Rental Policies

Housing Application

Pride housing applications may be printed and dropped off at Pride, Inc. or returned by mail to P.O. Box 4086, Bismarck, ND 58504.

Managed & Owned Properties

Pride, Inc. is involved in the direct and indirect management and operation of HUD Conventional Low Income Housing, Section 8, Market Rate, New Construction, and the Tax Credit Affordable Housing Program.

Conventional Low Income Housing

Pride, Inc. provides housing units for individuals receiving services and individuals with low income. Where possible, buildings are integrated with individuals who receive services and those who do not. Section 8 Pride, Inc. manages 4 group homes for NODAK Homes. The homes are used to serve individuals with developmental disabilities.

Tax Credit Affordable Housing

Pride, Inc. owns and manages Tax Credit rental units. The program is for households with low to moderate incomes. Individuals residing in this program must meet the income limit.

Single Family Housing

Pride, Inc. provides single family housing; some at market rates and others at subsidized rates.

1. We are an equal opportunity housing provider. We fully comply with the Federal Fair Housing Act and the Equal Access to Housing in HUD Programs Regardless of Sexual Orientation or Gender Identity. We do not discriminate against any person because of race, color, religion, sex, handicap, familial status, national origin, actual or perceived sexual orientation, gender identity, or marital status of the family. We also comply with all state and local fair housing laws. New 3/12

2. Housing Availability Policy

Rental units become available when they are ready to rent. A vacant unit will not be deemed available until it has been cleaned and prepared for a new resident.

3. Occupancy Guidelines

In determining these restrictions, we adhere to all applicable fair housing laws. We allow two persons per bedroom and no more than four unrelated persons per rental unit. For example, a two-bedroom rental unit could house four people, and a three-bedroom unit could house as many as six people if they are related.

4. Application Process

4.1 Application for Housing and Tenant Income Certification

4.2 Rental Application

4.3 Criminal Background and Credit Checks

4.4 Asset Verification

4.5 Employment Verification

4.6 Student Certification

4.7 Below $5,000 in Assets Certification If your application is accepted, you must complete:

4.8 Disclosure of Information on Lead-Based Paint and/or Lead-Based Paint Hazards

4.9 Universal Lease

We will check your credit report and employment/rental references to confirm that they meet our rental criteria. If you meet our criteria, we will approve your application. This process can take up to 5 business days. If you are interested in renting a property that has an application pending on it, we will accept back-up applications.

All forms and lease will be made available in large print, Braille or on tap as needed by the individuals applying to rent from Pride.  Pride may take up to 5 days to acquire the requested format.

Limited English Proficiency (LEP) : forms and lease will be made available to individuals requesting alternative to English.

5. Rental Criteria

5.1 Income

Your combined monthly income must meet the income guidelines for the county in which the facility is located, as set forth by HUD. Each property location could have separate income guidelines. We may require full-time students to have their lease guaranteed. Not all properties are eligible to students. If you are unemployed, you must provide proof of a source of income. If you have a housing voucher you must also have funds attached to that voucher to make the rent payment.

5.2 Rental History

You must have satisfactory rental references from at least two prior landlords or for at least the last two years. If you have ever been evicted or sued for any lease violaton, we may reject your application.

5.3 Credit History

Your credit record must currently be satisfactory. Pride will consider extenuating circumstances when screening applicants with disabilities or medical bankruptcy.

5.4 Guarantors

If you are a student and require a guarantor, the guarantor must pass the same application and screening process that you've passed.

5.5 Criminal History

We may reject your application if: • You have ever been convicted of a felony • You have been convicted of a misdemeanor involving dishonesty or violence within the past 5 years • Any household member is currently engaging in illegal drug use, or if the owner has reasonable cause to believe that a member's pattern of illegal use of a drug may interfere with the health, safety, and right to peaceful enjoyment of the property by other residents • Any household member is in the sex offender registration program • Any household member is currently engaging in or has engaged in violent criminal activity, or other criminal activity that would threaten the health and safety of other tenants.

5.6 Citizenship Requirements Verification of Citizenship or Eligible Non-Citizen Status (Section 8):

The citizenship / eligible non-citizen status of each family member must be determined, regardless of age. Prior to being admitted, all citizens and nationals will be required to sign a declaration under penalty of perjury. (They will be required to show proof of their status by such means as a social security card, birth certificate, military ID, or military DD 214 form.) Upon application, all eligible non-citizens must sign a declaration of their status and a verification consent form, and provide their original INS documentation. Pride, Inc. will make a copy of the INS documentation and keep it on file. Pride will then verify the applicant's status through the INS SAVE system. If the system cannot confirm eligibility, then Pride will mail information to the INS so a manual check can be performed. Family members who do not claim to be citizens, nationals, or eligible non-citizens, or whose status cannot be confirmed, must be listed on a statement of non-eligible members and the list must be signed by the head of the household. Non-citizen students on student visas, though in the country legally, are not eligible to be admitted to the Section 8 program. Any family member who does not choose to declare their status must be listed on the statement of non-eligible members. If no family member is determined to be eligible under this Section, the family's admission will be denied. If Pride determines that a family member has knowingly permitted an ineligible non-citizen (other than any eligible non-citizens listed on the lease) to permanently reside in their Section 8 unit, the family's assistance will be terminated. Such a family will not be eligible to be readmitted to Section 8 for a period of 24 months from the date of termination.

5.7 Citizenship / Eligible Immigrant Status

To be eligible, each member of the family must be a citizen, national, or a non-citizen who has eligible immigration status under one of the categories set forth in Section 214 of the Housing and Community Development Act of 1980 (see 43 U.S.C. 1436a(a)).

5.8 Family Eligibility for Assistance

A family shall not be eligible for assistance unless every member of the family residing in the unit is determined to be eligible, with the following exception: Despite the ineligibility of one or more family members, a mixed family may still be eligible for assistance.

5.9 Verification of Social Security Numbers

Prior to admission, each family member who has a Social Security Number (SSN) and is at least 6 years of age must provide verification of his or her SSN. New family members at least 6 years of age must provide verification before being added to the lease. Children in assisted households must provide this verification at the first regular examination after turning 6 years old. The best verfication of the SSN is the original Social Security Card. If the card is not available, Pride will accept letters from Social Security that verify the SSN. Documentation from other government agencies may also be accepted if the SSN is stated within. Driver's licenses, Military IDs, Passports, and other official documents are also acceptable. If an individual states that he or she does not have an SSN, the applicant will be required to sign a statement to this effect. Pride, Inc. will not require any applicant to obtain an SSN. If a member of an applicant family indicates they have an SSN but cannot readily verify it, the family cannot be assisted until proper verification is provided. If a member of a tenant family indicates they have an SSN but cannot readily verify it, he or she will be given up to 60 days to provide the verification needed. If the individual is at leat 62 years of age, he or she will be given 120 days for verification. If the tenant fails to provide verification within the time allowed, the family will be denied assistance or will have their assistance terminated.

5.10 Veterans

There is no preference given to veterans under the Section 8 Housing Choice Voucher Program. They will be considered in the date order in which they apply like any other applicant.

5.11 Age 62 or Older

Under the Section 8 Housing Choice Voucher Program, there is no preference given to applicants aged 62 or older. They will be considered in the date order in which they apply like any other applicant.

6. Wait List Procedures

Pride does not maintain a waiting list. As individuals inquire about the different properties, the administrator(s) for that property will request their name and phone number. The administrator will send them the appropriate forms and contact them as openings occur according to the priority ranking.

7. Priority Ranking will be determined as follows:

7.1 Presently receiving services from Pride or in the process of applying for services

7.2 Presently receiving services from another service provider

7.3 Homeless

7.4 Low to very low income as defined by HUD

7.5 Compatibility with potential housemates If the person is interested, he or she will have 24 hours to determine if they want to rent the unit. If the person rejects the unit, their information will not be saved.

8. Lease Term The initial lease must be for 12 months. After the initial lease, the lease term will be month-to-month.

9. Rent Price

Rents will be established each year using the HUD rental rates as a guideline. Pride can choose to charge less than the HUD rate, taking into consideration the financial viability of the building and the needs of the renter. In other cases, Pride may choose to charge the renter the HUD amount and collect less. In these cases the difference will be written off as charity care. This decision should be made by the management team and can be reversed at their discretion, based on individual(s) income changes. If the individual(s) are moving from another location and paying more than the HUD established rate, they may be asked to continue at that same rate at the new location.  

For people living in group settings (i.e, group homes), food stamps are “pooled” to purchase groceries for those living in the setting, since meals are made family style and are eaten as a group.  The amount of food stamps an individual receives is deducted each month from their room and board amount.  Pride’s Business Office sends a monthly bill to the individual with the reduced rate if the individual qualifies and receives food stamps.   

10. Security Deposit

Pride, Inc. may require a security deposit equal to the first month's rent. Pride may choose to collect this payment up front or over a period of months. The administrator may waive any security payment. The amount of the security deposit may be different for each unit depending of the individual(s) income and/or services received.

11. Vacancy

All vacancies will be advertised and administrators will review applications as they are received.

11.1 If a property has restrictions placed on it by a funding source, those restrictions will be followed and given priority.

11.2 If no restrictions are in place, the unit will be made available according to the priority ranking described above.

12. Files The administrator for the housing project (unit) is responsible for maintaining and storing files. All Files will be kept until 7 years after the move-out date.

