets........................................................... 7-35 Net Family Assets [24 CFR 5.603]................................................. 7-35 Self-Certification of Real Property Ownership
[24 CFR 5.618(b)(2)]...................................................................... 7-36 7-III.G. Assets Disposed of for Less Than Fair Market Value.......................... 7-37 7-III.H. Net Income From Rental Property........................................................ 7-37 7-III.I. Federal Tax Refunds or Refundable Tax Credits
[Notice PIH 2023-27] ........................................................................... 7-38 7-III.J. Retirement Accounts ............................................................................ 7-38 7-III.K. Income From Excluded Sources [Notice PIH 2023-27]....................... 7-38 7-III.L. Zero Income Status Reviews [Notice PIH 2023-27]............................ 7-39 7-III.M. Student Financial Assistance [24 CFR 5.609(b)(9)]............................. 7-40 7-III.L. Parental Income of Students Subject to Eligibility Restrictions........... 7-41 PART IV: VERIFYING MANDATORY DEDUCTIONS ................................................... 7-42 7-IV.A. Dependent and Elderly/Disabled Household Deductions..................... 7-42 Dependent Deduction ..................................................................... 7-42 Elderly/Disabled Family Deduction ............................................... 7-42 7-IV.B. Health and Medical Care Expense Deduction ...................................... 7-44 Amount of Expense ........................................................................ 7-44 Eligible Household ......................................................................... 7-45 Qualified Expenses......................................................................... 7-45 Unreimbursed Expenses ................................................................. 7-45 Expenses Incurred in Past Years..................................................... 7-45 7-IV.C. Disability Assistance Expenses ............................................................ 7-46 Amount of Expense ........................................................................ 7-46 Family Member is a Person with Disabilities................................. 7-48 Family Member(s) Permitted to Work ........................................... 7-48 Unreimbursed Expenses ................................................................. 7-48 Agenda Item 4.
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7-IV.D. Child Care Expenses............................................................................. 7-49 Eligible Child.................................................................................. 7-49 Unreimbursed Expense................................................................... 7-49 Pursuing an Eligible Activity ......................................................... 7-50 Allowable Type of Child Care........................................................ 7-51 Reasonableness of Expenses........................................................... 7-51 Exhibit 7-1: Summary of Documentation Requirements for Noncitizens [HCV GB, pp. 5-9 and 5-10]................................................................................ 7-52 Chapter 8
NATIONAL STANDARDS FOR THE PHYSICAL INSPECTION OF REAL ESTATE
AND RENT REASONABLENESS DETERMINATIONS
[24 CFR 5 Subpart G and Notice PIH 2023-28]
PART I: NSPIRE STANDARDS.......................................................................................... 8-3 8-I.A. Inspectable Areas [24 CFR 5.703(a)(1) and
24 CFR 5.705(a)(2)] ............................................................................... 8-3 8-I.B. Affirmative Habitability Requirements
[24 CFR 5.703(b), (c), and (d)]............................................................... 8-3 8-I.C. Modifications to Provide Accessibility
[24 CFR 100.203; Notice 2003-31; and Notice PIH 2014-02]............... 8-4 8-I.D. Additional Local Requirements
[24 CFR 5.705(a)(3) and Notice PIH 2023-28]...................................... 8-5 8-I.E. Life-Threatening Deficiencies [Notice PIH 2023-28]............................ 8-6 8-I.F. Owner and Family Responsibilities [24 CFR 982.404].......................... 8-9 Family Responsibilities .................................................................... 8-9 Owner Responsibilities..................................................................... 8-9 8-I.G. Lead-Based Paint.................................................................................. 8-10 Special Requirements for Children with Elevated Blood
Lead Level [24 CFR 35.1225; FR Notice 1/13/17;
Notice PIH 2017-13]....................................................................... 8-10 8-I-H. Violation of Space Standards [24 CFR 5.703(d)(5)]............................ 8-11 PART II: THE INSPECTION PROCESS............................................................................ 8-13 8-II.A. Overview [24 CFR 982.405] ................................................................ 8-13 Types of Inspections....................................................................... 8-13 Inspection of PHA-Owned Units [24 CFR 982.352(b)]................. 8-13 Inspection Costs [Notice PIH 2016-05; 24 CFR 5.705(d)] ............ 8-14 Remote Video Inspections (RVIs) [Notice PIH 2020-31].............. 8-14 Notice and Scheduling.................................................................... 8-14 Owner and Family Inspection Attendance ..................................... 8-15 8-II.B. Initial Inspection ................................................................................... 8-15 Approving Units [FR Notice 1/18/17; Notice PIH 2017-20; and 24 CFR 982.406]...................................................................... 8-15 Timing of Initial Inspections [24 CFR 982.395(b)(2)(i)]............... 8-15 Inspection Results and Reinspections............................................. 8-16 Agenda Item 4.
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Utilities ........................................................................................... 8-16 Appliances ...................................................................................... 8-16 8-II.C. Annual/Biennial Inspections [24 CFR 982.405 and 982.406; Notice PIH 2016-05]............................................................................. 8-17 Scheduling the Inspection............................................................... 8-17 8-II.D. Special Inspections [24 CFR 982.405(g)] ............................................ 8-17 8-II.E. Quality Control Inspections [24 CFR 982.405(b); 24 CFR 985.3(e); HCV GB, p. 10-32]................................................. 8-18 8-II.F. Inspection Results and Reinspections for Units Under HAP Contract........................................................................................ 8-17 Correction Timeframes................................................................... 8-17 Notification of Corrective Actions ................................................. 8-17 Extensions....................................................................................... 8-19 Reinspections.................................................................................. 8-19 8-II.G. Enforcing Owner Compliance .............................................................. 8-20 HAP Abatement.............................................................................. 8-20 HAP Contract Termination............................................................. 8-20 8-II.H. Enforcing Family Compliance with HQS [24 CFR 982.404(b)].......... 8-20 PART III: RENT REASONABLENESS [24 CFR 982.507]................................................. 8-21 8-III.A. Overview............................................................................................... 8-21 PHA-Owned Units [24 CFR 982.352(b)]....................................... 8-21 8-III.B. When Rent Reasonableness Determinations Are Required.................. 8-22 Owner-Initiated Rent Determinations............................................. 8-22 PHA- and HUD-Initiated Rent Reasonableness Determinations ... 8-22 LIHTC- and HOME-Assisted Units [24 CFR 982.507(c) ............. 8-23 8-III.C. How Comparability Is Established ....................................................... 8-23 Factors to Consider......................................................................... 8-23 Units that Must Not be Used as Comparables................................ 8-23 Rents Charged for Other Units on the Premises............................. 8-24 8-III.D. PHA Rent Reasonableness Methodology............................................. 8-25 How Market Data Is Collected ....................................................... 8-25 How Rents Are Determined............................................................ 8-25 Exhibit 8-1: affirmative habitability requirements.................................................................... 8-27 Chapter 9
GENERAL LEASING POLICIES
9-I.A. Tenant Screening .................................................................................... 9-2 9-I.B. Requesting Tenancy Approval [Form HUD-52517].............................. 9-3 9-I.C. Owner Participation................................................................................ 9-4 9-I.D. Eligible Units.......................................................................................... 9-5 Ineligible Units [24 CFR 982.352(a)]............................................... 9-5 PHA-Owned Units [24 CFR 982.352(b)]......................................... 9-5 Special Housing Types [24 CFR 982 Subpart M]............................ 9-5 Duplicative Assistance [24 CFR 982.352(c)]................................... 9-6 NSPIRE Standards [Notice PIH 2023-28]........................................ 9-6 Agenda Item 4.
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Unit Size ........................................................................................... 9-7 Rent Reasonableness [24 CFR 982.305 and 24 CFR 982.507]........ 9-7 Rent Burden [24 CFR 982.508]........................................................ 9-7 9-I.E. Lease and Tenancy Addendum............................................................... 9-8 Lease Form and Tenancy Addendum [24 CFR 982.308]................. 9-8 Lease Information [24 CFR 982.308(d)].......................................... 9-8 Term of Assisted Tenancy................................................................ 9-9 Security Deposit [24 CFR 982.313 (a) and (b)] ............................... 9-9 Separate Non-Lease Agreements between Owner and Tenant....... 9-10 PHA Review of Lease .................................................................... 9-11 9-I.F. Tenancy Approval [24 CFR 982.305] .................................................. 9-12 9-I.G. HAP Contract Execution [24 CFR 982.305]........................................ 9-13 9-I.H. Changes in Lease or Rent [24 CFR 982.308]....................................... 9-14 Chapter 10
MOVING WITH CONTINUED ASSISTANCE AND PORTABILITY
PART I: MOVING WITH CONTINUED ASSISTANCE................................................. 10-1 10-I.A. Allowable Moves.................................................................................. 10-1 10-I.B. Restrictions On Moves ......................................................................... 10-3 Denial of Moves ............................................................................. 10-3 Restrictions on Elective Moves [24 CFR 982.354(c)].................... 10-4 10-I.C. Moving Process .................................................................................... 10-5 Notification..................................................................................... 10-5 Approval ......................................................................................... 10-5 Reexamination of Family Income and Composition...................... 10-5 Voucher Issuance and Briefing....................................................... 10-5 Housing Assistance Payments [24 CFR 982.311(d)] ..................... 10-6 Zero HAP Families Who Wish to Move [24 CFR 982.455].......... 10-6 PART II: PORTABILITY .................................................................................................... 10-7 10-II.A. Overview............................................................................................... 10-7 10-II.B. Initial PHA Role ................................................................................... 10-8 Allowable Moves under Portability................................................ 10-8 Determining Income Eligibility...................................................... 10-9 Reexamination of Family Income and Composition...................... 10-9 Briefing......................................................................................... 10-10 Voucher Issuance and Term ......................................................... 10-10 Voucher Extensions and Expiration ............................................. 10-10 Preapproval Contact with the Receiving PHA ............................. 10-11 Initial Notification to the Receiving PHA .................................... 10-11 Sending Documentation to the Receiving PHA ........................... 10-12 Initial Billing Deadline [Notice PIH 2016-09]............................. 10-13 Monthly Billing Payments [Notice PIH 2016-09]........................ 10-14 Annual Updates of Form HUD-50058 ......................................... 10-14 Denial or Termination of Assistance [24 CFR 982.355(c)(17)]... 10-14 Agenda Item 4.
