Desk Guide (2023) PROJECT-BASED VOUCHER PROGRAM (PBV) - Property Managers & Service Coordinators - HACLA
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PROJECT-BASED
VOUCHER PROGRAM (PBV)
Desk Guide (2023)
Property Managers
&
Service Coordinators
ABOUT PROJECT-BASED VOUCHERS 3 Executed HAP Contract 4 PART A: APPLICANTS 5 Contact Information 6 Intake Process 7 Vacancy Fills 8 PART B: PARTICIPANTS 9 Contact Information 10 Annual Reexamination 11 Interim Reexamination 14 Rent increases 15 Family Right to Move 16 Vacate 17 Vacancy Loss 19 Reasonable Accommodation 21 PBV Unit Transfer Process 22 Overcrowded, Under-occupied and Accessible Units 24 PART C: MONITORING 27 Contract monitoring 28 General Required Documents 29
What does “project-based” rental assistance mean? Project-based rental assistance means the rental subsidy is tied to the unit, not the tenant. In order to receive continued subsidy, the tenant must remain in the unit and be in compliance with the Project-Based Voucher (PBV) Program. How are project-based vouchers different from Section 8 tenant-based vouchers? Under the Section 8 tenant-based voucher program, the tenant may select a house or an apartment of his/her choice. During their first year of tenancy, the rent portion can be 30% to 40% of the tenants monthly income. After the first year, portion of the rent can increase higher than 40% if the total contract rent is greater than the current voucher payment standard. Under the Section 8 project-based voucher program, the rental assistance is tied to specific units in specific buildings. The tenants portion of the rent while assisted under a PBV program, will never be higher than 30% of their monthly income. Both Section 8 programs (tenant-based and project-based) require that the tenants follow the Section 8 program rules and family obligations for continued participation. What are the benefits of participating in the project-based voucher program? Under the PBV program, eligible participants pay only 30% of their adjusted monthly income towards rent regardless of the total contract rent. In addition, buildings may provide supportive services that may not be available under the tenant-based voucher program.
PBV Housing Assistance Payment (HAP) contract is valid for up to 20 years.
The contract details the following:
1. Term of HAP contract
2. Occupancy and payment
3. Target population
4. Identification of units
5. Services, maintenance and equipment to be provided by the owner
Please pay close attention to the effective date of the HAP contract.
How is Housing Assistance Payment (HAP) determined?
The individual HAP is the difference between the contract rent and the tenant rent.
How is the tenant rent calculated?
Tenant’s rent will always be 30% or less of the total household income. The HACLA establishes a minimum
rent of $50 for participants.
A Section 8 voucher holder is giving us a Request for Tenancy Approval (RFTA) to complete. Should
we fill it out?
If the unit is part of the PBV contract, please DO NOT accept the RFTA. Applicants for PBV units should go
through the referral process. Please refer to page 7 of this Desk Guide.
Part A: APPLICANTS
PBV Intake Units
The PBV intake units determine eligibility for new applicants to the PBV program.
New applicants may be referred to the building’s assigned Eligibility Interviewer for processing.
For a building directory, please reach out to the PBV management clerk.
Kristine Khachatrian, PBV Manager
Kristine.Khachatrian@hacla.org
Carlena McKnight, Assistant Housing Manager Shae Smith, Assistant Housing Manager
Carlena.McKnight@hacla.org Shae.Smith@hacla.org
Erika Orozco, Management Clerk Brenda Sanchez, Eligibility Interviewer
Erika.Orozco@hacla.org Brenda.Sanchez@hacla.org
Cindy Gonzales, Eligibility Interviewer Celia Lopez, Eligibility Interviewer
Cindy.Gonzales@hacla.org Celia.Lopez@hacla.org
Lorena Morales, Eligibility Interviewer Maria Lopez, Eligibility Interviewer
Lorena.Morales@hacla.org Maria.Lopez@hacla.org
Michael Delcid, Eligibility Interviewer
Michael.Delcid@hacla.org
Tamyra Fisk, Eligibility Interviewer Marina Quintanilla, Assistant Housing Manager
Tamyra.Fisk@hacla.org Marina.Quintanilla@hacla.org
Astrid Itzep-Lopez, Eligibility Interviewer
Astrid.Itzep-Lopez@hacla.org
Johanna Matamoros, Eligibility Interviewer
Johanna.Matamoros@hacla.org
Naomi Sierra, Eligibility Interviewer
Naomi.Sierra@hacla.org
**Note: For questions concerning new applicant referrals, please contact this
1. Agency submits referral, Criminal Background Check forms, application to assigned Eligibility Interviewer
(EI).