13. Pet Policy Pet Policy (hereinafter "policy") is to establish rules and guidelines regulating the keeping of "common household pets" in property owned and or managed by Pride, Inc. Pride leases do not allow pets except fish or turtles. Examples of a "common household pet" include domesticated animals such as dogs, cats, birds, hamsters, and gerbils. A monkey, small horse, spiders, and/or snakes are examples of animals that are not a "common household pet". Housing Administrators must approve of any exceptions. A service animal that is specially trained to assist an individual with a disability in specific activities of daily living (for example, a dog guiding individuals with impaired vision or alerting individuals with impaired hearing) is not considered a pet for which permission to keep is required. When it is kept in a safe and sanitary manner by an individual with a disability to whom the animal gives necessary assistance in activities of daily living. A service animal shall be considered a pet in computing the number of pets kept in each building. This policy is deemed to be an addendum to the resident's lease when and if a resident obtains a pet.

13.1 Ownership of Pets

13.1.1 Because of the threat to personal safety and sanitary conditions, dogs will not be permitted as pets unless they have received specific training as a therapeutic dog or Assistive Animals and such training can be certified.

13.1.2 Each pet kept in a dwelling unit must be licensed and immunized to the extent required by state or local law. The pet must be restrained while in any common area of the development.

13.1.3 Cats or dogs that are kept in dwelling units must be spayed or neutered and certified clean by a veterinarian.

13.2 Number and Size of Pets

13.2.1 A resident may only have one (1) pet at a time.

13.2.2 No pet may exceed 30 pounds in weight. Animals used to assist the disabled are excluded from this size limitation.

13.2.3 Any pet other than a cat or dog must be kept in a cage when in a dwelling unit. No rodents are allowed unless in a cage. Fish and turtle tanks are limited to 20 gallons. 1

3.3 Financial Obligation for Pet Care

13.3.1 Each pet owner must provide adequate daily care to maintain the pet in good health including immunization.

13.3.2 Damage to any property within the dwelling unit or common Areas that is the direct result of a pet's behavior is the financial responsibility of the pet owner.

13.3.3 If an owner is incapacitated to the extent that they cannot provide daily care for the pet, the owner will arrange to provide for the pet's care, either on a temporary or permanent basis, depending on the individual circumstances. 13.3.4 The owner must have liability or other insurance to cover damages caused by the pet.

13.4 Pet Registration All pets must be registered annually with the Housing Administrator. Registration must include the following:

13.4.1 For cats and dogs - veterinary certificate of inoculation.

13.4.2 For cats and dogs - license information about the pet.

13.4.3 The name of the person who will care for the pet if the owner dies or becomes incapacitated.

13.4.4 The designated pet caretaker and the pet owner must sign the lease addendum for pets (Form __), indicating that they have read the Pet Policy and agree to comply with it.

13.4.5 Pride may refuse to register a pet if Pride reasonably determines that the pet owner, because of practices, habits, or physical condition, is unable to keep the pet according to the rules, or if the pet temperament is such that the rules will not be followed. Pride will notify the pet owner in writing within ten (10) business days if registrations of pet are refused. The notice will state the basis for the refusal.

13.4.6 A resident keeping an unregistered pet is violating Policy rules and will be treated accordingly and may be evicted.

13.5 Pet Deposit  The pet deposit is equal to one monht's rent.  A pet owner unable to pay this deposit in full may request a payment agreement. A down payment of $10.00 will be required for the payment agreement. The pet deposit is refundable when the dwelling unit is vacated or upon removal of the pet. Pet damage includes, but is not limited to, grounds cleanup, carpet cleaning and/or replacement if stained, carpet deodorizing, and scratching or clawing damage to any surfaces.

13.6 Pet Restraints

13.6.1 Pets must be restrained at all times when not in the dwelling unit.

13.6.2 A pet may not roam loose and must be attended when outside the dwelling unit.

13.6.3 Tethering of unattended pets is not allowed. 13.6.4 Pets are not allowed in any common Areas unless entering or exiting the dwelling unit

. 13.7 Disposal of Pet Waste

13.7.1 Each pet owner is responsible for the immediate removal of all pet waste in a sanitary manner. Disposal must be in waterproof containers to avoid leakage and odor and must be in the manner prescribed by Pride for each property.

13.7.2 The owner of cats and other pets using litter boxes must change litter box twice each week. The owner must dispose of pet waste by placing it in a plastic bag, tying the bag and placing the plastic bag in the dumpster. The bag should not have holes

13.7.3 Pet owners who fail to remove pet waste will be charged a cleanup fee of $15.00 per occurrence. Repeated failures (two or more) to remove pet waste and/or pay cleanup fees are grounds for eviction.

13.8 Pet Behavior

13.8.1 Each pet owner is responsible for the behavior of his/her pet and must control behavior such as noisiness to ensure the peaceful enjoyment of the premises.

13.8.2 If there are pet-related disturbances or damages, a notice of lease violation will be issued to the pet owner by Pride. If the pet owner fails to correct the condition or permits its reoccurence after notification, Pride may terminate the resident's lease for good cause.

13.8.3 In an emergency, when it is necessary for the protection of the pet, other residents, or resident's guests, Pride may immediately remove the pet.

13.8.4 Dogs may not be left unattended inside a dwelling unit for more than eight (8) hours. All other pets may not be left unattended for more than twelve (12) hours.

13.8.5 In the event of an animal bite or attack on another tenant or pet, the pet owner is solely responsible for any costs arising from the incident.

13.8.6 All pets must be house-trained.

13.9 Visiting Pets Pride will not allow visiting pets in any dwelling unit for any period of time unless expressly approved in advance by the Housing Administrator.

13.10 Pet Rule Violation Procedures If Pride determines that an owner has violated a provision of the Policy, a lease violation will be issued. Failure to correct any identified problems within ten (10) days, or a repetition of a similar violation occurring within six (6) months, will constitute grounds for eviction. Failure to correct violations of the policy or pay for pet damages will result in removal of the pet and/or termination of the resident's lease. New 11/11. 14.

Administrator's Responsibilities

14.1 Complete all paperwork outlined in section 4

14.2 Ensure applicants meet all requirements to live in the unit

14.3 Advertise vacant units

14.4 Arrange for all maintenance work to be completed

14.5 Inspect each unit as tenants move in and out

14.6 Visit the properties at least once a month to ensure they are in good repair

14.7 Establish a maintenance plan

14.8 Evict tenants when appropriate and secure the unit(s) as needed

14.9 Communicate all move-ins and move-outs to the Business Office using the Tenant Information Sheet

15.      HCBS Final Rule questions about leases and rental units at Pride, Inc.

15.1.       Who requires a lease within your agency?

                    All rental real estate requires leases.

15.2.       Who in the agency is responsible for lease enforcement?

                      Lease enforcement rests with the Property Management.

15.3.       Who in the agency will review and maintain the lease?

                       Leases are reviewed and maintained with the Property Management.

15.4.       What is the frequency of leases?

                       All initial leases are for one year. Leases are renewed yearly and convert or revert to month to month depending on  the original terms set out in the original lease, and the                       requirements of the funding sources.

15.5.       How does the agency offer landlord / tenant rights education to people served?

                         Tenants receive a copy of the ND landlord tenant rights at time initial lease.

                         Landlord tenant rights are posted at the apartment units at time of move in, (Landlords cannot guarantee that the tenant will not or has not removed them).

                         The residential/vocational service provider is responsible for further education and follow-up.

                          At Pride that is responsibility of the team.

15.6.       Are individual residing in a Pride-owned residence contingent upon an individual receiving services from Pride, Inc.?

                       Depends on the location and services:               

                       HUD HOMES - YES you must receive services from Pride.

                       Non HUD HOMES- NO it is not a requirement to receive services from Pride, or any other service provider. However your lease requires: 9.10. If Tenant is receiving                                    services that require a more restrictive living  environment, tenant agrees to abide by those restrictions as a condition of renting. 11.1. If Tenant is receiving  services that                            require frequent checks,  Landlord or Agent may enter the Unit at any time without notice. And, 11.2.  Landlord may admit service providers to tenant Unit and provide the                          tenant’s service providers with a key for the tenant Unit.

15.7.     Other agencies providing services to tenants in a Pride owned building do NOT have access to Pride’s offices,  equipment, or support staff unless and until a written agreement                  for this support is finalized in writing.    Updated 5/18/16

NODAK HOMES

EIV SYSTEM INCOME VERIFICATION

 

SECURITY: Unlawful disclosure or use of the EIV data can result in civil and criminal penalties.

 

1.      Disclosure

1.1.   The EIV & You brochure will be provided to tenants at move-in and at each annual recertification. 

1.2.   Form HUD-9887/9887-A; Applicant's/Tenant's Consent to the Release Of Information Packet will be signed and dated by eachhousehold member 18 years of age or older prior toaccessing income reports in EIV. The forms will be retained in the tenant file for the term of tenancy plus three years.  The forms are valid for 15 months.

1.3.   The tenant may receive a copy of their EIV Income Report upon written request.  The request must be signed & dated by all adult household members and the owner/agent.  It will be retained in the tenant file.

1.4.   The EIV data of one adult household member will not be shared, provided or displayed with another adult household member or any unauthorized third party without a signed “Tenant Consent to Disclose EIV Income Information”.

 

2.      Limited Access

2.1.   Data obtained via the EIV System is used only by authorized personnel in connection with the administration of subsidy for NODAK HOMES _, to aid in the verification of annual income and benefit information as detailed in this document. 

2.1.1.      The Program Coordinator Technician will be recertified annually for continued access to EIV. 

2.1.2.      The Program Coordinator Technician  will re-certify their EIV Users through the User Certification feature in the EIV system bi-annually (twice per year).

