Interim Reexamination Process

These procedures apply to all of DOH’s housing programs, unless otherwise noted. For Permanent Supportive Housing (PSH) participants, be sure to use the PSH Statement of Understanding, HAP Contract, and Housing worksheet.

Interim – Changes in Income or Participant Members

Part One: Interim Reexamination Notification

Step One: Interim Reexam Letters and Packet

For Changes in Income:

1. Create a packet of documents to send to the participant that includes:
   1. A cover letter that requests the participant to provide original documents verifying the change of income and a specific deadline to provide this documentation (usually 10 business days).
   2. Family Reporting Form and Supplement to Application
   3. Verification Forms (as applicable):
      1. Verification of Employment
      2. Verification of Non-wage Income/Assets
      3. Verification of Expenses
      4. Verification of Self-Employment
      5. Verification of Student Status (for household members 18 and older)
   4. Zero Income Reporting Form (if applicable)

For Changes in Household Composition:

1. Create a packet of documents to send to the participant that includes:
   1. A cover letter that gives the participant a specific deadline to return the interim packet (usually 10 business days).
   2. Family Reporting Form and Supplement to Application
   3. Request to Add/Remove a Family Member

For all additions to the household, the following must be obtained:

1. Social Security Card
2. Birth Certificate
3. Declaration of 214 Status
4. Verification of Disability (if applicable)
5. Verification Forms (if applicable):
   1. Verification of Employment
   2. Verification of Non-wage Income/Assets
   3. Verification of Expenses
   4. Verification of Self-Employment
   5. Verification of Student Status (for household members 18 and older)

If adding an adult to the household, the following documents must be obtained:

1. Valid Photo ID
2. Statement of Understanding
3. DOH Authorization for Release of Information
4. HUD Authorization for Release of Information/Privacy Act Notice
5. EIV (obtained by agency – HCV Only)
6. Zero Income Reporting Form (if applicable)
7. What you should know about EIV (HCV Only)
8. Debts Owed (HCV Only)

Important Reminder: In order to add an adult to the participant’s household, each agency must first complete a criminal background check and NSOPW check on the adult before an interim can be completed. All documentation must be turned in to the agency before an agency can approve the addition of an adult member.

Step Two: Contact DOH for Income Reports

• Contact your Division of Housing Single Point of Contact (SPOC) to request applicable income reports (other than EIV) for the participant’s family.

Part Two: Completing the Interim Reexamination

Step One: Document Review

• Review all forms requiring a signature for completion.
• Confirm that the participant has reported the income status of every household member.

Step Two: Verifications

1. Obtain verifications of Income/Assets/Expenses (3rd party documentation review is preferred)
   1. Compare these figures to EIV, DOLE, CBMS, and/or FSR reports
   2. If the participant did not provide original documentation- Mail or fax third party verification forms directly to the income/asset/expense source. Attach a release of information to each verification request. Make sure the request states that the verification must be returned within 10 business days.
   3. Track your attempts at obtaining verification on the Action Identifier and Verification Tracking Form.

Step Three: Calculating Rent

• Prepare a handwritten or Excel 50058 calculation worksheet with all income and deduction information.
• If you have elite access, enter all data in the system, and submit to DOH for approval.

Step Four: File Organization

• Once the interim has been approved by DOH, print two copies of the new Rent Change Letters: mail one copy to the tenant and landlord and keep one copy in your file. Refer to DOH’s file organization policy for more details.

Failure to provide Documents

• If the participant fails to return their interim reexamination packet within the specified time period, or returns partial information, follow the Participant Conference process.

Interim – Rent Increase or Decrease

Part One: Notification by Landlord and/or Participant

• The landlord and participant are required to inform the Residential Coordinator of any changes to the rent amount.
• For rent increases, the landlord must provide written documentation of the rent increase at least 60 days prior to the effective date of the increase.

Part Two: Completing the Interim Reexamination

Step One: Document Review

1. Request for Tenancy Approval (RFTA) or other written notification of rent change must be submitted
2. For Rent Increases:
   1. Complete a Rent Reasonableness form
   2. Obtain a copy of a new lease addendum or new lease when executed (if applicable)
   3. Obtain a new HAP Contract

Step Two: Calculating Rent

• Prepare a handwritten or Excel 50058 calculation worksheet with all income and deduction information.
• If you have Elite access, enter all data in the system and submit to DOH for approval.

Step Three: File Organization

• Once the interim has been approved by DOH, print two copies of the new Rent Change Letters: mail one copy to the tenant and landlord and keep one copy in your file. Refer to DOH’s file organization policy for more details.