Affordable Housing News

RAD: Post-Closing Operational Transition for PBRA

Posted by NMA on Aug 24, 2016 11:27:02 AM

NMA trainers Samantha Sowards and Sheryl Putnam will be presenting a session on RAD conversion to PBRA at The Housing Conference

As director of professional development, Sheryl Putnam has spearheaded the development of several NMA seminars, including Blended Occupancy ManagementFundamentals of LIHTC Management, and our newest class, Multifamily Housing Specialist (MHS). Prior to joining Nan McKay and Associates in 2011, she managed the compliance department for a state housing finance agency, providing compliance oversight activities for the LIHTC, PBRA, and HOME programs.

Senior trainer Samantha Sowards has been a part of the NMA team since 2008. As NMA’s manager of curriculum development, Samantha oversees publications from concept and creation through the ongoing revision process, including NMA Master Books, model policies, and handbooks. Sheryl and Samantha will be presenting the following session at the The Housing Conference in San Antonio this September.

Regulatory Knowledge for Smart Management

RAD: Post-Closing Operational Transition for PBRA
Presenters, Sheryl Putnam and Samantha Sowards

Congratulations, you’ve been approved for a RAD conversion to project-based rental assistance (PBRA). Now that you’ve been approved — or are waiting for approval — what’s next? This session will cover the key differences between public housing, PBRA, and RAD PBRA that you and your team need to know about. We will cover in-place resident considerations, eligibility and occupancy differences, rent phase-in requirements, what to do when TTP is greater than the contract/market rent, and more. We will also touch on some blended occupancy issues if you are adding low-income housing tax credits.

If you're interested in learning more about PBRA, don't miss our upcoming session of Multifamily Housing Specialist! Conference attendees save 10% on the seminar, which will be held immediately following the first two days of the The Housing Conference. Extend your stay and expand your learning! Register online or email sales@nanmckay.com for more information. Don't delay, room blocks are filling up fast.

Topics: blended occupancy, eligibility, LIHTC, occupancy, PBRA, Program News and Notices, public housing conversion, RAD, rent calculation, The Housing Conference

Using HUD’s Two-Year Forecasting Tool to Create an Ongoing Leasing Plan

Posted by NMA on Jun 30, 2016 9:56:49 AM

NMA senior consultant Teri Robertson will be presenting a hands-on workshop for creating an ongoing HCV leasing plan

NMA senior consultant Teri Robertson is nationally recognized as a leading expert in HCV and Section 8. She has written for the NMA blog about HCV administrative fees, how to maximize your agency’s performance rating, and working with sequestration in the HCV program. Teri will be presenting the following session at The Housing Conference in San Antonio this September.

Best Practices for Program Success

Using HUD’s Two-Year Forecasting Tool to Create an Ongoing Leasing Plan
Presenter, Teri Robertson

Join us for this hands-on workshop and discover how to eliminate leasing events in the HCV program! You'll learn how to tweak HUD’s two-year forecasting tool to create an ongoing HCV leasing plan showing:

  • How many families to select from the waiting list
  • When to select the families
  • How leasing activities will impact utilization

We’ll provide you with an Excel tool to track eligibility success rates, so you can base the number of families to select from the waiting list on factual, historical information. Presenter Teri Robertson will demonstrate how to create a plan for selecting families every month to avoid those disruptive leasing events. As an added bonus, she'll demonstrate how to perform a rent burden analysis to determine whether higher payment standards are in fact justified.

Register online or email sales@nanmckay.com for more information. Don’t delay, less than 24 hours left for early bird pricing!

Topics: eligibility, HCV utilization, The Housing Conference, Trainers and Consultants

HUD publishes new guidance on streamlining final rule

Posted by NMA on Apr 12, 2016 12:52:19 PM

govt-columns.jpgThe Department of Housing and Urban Development (HUD) has published a 33-page notice containing guidance for implementing the streamlining final rule. The streamlining rule was published on March 8 in the Federal Register. Notice PIH 2016-05 is dated April 7, 2016.

The notice includes a three-page narrative followed by 15 attachments, each addressing a separate provision of the streamlining rule. Each attachment describes the applicable regulation, the programs to which the rule applies, a background and description of the change, whether the change is mandatory or discretionary, and the effective date for the change.