2.1.3.      The Program Coordinator Technician will monitor user activity on the EIV System.

2.1.4.      Users will not share user names or passwords with anyone.

2.1.5.      The computer will not be left unattended by personnel when signed in to the EIV System.

2.1.6.      EIV data will not be displayed on the computer screen so unauthorized persons can view it.

2.1.7.      Reports will be printed only to the user’s personal printer.

2.1.8.      Restricted areas will be clearly identified and a list of authorized personnel will be maintained.

2.1.9.      EIV access will be revoked prior to termination of the employee and the EIV file will be documented to indicate the date user access was terminated.

2.1.10.  EIV users will have security training annually.   

2.1.11.  Improper disclosure of information is grounds for immediate dismissal.

2.1.12.  Once the EIV information matches, the SS number will be removed from the file.

2.2.   A binder of the following signed EIV documents (initial and current) will be maintained and will be made available to NDHFA for review annually during the MOR process.

2.2.1.      EIV Owner Approval Letters (Originals only)

2.2.2.      List of EIV Program Coordinator Technician (s) and EIV User(s) who currently have access to the EIV system

2.2.3.      EIV Program Coordinator Technician  Access Authorization Form(s) (CAAFs) ~ Includes “Rules of Behavior”

2.2.4.      EIV User Access Authorization Form(s) (UAAFs) ~ Includes “Rules of Behavior” 

2.2.5.      Rules of Behavior for Use of Enterprise Income Verification (EIV) Information for Individuals without Access to the EIV System (all originals)

2.3.   Contract Administrator’s and HUD staff for monitoring and oversight of the tenant recertification process.

2.4.   Owner/agents, Service Bureau staff, Contract Administrator staff and Independent Public Auditors hired by the owner to perform the financial audit of the project (without access to the EIV system) must agree to the “Rules of Behavior for Use of EIV Information for Individuals without
Access to the EIV System”
.  The original executed document will be retained in the EIV file and made available for viewing during the MOR process.

2.5.   All EIV users will adhere to the EIV Rules of Behavior.

 

3.      Record Retention ~ Retention Chart on page 7 of the policy/Procedures.

3.1.   A printed copy of the tenant’s “EIV Income Report” will be included in the tenant’s file, along with form HUD-50059, 90 days after move-in and with each annual and interim recertification beginning February 1, 2010.

3.2.   A printed copy of “EIV Income Discrepancy Reports”, along with supporting documents and detailed information regarding the resolution of the reported discrepancy will be maintained in the tenant file for the term of tenancy plus three years.

3.3.   The tenant files are secured to ensure confidentiality.

3.3.1.   Any applicant or tenant affected by negligent disclosure or improper use of information may bring civil action for damages against the employee.

3.4.   Tenant files and records will be disposed of in a manner that will prevent any unauthorized access to personal information.

 

  1. 4.      The “Existing Tenant Search” will be retained with the application and the “Verified Summary Report” will be filed with or replace Social Security number verifications within 90 days of move-in.

 

  1. 5.      Separate master files will be retained for the New Hires Report, Identity Verification Reports, Multiple Subsidy Report & Deceased Tenants Report; along with supporting documents regarding resolution, for a period of three years.

 

6.      At the end of the retention period, all documents will be shredded to prevent unauthorized access. 

 

7.      DATA REPORTING ~ EIV information from HUD is obtained from data transmitted on form HUD-50059, requiring accurate and timely reporting of form HUD-50059 data.

7.1.   The agent is responsible to make sure the information in TRACS agrees with the information on the form HUD-50059 in the tenant’s file and will correct any discrepant information in the TRACS database.

7.2.   The completeness and accuracy of all data on form HUD-50059 will be reviewed and errors corrected prior to transmitting to TRACS.

7.3.   Form HUD-50059 for move-ins, move-outs, terminations, initial certifications, unit transfers, interim recertifications and annual recertifications will be transmitted timely (to be included on the next voucher request).

 

8.      EIV REPORTS ~ Discrepancies Require Follow-up, Verification, Documentation and Correction

8.1.   EIV Reports Chart of Frequency of on page 6 of the Policy/Procedures.

8.2.   A chart of required EIV Reports which includes the frequency for each report is attached below.  The schedule will be strictly enforced to ensure that applicants and tenants are treated in a nondiscriminatory manner.   The reports will be monitored, reviewed and resolved at the frequency listed in the chart.  Retain a copy of each report along with supporting documents and detailed information on the resolution of the reported discrepancy.

9.      Income Discrepancy Report

9.1.   Notify and discuss the discrepancy with the tenant.

9.2.   Obtain written independent verification of disputed EIV data, if the income in questions is greater than $2,300:

9.2.1.      3rd party verification to obtain specific information needed (effective dates, earnings for a specific period, etc.). 

9.2.2.      Copies of W4’s (for all applicable employers) from the tenant.

9.2.3.      Copy of applicable tax forms from the tenant.

9.3.   If the tenant does not dispute the data contained in the EIV Income Report, obtain a statement signed and dated by all adult household members indicating such to be retained in the tenant file.

9.4.   Provide the tenant the right to contest the findings.

9.5.   If the tenant cannot repay the full amount, collect what the tenant can pay and execute a repayment agreement to collect the balance over a specific period of time (reasonable, but not less than 10% of the tenant’s gross monthly income and not to exceed 12 months).  Inform the tenant that failure to comply with the terms of the agreement will result in the tenant’s termination of tenancy. 

9.5.1.   Initiate termination of tenancy if the tenant fails to repay pursuant to the executed repayment agreement (scheduled repayment amount plus current monthly rent).

9.5.2.      If necessary, civil action may be filed to recover the funds.

 

10.  Repayment Agreement

10.1.                    The repayment agreement will:

10.1.1.  Explain the reason for the repayment and provide reference to the appropriate area of the lease.

10.1.2.  Provide specifics regarding dates and dollar amounts involved, along with the total amount owed.

10.1.3.  Include a section for an “Initial Payment” & provide a schedule of individual amounts due on specified dates.

10.1.4.  Inform the tenant that the amounts due under the repayment agreement are in addition to the tenant’s monthly rent payment.

10.1.5.  Inform the tenant failure to comply with the terms of the agreement will result in termination of tenancy.

10.1.6.  Contain the phrase “The terms of the agreement will be re-negotiated if there is a decrease or increase in the family’s income of $200 or more per month.”

10.1.7.  Contain the signature and date from all adult household members and the owner/agent.

10.2.                    NOTE:  The tenant is not required to reimburse the owner for undercharges caused by the owner's failure to follow HUD's procedures for computing rent or assistance payments.  Refer to:  HUD Handbook 4350.3 REV-1, Chapter 8, Section 4: Discrepancies, Errors, and Fraud

 

11.  Owner’s Obligation to Repay HUD

11.1.                    Funds owed to HUD on a repayment plan by a tenant due to unreported income:

11.1.1.  Process correction(s) and/or interim recertification(s) to include unreported income.

11.1.2.  The tenant will not receive 30 day notice if they failed to report timely, therefore the effective date will be the 1st day of the month following the date of hire.

11.1.3.  Process a positive (+) lump sum OARQ adjustment on the voucher request for the amount of the repayment to offset the 59 (s).  Comment Field: Reversal of adjustments subject to repayment -unit # and tenant name.

11.1.4.  Remit the tenant payments monthly when and as they repay in accordance with their repayment agreement, by processing a negative (-) OARQ adjustment for the amount of the repayment.  Comment Field: Repayment – unit # and tenant name. 

11.1.5.  Attach a copy of the repayment agreement with the voucher request when submitting the first tenant payment.

11.1.6.  Monitor and remit tenant payments.  If the tenant fails to remit the monthly repayment plusthe current month’s rent, begin the eviction process.

11.1.7.  NDHFA will monitor the repayments and contact us for an explanation if the repayment is not received.

11.1.8.  Repayment plans and all associated documents (including initial payment, payment amounts and dates collected) will be retained in the tenant file.

11.2.                    HUD reimbursement for overpayment of assistance due to owner/agent error orfailure to follow procedures.

11.2.1.  Repayments of this nature are generated by correction(s) to the original transactions and/or interim recertifications.

11.2.2.  Contact the Contract Administrator at NDHFA if you have any questions or if repayment in full would jeopardize the financial condition of the property.

  • 12.  Failed EIV Pre-Screening Report and Failed Verification Report

    12.1.                    The reports provide a brief description of the problem.

    12.1.1.  Obtain 3rd party verification or documents to determine accurate information.

    12.1.2.  If the data transmitted on form HUD-50059 is incorrect, process a correction with the verified data.

    12.1.3.  Encourage the tenant to contact SSA to correct any incorrect data in their database if the information in TRACS is accurate.

    12.1.4.  Retain a copy of the report along with supporting documents and detailed information on the resolution of the reported discrepancy in the tenant file under “EIV Reports”

     

    frequency

    report

    details

     

    When Processing an Application

     

     

    Existing Tenant Search

     

     

    Verify if the applicants (all   household members) are currently residing in subsidized housing.  Must be filed with the application in the   tenant file.  Must be resolved prior to   occupancy.

     

    Monthly

     

     

    Income Discrepancy Report

     

     

    To investigate and resolve possible   discrepancies and errors.  Tenants will   appear on this report only if the discrepancy is $200/mo or more.   Discrepant data must be resolved within 30   days of the date of the report. 

     

     

     

    New Hires Report

     

     

    Verify employment information on   tenants who have started new jobs.    Should be resolved within 30 days of the date of the report.

     

     

    Failed EIV

     Pre-Screening Report

     

     

    Clear up any invalid, discrepant or   missing information such as ssn, last name or dob in the tracs database. (new   tenants)  Correct TRACS data within 30   days of the date of the report.

     

     

    Failed Verification Report

     

     

    Clear up any invalid, discrepant or   missing information such as ssn, last name or dob in the tracs database.   (current tenants)  Correct TRACS data within   30 days of the date of the report.

