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Move Process

These procedures apply to all housing programs, unless otherwise noted.

Part One: Notification of Move

Step One: Determining Move Eligibility

Participant

  • The participant must provide proper notification to their Agency Residential Coordinator of his/her desire to move. (Project-Based Voucher tenants must complete a Request to Exchange Subsidy Type at least 60 days prior to the move).

Agency Residential Coordinator

  • Review the lease at current unit to determine if participant is able to move according to lease term and discuss the terms with the participant.
  • Mail a 30 Day Notice or Agreement for Mutual Rescission of Lease form to the participant depending on current lease term.

Step Two: Issuance of Voucher

Agency Residential Coordinator

  • Receive 30-Day Notice or Agreement for Mutual Rescission of Lease form from participant.
  • Move resident out of their unit in Elite.
    • Issue an issued under lease Voucher (RAD for PSH and SHV) to participant in Elite (RFTA). Issue Voucher/RAD 15 days earlier than their move out date.
    • Provide a Request for Tenancy Approval form and Family Reporting Form including the Supplement to Application to participant.
    • Review household composition and family income once the new Family Reporting Form is received. If changes in income, composition or expenses, obtain new supporting documentation.
    • Reminder: an annual reexamination must be completed when a family moves.
      • Any documents used for verification must be dated 120 calendar days of the effective date of the action.
      • If paperwork is older than 120 days of the effective date of the action, new annual paperwork is required.

Part Two: Complete the Lease Up

Step One: Determine Unit Eligibility

Agency Residential Coordinator

  • Review Request for Tenancy Approval ensuring its completeness.
  • Complete a Utility Allowance Schedule keeping in mind correct county and unit type.
  • Calculate the rent and utilities using Form 50058 to determine if unit qualifies and does not violate the 40% rule.

Step Two: If Unit Qualifies Based on Calculation

Agency Residential Coordinator

  • Complete a Certificate of Rent Reasonableness form
  • Schedule a HQS Inspection with landlord and participant. Both should attend the inspection (the unit must pass inspection prior to the lease signing).
  • Request from landlord a copy of an unsigned lease
    • The lease must contain the following information:
      • Names of the owner and participant
      • The unit rented (address, apartment number)
      • The term of the lease (initial term and any provisions for renewal)
      • The amount of monthly rent to owner
      • A specification of what utilities are to be paid by the owner, and what utilities are to be paid by the family. Lease may also contain information on appliances in the unit.
    • Review the lease for rent concessions

Step Three: If Unit Does Not Qualify Based on Calculation

Agency Residential Coordinator

  • Contact landlord to inform him/her of the calculation.
  • If the landlord will reduce the rent:
    • Ensure landlord initials the changes on Request for Tenancy Approval (RFTA) form.
    • Educate participant that the unit is approved, however, the unit is over the payment standard and they will be paying up to 40% of their income toward rent and utilities. (PSH 30% of income)
    • Complete a new Certificate of Rent Reasonableness form using the new rental amount and schedule HQS with participant and landlord if participant would like to move forward with the unit.
  • If the landlord will not reduce the rent:
    • Contact participant and inform him/her that the unit does not qualify. If required, provide the participant with a blank RFTA to continue the housing search.

Step Four: Conducting HQS Inspection

Agency Residential Coordinator

  • If unit does not pass inspection:
    • Communicate with landlord regarding estimated timeframe for the repairs.
    • Communicate with participant whether they intend to wait for the unit to be repaired or continue the housing search.
    • If participant is going to wait for repairs, residential coordinator follows procedures for re-inspection.
    • Once unit is in passed status, residential coordinator contacts participant informing him/her they can sign a lease.
  • If unit passes inspection:
    • Participant and landlord sign the lease.
    • Housing Assistance Payments Contract is signed by landlord.
    • Provide Part C Tenancy Addendum of the HAP Contract to the landlord. Inform the landlord to attach this to the lease.
    • Obtain the following forms from landlord:

Step Five: Preparation of Move Paperwork

Agency Residential Coordinator not in Elite

Agency Residential Coordinator:

  • Process move in Elite.
  • Submit W-9 and EFT paperwork to your SPOC
  • Email page 1 and 2 of HAP to DOLA HAP Inbox - DOLA <dola_rap_hap@state.co.us>
  • Make a copy of HAP Contract and mail the completed HAP Contract including parts A,B and C to landlord.
  • File the HAP Contract (Parts A, B and C) and Rent Change Notice letter in participant file, along with all other paperwork.
  • Attach Part C Tenancy Addendum to the lease and place in the file.

This form should be used to report problems or issues with this website. Questions pertaining to a program or service provided by DOH should be addressed to contact information located on the specific program pages.

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