In the narrative portion of the notice, HUD discusses the requirement for revisions to an agency’s administrative plan and/or admissions and continued occupancy policies (ACOP). PHA policies must be revised prior to the implementation of discretionary changes. Each PHA must also determine whether policy revisions constitute a significant amendment to the agency plan, and if so, must follow the agency plan amendment process before implementing the change. Furthermore, the notice states that a PHA must begin the process of revising its administrative plan/ACOP/agency plan as soon as possible so that modifications may be implemented in a timely manner.

The notice’s 15 individual attachments contain implementation guidance for regulatory changes to the following program areas:

  • Verification of social security numbers
  • Definition of extremely low-income families
  • Exclusion of mandatory education fees
  • Streamlined annual reexaminations for fixed sources of income
  • Earned income disregard
  • Family declaration of assets which do not exceed $5,000
  • Utility reimbursements
  • Public housing rents for mixed families
  • Self-certification for the community service requirement
  • Public housing grievance procedures
  • Biennial inspections and use of alternative inspections
  • HQS reinspection fees
  • Exception payment standards as reasonable accommodations
  • Regular and interim reexaminations
  • Utility allowance schedules

HUD followed that guidance with Notice PIH 2016-06, “Administering the Self-Certification Flexibility when Verifying Community Service and Self-Sufficiency Requirement (CSSR) Compliance.” The notice provides clarification of the self-certification option introduced in the streamlining final rule, specifically regarding tenant notification and validation requirements.

Under the streamlining rule, agencies adopting a policy permitting self-certification of community service compliance must notify residents of the option. The notice contains revised versions of Attachment A (Entrance Acknowledgment) and Attachment B (Annual Renewal) containing the required language. The attachments are examples and are not HUD-required forms.

The notice directs PHAs that plan to accept self-certifications to develop standardized forms which must include:

  • A statement that the resident has completed the number of hours listed and this statement is subject to penalties of perjury
  • The number of hours and type of activity (community service or self-sufficiency) that the resident completed
  • The name of the organization or person for which the activity was completed
  • The address of the organization or person
  • The phone number of the organization or person, and
  • A contact person in the organization or the person for which the activity was completed

PHAs that adopt a policy for accepting self-certification must validate a sample of the certifications through third-party documentation. The required sample size, based on a universe of residents who submitted self-certifications, is shown in Appendix C to the notice. For example, a PHA with a universe of 27 self-certifications must validate at least 21 self-certifications. Validation procedures must follow the verification requirements of Notice PIH 2010-19.

As explained in the notice, PHAs must update their community service policies prior to accepting resident self-certifications, and may only accept such certifications prospectively.

For residents under lease at the time the PHA amends its policies, the PHA must review annual compliance and obtain third-party verification for that lease cycle. However, for any subsequent lease cycles beginning after the PHA has adopted the policy change, the PHA may accept resident self-certifications for those periods. A PHA may not accept resident self-certifications for tenants subject to a work-out agreement until the resident has completed, and the PHA has verified through a third party, that the resident has completed the required hours.

Our technical writers and subject matter experts are currently working on a revision to both our model ACOP and model administrative plan. Because the streamlining final rule includes several new policy options, we will be issuing a special mid-year revision rather than having customers wait for the standard annual revision. We were in the process of formatting the revision when HUD released these two clarifying notices, and are now going back to rework our revisions. This has pushed our timeline back a bit.

Once the revision is done, we’ll be releasing it in two ways: we will announce on our website and in the PIH Alert when electronic copies are available to be emailed by request, and we will also offer copies on CD through the mail. I anticipate that the electronic copies will be ready in about three weeks. Once you see our announcement, you can just request that we email them to you. If you’d prefer to get them through the mail, those will take longer since you have to wait for us to print CDs and ship them, probably about a month from now.

We have also reviewed all our seminars and updated them with new guidance as needed.

HCV seminars updated for the streamlining final rule:

Public housing seminars updated for the streamlining final rule:

Multifamily seminars updated for the streamlining final rule:

Thank you to all our subscribers and students. If you have any questions, you can get in touch with the NMA team by emailing sales@nanmckay.com or calling us at (800) 783-3100.

Senior trainer Samantha Sowards has been a part of the NMA team since 2008. As NMA’s manager of curriculum development, Samantha oversees publications from concept and creation through the ongoing revision process, including NMA Master Books, model policies, and handbooks.

