Commonly Asked Questions About Our Case Management Services
Q. What information do you need from our Housing Authority to begin the recertification process?
A. Last year's 50058. The 50058 provides us with the majority of the required information to promptly begin the re-certification process. Since Property Owners are not listed on the 50058, that information needs to be submitted separately. we also request address, phone and fax numbers for the following local agencies; Health & Human Services/Department of Social Services, Child Support Enforcement Agency, Social Security Office, and the Workforce Development/Unemployment Bureau.
Q. Once you receive the 50058's, what is the next step?
A. The following information is entered into our data system; The date we received the 50058, Tenant and Property Owner information, Last exam effective date and current exam effective date, the date the initial packet was sent and due back to our agency (the date mailed plus 10 days).
Q. What information is sent in the initial recertification packet?
A. A cover letter explaining to the tenant that they are due for their annual reexamination. We explain who we are and how the process works. We request tenants to read, complete, sign, and date all required forms. Those forms are: Personal Declaration, Family Obligation, Privacy Act, 214 Status, and Verification of Public Assistance. We also explain to the tenant that all income will be verified on household members 18 years and older whether it be employment, SSI/SSD, pension, unemployment, alimony, workmen's compensation, recurring gift money, and all checking and savings accounts.
Q. Is the Property Owner notified that the tenant is due for their annual reexamination?
Q. Once you receive the initial packet back, what is the next step?
A. An Eligibility Specialist reviews the Personal Declaration to determine if additional information will be necessary to process the reexamination. Additional forms that may be required are: Child Support Verification, Child Care Expense, Employment Verification, Zero Income Affidavit, 4506-T, or Full-Time Status Verification. If additional forms or information are required, tenants receive "A Request For Additional Information" notice advising them what needs to be completed and submitted to our agency prior to determining on-going eligibility and when the information is due back to our agency (the date mailed Plus 10 days).
Q. What do you do if there is no response on an initial packet or request for additional information?
A. Let us start with no response on an Initial Packet. As we mentioned, tenants are given 10 days from the mailing date to send in their initial packet. After the 10 day time period passes, a second and final notice is sent to the tenant. This notice not only explains the process to the tenant, but also lets the tenant know that this is the final attempt to initiate their reexamination process, and failure to do so will result in "A Recommendation For Termination" effective on their upcoming re-cert date. Tenants are asked to send their completed information back to our agency by the due date. Tenants that do not respond to a request for additional information are contacted via phone.
Q. What happens if a tenant fails to respond to a "Second & Final Notice" or you are unable to reach a tenant via phone?
A. At this point tenants are sent a letter, "Intent to Terminate" and are required to contact our agency personally to stop the termination process. If they do not contact our agency, it is assumed that the tenant is no longer in need of section 8 assistance and your agency is notified.
Q. How is the tenant information verified (i.e. Employment, Child Care Expenses, Child Support, Health & Human Services/Department of Social Services, etc.)?
A. We complete all 3rd party verifications. To date, turn around time with all agencies has been excellent.
Q. Once all the necessary information is received by the tenant and other agencies, what is next?
A. We complete a calculation worksheet. All income is entered, applicable deductions are applied (i.e. dependents, childcare, medical, disabled or over the age of 62), rent determination is incorporated (i.e. utility allowance, contract rent and payment standard) and HAP, TTP and Utility re-imbursement is determined. The tenant and property owner will receive appropriate notification. This includes an increase or decrease in tenant rent responsibility or if the tenant is no longer eligible due to income increase.
Q. What information is sent back to our agency after the tenant and property owner has been notified?
A. Your agency will receive all the forms that the tenant completed, all 3rd party verifications, calculation work sheet, copies of all notices and correspondence to tenant and property owner and the 50058 that your agency provided us with.