     

    Quarterly

     

     

    Multiple Subsidy Report

     

     

    Identify individuals who may be   receiving multiple rental subsidies.    Should be resolved within 30 days of the date of the report.

     

     

    Deceased Tenant Report

     

     

    Identify tenants who are reported by   ssa as being deceased.  Discrepant data   must be updated within 30 days of the report.    Correct TRACS data within 30 days of the date of the report.

     

    Annual Recertification

     

     and

     

    Interim Recertifications

     

     

    No Income Report

     

    No income was reported as a result of   the match against ssa or new hire records.     Make sure the right questions are asked to give the tenant(s) the   opportunity to disclose any income they receive (zero income   certification). 

    Re-verify the status of tenants   reporting zero income quarterly. 

     

     

    Within 90 Days

    of a New Move-in

     

    Annual Recertification

     

    Interim Recertifications

     

    and

     

    As Needed to Verify

     

    Income Discrepancies

    New Hires

    Failed Verification Information

     

     

    Income Report

     

    Print and retain a copy of the income   report(s) in the tenant’s file.  Provides   information on new employment, quarterly wages, unemployment insurance   benefits, social security benefits and Medicare premiums. 

     

    * if the tenant agrees with the   amounts listed for social security benefits and Medicare premiums the income   report serves as third party verification.    No further verification is required.

     

    ** The income report serves only as   verification of the tenant’s employment & is NOT to be used to   calculate annual income from employment or unemployment during   recertification. 

     

    *** The income report does NOT   serve as third party verification of disability status.

     

     

    Upon expiration of the retention period, all documents will be shredded

    to prevent unauthorized access to personal information.

     

     

    report

    Retained

    Where

     

    Additional Information

    Retention Period

     

    Existing Tenant Search

     

    tenant file

     

     

    File with the application

     

    Term of Tenancy

     Plus 3 Years

     

     

    Income Discrepancy Report

     

     

     

    tenant file

     

    Separate Section for

    Income Discrepancy Reports

    to include ALL documentation   supporting Income Discrepancy resolutions.

    verifications, calculations, form

     HUD-50059’s, repayment agreements and a   ledger recording

    dates & amounts due along with

    payment amounts and dates collected.

     

     

    Term of Tenancy

     Plus 3 Years

     

    New Hires Report

     

     

    New Hires Report

    Master File

     

     

    By Date

     

     

    3 Years

     

    Failed EIV

    Pre-Screening Report

    Failed

    Verification

     

    Identity

    Verification

    Report

    Master

    File

     

    One Master File for Both

     

    Failed EIV Pre-Screening Report

    &

    Failed Verification Report

     

     

     

    3 Years

    Report

     

     

     

     

     

     

     

    Multiple Subsidy Report

     

    Multiple Subsidy Report

    Master

    File

     

     

    Alphabetical

     

     

    3 Years

     

     

    Deceased Tenant Report

     

    Deceased Tenant Report

    Master File

     

     

    Alphabetical

     

     

    3 Years

     

     

     

    Income Report

     

     

    tenant file

     

     

    File directly behind form HUD-50059   for EACH Recertification

    Including 90 Days after M/I

     

     

     

    Term of Tenancy

     Plus 3 Years

     

     

    Summary

    Report

           “Verified”

     

     

     

     

     

    tenant file

     

     

     

    File with/or replace Social Security #

    Verifications within 90 days   after M/I

    All Household Members              

     

     

     

    Term of Tenancy

     Plus 3 Years

     

      1. HUD Requirements:

        1. Occupancy standards: There are seven single rooms and one double room in each home.  The team of the individual with developmental disabilities may make recommendations on single or double rooms based on need.  In absence of recommendations, seniority in the facility is used to determine occupancy of single rooms. There are 6 single rooms and 1 double room. 

        2. Unit transfer policies: The housing units are for single individuals with developmental disabilities.  Transfers are made when recommended by the team or administration to assure better compatibility of the individuals.  When a single room becomes available, individuals in double rooms are offered the single room, unless the specialized needs of the new referral require that they have a single room. PCT needs to be notified so proper paperwork can be done.

        3. Compliance with Section 504 of the Rehabilitation Act of 1973 and the Fair Housing Act Amendments of 1988

          1. Section 504 of the Rehabilitation Act of 1973 prohibits discrimination on the basis of disability in any program or activity receiving federal financial assistance from HUD. The 504 coordinator is the Human Resource Coordinator at Pride Inc.  701-258-7838 x 114.

          2. The Fair Housing Act prohibits discrimination in housing and housing related transactions based on race, color, religion sex, national origin, disability and familial status.  It applies to housing regardless of the presence of federal financial assistance.   Pride will not discriminate at the time of admission, during their stay, or for the purpose of discharge.

             

          3. Title VI of the Civil Rights Act of 1964 prohibits discrimination on the basis or race, color or national origin in any program or activity receiving federal financial assistance from HUD.

        4. Waiting List - Opening and Closing, taking applications and preferences: The ongoing waiting list is developed and maintained through the Regional Referral process.  Regional referral is conducted by the DD Program Management system of West Central Human Service Center, Department of Human Services.  Professionals from the provider community review all referrals and make a determination as to the appropriate level of care.  Individuals requesting services are then placed on the waiting list, based on their choice.

        5. Tenant Selection Plan

          1. Project specific requirements.  The four HUD homes are designated for individuals with developmental disabilities, as determined through eligibility for DD Program Management. 

          2. All individuals are citizens of the United States and are legal residents of North Dakota.  These criteria are determined by the state of North Dakota through the eligibility process used by the referral source, DD Program Management.  Determination is completed prior to referral.

          3. Social security number requirements: Social security numbers are obtained by the state of North Dakota as a part of the eligibility determination of DD Program Management and are available prior to referral.

        6. Income limits: The project is designated as low-income.  Pride will assure that HUD guidelines are followed in HUD financed property and 40% of new move-ins be at or above 30% of the median income, or extremely-low income. If an individual on the waiting list does not meet the 30% of the median income, and this jeopardizes the 40% of individuals at or below the median income, the next individual on the waiting list who qualified at the income guidelines will be accepted. 

        7. Background checks and screening: Prior to a tenant moving in to a HUD property managed by Pride, Inc. a criminal background check will be complete.  The following will be denied admission to Federally-assisted housing if:

          1. The individual member has been evicted from Federally-assisted housing for drug- related criminal activity, for three years from the date of eviction.  If the evicted individual engaged in drug-related criminal activity has successfully completed a supervised drug rehabilitation program or circumstances leading to the eviction no longer exists, the individual may be, but is not required to be admitted.

          2. The individual is currently engaging in illegal drug use.

          3. The owner/manager determines that there is reasonable cause to believe that an individual’s illegal use or a pattern of illegal use of a drug may interfere with the health, safety, or right to peaceful enjoyment of the premises by other residents.  (Examples of evidence of illegal activities may include a conviction record, former landlord references, etc.)

          4. The individual is subject to a lifetime registration requirement under a state sex offender registration program.  This will determined when performing the necessary criminal history background checks in states where the individual is known to have resided.

          5. The owner/manager determines there is reasonable cause to believe that the individual’s abuse or pattern of abuse of alcohol interferes with the health, safety, or right to peaceful enjoyment of the premises by other residents.

        8. The admission process is initiated by a referral from a number of agencies including DD Program Manager, SMI Case Management, Aging Services, Children and Family Services, Alcohol and Drug Adult Services, and Vocational Rehabilitation, as well as by private individuals. For individuals referred through DD Program Management, information is presented at the Regional Referral Committee.  The committee reviews all prospective referrals and refers interested individuals to various agencies.  Individuals and their families will determine which agency will best meet their needs and goals.

        9. HUD Properties-House Rules (newly added)  Pride is committed to serving individuals based on their goals, desires, and supports needed.  The House Rules are to protect the peace and quiet, as well as enjoyment of each tenant living in a HUD group home managed by Pride, Inc.

        10.  Reporting Requirements:  The following changes must be reported to the   Program Coordinator Technician or the designated Residential Services     Administrator preferably in writing, as a condition of continued assistance:

          1.  If   any adult household member becomes a student at an institution of higher education.

          2. Any household member moves out of the unit.

          3. Any addition to the household, including a proposed roommate or the birth of a child.

          4. Any unemployed adult household member obtains employment.

          5. The household’s income cumulatively increases by $200.00 or more per month.

        11. Criminal Activity:  Arrest or conviction of a member of the household for any criminal activity which would be cause for denial of an applicant, as listed in the Tenant Selection Plan, will result in termination of tenancy.

        12. Rent:

          1.  Pride Business Office will process and mail rent invoices the first of the month.

          2. Rent is due in full during the month the bill is received.

          3. Rent not paid as due will result in eviction notices.

        13. Occupancy:

          1. Only those listed on the lease may occupy the unit.

          2. The tenant agrees not to sublet the unit and will use the premises only as a private dwelling.

          3. Business may not be conducted out of the unit.

        14. Guests

          1. Visitors are welcome as long as they are not infringing on other tenant’s rights.

          2. Prior approval from management is requested if guest will be overnight.

          3. Tenants shall be responsible and liable for the conduct of their guests.

        15. Tenants/Housemates are required to be respectful of other tenants.

          1. Television, radio, stereos, etc. must be kept at a volume that will not  disturb the rights or comfort of other tenants/housemates.