Topics: books and revision services, community service, EID, eligibility, final rule, HQS, inspections, occupancy, PIH notices, Program News and Notices, reasonable accommodation, rent calculation, streamlining, Trainers and Consultants, utilities

NMA classes now updated for streamlining final rule

Posted by NMA on Mar 7, 2016 10:01:48 AM

govt-columns.jpgIn a press release last week, the Department of Housing and Urban Development (HUD) issued a prepublication copy of the final rule streamlining administrative regulations for the housing choice voucher (HCV), project-based voucher (PBV), public housing, HOME, and multifamily (PBRA) housing programs. The streamlining final rule combines changes in the 2014 and 2015 appropriations acts, elements of HUD’s 2013 temporary compliance options, and other streamlining changes. It will become effective 30 days after publication in the Federal Register.

In response to the publication of the 99-page final rule, which includes regulatory changes in 14 different topic areas, Nan McKay & Associates (NMA) is pleased to announce we have reviewed all our seminars and updated them with new guidance as needed.

HCV seminars updated for the streamlining final rule:

Public housing seminars updated for the streamlining final rule:

Multifamily seminars updated for the streamlining final rule:

The streamlining final rule also includes several new policy options. Our technical writers and subject matter experts are in the process of revising our model ACOP and model administrative plan to include language and guidance for these new options. We are expediting those revisions for our subscribers and will be issuing them as quickly as possible.

Finally, the rule includes significant changes to the earned income disallowance. Due to those changes, the NMA Earned Income Disallowance (EID) Kit is being pulled from our classes and online store as we update it to comply with the new regulations.

We recognize that this is all a lot of new information to absorb. Remember, we're here to help! If you have any questions, you can get in touch with our team by emailing sales@nanmckay.com or calling us at (800) 783-3100.

Senior trainer Samantha Sowards has been a part of the NMA team since 2008. As NMA’s manager of curriculum development, Samantha oversees publications from concept and creation through the ongoing revision process, including NMA Master Books, model policies, and handbooks.

Topics: appropriations, blended occupancy, books and revision services, EID, eligibility, fair housing, final rule, hearing officer, HQS, MHS, Notice PIH 2013-03, occupancy, PBRA, PBV, program management, Program News and Notices, RAD, rent calculation, streamlining

NMA's online HCV Specialist now revised and updated for 2015!

Posted by BEMuser on Sep 17, 2015 10:56:25 AM

Nan McKay and Associates and HTVN are now offering our HCV Specialist certification online. Newly updated for 2015, it includes all the latest program information, including the equal access final rule, VAWA 2013, and more. The 42-hour class is led by NMA trainer Samantha Sowards, who will guide you through key principles and best practices in the housing choice voucher program:

Upon completion of this Nan McKay certification course, learners will achieve an understanding of HUD regulations for the HCV program and how to apply those regulations in administration of the program, including how to correctly determine family eligibility for the HCV program, how to perform required occupancy activities, and how to calculate rent.

NMA's longtime partnership with HTVN offers students the opportunity to enjoy many training options and earn a Nan McKay and Associates certification upon successful completion. NMA and HTVN are the only IACET-approved training and certification companies serving the affordable housing and public housing industries, which means you get the highest quality training plus the certification to show your achievement. IACET is a nonprofit association dedicated to quality continuing education and training programs, and is the only standard-setting organization approved by the American National Standards Institute (ANSI) for continuing education and training.

Other available online NMA certifications include:

Don’t miss this upcoming session at the 2015 NMA and GoSection8 Housing Conference, where HTVN's Kristina Gumbulevich and Dave Sagers will discuss HUD's upcoming shift to a cloud-based model and how that will affect your PHA. Register online or email sales@nanmckay.com for more information.

Topics: eligibility, fair housing, final rule, HTVN, IACET, occupancy, online learning, Partnerships, rent calculation, The Housing Conference, Trainers and Consultants, VAWA

NMA's online PHM certification now revised and updated for 2015!

Posted by BEMuser on Apr 24, 2015 10:02:25 AM

NMA trainer and consultant Cara Gillette will be presenting a hands-on ACOP workshop at this year's NMA Housing ConferenceDid you know you can receive an official PHM certification without leaving your desk? Nan McKay and Associates and HTVN are now offering our Public Housing Management (PHM) certification online.

