Move-In Process – HUD Projects
Once the applicants have been approved for occupancy, call and set up a meeting with them to start the certification paperwork. All members who are 18 years of age or older must attend to sign documents and provide information regarding their income, assets and expenses (if applicable).
They should bring with them to the meeting the items on the attached list, Items to Bring to the Initial Certification Interview.
· Move-in Packet – Use the MOVE-IN CHECKLIST to gather all forms and documents needed to process a tenant certification and lease.
· Resident Handouts – These are informational to the tenant and must be given to the tenant. There is a HUD Acknowledgement and Acceptance Form that all adults must sign once they have received the following:
o House Rules – Rules and Regulations
o HUD Residents Rights & Responsibilities
o HUD Fact Sheet
o HUD-9887/A Fact Sheet
o Fraud – Is It Worth It? Form HUD-1141
o EIV & You Brochure
· Required documents – Give the residents the documents listed. They should read through them and understand them BEFORE signing them.
o Verification of age and social security number
o Race and Ethnic Data Reporting Form – the head of household should complete one for each household member. It is not required to give any information but if they do, be sure they fill out both sections – Ethnic & Racial – Return only Page 1 with packet
o Tenant Declaration of Citizenship – each household member must have a form completed for them.
o MHFA Government Data Practices Act – including Attachment 1 Section 8 – Describes what types of information we will be requesting to verify and the reason.
o Release of Information – 9887-9887A forms, more information regarding verification of household income and assets. Form 9887A is a consent form. Each member 18 years of age or older must sign and date a copy. Gives us authorization to request information from a third party source when a verification form hasn’t been signed.
o Household Questionnaire – Used to collect information about the household’s composition, income, assets, deductions and allowances and other information.
o Annual Student Certification – To verify that household’s student status. There must be at least one member of the household not attending full time.
o Family Summary Sheet – all household members to be listed with all fields completed
o Violence Against Women and Justice Department Reauthorization Act of 2005 – Also known as VAWA. This is an addendum to the lease. You may sign as Landlord. All adults must sign and date.
o HUD Acknowledgement and Acceptance form – by residents signing this they acknowledge that they received, read and understand all of the handouts. Give them time to read all of the documents before asking them to sign.
o Annual Student Certification – HUD does not allow full time students under certain situations to receive HAP assistance while living at a Section 8 subsidized property
o Divestiture of Asset Verification - Certifies the resident/applicant hasn’t sold any assets for less than fair market value within the last two years. If they have, the difference is counted as an asset for two years on their certification.
o Drug-Free Housing Agreement – We do not allow the sale, use or manufacture of any drugs at our sites.
o Emergency Contact Form – Optional. Applicant should check box if they choose not to provide and sign at the bottom.
· Supporting Verification of Income, Assets and Expenses –
Applicant Provided Documentation - Must be current and most recent. We do not use 1099’s for verification of anything. See the Items to Bring to the Initial Certification Interview for what they should provide.
o Third Party Verifications – For all questions on the Household Questionnaire that are answered with a YES, a Verification form must be signed by the person in the household it is associated to. Verifications are then either faxed, mailed, e-mailed or hand delivered by you (NEVER GIVE TO THE APPLICANT TO TAKE). Send the Request for Verification cover sheet to the source with the verification form which explains the need for the verification and lets them know where to return it to.
Once you have received all of the verifications, put all of the documents in the order listed on the Move-in checklist. Paperclip all documents together and mail to:
CEPCO Management, Inc. PO Box 456, Hopkins, MN 55343-0456
Compliance will verify that all documents and verifications are included and produce the Tenant Certification, Lease, Initial Tenant Payment Transmittal form, Performance Deposit Agreement and Move-in Inspection.
Tenant must not move-in to the unit or be given keys until the documents are signed and rent and security deposit have been collected.
· Initial Tenant Payment Transmittal – Fill in check/money order numbers and mail to Accounting with the checks/money orders paper clipped to it.
· Performance Deposit (Security Deposit) – You should collect the Security Deposit and have the adult members sign a Performance Deposit Agreement.
“Applicant agrees that if for any reason he/she is unable to accept the occupancy applied for, a portion of the deposit stated herein may be withheld to recover any expense related to re-renting the apartment. If applicant is not accepted by CEPCO Management, Inc., OR the Owners Authorized Agent (Hereinafter referred to as Owner), this deposit will be returned in full. “
· Tenant Certification – HUD Form 50059, review this form with the tenant. 3 copies, Home Office, Resident and Site Manager. All adults 18 years of age or older must sign.
· Lease – 14 pages with signatures required on last page.
· Move-in Inspection – Unit Condition Checklist, this must be filled out the day the tenant moves-in. Walk through the unit with the tenant noting any items that need to be repaired or replaced. Both you and the tenant are required to sign and date. Make a copy for your file, for the resident and sent the original to CEPCO.
· Return signed documents to compliance. It must be returned to compliance with-in 5 days of the move-in date.
MAKE SURE ALL FORMS ARE COMPLETELY FILLED OUT, SIGNED AND DATED TO AVOID DELAYS IN PROCESSING YOUR MOVE-IN.
CEPCO Management, Inc. Move-In Process – HUD 11/2013
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