          2. Personal guests need to be respectful of other tenants/housemates.

          3. Loud parties or acts which endanger others are prohibited.

 

Rents for 2015 (Updated as new limits are set by HUD and the Home Program)

HUD Rent Limits [Tenant pays lights]                      Pride starting Rent
Bed Burleigh Co. Heritage S.3rd St. Bozeman Dr. Shirley Ave. 411 Sunset 448 Sunset 508 Sunset 512 Sunset E Ave. E

Koch Drive

North 19th street

0 630 265               464*    
1 709 465 465 465           486*  650  623
2 886   575 540 650         604*  800   
3 1,269         808 808 808 808      825
4 1,489                      
5 1,726                      
  HUD  Group Homes 738                  

* Rents are set by funding (grant) source

HUD Rent Limits [Tenant pays lights]
Bedrooms Morton Co. WestWinds  14th street NW
0  630    
1  709    
2  886 596  
3 1,269 740  872
4 1,489    
5 1,726    
6 N/A    

 

Nodak Homes

TTY (800) 366-6888

 

HOUSE RULES

We would like to welcome you to your new home. The purpose of the House Rules is to protect the peace and quiet enjoyment of each resident. Accordingly, management requires the following rules be observed.

Reporting Requirements: The following changes must be reported to management immediately, preferably in writing, as a condition of continued assistance:

v  Any adult household member becomes a student at an institution of higher education.

v  Any household member moves out of the unit.

v  Any addition to the household, including a proposed roommate or the birth of a child.

v  Any unemployed adult household member obtains employment.

v  The household’s income cumulatively increases by $200 or more per month.

Criminal Activity:  Arrest or conviction of a member of the household for any criminal activity which would be cause for denial of an applicant, as listed in the Tenant Selection Plan, will result in termination of tenancy.

VAWA (Violence Against Women’s Act) Protection:

  • o    The Landlord may not consider incidents of domestic violence, dating violence or stalking for termination of assistance, tenancy or occupancy of the victim of abuse. 
  • o    The Landlord may not consider criminal activity directly relating to abuse, engaged in by a member of a tenant’s household, guest or other person under the tenant’s control, cause for termination of assistance, tenancy, or occupancy if the tenant (or an immediate member of the tenant’s family) is the victim or threatened victim of that abuse.
  • o    The Landlord may request in writing that the victim, or a family member on the victim’s behalf, certify that the individual is a victim of abuse and that the Certification of Domestic Violence, Dating Violence or Stalking, Form HUD-91066, or other documentation as noted on the certification form, be completed and submitted within 14 business days, or an agreed upon extension date, to receive protection under the VAWA.  Failure to provide the certification or other supporting documentation within the specified timeframe may result in eviction.

Rent:  Rent is due in advance, on the First day of the month.  If rent is not paid in full by the end of the 5th day, management may collect a fee of $5 on the 6th day of the month and $1 for each additional day the rent remains unpaid during the month it is due. 

Occupancy:  Only those listed on the Lease and on form HUD-50059 may occupy the apartment.  The tenant agrees not to sublet the unit and will use the premises only as a private dwelling. 

Guests:  Visitors are welcome to stay for short intervals.  Tenants must obtain prior written approval from management if your guest plans to stay longer than 5 consecutive days or a total of 14 days during a 12 month period.  Residents are responsible and liable for the conduct of their guests.

Neighbors:  Please be respectful of other resident’s rights.  Television, radio, stereo, etc. must be kept to a volume that will not disturb the rights or comfort of your neighbors.  Loud parties or acts which endanger others are prohibited. 

Pets: Pets are not allowed at the property.  Service/Companion animals are exempt; however management must be notified in advance.  Please ask guests to refrain from bringing pets into your apartment or onto the premises. 

Smoking:  North Dakota Law prohibits smoking in public places.  By law “public places” includes hallways, entry areas, offices and any other common areas in the apartment building.  In addition, smoking is prohibited within 20’ of any window or door.

Smoke Detectors:  The smoke detector(s) in your apartment are inspected to ensure proper operation when you move in and annually thereafter.   Replacement of batteries in the smoke detector(s) during occupancy is the resident’s responsibility.  If you need assistance installing the battery, please contact the office.  It is unlawful to disconnect a smoke alarm.  Please notify the office immediately if it is not working properly.

Maintenance:  Please contact the manager if you have maintenance issues.  Emergency calls will be handled immediately.

Inspections: The tenant is responsible to keep their apartment clean; use all appliances, fixtures and equipment in a safe manner and only for the purposes for which they are intended.   Periodic Inspections will be conducted annually; however management reserves the right to conduct inspections more frequently if deemed necessary.  The tenant agrees to permit management to enter the unit for the purpose of making reasonable repairs and periodic inspections.  Management agrees to enter the unit only during reasonable hours and to provide reasonable advance notice of intent to enter except during emergency situations.

Insurance: Management recommends carrying renter's insurance to cover your personal belongings.  Personal property is not covered under the landlord's policy.

Keys/Locks: Management will charge the tenant $__15__ for each lost key or key not returned upon vacating the apartment.  Excessive calls to open doors will necessitate a charge of $_25___ per occurrence. The tenant agrees not to install additional or different locks on any doors or windows without prior written permission from management.

Laundry:  Coin operated laundry is provided for tenants only.  Please remove clothing from the machine promptly and clean the machine after each use.  Do not use dye in the machines.  Please report any malfunction to management.

Trash:  All trash must be in plastic bags and placed in the dumpster with the cover firmly closed.  Upon removal from your apartment, dispose of trash immediately.  Trash is not allowed in the hall, entryway or any common areas. 

Grounds and Common Areas:  The grounds and common areas of the property are for your use and enjoyment.  Please do not litter the grounds or common areas.  Destruction, damage or defacing the unit, common areas, or project grounds will result in eviction.

Parking/Vehicles: Adequate parking for tenant passenger vehicles is provided.  “No Parking” areas must be observed.  Washing vehicles, oil changes or other vehicle maintenance on the property is prohibited. All vehicles must be properly licensed and operable or they will be towed at the owner’s expense.

Damages:  Management reserves the right to bill the tenant for repair charges for damage caused by carelessness, misuse, or neglect on the part of the tenant(s), family members or visitors.  The tenant agrees to pay the cost of such repairs within 30 days after receipt of the Landlord's bill.

Security Deposit:  The tenant will be eligible for a refund of the security deposit only if the tenant has provided management with a 30-day written notice of intent to move by the 1st day of the month in which the tenant plans to vacate the unit.  Any damage beyond normal wear and tear will be deducted from the security deposit.

Extended Absence or Abandonment:  Abandonment is distinguished from an absence from the unit by the tenant’s failure to pay the rent due for the unit and failure to acknowledge or respond to notices from the owner regarding the overdue rent. 

*     Extended Absence:   The tenant must inform Management if the household will be absent from the unit for an extended period of time…up to 60 continuous days or up to 180 continuous days for medical reasons.  However, the family is eligible for assistance only if the unit is the family’s sole residence.  The owner will initiate termination of assistance and/or tenancy if the tenant fails to inform Management of the absence or if the absence lasts longer than indicated.

*     Abandonment: Housing Assistance Payments cease the day the unit is discovered to be abandoned.  Abandoned property and the eviction process will be in accordance with North Dakota state law.  

Safety:

v  Barbecue grills, both propane and charcoal, must be stored and used at least 5’ from the building.

v  Exercise caution when extinguishing smoking materials.  Do not put smoking materials out in planters or discard anywhere on the property.  Use an air tight container, such as glass jar with a lid or a can with sand in the bottom.

v  Storage of gasoline, cleaning solvents or other combustibles in or around the premises is prohibited.

v  Firearms are not allowed on the grounds, in the buildings or in your apartment.  This includes your guests.

Miscellaneous:

v  Replacement of light bulbs during occupancy is the resident’s responsibility.

Alterations are not allowed without prior written consent by

management

Pet Policy/Lease

Nodak Homes requires all tenants wishing to bring pets into the community to read, understand and abide by the rules outlined in this Pet Policy/Lease.   These policies take into account the needs of management, pet owning tenants and non-pet owning tenants, as well as the needs of the pets themselves. The intent of this policy is to create a harmonious co-existence of all in our community living situation by fostering an attitude of respect, cooperation and consideration. 