Newly updated for 2015, it includes all the latest program information, including new HUD guidance on flat rent, the equal access final rule, the capital fund final rule, VAWA 2013, and more.

The 32-hour class is led by NMA senior trainer Cara Gillette, a seasoned expert in public housing management who will guide you through PHM's key principles and best practices:

Upon completion of this Nan McKay certification course, learners will understand all of the elements of public housing management and their impact on the PHA’s PHAS scores. This course covers basic public housing program information, HUD requirements for fair housing, factors of eligibility, tenant selection and wait list management, rent calculation, the occupancy cycle, resident relations strategies, managing a budget, and an overview of the Public Housing Assessment System (PHAS).

NMA's longtime partnership with HTVN offers students the opportunity to enjoy many training options and earn a Nan McKay and Associates certification upon successful completion. NMA and HTVN are the only IACET-approved training and certification companies serving the affordable housing and public housing industries, which means you get the highest quality training plus the certification to show your achievement. IACET is a nonprofit association dedicated to quality continuing education and training programs, and is the only standard-setting organization approved by the American National Standards Institute (ANSI) for continuing education and training.

Other available online NMA certifications include:

For more details, email sales@nanmckay.com. And don't miss this recent blog post with tips to help you get the most out of your online training.

NMA senior associate Cara Gillette trains, consults, and provides technical assistance nationwide in fair housing, public housing management, hearings, economic self-sufficiency, and governing boards. Prior to joining NMA, she administered public housing and Section 8 waiting lists, served as hearing officer, managed public housing, and oversaw resident economic development programs at the San Diego Housing Commission. She has previously written for the NMA blog on Section 3 best practices.

Topics: capital fund, eligibility, fair housing, final rule, flat rent, HTVN, IACET, occupancy, online learning, Partnerships, PHAS, public housing management, rent calculation, Trainers and Consultants, VAWA

How to run a successful VASH program: Tip #1

Posted by BEMuser on Jan 8, 2014 9:18:38 AM

Cydney JonesLeasing our nation's veterans has recently been a top priority for HUD, as well as for many PHAs awarded special funding under the Veterans Affairs Supportive Housing (VASH) grants.

Studies have shown that the mortality rate for those experiencing chronic homelessness is four to nine times higher than that of the general population. To save the lives of the most vulnerable homeless veterans, it's vital that they be placed in safe, permanent housing as quickly as possible.

Also, as a PHA, you don't get paid an administrative fee for unleased vouchers — so the sooner a veteran is leased, the sooner fees are earned for you to administer the program. In working with PHAs and the U.S. Department of Veterans Affairs (VA) through the Housing First initiative, we've discovered some best practices to quickly and effectively lease up homeless veterans and run a successful program.

Tip #1: Streamline eligibility.

Your PHA must work hand-in-hand with the VA to ensure that screening criteria and prioritization for veterans don't include factors such as criminal background checks (other than lifetime sex offender registry), credit checks, eviction history, minimum income requirements, or the ability to obtain employment. It's critical to make the eligibility requirements as easy as possible for veterans who may have had some bumps in the road called life.

The VA and your PHA should work closely with the Continuum of Care (CoC) providers to offer a network of referrals for the VASH vouchers, with everyone in the continuum providing referrals to the VA and case management services. One best practice is found at the District of Columbia Housing Authority (DCHA).

The VA partners with the Department of Human Services (DHS) to make VASH referrals. Since the DHS manages the homeless shelter system, they provide a direct link to the VA for potentially homeless veterans. This then helps the VA provide a steady stream of referrals to the DCHA to cover new allocations as well as turnover vouchers and keep the VASH utilization up to HUD's minimum standard, which is 95 percent leased.

Additionally, your PHA must be certain that staff at all levels understand and can describe the VASH program's target population, its eligibility criteria, and how to gain access. There's nothing worse than losing a veteran in need of housing assistance due to lack of information on the front lines.

Next: How to run a successful VASH program: Tip #2

With an exceptional knowledge of HUD regulations, NMA senior trainer and consultant Cydney Jones is expert in providing a wide range of technical assistance, management training, and on-site expertise for multifamily assisted programs and the HCV program. Ms. Jones recently headed operations for NMA’s contract with one of the largest public housing authorities in the country, including administration of VASH vouchers.

Nan McKay and Associates has assisted a number of agencies across the country with their VASH voucher programs and can leverage that experience to help your PHA be more successful. For information, contact sales@nanmckay.com.

