Texas Department of Housing and Community Affairs

Portfolio Management & Compliance

HOME Program

Tenant Based Rental Assistance

Initial File FormsInitial File Forms

TDHCA Contract

TDHCA Contract System Access Request 2.01

Vendor Direct Deposit Authorization 2.02

Texas Application for Payee ID 2.03

TBRA Setup ProcessTBRA Setup Process

Setups are done electronically in the Department’s Contract Database System

Persons who are authorized to setup and approve draws should read the Contract Database System User Guide

The Department will email system ids and passwords

Use the notes section in the system to communicate with PMC staff about setups and draws

Initial ActivitiesInitial Activities

Create and Maintain a filing and Accounting system

Follow Procurement Procedures for service providers

Determine if Relocation/Displacement is applicable There is no environmental clearance requirement

Publications Required to Complete a Publications Required to Complete a Project Set-UpProject Set-Up

HUD’s HOME Program 2004 Maximum Income Limits (Attachment A-27)

Use HUD’s Schedule B for Fair Market Rents (Attachment A-34)

TBRA Setup FormsTBRA Setup Forms (14 Series)(14 Series)

Household Income Worksheet 14.1 Household Income Certification 14.2

Calculating Adjusted Gross Income 14.3

Calculating Total Tenant Payment 14.4

TBRA Setup FormsTBRA Setup Forms

Forms are available on the website

www.tdhca.state.tx.us

Click on the Programs Menu, Click on the HOME Program, Click on Library Forms. Click on Tenant Base Rental Assistance Forms. Scroll to the correct form

If you encounter problems…

Call PMC for assistance

TBRA Setup FormsTBRA Setup Forms

TBRA Coupon 1.04 Request for Unit Approval 1.02 Approval will be granted if:

unit is in the service area unit meets HQS rent is reasonable not duplicative rental subsidies

Setup Forms & ProceduresSetup Forms & Procedures

Mail or fax the following to PMC: Income Certification Forms (HIC 14 series) Rental Coupon Contract 14.07 Copy of the Tenant Intake Application 14.22 1st & last page of the Lease

Enter your setup into the Contract Database System

Fax number 512-475-0220

Setups - Setups - Additional InformationAdditional Information

A household will generally be setup for 12 months.

Projects Setups will not be approved in the contract database system until all of the required documentation has been received by PMC

Staff will do a desk review of the documents. If there’s a problem, staff will enter information in the Notes Section of the activity and give you a call

Draw ProcessDraw Process

• Program Draws

• Administrative Draws

• Project Completion Reports

• Match Documentation

Program DrawProgram Draw

Program draws are approved based on the setup information submitted

Worksheets 14.1, 14.2, 14.3 and 14.4 Coupon Contract 14.7 Security Deposit information Utility Deposit information

Draw DocumentationDraw Documentation

Program Draws may be requested 2-3 weeks in advance of rent due date

May be approved by PMC 7 days (1 week) before rent due date

Example: September 1, 2003 rents may be requested August 11, 2003 or later

Example: September 1, 2003 rents may be approved August 25, 2003

Administrative DrawAdministrative Draw

10% of your admin funds can be drawn immediately; the remainder is done on a pro-rata basis

– Payroll Information• Timesheets• Pay periods• Salary information• Benefits information

– Time Allocation for HOME expenses only

– Back-up for other expenses (NOT salaries)

Helpful hintsHelpful hints

• Set-up HOME account on accounting system

• Submit Draw Requests monthly

• Submit draws for same time period or explain exact time period covered

Helpful HintsHelpful Hints

• Explain draw amount on “Notes” Section of draw request

• Certify before expiration of coupon contract – not at time of request or later

Start at least 90 days before!

Re-CertificationRe-Certification

Certifications for each household are done manually (not in the contract system)

Tenant incomes must be certified each year

Provide the tenant a 60-90 day notice of the effective date of certification and any change in the rent

Annual certification includes verifying household income, assets and allowances and adjusting the tenant and Administrator’s portion of the rent

Required Annual CertificationRequired Annual Certification

Certify income and calculate subsidy amounts

Project Setup Revision Request 16.03

HIC Forms 14.1, 14.2, 14.3, 14.4

Rental Coupon Contract 14.07

HOME Lease Addendum 1.03 (if moving to a different unit)

All new forms must have the appropriate signature of the tenant and landlord

Required Annual Certification, Required Annual Certification, cont.cont.

Verify the tenant’s participation in a self-sufficiency program

Perform a rent reasonableness test

Perform an HQS inspection

Other Contract InformationOther Contract Information

Project revisions are done manually. Mailed or faxed to PMC

Follow the prorate calculation instructions if you need to prorate subsidy and utility amounts (page 3, Chapter 2, #27)

To cancel a project; fax, mail, or e-mail the request to PMC

Portability of a coupon is only applicable to the service area

Other Contract Information, Other Contract Information, cont.cont.

Nnotify PMC of any program design modifications in written form

Prior to setting up an activity -– Read the Department’s HOME Program Occupancy Standards

– Read the Department’s HOME Program Payment Standards

AmendmentsAmendments

A contract amendment is a lengthy process if the

appropriate information is not provided with the

initial request

Please organize and prepare letter of request early

1-2 week 2-3 week 4 week

Amendment ProcessAmendment Process

Administrator LetterAdministrator Letter

Executive SignatureExecutive Signature

MatchMatch

• Source of Match as described in the application and contract

• Correct match code

• Documentation to Support Match

Project Completion ReportProject Completion Report

The report is required to:

• Close-out the project

• De-obligate unused funds and make them available for other activities

• Report actual amount of Match

TDHCA Mailing Address & FaxTDHCA Mailing Address & Fax

TDHCA

Portfolio Management

PO Box 13941

Austin, Texas 78711-3941

TDHCA Physical AddressTDHCA Physical Address

TDHCA

Portfolio Management

Suite 800

507 Sabine Street

Austin, Texas 78701