  1. Pet owners must register their pets with the project owner/manager before the pet is brought on premises and must update the registration annually.
  2. Acceptable pets include a domesticated animal, such as a dog, cat, bird, rodent (including a rabbit), fish or turtle, that is traditionally kept in the home for pleasure.  A common household pet does not include reptiles (except turtles).  All pets must be able to be restrained by leash, carrier or cage.
  3. No more than __0__ cats and/or dogs may reside in one rental unit.
  4. All dogs and cats must wear identification tags that indicate the pet's name, owner's name, owner's address and telephone number.
  5. All dogs and cats over the age of 6 months must be spayed or neutered, unless a veterinarian certifies that health problems prevent it. If the pet entering the housing is under 6 months old, the pet owner agrees to have it spayed/neutered (at approximately 6 months of age). A medical receipt from a veterinarian is required to prove the animal is spayed or neutered.
  6. Pets need to be inoculated in accordance with state and local law. All pets must receive proper veterinary care, and must be up-to-date on rabies and distemper vaccinations, with a veterinarian's statement to this effect provided to Management. Such verification will also be required with annual registration update.
  7. The size of the animal cannot exceed___5____ pounds.
  8. All pets must be effectively and appropriately restrained and under the control of a responsible individual while on the common areas of the property. Pets are restricted to the following outdoor areas on the housing property: _____fenced area__________________ 
  9. Pets shall not be allowed in any common area (including but not  limited to lobbies, community rooms, halls and laundry rooms) of the building, except to enter or exit the building.
  10. Tenants are responsible for keeping all areas where pets are housed clean, safe, and free of parasites, including fleas. Dog owners must immediately pick up and dispose of all dog waste deposited on the housing's streets or grounds.  A waste removal penalty of $5 per occurrence will be assessed for failure to comply with pet rules on waste removal.  
  11. Owners of cats and other pets using litter boxes must:
    1. Separate pet waste from litter daily, or
    2. Place soiled litter in tied, plastic bags and disposed of it in the garbage facilities. 
    3. Change litter box at least twice each week
  12. Pets shall be properly licensed in accordance with applicable state and city ordinances, with evidence of licensing provided to Management annually.
  13. If deemed necessary by Management, upon reasonable request, pets shall be temporarily removed from the housing for purposes to include, but not limited to, delivery of maintenance repair services, extermination services and preventative maintenance/housekeeping inspection.
  14. No pet is to be left unattended in a tenant's unit for a period longer than that which is appropriate in light of the needs of the pet. In general, dogs should not be left unattended for more than 9 hours, and other pets for more than 24 hours, on a regular basis.  When Management has reasonable cause to believe a pet has been left unattended for an extended period of time, Management will attempt to contact the tenant or the emergency pet caretakers (listed below) to remedy the situation. If the emergency pet caretakers are unwilling or unable to assume responsibility for the pet and there are no State or Local Authorities authorized to remove the pet, Management may enter the Tenant's unit and make any necessary arrangements for the pet's care.  Including removing the pet and placing it in a facility that will provide care and shelter for a period not to exceed 30 days.   Any costs incurred are the responsibility of the pet owner.
  15. All complaints about pets must be in writing, and will be reviewed by Management. A meeting may be held by Management, with the complainant and the pet owner to clarify the situation, and attempt to resolve it.
  16. Tenants are responsible for ensuring that their pets do not disturb or annoy other tenants or neighbors. Tenants who’s pet(s) are determined by Management to be disturbing others must remedy the situation immediately. A tenant who fails to remedy the situation after _____ warning(s) will receive a 30-day notice to remove the pet, except in the case of a serious problem, e.g. a vicious dog, whereby the length of time may be shortened in the interest of public safety. If the tenant fails to remove the pet, the tenant will be considered in breach of their lease agreement and may be required to vacate the premises.
  17. Tenants are responsible for damages or injuries caused by their pets.
  18. 18.  Each tenant who wishes to keep a dog or cat must pay a $_300__ pet deposit (Initial $50 when the pet is brought into unit and subsequent monthly payments of $10 per month may be made.) The pet deposit is fully refundable (including applicable interest) if Management determines that there are no damages or other expenses caused by the pet(s) upon tenant's vacating the apartment or permanently relocating the pet(s). The tenant understands if damages caused by the pet exceed the amount of the pet deposit, the tenant is responsible for the total amount of damage caused by the pet.
  19. This Policy/Lease shall be incorporated as part of the tenants lease. 
  20. The owner/agent is required to give a tenant or applicant written notice providing an explanation for the denial if they refuse to register a pet. 
  21. Provide the following information:

Type of Pet:  ___________________________________________________
            Name:__________________________________________________________
            Age:___________________________________________________________
            Description:___________________________________________________

Attach  evidence of the following,  in  the  form  of  a  receipt  or  other  written  verification,  from the   veterinarian

                     ___ License: Tag Number #___________________ Exp. Date: ________________
                     ___ Evidence of rabies vaccine: Tag Number #_____________ Exp. Date: _______
                     ___ Evidence of distemper vaccine: Exp. Date: _______________
                    ___ Evidence of Spay/Neuter

Provide the following information and promptly notify Management in writing of any changes.  Management reserves the right to notify the veterinarian and/or emergency pet caretakers that they have been designated as such and to verify their willingness to act as such.

  • Ø  Veterinarian:

Name:

___________________________________________________________________________
Address:  ___________________________________________________________________________
Phone:    ___________________________________________________________________________

Emergency Pet Caretaker #1:

Name: ________________________________________________________________

Phone: (H)_______________________________(W) __________________________

 Emergency Pet Caretaker #2: 
Name: ________________________________________________________________

Phone: (H)_______________________________(W)___________________________

______________________________________________________________________________________

Tenant Name (Printed) ____________________________________________________________

Tenant Signature _____________________________________________ Date ______________

Management Signature _________________________________________ Date _____________

 

 

TENANT SELECTION PLAN

Nodak Homes

1200 Missouri Ave

701-258-7838 AND  (800) 366-6888

 

PROJECT and PROGRAM ELIGIBILITY REQUIREMENTS

The property is limited to individuals who have a disability.   

  • Assistance in subsidized housing is restricted to U.S. citizens or nationals and non-citizens who have eligible immigration status as determined by HUD.  All family members, regardless of age, must declare their citizenship or immigration status.  Applicants who hold a non-citizen student visa are ineligible for assistance, as are any non-citizen family members living with the student. Non-citizen applicants will be required to submit evidence of eligible immigration status at the time of application and will be verified through the U.S. Immigration & Customs Enforcement, Systematic Alien Verification for Entitlements (SAVE) Program. 
  • Each member of an applicant’s household; except those who do not claim to have eligible immigration status or *persons who were 62 or older and whose initial determination of eligibility was prior to January 31, 2010*, must disclose and provide documentation of Social Security Numbers (SSN) before the household may be housed.  All SSN’s for an applicant’s household must be verified using appropriate documentation before the household can be admitted into the project.  However, they do not need to disclose their SSN in order to be placed on the waiting list. 
  • All family members who are 18 years of age or older are required to sign consent and verification forms.  All information reported by the family is subject to verification. 
  • The unit must be the family’s sole residence. *The owner must not provide assistance to applicants who will maintain a residence in addition to the HUD assisted unit.* Under no circumstance may any tenant benefit from more than one subsidy.  When processing the application the property will conduct an Existing Tenant Search through the Enterprise Income Verification (EIV) System to verify the applicants and/or other household members are not currently residing in subsidized housing. 
  • Applicants must agree to pay the rent required by the program under which they will receive assistance.
  •  Student eligibility requirements apply to applicants enrolled at an institution of higher education who are under 24 years of age, unless the applicant is a student who is living with his/her parents who are applying for Section 8 assistance.
    • Students who are 24 years of age or over, married, a veteran of the US Military, have a dependent child or is a person with disabilities, as defined in section 3(b)(3)(F) of the United States Housing Act of 1937 (42 USC 1437a (b3E)) that was receiving Section 8 assistance as of November 30, 2005 qualify.
  • If the applicant is legal contract age *and* is not claimed as a dependant on their parent(s) or guardian(s) latest tax return*or*meets the criteria from at least one of following questions, they qualify:
    • Will you be at least 24 years old by December 31 of the current year?
    • Have you established a household separate from parents or legal guardians for at least one year prior to application for occupancy?                                           
    • Are you married? 
    • Were you an orphan or a ward of the court through the age of 18?                          
    • Are you a veteran of the U.S. Armed Forces?                                                                
    • Do you have legal dependents other than a spouse?
    • Are you a graduate or professional student?  


  • The student must obtain a certification of the amount of financial assistance that will be provided by parents, signed by the individual providing the support. This certification is required even if no assistance will be provided.
  • If the applicant is claimed on their parent(s) or guardian(s) latest tax return or does not meet the criteria from at least one of above questions; they must meet eligibility requirements for Section 8 assistance and their parents, individually or jointly, must be income eligible for section 8 assistance.

 

INCOME ELIGIBILTY REQUIREMENTS

  • HUD establishes and publishes income limits annually based on family size for each county in the United States based on the median income of the geographic area.  The family’s annual income must not exceed program income limits.  Income limits for this property are listed below:

$ 49,950

80% of median income

$ 26,850

50% of median income

$ 16,100

30% of median income

  • Owners must make at least 40 percent of the assisted units that become available each year (project's fiscal year) available for leasing to families whose income do not exceed 30 percent of the area median income (extremely low-income) at the time of admission  If the owner actively marketed at least 40 percent of the annually available units to extremely low-income families but was unable to fill all of the units with families meeting the requirement, the owner is permitted to rent to other eligible families after a reasonable marketing period has expired

OCCUPANCY STANDARDS

UNIT SIZE                                            MINIMUM OCCUPANTS                        MAXIMUM OCCUPANTS

0 Bedroom

1

1

1 Bedroom

1

2

2 Bedroom

2

4

3 Bedroom

3

6

 

  • A single person cannot occupy a unit with two or more bedrooms unless one of the following applies:
    • A person with a disability who needs the larger unit as a reasonable accommodation.
    •  A displaced person when no appropriately sized unit is available.
    • An elderly person who has a verifiable need for a larger unit.
    •  A remaining family member of a resident family when no appropriately sized unit is available.


  • A smaller unit size may be assigned upon request; only if occupancy of the smaller unit will not cause serious overcrowding and will not conflict with local codes.
  • A larger unit size may be assigned upon request if one of the following conditions exists:
    • No eligible family in need of the larger unit is available to move into the unit within 60 days, the property has the proper size unit for the family but it is not currently available, and the family agrees in writing to move at its own expense when a proper size unit becomes available.
    • The family needs a larger unit as a reasonable accommodation for a family member who is a person with a disability.


  • If a family, based on the number of members, would qualify for more than one unit size, the owner must allow the family to choose which unit size they prefer.

 VAWA PROTECTIONS

  •  The Landlord may not consider incidents of domestic violence, dating violence or stalking as serious or repeated violations of the lease or other “good cause” for termination of assistance, tenancy or occupancy rights of the victim of abuse.
  • The Landlord may not consider criminal activity directly relating to abuse, engaged in by a member of a tenant’s household or any guest or other person under the tenant’s control, cause for termination of assistance, tenancy, or occupancy rights if the tenant or an immediate member of the tenant’s family is the victim or threatened victim of that abuse.
  • The Landlord may request in writing that the victim, or a family member on the victim’s behalf, certify that the individual is a victim of abuse and that the Certification of Domestic Violence, Dating Violence or Stalking, Form HUD-91066, or other documentation as noted on the certification form, be completed and submitted within 14 business days, or an agreed upon extension date, to receive protection under the VAWA.  Failure to provide the certification or other supporting documentation within the specified time frame may result in eviction.