Topics: eligibility, Trainers and Consultants, VASH, veterans

New NMA conference sessions and one-on-one consulting

Posted by NMA on Aug 29, 2013 3:32:22 PM

One week left to register for the 2013 NMA Housing Conference and GoSection8 User Conference! New track sessions and signups for one-on-one consulting have just been announced. To read the full list of sessions, go here.

Executive Leadership for Performance Excellence

Don't Waste Strategy Time on Goal Setting!
Presenter, Eric Kaufmann, President, Sagatica LLC

Most strategy sessions are merely operational — a missed leadership opportunity. Eric Kaufmann guides leadership teams across the country and coaches corporate CEOs. He will present the way to prepare a strategic action plan that becomes a useful resource to accomplish your agency’s goals within limited funding. You will discover the six deadly mistakes of strategy planning. Ask the right questions, set the right measurements, and get to work!

Regulatory Knowledge for Smart Management

Why Your Agency Should Be Taking a Second Look at RAD
Presenter, Carrol Vaughan

The RAD demonstration program is a unique opportunity for housing authorities to convert their at-risk public housing to long-term Section 8 rental assistance contracts. In this session, we’ll cover the latest information on the program and discuss why your housing authority should take a serious look at whether RAD would work for your agency. We’ll also hear from staff at a large housing authority on why their agency is considering submitting an application, and review the thought process involved in making the decision to apply.

Fair Housing/Civil Rights Reviews: Are You Prepared?
Presenter, Annie Stevenson

Using HUD’s civil rights review checklist, we’ll discuss fair housing requirements for the public housing and HCV programs. Topics will include limited English proficiency (LEP), reasonable accommodations, alternative communication methods, and more. Don’t miss this opportunity to prepare for civil rights monitoring.

Free One-on-One NMA Consulting

Reserve your free session with an NMA industry expert! These consulting sessions are limited and will be filled on a first-come, first-served basis. In fact, some are already full, so we encourage you to sign up now.

Nan McKayNan McKay, President and Founder
Expertise: HCV program management






John McKayJohn McKay, CEO
Expertise: Performance management, applying Baldrige principles to affordable housing






Carrol VaughanCarrol Vaughan, VP of Professional Services
Expertise: Procurement, organizational development






Dorian JenkinsDorian Jenkins, VP of Program Management
Expertise: HCV program, public housing leasing, tenant relations, rent collection, REAC prep, cost controls





Cydney JonesCydney Jones, Director of Program Management
Expertise: General HCV topics and issues






Sheryl PutnamSheryl Putnam, Professional Development Manager
Expertise: LIHTC compliance, HOME, PBRA






Samantha PratterSamantha Pratter, Writing Supervisor
Expertise: HCV and public housing eligibility, occupancy, and rent calculation






Annie StevensonAnnie Stevenson, Senior Trainer
Expertise: Fair housing, hearings, EIV, general HCV and public housing topics






Terry ProvanceTerry Provance, Senior Trainer
Expertise: Fair housing, PHAS, public housing property management, general asset management issues





Sammie SzaboSammie Szabo, Associate Trainer
Expertise: General HCV and public housing, PBV, blended occupancy






Jay OrtenzoJay Ortenzo, Property Services Manager
Expertise: HCV inspections and standards, public housing maintenance management






Teri RobertsonTeri Robertson, Senior Consultant
Expertise: SEMAP, quality control, HCV program utilization






Betty TurnerBetty Turner, Senior Associate Trainer
Expertise: Transition to asset management, supervision, working with commissioners






Please note that you must be a registered conference attendee or new registrant in order to take advantage of free consulting sessions. Non-registrants without an accompanying registration are not eligible. Register online or email sales@nanmckay.com for more information. Winners of the 2013 NMA Housing Awards will be announced at the conference — don't miss it!

Topics: asset management, blended occupancy, commissioners, EIV, eligibility, executive management, fair housing, GoSection8, HCV utilization, hearing officer, HQS, inspections, LIHTC, maintenance, NMA Housing Awards, occupancy, PBRA, PBV, PHAS, program management, Program News and Notices, quality control, RAD, rent calculation, SEMAP, supervision, The Housing Conference

Achieving high performance in the HCV program: Tip #4

Posted by NMA on Jan 15, 2013 1:59:12 PM

Tip #4: Create a caseload and accuracy plan with specific performance standards.