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10-II.C. Receiving PHA Role........................................................................... 10-15 Responding to Initial PHA’s Request [24 CFR 982.355(c)]........ 10-15 Initial Contact with Family........................................................... 10-15 Briefing......................................................................................... 10-16 Income Eligibility and Reexamination ......................................... 10-16 Voucher Issuance.......................................................................... 10-17 Notifying the Initial PHA ............................................................. 10-18 Administering a Portable Family’s Voucher................................ 10-18 Absorbing a Portable Family........................................................ 10-22 Chapter 11
REEXAMINATIONS
PART I: ANNUAL REEXAMINATIONS [24 CFR 982.516]........................................... 11-1 11-I.A. Overview............................................................................................... 11-1 11-I.B. Scheduling Annual Reexaminations..................................................... 11-2 Notification of and Participation in the Annual
Reexamination Process................................................................... 11-2 11-I.C. Conducting Annual Reexaminations.................................................... 11-3 11-I.D. Determining Ongoing Eligibility of Certain Students [24 CFR 982.552(b)(5)]........................................................................ 11-5 11-I.E. Calculating Annual Income at Annual Reexamination [24 CFR 5.609(c)(2) and Notice PIH 2023-27].................................... 11-6 11-I.F. Effective Dates...................................................................................... 11-8 PART II: INTERIM REEXAMINATIONS [24 CFR 982.516; Notice PIH 2023-27] ........ 11-9 11-II.A. Overview............................................................................................... 11-9 11-II.B. Changes In Family and Household Composition ................................. 11-9 Reporting ........................................................................................ 11-9 New Family Members Not Requiring PHA Approval ................... 11-9 New Family and Household Members Requiring Approval ........ 11-10 Departure of a Family or Household Member.............................. 11-11 11-II.C. Changes Affecting Income or Expenses............................................. 11-12 Overview....................................................................................... 11-12 Interim Decreases [24 CFR 982.516(c)(2)
and Notice PIH 2023-27].............................................................. 11-12 Interim Increases [24 CFR 982.516(c)(3) and
Notice PIH 2023-27]..................................................................... 11-13 11-II.D. Effective Dates [24 CFR 982.516(e) and Notice 2023-27]................ 11-16 Changes Reported Timely [Notice PIH 2023-27] ........................ 11-17 Changes Not Reported Timely [Notice PIH 2023-27] ................. 11-17 PART III: RECALCULATING FAMILY SHARE AND SUBSIDY AMOUNT .............. 11-19 11-III.A. Overview............................................................................................. 11-19 11-III.B. Changes In Payment Standards and Utility Allowances .................... 11-19 Payment Standards [24 CFR 982.505] ......................................... 11-19 Subsidy Standards [24 CFR 982.505(c)(4)] ................................. 11-20 Agenda Item 4.
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Utility Allowances [24 CFR 982.517(d)]..................................... 11-20 11-III.C. Notification of New Family Share and HAP Amount........................ 11-20 11-III.D. Discrepancies...................................................................................... 11-21 PART IV: NON-INTERIM REEXAMINATION TRANSACTIONS
[Notice PIH 2023-27]......................................................................................... 11-23 Exhibit 11-1:Calculating Income at Annual Reexamination................................................... 11-25 Chapter 12
TERMINATION OF ASSISTANCE AND TENANCY
PART I: GROUNDS FOR TERMINATION OF ASSISTANCE ...................................... 12-1 12-I.A. Overview............................................................................................... 12-1 12-I.B. Family No Longer Requires Assistance [24 CFR 982.455]................. 12-1 12-I.C. Family Chooses to Terminate Assistance............................................. 12-2 12-I.D. Mandatory Termination of Assistance.................................................. 12-2 Eviction [24 CFR 982.552(b)(2), 24 CFR 5.2005(c)(1)]................ 12-2 Failure to Provide Consent [24 CFR 982.552(b)(3)]...................... 12-2 Failure to Document Citizenship [24 CFR 982.552(b)(4)
and 24 CFR 5.514(c)] ..................................................................... 12-3 Failure to Disclose and Document Social Security Numbers [24 CFR 5.218(c), Notice PIH 2018-24] ........................................ 12-3 Methamphetamine Manufacture or Production
[24 CFR 983.553(b)(1)(ii)]............................................................. 12-3 Failure of Students to Meet Ongoing Eligibility
Requirements [24 CFR 982.552(b)(5) and FR 4/10/06]................. 12-3 Death of the Sole Family Member [24 CFR 982.311(d) and
Notice PIH 2010-9]......................................................................... 12-4 12-I.E. Mandatory Policies and Other Authorized Terminations..................... 12-4 Mandatory Policies [24 CFR 982.553(b) and 982.551(l)].............. 12-4 Other Authorized Reasons for Termination of Assistance
[24 CFR 982.552(c), 24 CFR 5.2005(c), 24 CFR 984.101(d)] ...... 12-7 PART II: APPROACH TO TERMINATION OF ASSISTANCE..................................... 12-11 12-II.A. Overview............................................................................................. 12-11 12-II.B. Method of Termination [24 CFR 982.552(a)(3)] ............................... 12-11 12-II.C. Alternatives to Termination of Assistance ......................................... 12-11 Change in Household Composition.............................................. 12-11 Repayment of Family Debts......................................................... 12-11 12-II.D. Criteria for Deciding to Terminate Assistance ................................... 12-12 Evidence ....................................................................................... 12-12 Use of Criminal Conviction Records
after Admission [24 CFR 5.903] .................................................. 12-12 Consideration of Circumstances [24 CFR 982.552(c)(2)(i)]........ 12-12 Reasonable Accommodation [24 CFR 982.552(c)(2)(iv)]........... 12-13 Agenda Item 4.
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12-II.E. Terminations Related to Domestic Violence, Dating Violence, Sexual Assault, Stalking, or Human Trafficking................................ 12-14 VAWA Protections against Terminations.................................... 12-14 Limitations on VAWA Protections
[24 CFR 5.2005(d) and (e)] .......................................................... 12-15 Documentation of Abuse [24 CFR 5.2007].................................. 12-16 Terminating the Assistance of a Domestic
Violence Perpetrator..................................................................... 12-16 12-II.F. Termination Notice............................................................................. 12-18 PART III: TERMINATION OF TENANCY BY THE OWNER........................................ 12-19 12-III.A. Overview............................................................................................. 12-19 12-III.B. Grounds for Owner Termination of Tenancy
[24 CFR 982.310, 24 CFR 5.2005(c), and
Form HUD-52641-A, Tenancy Addendum]....................................... 12-19 Serious or Repeated Lease Violations.......................................... 12-19 Violation of Federal, State, or Local Law .................................... 12-19 Criminal Activity or Alcohol Abuse............................................. 12-19 Other Good Cause......................................................................... 12-20 12-III.C. Eviction [24 CFR 982.310(e) and (f) and Form HUD-52641-A, Tenancy Addendum] .......................................................................... 12-21 12-III.D. Deciding Whether to Terminate Tenancy
[24 CFR 982.310(h), 24 CFR 982.310(h)(4)]..................................... 12-20 12-III.E. Effect of Tenancy Termination on the Family’s Assistance .............. 12-22 Exhibit 12-1:Statement of Family Obligations........................................................................ 12-23 Chapter 13
OWNERS
PART I: OWNERS IN THE HCV PROGRAM ................................................................. 13-3 13-I.A. Owner Recruitment and Retention [HCV GB, pp. 2-4 to 2-6; HCV Landlord Strategy Guidebook for PHAs].................................... 13-3 Recruitment..................................................................................... 13-3 Retention......................................................................................... 13-4 13-I.B. Basic HCV Program Requirements...................................................... 13-5 13-I.C. Owner Responsibilities [24 CFR 982.452]........................................... 13-7 13-I.D. Owner Qualifications............................................................................ 13-8 Owners Barred from Participation [24 CFR 982.306(a) and (b)]... 13-8 Leasing to Relatives [24 CFR 982.306(d), HCV GB p. 11-2] ....... 13-8 Conflict of Interest [24 CFR 982.161; HCV GB p. 8-19;
Form HUD-52641, Section 13] ...................................................... 13-8 Owner Actions That May Result in Disapproval of a
Tenancy Request [24 CFR 982.306(c)]........................................ 13-10 Legal Ownership of Unit .............................................................. 13-11 Agenda Item 4.
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13-I.E. Non-Discrimination [HAP Contract – Form HUD-52641]................ 13-11 PART II: HAP CONTRACTS............................................................................................ 13-13 13-II.A. Overview............................................................................................. 13-13 13-II.B. HAP Contract Contents ...................................................................... 13-14 13-II.C. HAP Contract Payments..................................................................... 13-16 General.......................................................................................... 13-16 Owner Certification of Compliance.............................................. 13-16 Late HAP Payments [24 CFR 982.451(a)(5)] .............................. 13-17 Termination of HAP Payments [24 CFR 982.311(b)].................. 13-17 13-II.D. Breach of HAP Contract [24 CFR 982.453]....................................... 13-18 13-II.E. HAP Contract Term and Terminations............................................... 13-19 13-II.F. Change In Ownership / Assignment of the HAP Contract [HUD-52641]...................................................................................... 13-21 13-II.G. Foreclosure [Notice PIH 2010-49] ..................................................... 13-22 Chapter 14
PROGRAM INTEGRITY
PART I: PREVENTING, DETECTING, AND INVESTIGATING ERRORS AND PROGRAM ABUSE............................................................................................ 14-3 14-I.A. Preventing Errors and Program Abuse ................................................. 14-3 14-I.B. Detecting Errors and Program Abuse ................................................... 14-4 Quality Control and Analysis of Data ............................................ 14-4 Independent Audits and HUD Monitoring ..................................... 14-4 Individual Reporting of Possible Errors and Program Abuse ........ 14-4 14-I.C. Investigating Errors and Program Abuse.............................................. 14-5 When the PHA Will Investigate ..................................................... 14-5 Consent to Release of Information [24 CFR 982.516]................... 14-5 Analysis and Findings..................................................................... 14-5 Consideration of Remedies............................................................. 14-6 Notice and Appeals......................................................................... 14-6 PART II: CORRECTIVE MEASURES AND PENALTIES ............................................... 14-7 14-II.A. Subsidy Under- or Overpayments ........................................................ 14-7 Corrections...................................................................................... 14-7 Reimbursement............................................................................... 14-7 14-II.B. Family-Caused Errors and Program Abuse .......................................... 14-8 Family Reimbursement to PHA [HCV GB pp. 22-12 to 22-13].... 14-8 PHA Reimbursement to Family [HCV GB p. 22-12]..................... 14-8 Prohibited Actions.......................................................................... 14-9 Penalties for Program Abuse .......................................................... 14-9 14-II.C. Owner-Caused Error or Program Abuse............................................. 14-10 Owner Reimbursement to the PHA .............................................. 14-10 Prohibited Owner Actions ............................................................ 14-10 Remedies and Penalties ................................................................ 14-11 14-II.D. PHA-Caused Errors or Program Abuse.............................................. 14-12 Agenda Item 4.