2. Criminal Background Check (CBC) and inspection are processed concurrently.
S8 staff conducts CBC for all adult members.
a. If applicant family passes CBC, the family is approved to be considered for the PBV program.
b. If applicant family does not pass CBC, the PBV Owner is informed about denial of assistance.
The applicant can request an informal review. No other actions are required.
Inspection is coordinated by Eligibility Interviewer.
3. Application is reviewed and processed once family provides all required information. EIs will notify the
building/applicants regarding pending or missing documentation.
4. A “Certification of Eligibility” (COE) is issued to the applicant family once the unit passes inspection and the
family has met all HACLA requirements including CBC.
5. Following the issuance of a COE, the PBV Owner must submit a Move-In Authorization (MIA) to the Eligibility
Interviewer and CC the Assistant Manager immediately following move-in via e-mail including:
a. Client name
b. Address and unit number
c. Security deposit amount
d. Move-in date
6. The HACLA will provide the PBV Owner with the HACLA Tenant HAP Lease Agreement for signature via e-
mail.
7. Upon receipt of the signed lease agreement, the Housing Assistance Payments (HAP) will be processed for
the next check run. The signed lease agreement should be returned immediately to ensure timely (HAP)
payment.
HELPFUL TIPS
1. Always request confirmation that documentation has been received!
2. If you do not hear from us, FOLLOW-UP!
1. Vacancies occur when:
a) A tenant gives the building manager a 30 day notice
b) A tenant vacates the unit without giving notice (skip)
c) A tenant passes away
2. Following a vacancy or notification of an upcoming vacancy, it is the building’s total responsibility to:
a) Immediately notify the tenant’s PBV Advisor of the move out
b) Immediately submit a new referral, application and applicable inspection forms to the assigned PBV
Eligibility Interviewer and CC the Assistant Housing Manager for the next applicant in line
3. Staff will process the criminal background check, application and inspection.
If the client does not pass criminal background check or is deemed ineligible, you will be informed and advised
to submit another referral.
* It is complicated when dealing with the death of a tenant in one of your units as the unit may not be available
for rental until it is released by the County Coroner or the Police Department. In this situation, we still
recommend that the building submit a new referral for CBC processing. Once the unit is released, we will move
forward with the process.
4. PBV Applicant Referral
At minimum, the referral must include the following information:
A. Building name
B. Address and apartment number
C. Bedroom size
D. Vacancy effective date
E. Previous tenant
F. Move-out date of previous tenant
G. Applicant name to be submitted for HACLA’s eligibility determination
H. RE-73, Request for Criminal History, for all adult members of the prospective tenant(s) along with a
copy of a valid government issued ID and Social Security card
I. Birth Certificate and Social Security card for all minors
J. HAPP 13, Applicant Questionnaire
***The HACLA does not maintain a waitlist for your clients. PBV Property Managers and Owners must be
vigilant and keep track of the referrals submitted. If there are any issues with referrals or you would like to
check on the progress of your applicant(s), we encourage you to follow-up with us.Part B: PARTICIPANTS
PBV Continuing Participation Units
PBV processes all annual reexaminations, rent adjustments, and vacates for current participants.
