Owner Update “Question of The Month”

Q: I received a letter about “recertifying” assistance for my tenant. What is this?

A: Recertifying or recertification of assistance refers to the annual process of reviewing the tenant family information, and contacting the owner about continuing the contract and re-inspecting the unit. The process follows a number of steps, and starts 120 days (4 mos.) before the anniversary date of the Lease and HAP Contract, which we call the “recertification date.”

Here are the steps:

120 days before recertification date, TMHA sends a letter to the tenant family and the owner informing both parties that the recert. process is beginning. For the owner, it’s a heads-up that it’s time to think about the annual inspection, and to consider whether the owner wants to continue the HAP Contract after the upcoming anniversary date. This is also the time when the owner will want to consider any changes such as a rent increase or any changes to who is paying unit utilities. This letter will inform the owner of decisions that need to be made and what information needs to be returned to TMHA.

At the same time, the housing authority informs the tenant family that they must appear at the TMHA office to reverify their income and family make-up and sign updated authorization forms. If at that time the owner has informed TMHA that he/she does not wish to continue the HAP Contract, we so inform the tenant. In that way they know they must make a decision as to whether they will remain in the unit without our assistance, or to get a Voucher to move to another assisted unit.

At recertification, we ask the tenant for verification of rent payment and payment of utilities not included in the rent. For payment of rent, we ask to see rent receipts, or will accept a statement from the owner / manager as to rent payment. We recommend that owners / managers always give rent receipts as a way to protect both the interests of the owner and the tenant.

Ninety (90) – 60 days before recertification date, TMHA is meeting with the tenant family and is scheduling the annual inspection. Generally, TMHA schedules the inspection with the tenant since they are living there, and we inform the owner by letter of when the inspection is scheduled. After the inspection, we will send the results to the owner and a copy to the tenant. If there are fail items, the letter inform the owner of the allowable time to make repairs, generally 30 days unless the failure is of a life threatening nature. After the repairs are made, either the owner or the tenant must contact TMHA to schedule the re-inspection.

At the 90 day mark, we also hope the owner has informed us of a proposed rent increase or other unit changes. This gives us adequate time to consider rent reasonableness procedures we must complete, and have the opportunity to discuss the changes with the owner.

Sixty (60) days before recertification date, hopefully the unit has passed inspection or is close to passing. In the case of a proposed rent increase, TMHA hopes to have reviewed the increase to see that it is rent reasonable. Under program regulations, the tenant must have 60 days notice of the increase before it takes effect at lease / contract anniversary. That is so that they will have time to seek a less expensive unit if they believe the rent increase is too much.

Thirty (30) days before anniversary / recert. date, hopefully the process is completed. TMHA will then send out Notice of Continuation of Lease and Contract paperwork to both the owner and tenant giving any changes to the HAP amount and tenant rent that have occurred because of the recertification.

While most recertifications go smoothly, problems and issues can arise that need to be solved. The length of the process allows for issues to be worked out before the recert. date. The staff at TMHA is always there to answer questions about “what to do next” throughout this annual review.

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