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De Minimis Errors [24 CFR 5.609(c)(4)]..................................... 14-12 Prohibited Activities..................................................................... 14-13 14-II.E. Criminal Prosecution .......................................................................... 14-14 14-II.F. Fraud and Program Abuse Recoveries ............................................... 14-14 Chapter 15
SPECIAL HOUSING TYPES
[24 CFR 982 Subpart M; New HCV GB, Special Housing Types] PART I: SINGLE ROOM OCCUPANCY [24 CFR 982.602 through 982.605; Form HUD-52641; New HCV GB, Special Housing Types, p. 4]....................... 15-3 15-I.A. Overview............................................................................................... 15-3 15-I.B. Payment Standard, Utility Allowance, and HAP Calculation .............. 15-3 15-I.C. National Standards for the Physical Inspection of Real Estate (NSPIRE)........................................................................... 15-3 PART II: CONGREGATE HOUSING [24 CFR 982.606 through 982.609; Form HUD-52641; New HCV GB, Special Housing Types, p. 6]....................... 15-5 15-II.A. Overview............................................................................................... 15-5 15-II.B. Payment Standard, Utility Allowance, and HAP Calculation .............. 15-6 15-II.C. National Standards for the Physical Inspection of Real Estate (NSPIRE)........................................................................... 15-6 PART III: GROUP HOME [24 CFR 982.610 through 982.614; Form HUD-52641; and New HCV GB, Special Housing Types, p. 8]................................................ 15-7 15-III.A. Overview............................................................................................... 15-7 15-III.B. Payment Standard, Utility Allowance, and HAP Calculation .............. 15-7 15-III.C. National Standards for the Physical Inspection of Real Estate (NSPIRE)........................................................................... 15-8 PART IV: SHARED HOUSING [24 CFR 982.615 through 982.618; Form HUD-52641; Notice PIH 2021-05; New HCV GB, Special Housing Types, p. 11]................ 15-11 15-IV.A. Overview............................................................................................. 15-11 15-IV.B. Payment Standard, Utility Allowance and HAP Calculation ............. 15-13 15-IV.C. National Standards for the Physical Inspection of Real Estate (NSPIRE)......................................................................... 15-14 PART V: COOPERATIVE HOUSING [24 CFR 982.619; New HCV GB, Special Housing Types, p. 14]............................................................................ 15-15 15-V.A. Overview............................................................................................. 15-15 15-V.B. Payment Standard, Utility Allowance and HAP Calculation ............. 15-15 15-V.C. National Standards for the Physical Inspection of Real Estate (NSPIRE)......................................................................... 15-16 Agenda Item 4.
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PART VI: MANUFACTURED HOMES [24 CFR 982.620 through 982.624; FR Notice 1/18/17; New HCV GB, Special Housing Types, p. 15;] ................. 15-17 15-VI.A. Overview............................................................................................. 15-17 15-VI.B. Special Requirements for Manufactured Home Owners Who Lease A Space............................................................................ 15-17 Family Income .............................................................................. 15-17 Lease and HAP Contract .............................................................. 15-17 15-VI.C. Payment Standard, Utility Allowance and HAP Calculation [FR Notice 1/18/17]............................................................................ 15-18 Payment Standards........................................................................ 15-18 Utility Allowance.......................................................................... 15-18 Space Rent .................................................................................... 15-18 Amortization Costs....................................................................... 15-19 Housing Assistance Payment........................................................ 15-19 Rent Reasonableness .................................................................... 15-19 15-VI.D. National Standards for the Physical Inspection of Real Estate (NSPIRE)......................................................................... 15-20 PART VII: HOMEOWNERSHIP [24 CFR 982.625 through 982.643]................................ 15-21 15-VII.A.Overview [24 CFR 982.625] .............................................................. 15-21 15-VII.B. Family Eligibility [24 CFR 982.627].................................................. 15-22 15-VII.C. Selection of Families [24 CFR 982.626]............................................ 15-24 15-VII.D.Eligible Units [24 CFR 982.628]........................................................ 15-25 15-VII.E. Additional PHA Requirements for Search and Purchase [24 CFR 982.629]............................................................................... 15-27 15-VII.F. Homeownership Counseling [24 CFR 982.630] ................................ 15-28 15-VII.G.Home Inspections, Contract of Sale, and PHA Disapproval of Seller [24 CFR 982.631]..................................................................... 15-29 Home Inspections ......................................................................... 15-29 Contract of Sale ............................................................................ 15-30 Disapproval of a Seller ................................................................. 15-30 15-VII.H.FINANCING [24 CFR 982.632]........................................................ 15-31 15-VII.I. Continued Assistance Requirements; Family Obligations [24 CFR 982.633]............................................................................... 15-32 15-VII.J. Maximum Term of Homeowner Assistance [24 CFR 982.634]......... 15-33 15-VII.K.Homeownership Assistance Payments and Homeownership Expenses [24 CFR 982.635]............................................................... 15-34 15-VII.L. Portability [24 CFR 982.636, 982.637, 982.353(b) and (c), 982.552, 982.553]............................................................................... 15-36 15-VII.M. Moving with Continued Assistance [24 CFR 982.637].................... 15-37 15-VII.N.Denial or Termination of Assistance [24 CFR 982.638].................... 15-38 Agenda Item 4.
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Chapter 16
PROGRAM ADMINISTRATION
PART I: ADMINISTRATIVE FEE RESERVE [24 CFR 982.155] ................................... 16-3 PART II: SETTING PROGRAM STANDARDS AND SCHEDULES .............................. 16-5 16-II.A. Overview............................................................................................... 16-5 16-II.B. Payment Standards [24 CFR 982.503; HCV GB, Chapter 7]............... 16-5 Updating Payment Standards.......................................................... 16-6 Exception Payment Standards [24 CFR 982.503(c)(5),
Notice PIH 2018-01, FR Notice 9/27/21]....................................... 16-7 Voluntary Use of Small Area FMRs
[24 CFR 982.503, Notice PIH 2018-01]......................................... 16-7 Unit-by-Unit Exceptions [24 CFR 982.503(b),
24 CFR 982.505(d), Notice PIH 2010-26] ..................................... 16-7 "Success Rate" Payment Standard Amounts
[24 CFR 982.503(e)]....................................................................... 16-8 Decreases in the Payment Standard below
the Basic Range [24 CFR 982.503(d)] ........................................... 16-8 16-II.C. Utility Allowances [24 CFR 982.517].................................................. 16-9 Air Conditioning............................................................................. 16-9 Reasonable Accommodation and Individual Relief ..................... 16-10 Utility Allowance Revisions......................................................... 16-10 PART III: INFORMAL REVIEWS AND HEARINGS...................................................... 16-11 16-III.A. Overview............................................................................................. 16-11 16-III.B. Informal Reviews................................................................................ 16-11 Decisions Subject to Informal Review
[24 CFR 982.554(a) and (c)] ........................................................ 16-11 Notice to the Applicant [24 CFR 982.554(a)] .............................. 16-12 Scheduling an Informal Review ................................................... 16-12 Informal Review Procedures [24 CFR 982.554(b)] ..................... 16-12 Remote Informal Reviews [Notice PIH 2020-32]........................ 16-13 Conducting Remote Informal Reviews ........................................ 16-14 Ensuring Accessibility for Persons with Disabilities
and LEP Individuals ..................................................................... 16-13 Informal Review Decision [24 CFR 982.554(b)]......................... 16-15 16-III.C. Informal Hearings for Participants [24 CFR 982.555]....................... 16-16 Decisions Subject to Informal Hearing......................................... 16-16 Remote Informal Hearings [Notice PIH 2020-32] ....................... 16-17 Ensuring Accessibility for Persons with Disabilities
and LEP Individuals ..................................................................... 16-18 Conducting Informal Hearings Remotely..................................... 16-19 Informal Hearing Procedures........................................................ 16-20 Agenda Item 4.
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16-III.D. Hearing and Appeal Provisions for Noncitizens [24 CFR 5.514]................................................................................... 16-27 Notice of Denial or Termination of Assistance
[24 CFR 5.514(d)] ........................................................................ 16-27 USCIS Appeal Process [24 CFR 5.514(e)]................................... 16-28 Informal Hearing Procedures for Applicants
[24 CFR 5.514(f)]......................................................................... 16-28 Informal Hearing Procedures for Residents
[24 CFR 5.514(f)]......................................................................... 16-30 Retention of Documents [24 CFR 5.514(h)] ................................ 16-30 PART IV: OWNER OR FAMILY DEBTS TO THE PHA ................................................. 16-31 16-IV.A. Overview............................................................................................. 16-31 16-IV.B. Repayment Policy............................................................................... 16-31 Owner Debts to the PHA .............................................................. 16-31 Family Debts to the PHA.............................................................. 16-32 Refusal to Enter into an Agreement.............................................. 16-32 Repayment Agreement [24 CFR 792.103]................................... 16-32 General Repayment Agreement Guidelines for Families............. 16-32 Repayment Agreements Involving Improper Payments............... 16-34 PART V: SECTION 8 MANAGEMENT ASSESSMENT PROGRAM (SEMAP) .......... 16-35 16-V.A. Overview............................................................................................. 16-35 16-V.B. SEMAP Certification [24 CFR 985.101]............................................ 16-36 HUD Verification Method............................................................ 16-36 16-V.C. SEMAP Indicators [24 CFR 985.3 and form HUD-52648] ............... 16-37 SEMAP Indicators Chart .............................................................. 16-37 PART VI: RECORD KEEPING ......................................................................................... 16-41 16-VI.A. Overview............................................................................................. 16-41 16-VI.B. Record Retention [24 CFR 982.158; 24 CFR 908.101] ..................... 16-41 16-VI.C. Records Management ......................................................................... 16-42 Privacy Act Requirements [24 CFR 5.212 and Form-9886]........ 16-42 Upfront Income Verification (UIV) Records ............................... 16-43 Criminal Records.......................................................................... 16-43 Medical/Disability Records.......................................................... 16-43 Documentation of Domestic Violence,
Dating Violence, Sexual Assault, Stalking
or Human Trafficking ................................................................... 16-43 PART VII: REPORTING AND RECORD KEEPING FOR CHILDREN
WITH ELEVATED BLOOD LEAD LEVEL ................................................... 16-45 16-VII.A.Overview............................................................................................. 16-45 16-VII.B.Reporting Requirement [24 CFR 35.1225(e) );
Notice PIH 2017-13]........................................................................... 16-45 16-VII.C.Data Collection and Record Keeping [24 CFR 35.1225(f)]............... 16-45 Agenda Item 4.
