These procedures apply to all of DOH’s housing programs, unless otherwise noted.
Part One: Voucher Issuance and Applicant Briefing
Step One: Waiting List Draw
- When you have an available voucher contact your SPOC to draw the next applicant off of your waiting list.
- Your SPOC will draw the next applicant off of your waiting list and issue them a Housing Choice Voucher or Rental Assistance Document (PSH & SHV).
- The effective date of the voucher drawn will be 14 days from the date of the draw.
- Conduct an Existing Tenant search and Debts Owed to PHAs search in EIV.
- Conduct a Colorado Bureau of Investigation (CBI) check, and a National Sex Offender Public Website (NSOPW) check on ALL adult applicants (Housing Choice Voucher applicants only).
Step Two: Applicant Briefing
- Assemble the Briefing paperwork:
- Briefing Packet
- Voucher or Rental Assistance Document
- HUD Release of Information
- DOH Release of Information
- Statement of Understanding
- Verification of Disability (if applicable)
- Verification Forms (as applicable)
- Employment
- Non-wage Income/Assets
- Expenses
- Student Status (for household members 18+)
- Family Reporting Form and Supplement
- Request for Tenancy Approval (RFTA)
- Declaration of 214 Status (all household members)
- EIV Form
- Debts Owed to PHAs Form
- Zero Income Reporting Form (if applicable)
- Locate the Applicant within 10 days and invite them in for a briefing. All household members 18+ must attend. Ask them to bring:
- Verification of all household income, assets, and medical/child care expenses
- Identification Documents
- Birth Certificates (all members)
- Social Security Cards (all members)
- State Issued ID or Driver’s License (adults only)
- Verify eligibility of the Applicant
- Disability Status
- Citizenship or eligible immigration status
- Income limits
- Social Security Numbers for all household members
- If eligible, complete the applicant briefing using DOH’s Applicant Briefing Packet as a guide.
Step Three: Completing the Applicant Briefing Paperwork
- Review all forms requiring a signature and that they are complete in their entirety.
- Make sure income is being reported for every family member that is receiving income.
- Review the following items based on the Family Reporting Form and the reports/verifications provided by DOH and the participant:
- Income
- Asset(s)
- Expense(s)
- Disability Status
- Family Members
- Provide the Request for Tenancy Approval (RFTA) to the participant. Explain that the RFTA must be complete by the landlord once the participant locates and is approved for a unit.
- Create a file for the new participant.
Part Two: Extensions
- Vouchers/RADS are good for 120 days (VASH can have one 60-day extension)
- VASH – All extension requests must be in writing by the applicant.
- Additional Time beyond the 120 days (VASH 180 days) must be approved through a Reasonable Accommodation. All Reasonable Accommodations for voucher extensions must be submitted before the expiration of the voucher.
Part Three: Lease-Up
Step One: Determine Unit Eligibility
- Review RFTA for completeness.
- Complete a Utility Allowance Schedule keeping in mind the correct county and unit type.
- Calculate the rent and utilities using the 50058. For HCV participants, please make sure it does not violate the 40% rule. For all other programs, the rent and utilities cannot be more than 30% of a family’s income.
Step Two: If the Unit Qualifies
- Complete a Rent Reasonableness
- Schedule a HQS inspection with the landlord.
- Request from the landlord a copy of an unsigned lease. The lease must contain the following information:
- Names of the Owner and Participant
- The unit being rented (address, apartment number)
- The term of the lease (initial term and any provisions for renewal)
- The amount of monthly rent to owner
- Specified utilities that the resident pays and what the owner pays for.
Review the lease for Rent Concessions
Step Three: If the Unit does NOT qualify
- Contact the landlord and explain why the RFTA/Unit could not be approved
- If the landlord will reduce the rent:
- Ensure the landlord initials the changes on the RFTA
- Let the tenant know and tell them they will be paying 40% of their income (HCV)
- Complete a new Rent Reasonableness form
- If the landlord will not reduce the rent:
- Contact the participant and let him/her know that the unit does not qualify. If needed, provide the participant with a blank RFTA form to continue searching.
Step Four: Conducting HQS Inspection
- If the unit does NOT pass inspection
- Communicate with the landlord regarding the estimated timeframe for repairs to be completed
- Communicate with the participant whether he/she wants to wait for the unit or to continue searching
- If the participant chooses to wait, follow the steps for a re-inspection.
- Once the unit passes HQS, inform the participant that it has passed.
- If the unit passes inspection:
- The participant and landlord sign the lease
- The Housing Assistance Payment contract is signed by the landlord
- Provide the Tenancy Addendum to the landlord. Inform them it needs to be attached to the lease.
- Obtain the following from the landlord:
- W-9
- Direct Deposit
- Landlord Obligations
- Lead-based Paint Disclosure
- HAP Contract
- Lease
Step Five: Preparation of New Admission Paperwork
- Ensure all the following forms are completed and if requested, send to your SPOC:
- Social Security Cards
- Birth Certificates
- Photo Ids
- W-9 (Always send to DOH regardless if asked for it)
- Request for Tenancy Approval
- Copy of the lease
- Housing Assistance Payment Contract
- Current Income, Assets, and Expense Verifications
- Family Reporting Form including Supplement
- Utility allowance schedule
- Income Calculation Worksheet
- Medical Calculation Worksheet
- HQS Checklist
Please always send in a W-9 to your SPOC with a new admission or move
- Complete the New Admission Action in Elite
- If you have questions regarding the process, contact your SPOC.
- Once approved, send out the rent change notices and then file.
- Send out a signed HAP Contract to the Landlord and put a copy in the file.
Failure to Disclose Social Security Numbers (SSN)
Applies to the Housing Choice Voucher Program Only
The family must provide documentation of a valid social security number (SSN) for each member of the household, with the exception of individuals who do not contend eligible immigration status. Exemptions also include, existing program participants who were at least 62 years of age as of January 31, 2010, and had not previously disclosed an SSN.
- DOH must accept the following documentation as acceptable evidence of the social security number:
- An original SSN card issued by the Social Security Administration (SSA)
- An original SSA-issued document, which contains the name and SSN of the individual
- An original document issued by a federal, state, or local government agency, which contains the name and SSN of the individual, along with other identifying information of the individual
- Such other evidence of the SSN as HUD mas prescribe in administrative instructions.
DOH must deny the eligibility of assistance to an applicant if he/she (including each family member of the household required to disclose his/her SSN) does not disclose a SSN and/or provide documentation of such SSN. However, if the family is otherwise eligible to participate in the program, the family may maintain his/her position on the waiting list for a period of 90 days.
DOH may only reject documentation of an SSN provided by an applicant or participant if the document is not an original document, if the original document has been altered, mutilated, or is not legible, or if the document appears to be forged.
If a document is not acceptable, explain to the applicant or participant the reasons and request that the individual obtain and submit acceptable documentation of the SSN within 90 days.