PROCESS
A prospective tenant who contacts you regarding the HCVP will have an actual voucher which indicates he/she is eligible to move with assistance. You should ask to see it and review the information to make sure it has valid issue and expiration dates. It will also indicate a unit size which designates the number of bedrooms the family qualifies for and is based on the number of people in the household. In some cases, the family may exceed their unit size, but it’s a good idea to check with the housing office to be sure.
The family will have a four page form called a Request for Tenancy Approval (RTA). The RTA must be completed by the owner and submitted to the housing office. Click here for a sample RTA.
It must be filled out completely. If you have questions about how to fill in some of the information, please contact the housing office. The approval process for the family in your unit will begin after the RTA is received. Please submit a blank copy of the lease you intend to use with the RTA so it can be reviewed by the housing agent.
APPROVAL
First, the proposed rent will be evaluated against the Voucher Payment Standard (VPS). Please visit VHDA's website to access VPS amounts.
Please note, the VPS represents the contract rent plus the utility allowance as demonstrated in the earlier example and is the maximum allowable payment VHDA will make on behalf of a family. If a family exceeds the unit size, it will be approved as long as the gross rent does not exceed the VPS for the family. In other words, if your unit has three bedrooms but the family has a two-bedroom voucher, it can be approved as long as the rent plus the utility allowance does not exceed the two-bedroom VPS. The utility allowance can be anywhere between about $60 and $225 depending on the utilities which must be paid for by the family. Take this into consideration when proposing a rent amount for your unit.
Second, the rent for the unit must be reasonable when compared to rents for other comparable units. The comps must be from the same area, and must be of equal or greater age and square footage. Please review the following VHDA policy on rent reasonableness.
Policy 633:
DETERMINING RENT REASONABLENESS
EFFECTIVE DATE: June 2000 |
The Administrative Agent shall certify for each unit for which a lease is approved, and for each unit for which the owner is requesting a rent increase that Contract Rent for such unit is:
- Reasonable in relation to rents currently being charged for comparable units in the private unassisted market, taking into account the location, age, size, type, quality, amenities, facilities, management, and maintenance services of such unit, and
- Not in excess of rents currently being charged by the owner for comparable unassisted units.
Three comparable units must be compared to the unit selected by the family. The units must be as similar as possible. For units in apartment complexes, the comparison should be based on the rents charged on unassisted units on the same premises. They must be the same bedroom size as the unit selected unless no other units are in the market.
The Administrative Agent will complete for each unit it approves, the Certification of Rent Reasonableness form (8-633-1) and maintain a copy in the family's file. Instructions for completion of the forms are contained within the contents of the forms.
Under no circumstances will a unit be approved for Certificate subsidy if the Administrative Agent determines that the Contract Rent is unreasonable. As a general rule, cases should not reflect more than a $25 to $50 difference in the rent listed for the comparable units unless justified. If more than a $25 to $50 difference, the case should be questioned concerning whether it is reasonable.
Data for determining rent reasonableness must be collected by the Administrative Agent. Contact should be made with local Realtors to obtain rental information. The information should be maintained by unit type and bedroom size.
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The contract rent may be increased after the initial lease term; however, the increased rent amount may cause the unit to fail the test for rent reasonableness. Please note the following policy on rent increases and rent reasonableness.
Policy 824:
RENT INCREASES AND RENT REASONABLENESS FOR HOUSING CHOICE VOUCHERS
EFFECTIVE DATE: June 1997 |
In the Housing Choice Voucher Program, there is no maximum rent imposed on Owners. The Owner may increase the Contract Rent whenever an increase is permitted under the terms of the lease. The Owner should give at least 60-calendar days written notice to the Family and the Administrative Agent before commencement of the increased Contract Rent. The Family has 15 calendar days to accept the new rate or request the Housing Choice Voucher be reissued for relocation purposes.
Please note the amount of the Contract Rent under the HAP contract/lease may not be increased during the first year of the term of the HAP contract/lease. In cases where the Owner increases the Contract Rent after the first year of the lease term, the HAP will not be adjusted until the family's annual reexamination. This causes the Family to cover the increase. A Family must decide whether they will pay the higher rent or request reissuance of a Housing Choice Voucher to locate new housing.
The form, Section 8 Voucher - Certification of Rent Reasonableness (8-V633-1), is completed at each subsequent rent increase implemented by the Owner. The rent must be reasonable and if not, then subsidy cannot be approved or continued.
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Third, the unit must be inspected to ensure that it meets Housing Quality Standards (HQS) as determined by HUD. The family must not move into a unit prior to the HQS inspection. The following provides an overview of HQS inspection policy:
All units under the Housing Choice Voucher Program must meet HQS at all times.
Prior to approving a unit for lease-up, an initial inspection must be conducted. The initial inspection is scheduled after the Request for Tenancy Approval (RTA) form has been received, and is usually scheduled within 15 days of receipt of the RTA.
The following factors are evaluated during the initial inspection:
- Sanitary facilities
- Food preparation and refuse disposal
- Space and security
- Thermal environment
- Illumination and electricity
- Structure and materials
- Interior air quality
- Water supply
- Lead-based paint
- Access
- Site and neighborhood
- Sanitary conditions
Smoke detectors must be installed on each floor and be operational.
Please ensure that the unit is ready for inspection when it is scheduled. All maintenance and cleaning must be completed, and the unit must be ready for occupancy. If the unit does not pass, the family will be advised to continue searching for an appropriate unit. Follow-up inspections are not guaranteed.
A special inspection may be requested at any time by either the landlord or the tenant. Special inspections may occur if damage to the unit is suspected and/or if repairs are necessary to avoid a breach in HQS. The landlord and tenant will be notified of the results of the inspection in writing.
An annual inspection of the unit must be conducted within 12 months of the initial inspection, and on a yearly basis thereafter to ensure that the unit continues to meet HQS requirements. The inspector will identify any deficiencies, notify the landlord and the tenant of the results of the inspection in writing, and provide a timeframe in which the defects must be corrected. If it is clear that the defects were tenant caused, the family must make the repairs or arrange for the landlord to do so. The landlord may charge the family for any repairs beyond normal wear and tear.
T he deficiencies must be repaired within the timeframe given, or payments will be abated (stopped), and the HAP contract may be terminated. If payment is abated, the family is only responsible for the tenant portion of rent during the abatement. Abated payments may not be recouped. It is the responsibility of the landlord to arrange for re-inspection of the unit. Click here for a HUD Inspection Form.
Please do not complete the form on-line. The inspection must be completed by qualified personnel from the housing office.
WARNING: Section 1001 of Title 18 of the United States Code makes it a criminal offense to make a willfully false statement or misrepresentation to any Department or Agency of the United States as to any matter within its jurisdiction.
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