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PART VIII: DETERMINATION OF INSUFFICIENT FUNDING ...................................... 16-47 16-VIII.A. Overview........................................................................................... 16-47 16-VIII.B. Methodology..................................................................................... 16-47 PART IX: VIOLENCE AGAINST WOMEN ACT (VAWA): NOTIFICATION, DOCUMENTATION, CONFIDENTIALITY................................................... 16-49 16-IX.A. Overview ............................................................................................. 16-49 16-IX.B. Definitions [24 CFR 5.2003]............................................................... 16-49 16-IX.C. Notification [24 CFR 5.2005(a), 42 USC 13925] ............................... 16-51 Notification to Public.................................................................... 16-51 Notification to Program Applicants and Participants
[24 CFR 5.2005(a)(1)].................................................................. 16-52 Notification to Owners and Managers.......................................... 16-53 16-IX.D. Documentation [24 CFR 5.2007]........................................................ 16-54 Conflicting Documentation [24 CFR 5.2007(e)].......................... 16-55 Discretion to Require No Formal Documentation
[24 CFR 5.2007(d)] ...................................................................... 16-55 Failure to Provide Documentation [24 CFR 5.2007(c)]............... 16-56 16-IX.E. CONFIDENTIALITY [24 CFR 5.2007(b)(4)].................................... 16-56 Exhibit 16-1:Sample Notice of Occupancy Rights Under the Violence Against Women Act, Form HUD-5380 ............................................................. 16-57 Exhibit 16-2:Certification of Domestic Violence, Dating Violence, Sexual Assault, or Stalking and Alternate Documentation, Form HUD-5382 ............................ 16-63 Exhibit 16-3: Emergency Transfer Plan for Victims of Domestic Violence, Dating Violence, Sexual Assault, or Stalking (HCV Version) .......................... 16-65 Exhibit 16-4: Emergency Transfer Request for Certain Victims of Domestic Violence, Dating Violence, Sexual Assault, or Stalking, Form HUD-5383 ...................... 16-69 Exhibit 16-5: Model Owner Notification of Rights and Obligations ...................................... 16-73 Agenda Item 4.
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Chapter 17
PROJECT-BASED VOUCHERS
PART I: GENERAL REQUIREMENTS............................................................................ 17-3 17-I.A. Overview [24 CFR 983.5; FR Notice 1/18/17;
Notice PIH 2017-21]............................................................................. 17-3 Additional Project-Based Units [FR Notice 1/18/17;
Notice PIH 2017-21; FR Notice 1/24/22]....................................... 17-3 Units Not Subject to the PBV Program Limitation
[FR Notice 1/18/17; Notice PIH 2017-21] ..................................... 17-4 17-I.B. Tenant-Based vs. Project-Based Voucher Assistance [24 CFR 983.2]..................................................................................... 17-5 17-I.C. Relocation Requirements [24 CFR 983.7]............................................ 17-5 17-I.D. Equal Opportunity Requirements [24 CFR 983.8]............................... 17-5 PART II: PBV OWNER PROPOSALS ............................................................................... 17-7 17-II.A. Overview............................................................................................... 17-7 17-II.B. Owner Proposal Selection Procedures [24 CFR 983.51(b)]................. 17-7 Units Selected Non-Competitively [FR Notice 1/18/17;
Notice PIH 2017-21; 24 CFR 983.51(b)] ....................................... 17-7 Solicitation and Selection of PBV Proposals
[24 CFR 983.51(c)]......................................................................... 17-8 PHA-Owned Units [24 CFR 983.51(e), 983.59,
FR Notice 1/18/17 and Notice PIH 2017-21]............................... 17-11 PHA Notice of Owner Selection [24 CFR 983.51(d)].................. 17-12 17-II.C. Housing Type [24 CFR 983.52] ......................................................... 17-12 17-II.D. Prohibition of Assistance for Certain Units........................................ 17-13 Ineligible Housing Types [24 CFR 983.53] ................................. 17-13 Subsidized Housing [24 CFR 983.54].......................................... 17-13 17-II.E. Subsidy Layering Requirements [24 CFR 983.55,
Notice PIH 2013-11, and FR Notice 3/13/23].................................... 17-14 17-II.F. Cap On Number of PBV Units in Each Project ................................. 17-15 25 Percent per Project Cap [24 CFR 983.56,
FR Notice 1/18/17, and Notice PIH 2017-21].............................. 17-15 Exceptions to 25 Percent per Project Cap
[FR Notice 1/18/17; Notice PIH 2017-21; FR Notice 1/24/22] ... 17-15 Projects not Subject to a Project Cap
[FR Notice 1/18/17; Notice PIH 2017-21] ................................... 17-16 Promoting Partially Assisted Projects
[24 CFR 983.56(c)]....................................................................... 17-16 Agenda Item 4.
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17-II.G. Site Selection Standards .................................................................... 17-17 Compliance with PBV Goals, Civil Rights Requirements,
and NSPIRE Site Standards [24 CFR 983.57(b)]......................... 17-17 Existing and Rehabilitated Housing Site and Neighborhood Standards [24 CFR 983.57(d)]...................................................... 17-18 New Construction Site and Neighborhood Standards
[24 CFR 983.57(e)]....................................................................... 17-18 17-II.H. Environmental Review [24 CFR 983.58]........................................... 17-19 PART III: DWELLING UNITS........................................................................................... 17-21 17-III.A. Overview............................................................................................. 17-21 17-III.B. National Standards for the Physical Inspection of Real Estate [24 CFR 983.101]............................................................................... 17-21 Lead-based Paint [24 CFR 983.101(c)]........................................ 17-21 17-III.C. Housing Accessibility for Persons with Disabilities .......................... 17-21 17-III.D. Inspecting Units.................................................................................. 17-22 Pre-selection Inspection [24 CFR 983.103(a)]............................. 17-22 Pre-HAP Contract Inspections [24 CFR 983.103(b),
FR Notice 1/18/17, and Notice PIH 2017-20].............................. 17-22 Turnover Inspections [24 CFR 983.103(c)................................... 17-22 Annual/Biennial Inspections [24 CFR 983.103(d),
FR Notice 6/25/14] ....................................................................... 17-22 Alternative Inspections [24 CFR 983.103(g);
Notice PIH 2016-05]..................................................................... 17-23 Other Inspections [24 CFR 983.103(e)] ....................................... 17-23 Inspecting PHA-Owned Units [24 CFR 983.103(f)].................... 17-23 PART IV: REHABILITATED AND NEWLY CONSTRUCTED UNITS......................... 17-25 17-IV.A. Overview [24 CFR 983.151] .............................................................. 17-25 17-IV.B. Agreement to Enter into HAP Contract.............................................. 17-25 Content of the Agreement [24 CFR 983.152(d)].......................... 17-26 Execution of the Agreement [24 CFR 983.153]........................... 17-26 17-IV.C. Conduct of Development Work.......................................................... 17-27 Labor Standards [24 CFR 983.154(b)]......................................... 17-27 Owner Disclosure [24 CFR 983.154(d) and (e)] .......................... 17-27 17-IV.D. Completion of Housing....................................................................... 17-28 Evidence of Completion [24 CFR 983.155(b)] ............................ 17-28 PHA Acceptance of Completed Units [24 CFR 983.156]............ 17-28 PART V: HOUSING ASSISTANCE PAYMENTS CONTRACT (HAP) ........................ 17-29 17-V.A. Overview............................................................................................. 17-29 17-V.B. HAP Contract Requirements .............................................................. 17-29 Contract Information [24 CFR 983.203] ...................................... 17-29 Execution of the HAP Contract [24 CFR 983.204]...................... 17-30 Term of HAP Contract [24 CFR 983.205,
FR Notice 1/18/17, and Notice PIH 2017-21].............................. 17-30 Agenda Item 4.
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Statutory Notice Requirements: Contract Termination
or Expiration [24 CFR 983.206; FR Notice 1/18/17,
and Notice PIH 2017-21].............................................................. 17-32 Remedies for NSPIRE Deficiencies [24 CFR 983.208(b)] .......... 17-32 17-V.C. Amendments to the HAP Contract ..................................................... 17-33 Substitution of Contract Units [24 CFR 983.207(a)].................... 17-33 Addition of Contract Units [FR Notice 1/18/17
and Notice PIH 2017-21].............................................................. 17-33 17-V.D. HAP Contract Year, Anniversary and Expiration Dates [24 CFR 983.207(b) and 983.302(e)] ................................................. 17-33 17-V.E. Owner Responsibilities Under the HAP Contract
[24 CFR 983.210]............................................................................... 17-34 17-V.F. Additional HAP Requirements........................................................... 17-35 Housing Quality and Design Requirements
[24 CFR 983.101(e) and 983.208(a)] ........................................... 17-35 Vacancy Payments [24 CFR 983.352(b)]..................................... 17-35 PART VI: SELECTION OF PBV PROGRAM PARTICIPANTS...................................... 17-37 17-VI.A. Overview............................................................................................. 17-37 17-VI.B. Eligibility for PBV Assistance [24 CFR 983.251(a) and (b)] ............ 17-37 In-Place Families [24 CFR 983.251(b)] ....................................... 17-38 17-VI.C. Organization of the Waiting List
[24 CFR 983.251(c)]........................................................................... 17-39 17-VI.D. Selection From the Waiting List
[24 CFR 983.251(c)]........................................................................... 17-39 Income Targeting [24 CFR 983.251(c)(6)] .................................. 17-39 Units with Accessibility Features [24 CFR 983.251(c)(7)].......... 17-39 Preferences [24 CFR 983.251(d), FR Notice 11/24/08]............... 17-40 17-VI.E. Offer of PBV Assistance .................................................................... 17-41 Refusal of Offer [24 CFR 983.251(e)(3)]..................................... 17-41 Disapproval by Landlord [24 CFR 983.251(e)(2)]....................... 17-41 Acceptance of Offer [24 CFR 983.252] ....................................... 17-41 17-VI.F. Owner Selection of Tenants ............................................................... 17-42 Leasing [24 CFR 983.253(a)]....................................................... 17-42 Filling Vacancies [24 CFR 983.254(a)]........................................ 17-42 Reduction in HAP Contract Units Due to Vacancies
[24 CFR 983.254(b)] .................................................................... 17-42 17-VI.G. Tenant Screening [24 CFR 983.255].................................................. 17-43 PHA Responsibility ...................................................................... 17-43 Owner Responsibility ................................................................... 17-43 Agenda Item 4.