APPLICANT SCREENING CRITERIA

  •  All applicants age 18 or older will be screened for suitability prior to residency.  Screening criteria will be applied consistently to all applicants, consideration of extenuating circumstances will be considered in the screening process.

Credit History.  Priority will be given to current credit activity over older activity.  All rent and utilities must be paid in full.  Poor credit history is grounds for rejection; however a lack of credit history is not.

Rental History.  Past record of destruction, consistent late or unpaid rental obligations, police activity or poor housekeeping habits resulting in health or safety hazards is grounds for rejection.  Lack of rental history is not grounds for rejection.

Criminal History.  Applicants will be rejected if any of the following apply:   *Note:  The same criteria regarding criminal history applies to live-in aides also.

 

  • Any household member has been evicted from Federally-assisted housing for drug-related criminal activity, for three years from the date of eviction.  If the evicted household member who engaged in drug-related criminal activity has successfully completed a supervised drug rehabilitation program or circumstances leading to the eviction no longer exist (e.g., the household member no longer resides with the applicant household) the Owner may, but is not required to, admit the household.
  • Any household member is currently engaging in illegal drug use.     
  • Any member of the household is subject to a lifetime registration requirement or is currently registered under a state sex offender registration program.  During the admissions screening process, the Owner must perform the necessary criminal history background checks in the state where the housing is located and in other states where the household members are known to have resided. 
  • The Owner determines that there is reasonable cause to believe that a household member’s illegal use (or a pattern of illegal use) of a drug or abuse (or pattern of abuse) of alcohol may interfere with the health, safety, or right to peaceful enjoyment of the premises by other residents.  (Screening standards must be based on behavior, not the condition of alcoholism.)
  • Any member of the applicant’s household has been convicted of the manufacture of methamphetamine on the premises of federally subsidized housing (lifetime).
  • Violent criminal activity which indicates a pattern of violence that may threaten the safety of residents or staff.  Violent criminal activity includes sex crimes and crimes against children.
  •  Any criminal activity that would threaten the health, safety, or right to peaceful enjoyment of the premises by other residents, the owner or any employee who is in involved in the housing operations.
  •  Unlawfully obtaining government assistance.

 NOTIFICATION OF APPLICANT REJECTION

 If an applicant is denied admission to the property they will receive a written notice stating the reason (s) for the rejection.  The applicant has the right to respond in writing or request a meeting to dispute the rejection within 14 days of the notice. Persons with disabilities have the right to request reasonable accommodations to participate in the informal hearing process. If admission is denied because criminal background screening indicates the applicant provided false information; the entity making the determination must provide the subject of the record and the applicant a copy of the information the action is based upon. The subject of the record and the applicant have the opportunity to dispute the accuracy and relevance of the information obtained from any law enforcement agency.   

APPLICATION and WAITING LIST PROCEDURE

  • Applications completed in full and properly signed will be accepted according to unit size and type in chronological order.  Families that include persons with disabilities will be given preference for units with special accessibility features. If a unit that fits the applicant’s needs is not available, their name will be placed on the waiting list (maintained in the same order) after preliminary eligibility determination.  If an extremely low-income applicant is needed to achieve targeting requirements, and the next applicant has income above the extremely low-income limit, that applicant must be placed on the waiting list until the property is ready to house an applicant with income above the extremely low-income limit.

Applicants will be removed from the waiting list for the following reasons:

  • The applicant no longer meets the eligibility requirements.
  •  The applicant fails to respond to a written notice for an eligibility interview.
  • The applicant is offered and rejects two (2) units in the property.
  • The applicant fails to provide SSNs for all household members.
  • Mail sent to the applicant's address is returned as undeliverable.
  • Family characteristics change and no appropriate size unit exists in the property.

The waiting list will be updated every six (6) months.  Applicants and current tenants are required to contact the property within six months if they wish to remain on the waiting list.  Failure to do so will result in removal from the waiting list. 

The waiting list will be closed for one or more unit sizes when the average wait is one year or more. Potential applicants will be advised if the waiting list is closed and additional applications will not be accepted.  Notice of this action will be published in the local newspaper.

When the waiting list is re-opened and applications will be accepted again, notice will be published in the local newspaper.

 UNIT TRANSFER PROCEDURE

  • Current tenants requiring a unit transfer for the following reasons will be given preference over applicants and those on the waiting list.
  • A required unit transfer due to family size or changes in family composition.   When an owner determines that a transfer is required the tenant may remain in their current unit and pay the HUD-approved market rent or must move within 30 days after notification that a unit of the required size is available within the property.
  • A unit transfer for a medical reason certified by a doctor or the need for an accessible unit.
  • A deeper rent subsidy, if it applies to the property.
  • Current tenants requesting a unit transfer for any other reason will be added to the waiting list of applicants provided there is no record of consistent late or unpaid rental obligations, no record of police activity and inspection of the tenant’s current unit must indicate there is no damage to the property or poor housekeeping habits resulting in health or safety hazards.

Limited English Proficiency (LEP)

For persons who do not speak English as their primary language and those who have a limited ability to speak, read, write, or understand English; we will make reasonable efforts to provide language assistance.  We will arrange to provide forms relating to tenancy in a language that is understood by the individual.   We will make every effort to obtain oral interpretation and written translation services if deemed necessary.

 

NON-DISCRIMINATION

The property adheres to the Fair Housing Act and Federal Civil Rights Laws.  We will not discriminate against applicants or tenants based on race, color, national origin, sex, age, disability, religion or familial status.  In compliance with Section 504 regulations, we will take reasonable, nondiscriminatory steps to maximize the use of accessible units by eligible individuals whose disability requires the accessibility features of a particular unit.  We will consider extenuating circumstances in the screening process for applicants with disabilities, where required as a matter of reasonable accommodation.

 Anyone needing assistance completing the application process, please contact us at:

 Nodak Homes

1200 Missouri Ave

701-258-7838 AND (800) 366-6888

EIV SYSTEM INCOME VERIFICATION

POLICY/PROCEDURES

 

Unlawful disclosure or use of the EIV data can result in civil and criminal penalties.

 

Disclosure

  • The EIV & You brochure will be provided to tenants at move-in and at each annual recertification. 

  • Form HUD-9887/9887-A; Applicant's/Tenant's Consent to the Release Of Information Packet will be signed and dated by each household member 18 years of age or older prior to accessing income reports in EIV. The forms will be retained in the tenant file for the term of tenancy plus three years.  The forms are valid for 15 months. 

  • The tenant may receive a copy of their EIV Income Report upon written request.  The request must be signed & dated by all adult household members and the owner/agent.  It will be retained in the tenant file. 

  • The EIV data of one adult household member will not be shared, provided or displayed with another adult household member or any unauthorized third party without a signed “Tenant Consent to Disclose EIV Income Information”.

 

Limited Access

  • Data obtained via the EIV System is used only by authorized personnel in connection with the administration of subsidy for _Nodak Homes_____, to aid in the verification of annual income and benefit information as detailed in this document. 
  • The Coordinator will be recertified annually for continued access to EIV. 
  • The Coordinator will recertify their EIV Users through the User Certification feature in the EIV system bi-annually (twice per year).

  • The Coordinator will monitor user activity on the EIV System.

  • Users will not share user names or passwords with anyone.

  • The computer will not be left unattended by personnel when signed in to the EIV System.

  • EIV data will not be displayed on the computer screen so unauthorized persons can view it.

  • Reports will be printed only to the user’s personal printer.

  •  Restricted areas will be clearly identified and a list of authorized personnel will be maintained.

  • EIV access will be revoked prior to termination of the employee and the EIV file will be documented to indicate the date user access was terminated.

  • EIV Coordinator/Users will have security training annually and will retain the Certificate of Completion as listed below: http://iase.disa.mil/eta/cyberchallenge/launchPage.htm   

  • Tenant files are secured to ensure confidentiality.  Any applicant or tenant affected by negligent disclosure or improper use of information may bring civil action for damages against the employee.

  • Tenant files and records will be disposed of in a manner that will prevent any unauthorized access to personal information.

  • Improper disclosure of information is grounds for immediate dismissal. 

A binder of the following signed EIV documents (initial and current) will be maintained and will be made available to NDHFA for review annually during the MOR process.

  •  EIV Owner Approval Letters (Originals only)
  • List of EIV Coordinator(s) and EIV User(s) who currently have access to the EIV system
  • EIV Coordinator Access Authorization Form(s) (CAAFs) ~ Includes “Rules of Behavior

  • EIV User Access Authorization Form(s) (UAAFs) ~ Includes “Rules of Behavior” 

  • Rules of Behavior for Use of Enterprise Income Verification (EIV) Information for Individuals without Access to the EIV System (all originals)

  • Certificates of Completion for Annual Security Awareness Training for EIV & TRACS for all.

Contract Administrator’s and HUD staff for monitoring and oversight of the tenant recertification process.  

  • All   EIV users will adhere to the EIV Rules of Behavior.

  •  Owner/agents, Service Bureau staff, Contract Administrator staff and Independent Public Auditors hired by the owner to perform the financial audit of the project (without access to the EIV system) must agree to the “Rules of Behavior for Use of EIV Information for Individuals without Access to the EIV System”.  The original executed document will be retained in the EIV file and made available for viewing during the MOR process. 