Your caseload and accuracy plan should provide a permanent distribution of caseloads so that staff are assigned a caseload and so that the distribution results in equal caseloads for each level of staff. The following plan also provides for a graduated caseload and accuracy plan for new employees to ramp up to a full caseload. The overall objective is to have matching, accurate data between PIC and your housing software, with no backlog in either PIC or the housing software.

Staff identified below are in Housing Specialist positions managing a caseload which they're assigned after initial lease-up through termination. They prepare the initial paperwork and data entry for moves, inspections, and rent reasonableness, but the activities for those functions are handled by other staff. Their primary responsibility is reexaminations and interim adjustments. They will also handle terminations.

The recommended annual caseload for experienced staff for reexaminations is 450. Since they don't have to handle moves, they're expected to handle up to 45 cases per month. The number of reexaminations per month may vary due to the geographical split of the caseload. Reexaminations should be assigned only to the reexamination staff, regardless of whether there's a reexamination in conjunction with a move.

This plan outlines at what point a newly hired staff person is expected to take on the full caseload.

Level 1: Initial Training Plan with Small Caseload

The first full month after hire date, the employee will be working on sample cases. During this period, they will receive additional classroom training and be paired with a more experienced staff person to assist them in completing their sample cases. Their "mentoring partner" (the more experienced staff person with whom they're paired) is allowed to assign them various duties to assist in processing their own caseload as a learning experience. These duties can include everything from observing an interview to copying paperwork. The training coordinator and the supervisor will also begin providing on-the-job training.

The new employee is assigned sample cases from a library of 30 cases. Test databases are set up for new employees to use. Each case will have housing software data entry, calculation, and forms to complete, so that the entire function is performed on each case. Answers to the case will be included. New employees work on these cases on their own, and may request assistance from the mentoring partner if they're having trouble completing the case and getting the correct answer. The employee must complete the 30 test cases at this level. Because they're for learning purposes, all cases must be completed with 100% accuracy.

Level 2: Caseload of 15

The employee will be at level 2, with a caseload of 15, for one month. During this time, the accuracy of the employee's cases will be monitored by the supervisor, and the employee will be provided with feedback and instructions on corrections where needed. An accuracy rate of 65% is required for cases completed this month. All cases will be quality-controlled prior to HAP payment.

The mentoring partner will still be available for assistance on cases, as will the training coordinator and the computer trainer (when they're not engaged in training activities). The employee will be encouraged to complete their own active cases and assist others with their cases, participate in training, or otherwise be effectively utilized with the supervisor's direction.

Level 3: Caseload of 30

The employee will be at level 3, with a caseload of 30, for one month. The same mentoring staff will be available to assist, but the assistance required should be minimal. An accuracy rate of 80% is required for cases completed this month. At least 50% of cases will be quality-controlled prior to HAP payment. The employee will be encouraged to complete their own cases and assist others with their cases, participate in training, or otherwise be effectively utilized with the supervisor's direction.

Level 4: Caseload of 45

After the completion of the three-month caseload schedule described above, the employee will be assigned a full caseload of 45 per month. A level of 95% accuracy at the submission of the case will be expected. An accuracy rate of 95% is required for cases completed this month. At least 50% of cases will be quality-controlled prior to HAP payment for the first month at this level. After the first month, the employee must retain at least an average of 95% accuracy.

Accelerated Caseloads

If, in the supervisor's and employee's determination, the employee can handle an increased caseload during any period above, additional cases may be assigned to the employee. The employee may also act as a mentor to other new staff.

Certification

The employee will complete either a Housing Specialist class encompassing eligibility, rent calculations, and occupancy, or the employee may be assigned to complete online classes on these subjects. The employee must then achieve a passing score of 80% on the Housing Specialist test, either in the classroom or online, to continue employment. One test retake will be allowed within 45 days of the Housing Specialist test. This certification must be achieved by the end of level 2.

Case Assignment

Caseload assignment will be done by the (specify a position here). Only supervisors will be allowed to change a caseload assignment and must justify any changes each month.

Regular cases will be distributed by zip codes by team. Within the team, the supervisor assigns cases with the objective of complying with caseload levels identified above, and with the goal in mind of achieving a nearly equal staff caseload within each level.