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PART VII: OCCUPANCY.................................................................................................... 17-44 17-VII.A.Overview............................................................................................. 17-44 17-VII.B.Lease [24 CFR 983.256]..................................................................... 17-44 Form of Lease [24 CFR 983.256(b)]............................................ 17-44 Lease Requirements [24 CFR 983.256(c)]................................... 17-44 Tenancy Addendum [24 CFR 983.256(d)]................................... 17-46 Initial Term and Lease Renewal [24 CFR 983.256(f)]................. 17-46 Changes in the Lease [24 CFR 983.256(e)].................................. 17-46 Owner Termination of Tenancy [24 CFR 983.257] ..................... 17-47 Continuation of Housing Assistance Payments
[24 CFR 983.258] ........................................................................ 17-47 Security Deposits [24 CFR 983.259]............................................ 17-48 17-VII.C.Moves ................................................................................................. 17-49 Overcrowded, Under-Occupied, and Accessible Units
[24 CFR 983.260]......................................................................... 17-49 Family Right to Move [24 CFR 983.261] .................................... 17-50 Emergency Transfers under VAWA [Notice PIH 2017-08] ........ 17-51 17-VII.D.Exceptions to the Occupancy Cap [24 CFR 983.262]........................ 17-52 PART VIII: DETERMINING RENT TO OWNER ............................................................... 17-55 17-VIII.A. Overview........................................................................................... 17-55 17-VIII.B. Rent Limits [24 CFR 983.301] ......................................................... 17-55 Certain Tax Credit Units [24 CFR 983.301(c)]............................ 17-55 Reasonable Rent [24 CFR 983.301(e) and 983.302(c)(2)] .......... 17-56 Use of FMRs, Exception Payment Standards,
and Utility Allowances [24 CFR 983.301(f)]............................... 17-57 Use of Small Area FMRs (SAFMRs) [24 CFR 888.113(h)]........ 17-57 Redetermination of Rent [24 CFR 983.302]................................. 17-58 PHA-Owned Units [24 CFR 983.301(g)]..................................... 17-58 17-VIII.C. Reasonable Rent [24 CFR 983.303] ................................................. 17-59 When Rent Reasonable Determinations Are Required ................ 17-59 How to Determine Reasonable Rent............................................. 17-59 PHA-Owned Units........................................................................ 17-60 Owner Certification of Reasonable Rent...................................... 17-60 17-VIII.D. Effect of Other Subsidy and Rent Control........................................ 17-60 Other Subsidy [24 CFR 983.304]................................................. 17-60 Rent Control [24 CFR 983.305] ................................................... 17-60 PART IX: PAYMENTS TO OWNER................................................................................. 17-61 17-IX.A. Housing Assistance Payments [24 CFR 983.351].............................. 17-61 17-IX.B. Vacancy Payments [24 CFR 983.352]................................................ 17-61 17-IX.C. Tenant Rent to Owner [24 CFR 983.353] .......................................... 17-63 Tenant and PHA Responsibilities................................................. 17-63 Utility Reimbursements................................................................ 17-63 17-IX.D. Other Fees and Charges [24 CFR 983.354]........................................ 17-64 Meals and Supportive Services..................................................... 17-64 Other Charges by Owner .............................................................. 17-64 Agenda Item 4.
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Exhibit 17-1: PBV Development Information......................................................................... 17-65 Exhibit 17-2: Special Provisions Applying to TPVs Awarded as Part of a Voluntary Conversion of Public Housing Units in Projects that Include RAD PBV Units.................................................................................... 17-69 Chapter 18
PROJECT BASED VOUCHERS (PBV) UNDER THE
RENTAL ASSISTANCE DEMONSTRATION (RAD) PROGRAM
PART I: GENERAL REQUIREMENTS............................................................................ 18-3 18-I.A. Overview and History of the RAD Program ........................................ 18-3 18-I.B. Applicable Regulations......................................................................... 18-4 18-I.C. Tenant-Based Vs. Project-Based Voucher Assistance [24 CFR 983.2]..................................................................................... 18-6 18-I.D. Relocation Requirements...................................................................... 18-6 18-I.E. Equal Opportunity Requirements [24 CFR 983.8;
24 CFR 5.105; Notice PIH 2016-17].................................................... 18-9 PART II: PBV PROJECT SELECTION ............................................................................ 18-10 18-II.A. Overview............................................................................................. 18-11 18-II.B. Ownership and Control [Notice PIH 2019-23]................................... 18-12 18-II.C. PHA-Owned Units [24 CFR 983.59; FR Notice 1/18/17, and Notice PIH 2017-21].................................................................... 18-13 18-II.D. Subsidy Layering Requirements [Notice PIH 2019-23; Notice PIH 2012-32, REV-3; Notice PIH 2012-32, REV-2] ............. 18-13 18-II.E. PBV Percentage Limitation and Unit Cap
[Notice PIH 2019-23 and Notice PIH 2023-19]................................. 18-16 PBV Percentage Limitation .......................................................... 18-16 Unit Cap Limitation...................................................................... 18-16 18-II.F. Site Selection Standards [Notice PIH 2019-23;
Notice PIH 2016-17]........................................................................... 18-17 18-II.G. Environmental Review [Notice PIH 2019-23; Environmental Review Requirements for RAD Conversions, March 2019].............. 18-17 PART III: DWELLING UNITS........................................................................................... 18-19 18-III.A. Overview............................................................................................. 18-19 18-III.B. National Standards for the Physical Inspection of Real Estate (NSPIRE) [24 CFR 983.101 and 24 CFR 5.703] ............................... 18-19 18-III.C. Housing Accessibility for Persons with Disabilities [Notice PIH 2016-17] ......................................................................... 18-19 18-III.D. Inspecting Units.................................................................................. 18-20 Initial Inspection [RAD Quick Reference Guide,
Notice PIH 2019-23, and Notice PIH 2023-19] ........................... 18-20 Turnover Inspections [24 CFR 983.103(c),
FR Notice 1/18/17, and Notice PIH 2017-20] ............................. 18-20 Agenda Item 4.
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Annual/Biennial Inspections [24 CFR 983.103(d);
FR Notice 6/25/14] ....................................................................... 18-20 Alternative Inspections [24 CFR 983.103(g);
Notice PIH 2016-05]..................................................................... 18-21 Other Inspections [24 CFR 983.103(e)] ...................................... 18-21 Inspecting PHA-Owned Units [24 CFR 983.103(f);
Notice PIH 2017-21]..................................................................... 18-21 PART IV: HOUSING ASSISTANCE PAYMENTS (HAP) CONTRACT......................... 18-23 18-IV.A. Overview [RAD PBV Quick Reference Guide 6/20] .......................... 18-23 18-IV.B. HAP Contract Requirements .............................................................. 18-23 Contract Information [RAD PBV Quick Reference Guide 6/20; Notice PIH 2019-23] .................................................................... 18-23 Execution and Effective date of the HAP Contract
[RADBlast! 7/11/16] .................................................................... 18-23 Term of HAP Contract [Notice PIH 2019-23] ............................ 18-23 Agreement to Enter into a HAP (AHAP) Contract
[Notice PIH 2019-23] .................................................................. 18-24 Mandatory Contract Renewal [Notice PIH 2019-23] .................. 18-24 Remedies for NSPIRE Deficiencies [24 CFR 983.208(b)] ......... 18-24 18-IV.C. Amendments to the HAP Contract ..................................................... 18-25 Floating Units [Notice PIH 2019-23] .......................................... 18-25 Reduction in HAP Contract Units [Notice PIH 2019-23] ........... 18-25 18-IV.D. HAP Contract Year and Anniversary Dates [24 CFR 983.302(e)] ... 18-25 18-IV.E. Owner Responsibilities under the HAP Contract
[24 CFR 983.210]............................................................................... 18-26 18-IV.F. Vacancy Payments [24 CFR 983.352(b)]........................................... 18-26 PART V: SELECTION OF PBV PROGRAM PARTICIPANTS...................................... 18-27 18-V.A. Overview............................................................................................. 18-27 18-V.B. Prohibited Rescreening of Existing Tenants upon Conversion [Notice PIH 2019-23] ......................................................................... 18-27 18-V.C. Eligibility for PBV Assistance [24 CFR 983.251(a) and (b)] ............ 18-28 18-V.D. Organization of the Waiting List [24 CFR 983.251(c); Notice PIH 2019-23]........................................................................... 18-29 18-V.E. Selection from the Waiting List [24 CFR 983.251(c)]....................... 18-30 Income Targeting [24 CFR 983.251(c)(6);
Notice PIH 2019-23] .................................................................... 18-30 Units with Accessibility Features [24 CFR 983.251(c)(7)] ......... 18-30 Preferences [24 CFR 983.251(d); FR Notice 11/24/08;
Notice PIH 2019-23] .................................................................... 18-30 18-V.F. Offer of PBV Assistance .................................................................... 18-31 Refusal of Offer [24 CFR 983.251(e)(3)] .................................... 18-31 Disapproval by Landlord [24 CFR 983.251(e)(2)] ...................... 18-31 Acceptance of Offer [24 CFR 983.252] ...................................... 18-31 18-V.G. Owner Selection of Tenants [24 CFR 983.253] ................................. 18-32 Leasing [24 CFR 983.253(a)] ...................................................... 18-32 Agenda Item 4.