Data Reporting

  • EIV information from HUD is obtained from data transmitted on form HUD-50059, requiring accurate and timely reporting of form HUD-50059 data. 

  • The agent is responsible to make sure the information in TRACS agrees with the information on form HUD-50059 in the tenant’s file and will correct any discrepant information in the TRACS database. 

  • The completeness and accuracy of all data on form HUD-50059 will be reviewed and errors corrected prior to transmitting to TRACS.   

  • Form HUD-50059 for move-ins, move-outs, terminations, initial certifications, unit transfers, interim recertifications and annual recertifications will be transmitted timely.

     

EIV Reports (Frequency Chart Page 4)

  • The schedule will be strictly enforced to ensure that applicants and tenants are treated in a nondiscriminatory manner.  Reports will be monitored, reviewed and resolved at the frequency listed in the chart. 

  • Discrepancies require follow-up, verification, documentation and corrective action within 30 days of the report.

  • A copy of each report will be retained along with supporting documents and detailed information on the resolution of the reported discrepancy.

Record Retention (Chart Page 5)

  • Upon expiration of the retention period, all documents will be shredded to prevent unauthorized access. 

Report Resolution

Failed EIV Pre-Screening Report and Failed Verification Report

  • The reports provide a brief description of the problem.

  • Obtain 3rd party verification or documents to determine accurate information.

  • If the data transmitted on form HUD-50059 is incorrect, process a correction with the verified data.

  • Encourage the tenant to contact SSA to correct any incorrect data in their database if the information in TRACS is accurate.

  • Retain a copy of the report along with supporting documents and detailed information on the resolution of the reported discrepancy.

Income Discrepancy Report

  • Notify and discuss the discrepancy with the tenant.
  • Obtain written, independent verification of disputed EIV data:
    • 3rd party verification to obtain specific information needed (effective dates, earnings for a specific period, etc.).
    • Copies of W4’s (for all applicable employers) from the tenant.
    • Copy of applicable tax forms from the tenant.
  • If the tenant does not dispute the data contained in the  EIV Income Report,  obtain the  signature and date of all adult household members indicating such on the  EIV Certification Page to be retained in the tenant file.
  • Provide the tenant the right to contest the findings.

If the tenant cannot repay the full amount, collect what the tenant can pay and execute a repayment agreement to collect the balance over a specific period of time (reasonable, but not less than 10% of the tenant’s gross monthly income and should not exceed 12 months).  Inform the tenant that failure to comply with the terms of the agreement will result in the tenant’s termination of tenancy. 

  Initiate termination of tenancy if the tenant fails to repay pursuant to the executed repayment agreement (scheduled repayment amount plus current monthly rent).

If necessary, civil action may be filed to recover the funds.

 Repayment Agreement

The repayment agreement will:

  • Explain the reason for the repayment and provide reference to the appropriate area of the lease.
  • Provide specifics regarding dates and dollar amounts involved, along with the total amount owed.
  • Include a section for an “Initial Payment” & provide a schedule of individual amounts due on specified dates.
  • Inform the tenant amounts due under the repayment agreement are in addition to the tenant’s monthly rent payment.
Inform the tenant failure to comply with the terms of the agreement will result in termination of tenancy.

Contain the phrase “The terms of the agreement will be re-negotiated if there is a decrease or increase in the family’s income of $200 or more per month.”

Contain the signature and date from all adult household members and the owner/agent.
NOTE:  The tenant is not required to reimburse the owner for undercharges caused by the owner's failure to follow HUD's procedures for computing rent or assistance payments.  Refer to:  HUD Handbook 4350.3 REV-1, Chapter 8, Section 4: Discrepancies, Errors, and Fraud

Owner’s Obligation to Repay HUD 

1)  Funds owed to HUD on a repayment plan by a tenant due to unreported income:

  • Process correction(s) and/or interim recertification(s) to include unreported income.
  • The tenant will not receive 30 day notice if they failed to report timely, therefore the effective date will be the 1st day of the month following the date of hire.
  • Process a positive (+) lump sum OARQ adjustment on the voucher request for the amount of the repayment to offset the 59 (s).  Comment Field: Reversal of adjustments subject to repayment -unit # and tenant name.
  • Remit the tenant payments monthly when and as they repay in accordance with their repayment agreement, by processing a negative (-) OARQ adjustment for the amount of the repayment.  Comment Field: Repayment – unit # and tenant name. 
  • Attach a copy of the repayment agreement with the voucher request when submitting the first tenant payment.
  • Monitor and remit tenant payments timely.  If the tenant fails to remit the monthly repayment plus the current month’s rent, begin the eviction process.
  • NDHFA will monitor the repayments and contact us for an explanation if the repayment is not received.
  • Repayment plans and all associated documents (including initial payment, payment amounts and dates collected) will be retained in the tenant file.

2)   HUD reimbursement for overpayment of assistance due to owner/agent error or failure to follow procedures.

  • Repayments of this nature are generated by correction(s) to the original transactions and/or interim recertifications.  There will not be an OARQ offset; any repayment from the tenant is between the tenant and the Owner.  This includes repayments of amounts discovered by the Contract Administrator during a MOR.
  • Contact the Contract Administrator at NDHFA if you have any questions or if repayment in full would jeopardize the financial condition of the property.

                                         

report

frequency

details

 

Existing Tenant Search

 

 

When Processing an Application

 

 

Verify if the applicants (all household members) are currently residing in subsidized housing.  Must be filed with the application in the tenant file.  Must be resolved and documented prior to occupancy.

 

     Summary Report

(Verified)

 

 

Within 90 Days

of a New Move-in

 

 

File with/or replace Social Security # Verifications for all Household Members              

 

Income Report

 

Within 90 Days

of a New Move-in

 

Annual Recertification

 

Interim Recertifications

 

and

 

As Needed to Verify

 

Income Discrepancies

New Hires

Failed Verification Information

 

 

print and retain a copy of the income report(s) in the tenant’s file.  provides information on new employment, quarterly wages, unemployment insurance benefits, social security benefits and medicare premiums. 

 

* if the tenant agrees with the amounts listed for social security benefits and medicare premiums the income report serves as third party verification.  no further verification is required.

 

** the income report serves only as verification of the tenant’s employment & is NOT to be used to calculate annual income from employment or unemployment during recertification. 

 

*** the income report does NOT serve as third party verification of disability status.

 

 

Income Discrepancy Report

 

 

Monthly

 

 

To investigate and resolve possible discrepancies and errors.  tenants will appear on this report only if the discrepancy is $200/mo or more.   Discrepant data must be resolved within 30 days of the date of the report. 

 

 

New Hires Report

 

 

 

Verify employment information on tenants who have started new jobs.  Should be resolved within 30 days of the date of the report.

 

Failed EIV

 Pre-Screening Report & Failed Verification Report

 

 

clear up any invalid, discrepant or missing information such as ssn, last name or dob in the tracs database. (new tenants)  Correct TRACS data within 30 days of the date of the report.

 

Multiple Subsidy Report

 

 

Quarterly

 

 

identify individuals who may be receiving multiple rental subsidies.  Should be resolved within 30 days of the date of the report.

 

Deceased Tenants Report

 

 

 

identify tenants who are reported by ssa as being deceased.  Discrepant data must be updated within 30 days of the report.  Correct TRACS data within 30 days of the date of the report.

 

No Income Reports

 

Annual Recertification

&

Interim Recertifications

 

 

no income was reported as a result of the match against ssa or new hire records or on HUD-50059.   make sure the right questions are asked to give the tenant(s) the opportunity to disclose any income they receive (AFFIDAVIT OF INCOME AND EXPENSES).   re-verify the status of tenants reporting zero income quarterly.   

  

Upon expiration of the retention period, all documents will be shreded

to prevent unauthorized access to personal information.

 

 

report

Retained

Where

 

Additional Information

Retention Period

 

Existing Tenant Search

 

tenant file

 

 

File with the application

 

Term of Tenancy

 Plus 3 Years

 

 

    Summary

Report

   (Verified)

 

 

 

 

tenant file

 

 

File with/or replace Social Security #

Verifications within 90 days after M/I

All Household Members

 

 

 

Term of Tenancy

 Plus 3 Years

 

 

Income Report

 

 

tenant file

 

 

File directly behind form HUD-50059 for EACH Certification

Including 90 Days after M/I

 

 

Term of Tenancy

 Plus 3 Years

 

 

Income Discrepancy Report

 

 

Individual Detail

Reports in the

tenant file

 

Complete Summary Report in  Master file

 

Separate Section for

Income Discrepancy Reports

to include ALL documentation supporting Income Discrepancy resolutions.

verifications, calculations, form

 HUD-50059’s, repayment agreements and a ledger recording

dates & amounts due along with

payment amounts and dates collected.

 

 

Term of Tenancy

 Plus 3 Years

 

 

 

 

3 Years

 

New Hires Report

 

 

New Hires Report

(complete)

Master File

 

Any correction or recertification as a result will be retained in the tenant file with the individual New Hire Report.

 

 

3 Years

Failed EIV

Pre-Screening Report

Failed

Verification

Report

 

Identity

Verification

Report

Master

File

 

One Master File for Both

 

Failed EIV Pre-Screening Report

&

Failed Verification Report

 

 

 

 

3 Years

 

 

Multiple Subsidy Report

 

Multiple Subsidy Report

Master

File

 

 

Alphabetical

 

 

3 Years

 

 

Deceased Tenants Report

 

Deceased Tenant Report

Master File

 

 

Alphabetical

 

 

3 Years

 

No Income Reports

Not Required

To be used as a tool to identify possible errors.

 

Not Required