Backlog cases older than three months will generally be assigned to level 4 staff as needed, and will be nearly equally distributed to this group of staff. Backlog cases due within the prior three months will be assigned to level 3 staff and above as needed.

Cases in housing software but not PIC will be assigned to PIC staff or to the supervisor to resolve. A supervisor will be assigned the responsibility of ensuring that these cases are completed in a timely manner. The most likely reason for cases to be in this category is that "hold" codes have not been resolved. If the family is no longer on the program, there must be an End of Participation (EOP) entered in PIC. If the family has decided not to move and has stayed in the same unit, or if the family has moved to another unit, the "hold" code will be removed and any required updating to the record will be completed.

Correction of Quality-Controlled Cases

The employee is responsible for correcting all mistakes in his/her quality-controlled files within three business days after the notification of the errors.

Next: Achieving high performance in the HCV program: Tip #5

While serving as executive director of a Minnesota housing authority, Nan McKay started one of the nation’s first Section 8 programs. The agency was subsequently honored with a HUD award as one of 13 outstanding Section 8 programs in the country.

Founder and president of Nan McKay and Associates, she has devoted the past two years to redesigning NMA’s HCV Executive Management course, as well as rewriting the HCV Executive Management Master Book with Bill Caltabiano. The tips and systems described above are thoroughly explored in both, with many forms available on a CD.

Did you know that NMA is the only IACET-approved training and certification company serving the affordable housing industry? Read more on our website.

Topics: eligibility, executive management, Executive Team, IACET, IMS/PIC, occupancy, online learning, quality control, rent calculation

Managing eligibility of blended occupancy projects

Posted by NMA on Jun 11, 2012 10:12:19 AM

Cara GilletteProjects with multiple sources of funding/subsidy are more common than ever before. These projects are referred to as blended occupancy or combined funding projects.

Managing eligibility of these projects is complicated and can cause confusion. It's not uncommon to have a project with two, three, or four different types of funding. That means varying and often conflicting compliance requirements from multiple agencies.

Tip #1: Understand your project's funding/subsidy sources.

It sounds fairly straightforward, but a thorough understanding of each funding and subsidy source is the first step to successfully managing your blended occupancy project.

Read the project's governing documents. Key information such as affordability periods, number of units that must be rent restricted, income limits of eligible households, and other critical information will be outlined in the project's governing documents. These documents will also tell you if the project owner has elected to rent a certain number of units to tenants at lower income levels than required by the IRS or HUD.

If you don't have the project's governing documents, get them from the project owner. You can't be expected to successfully manage the project without them.

Tip #2: The most restrictive program wins.

A general rule is that the most restrictive program wins! If you manage eligibility to the most restrictive program, you will generally be in compliance with other programs.

A blended occupancy/combined funding unit with Low-Income Housing Tax Credits (LIHTC) and Project-Based Section 8 Assistance (PBRA) must use the Multifamily Tax Subsidy Projects (MTSP) income limits to determine initial tenant income eligibility for the LIHTC program and the HUD Program Income Limits to determine initial tenant income eligibility for the PBRA program.

If your project has LIHTCs, you must also know the building's Placed-In-Service (PIS) date. The income limit for your building is determined by the date it was placed in service. This date is located on an important governing document, the IRS Form 8609.

Remember, the most restrictive income limit must be used to determine initial tenant income eligibility.

Tip #3: Get training.

With multiple financing/subsidy sources in your project, you must be able to quickly interpret and apply complex federal regulations issued by multiple regulatory agencies. The consequences for noncompliance, particularly for LIHTC, can be devastating. Initial and ongoing training is not a luxury for blended occupancy projects, it's a must.

Professional Development Manager Cara Gillette oversees NMA's regulatory and program management seminars, ensuring excellence across the board. She recently co-developed a new class, Blended Occupancy Management, which provides the practical tools needed to navigate a complex regulatory environment.

To learn more about blended occupancy and combined funding, sign up for the upcoming Housing Help Session. This audio conference is a convenient and affordable training option, just $99 for PIH Alert subscribers and $129 for non-subscribers.

Topics: blended occupancy, combined funding, eligibility, Housing Help Sessions, income limits, LIHTC, mixed financing, occupancy, PBRA, PIH Alert, Trainers and Consultants

Subscribe to our blog via email!

The Housing Conference

Posts by Topic

see all