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Filling Vacancies [24 CFR 983.254(a)] ....................................... 18-32 18-V.H. Tenant Screening [24 CFR 983.255].................................................. 18-33 PHA Responsibility ...................................................................... 18-33 Owner Responsibility ................................................................... 18-33 PART VI: OCCUPANCY.................................................................................................... 18-35 18-VI.A. Overview............................................................................................. 18-35 18-VI.B. Lease [24 CFR 983.256]..................................................................... 18-35 Lease Requirements [24 CFR 983.256(c);
Notice PIH 2019-23]..................................................................... 18-35 Tenancy Addendum [24 CFR 983.256(d)]................................... 18-35 Initial Term and Lease Renewal [24 CFR 983.256(f);
RAD PBV Quick Reference Guide 6/20] ...................................... 18-36 Changes in the Lease [24 CFR 983.256(e)].................................. 18-36 Owner Termination of Tenancy [24 CFR 983.257;
Notice PIH 2019-23]..................................................................... 18-37 Continuation of Housing Assistance Payments
[24 CFR 983.258; Notice PIH 2019-23; Notice PIH 2023-19; RAD PBV Quick Reference Guide 6/20] ...................................... 18-38 Security Deposits [24 CFR 983.259;
RAD PBV Quick Reference Guide 6/20] ...................................... 18-40 18-VI.C. Public Housing FSS and ROSS Participants
[Notice PIH 2019-23] ......................................................................... 18-41 18-VI.D. Resident Participation and Funding
[Notice PIH 2019-23] ......................................................................... 18-41 18-VI.E. Moves ................................................................................................. 18-42 Overcrowded, Under-Occupied, and Accessible Units
[24 CFR 983.260; Notice PIH 2019-23]....................................... 18-42 Family Right to Move [24 CFR 983.261] .................................... 18-43 Choice Mobility [Notice PIH 2019-23;
PRRAC Choice Mobility Implementation Guidance, 8/20]......... 18-44 Emergency Transfers under VAWA [Notice PIH 2017-08] ........ 18-46 18-VI.F. Reexaminations [RAD PBV Quick Reference Guide 6/20] ................ 18-47 18-VI.G. Earned Income Disallowance [Notice PIH 2019-23]......................... 18-47 18-VI.H. Residents’ Procedural Rights [Notice PIH 2019-23].......................... 18-47 18-VI.I. Informal Reviews and Hearings [Notice PIH 2019-23] ....................... 18-48 PART VII: DETERMINING CONTRACT RENT............................................................... 18-49 18-VII.A.Initial Contract Rents [Notice PIH 2019-23]...................................... 18-49 18-VII.B.Adjusting Contract Rents [Notice PIH 2019-23; RAD PBV Quick Reference Guide 6/20; PHA Asset Repositioning
“How to Apply OCAF for RAD PBV” Webinar] .............................. 18-50 Rent Decrease ............................................................................... 18-51 18-VII.C.Utility Allowances [Notice PIH 2019-23;
RAD PBV Quick Reference Guide 6/20] ............................................ 18-51 18-VII.D.Reasonable Rent [24 CFR 983.303]................................................... 18-52 How to Determine Reasonable Rent............................................. 18-52 Agenda Item 4.
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PHA-Owned Units........................................................................ 18-52 PART VIII: PAYMENTS TO OWNER................................................................................. 18-53 18-VIII.A. Housing Assistance Payments.......................................................... 18-53 18-VIII.B. Vacancy Payments [24 CFR 983.352].............................................. 18-54 18-VIII.C. Tenant Rent to Owner [24 CFR 983.353; Notice PIH 2019-23]...... 18-55 Initial Certifications [Notice PIH 2019-23].................................. 18-55 Tenant and PHA Responsibilities................................................. 18-55 Utility Reimbursements................................................................ 18-55 18-VIII.D. Phase-In of Tenant Rent Increases [Notice PIH 2012-32; PHA Asset Repositioning “Phase-in of Tenant Rents” Webinar] .... 18-56
18.VIII.E. Other Fees and Charges [24 CFR 983.354] ..................................... 18-57 Meals and Supportive Services..................................................... 18-57 Other Charges by Owner .............................................................. 18-57 Exhibit 18-1:PBV Development Information ......................................................................... 18-59 Chapter 19
SPECIAL PURPOSE VOUCHERS
PART I: FAMILY UNIFICATION PROGRAM (FUP)..................................................... 19-2 19-I.A. Program Overview [Fact Sheet, Housing Choice Voucher Program Family Unification Program (FUP)]..................................................... 19-2 Overview......................................................................................... 19-2 Assigning Vouchers [FUP FAQs] .................................................. 19-3 19-I.B. Public Child Welfare Agency (PCWA)................................................ 19-3 Supportive Services........................................................................ 19-4 19-I.C. FUP Family Voucher Eligibility Criteria ............................................. 19-5 19-I.D. FUP Youth Voucher Eligibility Extension of Assistance Criteria ....... 19-7 Eligibility Criteria........................................................................... 19-7 19-I.E. Assistance Period [FR Notice 1/24/22] ................................................ 10-8 Maximum Assistance Period .......................................................... 19-8 Extension of Assistance.................................................................. 19-8 Statutory Exceptions....................................................................... 19-8 Education, Workforce Development,
or Employment Activities............................................................. 19-10 FSS Enrollment at 24 Months....................................................... 19-11 FSS Enrollment Between 36 and 48 Months................................ 19-12 FSS Enrollment After 48 Months................................................. 19-12 Extensions of Assistance .............................................................. 19-12 No FSS Program or Unable to Enroll in FSS ............................... 19-13 Verification Prior to Annual Reexam........................................... 19-13 Termination of Assistance for Failure to Meet Conditions.......... 19-15 19-I.F. Referrals and Waiting List Management............................................ 19-16 Referrals........................................................................................ 19-16 Waiting List Placement................................................................. 19-17 Waiting List Selection .................................................................. 19-17 Agenda Item 4.
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19-I.G. PHA HCV Eligibility Determination.................................................. 19-18 Additional FUP Eligibility Factors [FUP FAQs] ......................... 19-18
19.I.H. Lease Up [FR Notice 1/24/22]............................................................ 19-19 19-I.I. Termination of Assistance .................................................................. 19-20 General Requirements .................................................................. 19-20 FUP Family Vouchers .................................................................. 19-20 FUP Youth Vouchers.................................................................... 19-21 19-I.J. FUP Portability ................................................................................... 19-22 Considerations for FUP Youth Vouchers..................................... 19-22 19-I.K. Project-Basing FUP Vouchers [Notice PIH 2017-21; FR Notice 1/24/22] ............................................................................. 19-22 PART II: FOSTER YOUTH TO INDEPENDENCE INITIATIVE................................... 19-23 19-II.A. Program Overview [Notice PIH 2020-28;
Notice PIH 2023-04; FR Notice 1/24/22]........................................... 19-23 19-II.B. Partnering Agencies [Notice PIH 2023-04; FYI Updates and Partnering Opportunities Webinar].............................................. 19-24 Public Child Welfare Agency (PCWA)........................................ 19-24 Continuum of Care (CoC) and Other Partners ............................. 19-24 19-II.C. Youth Eligibility Criteria [Notice PIH 2023-04; FYI Q&As; FYI FAQs]...................................................................... 19-25 19-II.D. Supportive Services [Notice PIH 2023-04; FYI Updates and Partnering Opportunities Webinar; FYI Q&As].......................... 19-26 19-II.E. Referrals and Waiting List Management [Notice PIH 2023-04; FYI Updates and Partnering Opportunities Webinar FYI FAQs] ...... 19-27 Referrals........................................................................................ 19-27 Waiting List Placement [Notice PIH 2023-04 and FYI FAQs].... 19-28 Waiting List Selection .................................................................. 19-28 19-II.F. PHA HCV Eligibility Determination [FYI FAQs]............................. 19-29 Additional Eligibility Factors....................................................... 19-29 19-II.G. Lease Up [FR Notice 1/24/22]............................................................ 19-30 Turnover [Notice PIH 2023-04] ................................................... 19-30 19-II.H. Maximum Assistance Period
[Notice PIH 2023-04 and FYI FAQs; FR Notice 1/24/22]................. 19-31 Extension of Assistance................................................................ 19-31 Statutory Exceptions..................................................................... 19-31 Education, Workforce Development,
or Employment Activities............................................................. 19-33 FSS Enrollment at 24 Months....................................................... 19-34 FSS Enrollment Between 36 and 48 Months................................ 19-34 FSS Enrollment After 48 Months................................................. 19-35 Extensions of Assistance .............................................................. 19-35 No FSS Program or Unable to Enroll in FSS ............................... 19-35 Verification Prior to Annual Reexam........................................... 19-35 Termination of Assistance for Failure to Meet Conditions\ ......... 19-37 19-II.I. Termination of Assistance [FYI FAQs] ............................................. 19-37 19-II.J. Portability [FYI FAQs]....................................................................... 19-38 Agenda Item 4.
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19-II.K. Project-Basing FYI Vouchers [FYI FAQs; FR Notice 1/24/22; Notice PIH 2024-03]........................................................................... 19-38 PART III: VETERANS AFFAIRS SUPPORTIVE HOUSING (VASH) PROGRAM....... 19-39 19-III.A. Overview............................................................................................. 19-39 19-III.B. Referrals [FR Notice 9/27/21 and HUD-VASH Qs and As].............. 19-40 19-III.C. HCV Program Eligibility [FR Notice 9/27/21] .................................. 19-41 Social Security Numbers .............................................................. 19-41 Proof of Age ................................................................................. 19-41 Photo Identification ...................................................................... 19-41 Income Eligibility ......................................................................... 19-42 Screening ...................................................................................... 19-42 Denial of Assistance [Notice PIH 2008-37]................................. 19-42 19-III.D. Changes in Family Composition ........................................................ 19-43 Adding Family Members [FR Notice 9/27/21] ............................ 19-43 Remaining Family Members [HUD-VASH Qs and As].............. 19-43 Family Break Up [HUD-VASH Qs and As] ................................ 19-43 19-III.E. Leasing [FR Notice 9/27/21] .............................................................. 19-44 Waiting List .................................................................................. 19-44 Exception Payment Standards ...................................................... 19-44 Voucher Issuance.......................................................................... 19-44 Initial Lease Term......................................................................... 19-44 Ineligible Housing [FR Notice 6/18/14]....................................... 19-44 Pre-Inspections ............................................................................. 19-45 19-III.F. Portability [FR Notice 9/27/21 and Notice PIH 2011-53].................. 19-46 General Requirements .................................................................. 19-46 Portability within the Initial VAMC or DSP’s Catchment Area .. 19-46 Portability Outside of the Initial VAMC
or DSP’s Catchment Area............................................................. 19-46 Portability Outside of the Initial VAMC
or DSP’s Catchment Area under VAWA ..................................... 19-47 19-III.G. Termination of Assistance [FR Notice 9/27/21]................................. 19-48 Cessation of Case Management.................................................... 19-48 VAWA [FR Notice 9/27/21] ........................................................ 19-48 19-III.H. Project-Basing VASH Vouchers ....................................................... 19-49 General Requirements
[Notice PIH 2017-21 and FR Notice 9/27/21].............................. 19-49 Failure to Participate in Case Management
[FR Notice 9/27/21]...................................................................... 19-50 Moves [HUD-VASH Qs and As, FR Notice 9/27/21] ................. 19-50 Agenda Item 4.
