1. When can an Annual Recertification (AR) and/or Interim Recertification (IR) be made effective?

An AR and IR must be made effective on the first (1st) day of the month.

2. What do the messages "Expired Contract" and "Insufficient Funds" mean?

Expired Contract means a property has not completed the contract renewal process and has been locked out of the payment process. When the assigned Program Specialists completes the renewal process, the completed package is transmitted to the appropriate HUD staff and the system will update and unlock the payment processing.

Insufficient Funds means there the property no longer has funds to cover its vouchers. Funds are placed in the account by HUD Headquarters.

3. When would you do an Initial Certification versus a Move-In?

Initial certifications are applied when the individual is already living at the property and moves from market rent to subsidy. A Move-In is used when the individual is an applicant taken from the waiting list and is not residing at the property.

4. When would you do a Termination of Assistance versus a Move-Out (MO)?

A MO should be used when the individual will no longer reside on the property. A Termination should be applied when the individual is moving off of subsidy.

In example: Mrs. Smith resides at a property with both subsidy and market rate units. At her AR, management realizes her income has increased enough to make her ineligible for subsidy. Mrs. Smith’s will be terminated from subsidy and go to market rent.

5. Can an IR and UT be submitted on the same HUD 50059 (59)?

No, a property must submit an IR and UT on two separate 59s.

6. If a property submits a Special Claim for payment and only attaches form HUD 52670-A, can I proceed with processing?

No, the complete Special Claims package as approved by JeffCo must be attached. A complete package will include form HUD 52670-A and a form HUD 52671-C for each individual listed on the cover along with supporting documentation.

7. How will I know if a Special Claim has been approved by JeffCo?

The bottom right corner of the Claim cover (HUD 52670-A) will be signed and dated by a JeffCo Relationship Manager or Administrative Assistant and show a fourteen (14) digit Claim number.

8. If a paper voucher is submitted without the signature of an authorized individual, may I complete processing on the voucher?

No. Until further notice, a paper voucher must bear the signature of the authorized individual.

9. My property received a rent increase effective May 1 and submitted their June voucher with the increase; however, the rent schedule they submitted was not signed by the owner or JeffCo. What should I do?

You should not apply the new rents until you can verify with the assigned Program Specialist that the rent schedule has been fully executed. New rents can only be applied once the rent schedule is fully executed. The assigned Program Specialist is responsible for giving the assigned CA Accountant a copy of the fully executed rent schedule once completed.

10. How will I be able to tell if a contract or rent schedule has been fully executed?

A fully executed contract or rent schedule will be signed and dated by the owner/agent and the JeffCo CEO. The assigned Program Specialist is responsible for providing the assigned CA Accountant a copy of the fully executed rent schedule

11. What are the different certification types?

Certifications fall into two primary categories. They are full and partial.

FULL
Annual Recertifications (AR)
Interim Recertification (IR)
Initial Certification (IC)
Move-Ins (MI)

PARTIAL
Unit Transfers (UT)
Gross Rent Changes (GR)
Move-Out (MO)

Full Certifications Annual Recertification – ensure assisted residents pay rents commensurate with their income and ability. HUD requires the following:

1. 1. Owners must conduct a recertification of family income and composition at least annually recomputing the residents rents and assistance payments, if applicable, based on the information gathered.

Interim Recertifications – are completed when changes occur in family income and composition in accordance with HUD requirements. IRs normally occur when:

1. A family member moves out of the unit;
2. The family proposes to move a new member into the unit;
3. An adult member of the family who as unemployed obtains employment; or
4. The family’s income cumulatively increases by $200 or more per month.

Residents may request an IR for changes occurring since the last recertification for the following:

1. Decreases in income including, loss of employment, reduction in number of hours worked, and loss or reduction of welfare income;
2. Increases in allowances including, but not limited to, increased medical expenses, and higher child care costs; and
3. Other changes affecting the calculation of a family’s annual or adjusted income including, but not limited to, a family member turning 62 years old, becoming a fulltime student, or becoming a person with a disability.

Initial Certification (IC): A 50059 will be coded with the letters IC to denote the initial date on subsidy for a resident currently residing on the property as a unsubsidized resident. This can be treated like a MI.

Move-In (MI) & Move-out (MO): A 50059 will be coded with the letters MI to denote the initial date of occupancy for a resident moving onto the property for the first time.

Partial Certifications

Unit Transfer (UT): As part of the voucher process, properties are required to transmit updated 50059 data when a resident transfers from their current unit to another unit on the same property.

Gross Rent Change (GR): A gross rent change is a change in rent, a change in the utility allowance, or a change in both the rent and utility allowance

Move-Out (MO): A 50059 will be coded with the letters MO to denote the last date of a resident’s occupancy at the property.