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PART IV: MAINSTREAM VOUCHER PROGRAM ........................................................ 19-51 19-IV.A. Program Overview [Notice PIH 2020-01].......................................... 19-51 19-IV.B. Eligible Population [Notice PIH 2020-01 and
Notice PIH 2020-22]........................................................................... 19-52 19-IV.C. Partnership And Supportive Services [Notice PIH 2020-01]............. 19-52 19-IV.D. Waiting List Administration............................................................... 19-53 General Waiting List Requirements [Notice PIH 2020-01
and Mainstream Voucher Basics Webinar, 10/15/20].................. 19-53 Admission Preferences [Notice PIH 2020-01;
FY17 Mainstream NOFA; FY19 Mainstream NOFA]................. 19-53 19-IV.E. Portability [Notice PIH 2020-01 and
Mainstream Voucher Basics Webinar, 10/15/20]............................... 19-54 19-IV.F. Project-Basing Mainstream Vouchers [FY19 Mainstream Voucher NOFA Q&A] ....................................................................... 19-54 PART IV: NON-ELDERLY DISABLED (NED) VOUCHERS............................................. 19-55 19-V.A. Program Overview [Notice PIH 2013-19].......................................... 19-55 19-V.B. Eligible Population ............................................................................. 19-56 General Requirements [Notice PIH 2013-19] .............................. 19-56 NED Category 2 [Notice PIH 2013-19
and NED Category 2 FAQs]......................................................... 19-56 19-V.C. Waiting List ........................................................................................ 19-57 General Requirements [Notice PIH 2013-19] .............................. 19-57 NED Category 2 Referrals [NED Category 2 FAQs]................... 19-57 Reissuance of Turnover Vouchers [Notice PIH 2013-19]............ 19-58 19-V.D. Lease Up [Notice PIH 2013-19]......................................................... 19-59 Briefings ....................................................................................... 19-59 Voucher Term............................................................................... 19-59 Special Housing Types [Notice PIH 2013-19
and NED Category 2 FAQs]......................................................... 19-60 19-V.E. Portability [NED Category 2 FAQs] .................................................. 19-60 PART VI: STABILITY VOUCHER PROGRAM............................................................... 19-61 19-VI.A. Program Overview [Notice PIH 2022-24].......................................... 19-61 19-VI.B. Partnering Organization [Notice PIH 2022-24].................................. 19-61 19-VI.C. Referrals [Notice PIH 2022-24].......................................................... 19-62 CoC Referrals ............................................................................... 19-62 Referrals from Outside the CoC ................................................... 19-63 19-VI.D. Waiting List [Notice PIH 2022-24].................................................... 19-63 HCV Waiting List......................................................................... 19-63 SV Waiting List ............................................................................ 19-64 HCV Waiting List Preferences..................................................... 19-64 SV Waiting List Preferences ........................................................ 19-64 Agenda Item 4.
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19-VI.E. Family Eligibility [Notice PIH 2022-24]............................................ 19-65 Referring Agency Determination of Eligibility............................ 19-65 Mandatory Denials........................................................................ 19-65 Permissive Denial ......................................................................... 19-66 Self-Certification of Income at Admission................................... 19-68 Recently Conducted Income Determinations............................... 19-68 EIV Income Validation................................................................. 19-69 Social Security Number and Citizenship Status Verification....... 16-69 Age and Disability Verifications.................................................. 19-70 Income Targeting.......................................................................... 19-70 19-VI.F. Housing Search And Leasing ............................................................. 19-71 Initial Voucher Term .................................................................... 19-71 Pre-Inspections ............................................................................. 19-71 Initial Lease Term......................................................................... 19-71 Portability ..................................................................................... 19-72 Family Briefing............................................................................. 19-72 19-VI.G. Payment Standards.............................................................................. 19-73 Overview....................................................................................... 19-73 Increases in Payment Standards.................................................... 19-73 19-VI.H. Project-Based Units............................................................................. 19-74 Exhibit 19-1: Sample Stability Voucher (SV) Homeless Provider’s Certification.................. 19-75 Exhibit 19-2: Sample Victim Service Provider’s Certification ............................................... 19-77 Exhibit 19-3: Sample SV Memorandum Of Understanding.................................................... 19-79
GLOSSARY
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Introduction
HOTMA CHANGES IN THE ADMINISTRATIVE PLAN
On July 29, 2016, the Housing Opportunity Through Modernization Act of 2016 (HOTMA) was signed into law. HOTMA made numerous changes to statutes governing HUD programs, including sections of the United States Housing Act of 1937. Title I of HOTMA contains 14 different sections that impact the public housing and Section 8 programs.
HOTMA 102/104
HUD published a final rule on February 14, 2023, revising regulations related to income, assets, adjusted income, verification, and reexaminations to implement Sections 102 and 104 of HOTMA. While the new regulations were effective January 1, 2024, HUD delayed compliance for HOTMA 102/104. Compliance with Sections 102 and 104 of HOTMA means not only applying HOTMA 102/104 regulations to affected programs but also currently, PHAs remain unable to fully comply with HOTMA 102/104 because HUD’s IMS/PIC system is unable to accept HOTMA-compliant Form HUD-50058s. However, HUD has determined that some HOTMA 102/104 policies are not dependent on transition systems and specified a PHA implementation date for these policies of July 1, 2025.
HOTMA 102/104 policies are provided in each affected area of the model policy. Some HOTMA policies that are “on hold” are indicated in the model policy as such. The provided appendix explicitly identifies all HOTMA elements that are on hold.
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ABOUT THE ADMINISTRATIVE PLAN
REFERENCES CITED IN THE ADMINISTRATIVE PLAN
The authority for PHA policies is derived from many sources. Primary among these sources are federal statutes, federal regulations, and guidance issued by HUD. State law also directs PHA policy. State law must be followed where such law exists and does not conflict with federal regulations. Industry practice may also be used to develop policy as long as it does not conflict with federal requirements or prohibitions.
HUD
HUD provides the primary source of PHA policy through federal regulations, HUD notices, and handbooks. Compliance with federal regulations, current HUD notices, and current HUD handbooks is mandatory.
HUD also provides guidance to PHAs through other means such as HUD-published guidebooks, expired HUD notices, and expired handbooks. Basing PHA policy on HUD guidance is optional, as long as PHA policies comply with federal law, federal regulations and mandatory policy.
Because HUD has already determined that the guidance it provides is consistent with mandatory policies, PHA reliance on HUD guidance provides the PHA with a “safe harbor.” Material posted on the HUD website can provide further clarification of HUD policies. For example, FAQs on the HUD website can provide direction on the application of federal regulations in various aspects of the program.
State Law
Where there is no mandatory federal guidance, PHAs must comply with state law, if it exists.
Where state law is more restrictive than federal law, but does not conflict with it, the PHA should follow the state law.
Industry Practice
Where no law or HUD authority exists on a particular subject, industry practice may support PHA policy. Industry practice refers to a way of doing things or a policy that has been adopted by a majority of PHAs.
RESOURCES CITED IN THE ADMINISTRATIVE PLAN
The administrative plan cites several documents. Where a document or resource is cited frequently, it may be abbreviated. Where it is cited only once or twice, the administrative plan may contain the entire name of the document or resource. Following is a key to abbreviations used for various sources that are frequently cited in the administrative plan and a list of references and document locations that are referenced in the administrative plan or that may be helpful to you.
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HUD HCV Guidebook
In November 2019 HUD began issuing a new version of the HCV Guidebook chapter-bychapter. Unlike the previous version of the HCV Guidebook in which chapters were numbered, the new version of the guidebook includes chapter names, but no numbers. As the new version of the guidebook has not yet been fully released, and since the previous version of the guidebook contains guidance not found in the new version, the policy cites both versions of the guidebook.
Therefore, where the HCV Guidebook is cited in the policy, the citation will make a distinction between the “old” and “new” versions of the guidebook. The “old” version of the guidebook will continue to be cited as HCV GB with a chapter/page reference (example: HCV GB, p. 5-4). If HUD has also released a new chapter on the same topic with information that either adds new information or updates existing information from the previous guidebook, the new guidebook will be cited as New HCV GB with a chapter title and page reference (example: New HCV GB, Payment Standards, p. 11). On September 29, 2023, HUD issued Notice PIH 2023-27 to implement sections 102 and 104 of the Housing Opportunity Through Modernization Act of 2016 (HOTMA). The notice supersedes relevant portions of the guidebook, specifically the chapters on eligibility, denials, and annual reexaminations and interim reexaminations. Where chapters have not been altered by the HOTMA implementation notice, the model policy continues to cite the HCV Guidebook.
Abbreviations
Throughout the administrative plan, abbreviations are used to designate certain documents in citations. The following is a table of abbreviations of documents cited in the administrative plan.
Abbreviation Document
CFR Code of Federal Regulations
HCV GB Housing Choice Voucher Program Guidebook (7420.10G), April 2001.
New HCV GB Housing Choice Voucher Program Guidebook (7420.10G), Various dates of release
HUD-50058 IB HUD-50058 Instruction Booklet
RHIIP FAQs Rental Housing Integrity Improvement Program (RHIIP) Frequently Asked Questions.
VG PIH Notice 2004-01 Verification Guidance, March 9, 2004.
HB 4350.3 Occupancy Requirements of Subsidized Multifamily Housing Programs
Resources and Where to Find Them
The HUD website is https://www.hud.gov/.
Guidebooks, handbooks, and other HUD resources may be found at the HUDClips website:
https://www.hud.gov/program_offices/administration/hudclips.
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Following is a list of resources helpful to the PHA or referenced in the administrative plan, and the online location of each.
Document and Location
Code of Federal Regulations
https://www.ecfr.gov/
Eligibility of Students for Assisted Housing Under Section 8 of the U.S. Housing Act of 1937; Final Rule
http://edocket.access.gpo.gov/2008/pdf/E8-19435.pdf
Enterprise Income Verification (EIV) System
https://www.hud.gov/helping-americans/public-indian-housing-eiv Federal Register
https://www.federalregister.gov/
Housing Choice Voucher Program Guidebook (7420.10G), Updated Chapters https://www.hud.gov/program_offices/public_indian_housing/programs/hcv/guidebook HOTMA Final Rule
https://www.federalregister.gov/documents/2023/02/14/2023-01617/housing-opportunitythrough-modernization-act-of-2016-implementation-of-sections-102-103-and104?utm_campaign=subscription+mailing+list&utm_source=federalregister.gov&utm_medium= email
HOTMA Implementation Notice, PIH 2023-27
https://www.hud.gov/sites/dfiles/OCHCO/documents/2023-27pihn.pdf Joint Statement of the Department of Housing and Urban Development and the Department of Justice, issued May 17, 2004
https://www.justice.gov/sites/default/files/crt/legacy/2010/12/14/joint_statement_ra.pdf HOTMA Voucher Final Rule
https://www.federalregister.gov/documents/2024/05/07/2024-08601/housing-opportunitythrough-modernization-act-of-2016-housing-choice-voucher-hcv-and-project-based Notice PIH 2017-12, Administrative Guidance for Effective and Mandated Use of the Enterprise Income Verification (EIV) System
https://www.hud.gov/sites/documents/17-12pihn.pdf
VAWA Resources
https://www.hud.gov/vawa
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Chapter 1
OVERVIEW OF THE PROGRAM AND PLAN
INTRODUCTION
The PHA receives its funding for the Housing Choice Voucher (HCV) program from the Department of Housing and Urban Development. The PHA is not a federal department or agency. A public housing agency (PHA) is a governmental or public body, created and authorized by state law to develop and operate housing and housing programs for low-income families. The PHA enters into an Annual Contributions Contract (ACC) with HUD to administer the program requirements on behalf of HUD. The PHA must ensure compliance with federal laws, regulations and notices and must establish policy and procedures to clarify federal requirements and to ensure consistency in program operation.
This chapter contains information about the PHA and its programs with emphasis on the HCV program. It also contains information about the purpose, intent and use of the plan and guide.
There are three parts to this chapter:
Part I: The Public Housing Agency (PHA). This part includes a description of the PHA, its jurisdiction, its programs, and its mission and intent.
Part II: The HCV Program. This part contains information about the Housing Choice Voucher program operation, roles and responsibilities, and partnerships.
Part III: The HCV Administrative Plan. This part discusses the purpose and organization of the plan and its revision requirements.
PART I: THE PHA
1-I.A. OVERVIEW
This part explains the origin of the PHA’s creation and authorization, the general structure of the organization, and the relationship between the PHA Board and staff.
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1-I.B. ORGANIZATION AND STRUCTURE OF THE PHA
The Section 8 tenant-based Housing Choice Voucher (HCV) assistance program is funded by the federal government and administered by the Housing Authority of the City of Needles for the jurisdiction of the City of Needles.
The officials of a PHA are known as commissioners or, collectively, as the board of commissioners. Commissioners are appointed in accordance with state housing law and generally serve in the same capacity as the directors of a corporation, establishing policies under which the PHA conducts business, ensuring that policies are followed by PHA staff and ensuring that the PHA is successful in its mission. The board is responsible for preserving and expanding the agency’s resources and assuring the agency’s continued viability.
Formal actions of the PHA are taken through written resolutions, adopted by the board of commissioners and entered into the official records of the PHA.
The principal staff member of the PHA is the executive director (ED), hired and appointed by the board of commissioners. The executive director is directly responsible for carrying out the policies established by the board and is delegated the responsibility for hiring, training and supervising the PHA staff in order to manage the day-to-day operations of the PHA. The executive director is responsible for ensuring compliance with federal and state laws and directives for the programs managed. In addition, the executive director’s duties include budgeting and financial planning for the agency.
1-I.C. PHA MISSION
The purpose of a mission statement is to communicate the purpose of the agency to people inside and outside of the agency. It provides guiding direction for developing strategy, defining critical success factors, searching out key opportunities, making resource allocation choices, satisfying clients and stakeholders, and making decisions.
HACN Policy
The PHA’s mission is to provide safe, decent and sanitary housing conditions for very low-income families and to manage resources efficiently. The PHA is to promote personal, economic and social upward mobility to provide families the opportunity to make the transition from subsidized to non-subsidized housing.
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1-I.D. THE PHA’S PROGRAMS
The following programs are included under this administrative plan:
HACN Policy
The PHA’s administrative plan is applicable to the operation of the Housing Choice Voucher program.
1-I.E. THE PHA’S COMMITMENT TO ETHICS AND SERVICE
As a public service agency, the PHA is committed to providing excellent service to HCV program participants, owners, and to the community. The PHA’s standards include:
• Administer applicable federal and state laws and regulations to achieve high ratings in performance measurement indicators while maintaining efficiency in program operation to ensure fair and consistent treatment of clients served. • Provide safe and habitable – in compliance with program housing quality standards – for very low-income families while ensuring that family rents are fair, reasonable, and affordable.
• Encourage self sufficiency of participant families and assist in the expansion of family opportunities which address educational, socio-economic, recreational and other human services needs.
• Promote fair housing and equal opportunity for very low-income families of all ethnic backgrounds to experience freedom of housing choice.
• Promote a housing program which maintains quality service and integrity while providing an incentive to private property owners to rent to very low-income families. • Promote a market-driven housing program that will help qualified low-income families be successful in obtaining affordable housing and increase the supply of housing choices for such families.
• Create positive public awareness and expand the level of family, owner, and community support in accomplishing the PHA’s mission.
• Attain and maintain a high level of standards and professionalism in day-to-day management of all program components.
• Administer an efficient, high-performing agency through continuous improvement of the PHA’s support systems and a high level of commitment to our employees and their development.
The PHA will make every effort to keep program participants informed of HCV program rules and regulations, and to advise participants of how the program rules affect them.
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PART II: THE HOUSING CHOICE VOUCHER (HCV) PROGRAM
1-II.A. OVERVIEW AND HISTORY OF THE PROGRAM
The intent of this section is to provide the public and staff with information related to the overall operation of the program. There have been many changes to the program since its inception in 1974 and a brief history of the program will assist the reader to better understand the program.
The United States Housing Act of 1937 (the “Act”) is responsible for the birth of federal housing program initiatives. The Act was intended to provide financial assistance to states and cities for public works projects, slum clearance and the development of affordable housing developments for low-income residents.
The Housing and Community Development (HCD) Act of 1974 created a new federally assisted housing program – the Section 8 Existing program (also known as the Section 8 Certificate program). The HCD Act represented a significant shift in federal housing strategy from locally owned public housing to privately owned rental housing.
Under the Certificate program, federal housing assistance payments were made directly to private owners of rental housing, where this housing was made available to lower-income families. Eligible families were able to select housing in the private rental market. Assuming that the housing met certain basic physical standards of quality (“housing quality standards”) and was within certain HUD-established rent limitations (“fair market rents”), the family would be able to receive rental assistance in the housing unit. Family contribution to rent was generally set at 30 percent of the family’s adjusted income, with the remainder of the rent paid by the program.
Another unique feature of the Certificate program was that the rental assistance remained with the eligible family, if the family chose to move to another privately-owned rental unit that met program requirements (in contrast to the public housing program where the rental assistance remains with the unit, should the family decide to move). Consequently, the Certificate program was characterized as tenant-based assistance, rather than unit-based assistance.
The Housing and Community Development (HCD) Act of 1987 authorized a new version of tenant-based assistance – the Section 8 Voucher program. The Voucher program was very similar to the Certificate program in that eligible families were able to select housing in the private rental market and receive assistance in that housing unit.
However, the Voucher program permitted families more options in housing selection. Rental housing still had to meet the basic housing quality standards, but there was no fair market rent limitation on rent. In addition, family contribution to rent was not set at a limit of 30 percent of adjusted income. Consequently, depending on the actual rental cost of the unit selected, a family might pay more or less than 30 percent of their adjusted income for rent.
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From 1987 through 1999, public housing agencies managed both the Certificate and Voucher tenant-based assistance programs, with separate rules and requirements for each. From 1994 through 1998, HUD published a series of new rules, known as “conforming” rules, to more closely combine and align the two similar housing programs, to the extent permitted by the law.
In 1998, the Quality Housing and Work Responsibility Act (QHWRA) – also known as the Public Housing Reform Act – was signed into law. QHWRA eliminated all statutory differences between the Certificate and Voucher tenant-based programs and required that the two programs be merged into a single tenant-based assistance program, now known as the Housing Choice Voucher (HCV) program.
The HCV program was modeled closely on the pre-merger Voucher program. However, unlike the pre-merger Voucher program, the HCV program requires an assisted family to pay at least 30 percent of adjusted income for rent.
The transition of assistance from the Certificate and Voucher programs to the new HCV program began in October 1999. By October 2001, all families receiving tenant-based assistance were converted to the HCV program.
On July 29, 2016, the Housing Opportunity Through Modernization Act of 2016 (HOTMA) was signed into law. HOTMA made numerous changes to statutes governing HUD programs, including sections of the United States Housing Act of 1937. Title I of HOTMA contains 14 different sections that impact the public housing and Section 8 programs. • The Final Rule implementing broad changes to income and asset in Sections 102 and 104 of HOTMA, and for PHAs that administer the public housing program over-income provisions in Section 103, was officially published in the Federal Register on February 14, 2023. On September 29, 2023, HUD issued notice PIH 2023-27, which provided guidance to PHAs on the implementation of the program changes described in the Final Rule. HUD issued a revised version of the notice on February 2, 2024. • The Final Rule implementing streamlining changes to the HCV and PBV programs was published on May 7, 2024, and codified certain provisions in Sections 101, 105, 106, and 112 of HOTMA as well as incorporating changes from the NSPIRE final rule. Technical amendments to the rule were published December 8, 2025.
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1-II.B. HCV PROGRAM BASICS
The purpose of the HCV program is to provide rental assistance to eligible families. The rules and regulations of the HCV program are determined by the U.S. Department of Housing and Urban Development. The PHA is afforded choices in the operation of the program which are included in the PHA’s administrative plan, a document approved by the board of commissioners of the PHA.
The HCV program offers mobility to eligible families because they may search for suitable housing anywhere in the PHA’s jurisdiction and may also be eligible to move under portability to other PHAs’ jurisdictions.
When a family is determined to be eligible for the program and funding is available, the PHA issues the family a housing voucher. When the family finds a suitable housing unit and funding is available, the PHA will enter into a contract with the owner and the family will enter into a lease with the owner. Each party makes their respective payment to the owner so that the owner receives full rent.
Even though the family is determined to be eligible for the program, the owner has the responsibility of approving the family as a suitable renter. The PHA continues to make payments to the owner as long as the family is eligible and the housing unit continues to qualify under the program.
1-II.C. THE HCV PARTNERSHIPS
To administer the HCV program, the PHA enters into a contractual relationship with HUD (Consolidated Annual Contributions Contract). The PHA also enters into contractual relationships with the assisted family and the owner or landlord of the housing unit.
For the HCV program to work and be successful, all parties involved – HUD, the PHA, the owner, and the family – have important roles to play. The roles and responsibilities of all parties are defined in federal regulations and in legal documents that parties execute to participate in the program.
The chart on the following page illustrates key aspects of these relationships.
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