Kristine Khachatrian, Manager
Email: Kristine.Khachatrian@hacla.org
Customer Contact Center: 833-HACLA-4-U
Sioné Petrosian, Assistant Housing Manager Isabel Estrada, Assistant Housing Manager
Email: Sione.Petrosian@hacla.org Email: Isabel.Estrada@hacla.org
Anahit Hovanissian, Advisor Belinda Cueva, Advisor
Email: Anahit.Hovanissian@hacla.org Email: Belinda.Cueva@hacla.org
Elizabeth Ortiz, Advisor Margarita Gonzalez, Advisor
Email: Elizabeth.Ortiz@hacla.org Email: Margarita.Gonzalez@hacla.org
Deborah Washington, Advisor Marta Vasquez, Advisor
Email: Deborah.Washington@hacla.org Email: Marta.Vasquez@hacla.org
Kasy Nguyen, Advisor Melina Rodriguez, Advisor
Email: Kasy.Nguyen@hacla.org Email: Melina.Rodriguez@hacla.org
Norma Serna, Advisor Miguel Palma, Advisor
Email: Norma.Serna@hacla.org Email: Miguel.Palma@hacla.org
Simone Brooks, Advisor Nevitt De La Cruz, Advisor
Email: Simone.Brooks@hacla.org Email: Nevitt.Delacruz@hacla.org
Tram Nguyen, Advisor Veronica Cortez, Advisor
Email: Tram.Nguyen@hacla.org Email: Veronica.Cortez@hacla.orgDescription An annual reexamination of income, assets, and family composition is required at least once every 12 months. At each reexamination, the HACLA ensures that HUD verifications, disclosures, and reporting requirements are met. The month for the annual recertification is pre-determined by the Assistant Housing Manager of the PBV Program and will apply to all PBV participants in the building. In the case where the building has too many PBV units, the annual recertifications will be divided into several months. Process Our office will either conduct in-person appointments or mail out packets to clients. The packets must be completed prior to the appointments and/or indicated due dates. At the time of the reviews, the advisor will go over the information in the packet and verify income/assets. If a client is missing documents, the advisor will provide the client 14 business days to submit missing documents. If the client fails to submit the required documents within 14 business days, the advisor will mail out a Notice of Intended Action giving the client 30 calendar days to comply with the annual reexamination to avoid termination from the program. If client has not complied by the final 30-day deadline, they will be terminated from the program and HAP will not be paid beyond the termination date. Please do not remove pages from the annual review packet. All pages re required for processing. The tenant is having trouble filling out the paperwork. What do we do? Buildings with permanent supportive services must provide assistance to the tenant in completing the annual review paperwork. If the tenant still has questions about the recertification packet, they can contact the assigned advisor, whose contact information is included on all HACLA notices. This tenant just moved in. Why is he due for an annual review? Buildings typically have their annual reviews at the same time every year. In order for advisors to keep track of reviews, staggered reviews will be conducted to align new tenants with the building’s annual reexamination schedule. This can result in a tenant completing more than one re-examination during their first year of tenancy. When are annual inspections scheduled? HQS inspections are scheduled biennially for at least 20% of the contract units in the building. Currently as a result of the pandemic, inspections are being conducted remotely via smartphone applications. Clients will receive notices in advance via mail with instructions for contacting our Customer Call Center that must be followed in order for the inspector to be able to contact the client the day of the inspection. After contacting our Customer Call Center, the client will receive an email confirmation. The inspection can be facilitated by anyone over the age of 18. In the event that a client is unable to conduct a remote inspection, please contact
This list is intended as a guideline for owners and is not a guarantee that the unit will pass inspection. However, UNITS WILL FAIL if they do not comply with the items below. Units must be decent, safe, and sanitary. As of January 1, 2005 utilities must be on at the time of the initial inspection. EXTERIOR OF BULDING Units must have trash cans or a dumpster All crawl space covers and vent screens must be intact (rodent prevention) Steps and railings must be in good repair. If there are more than four steps, a handrail is required Exterior must be free of loose, scaling, chipping or peeling paint Gas heating devices must be vented to the outside Address must be visible from the street, unit number must also be posted on the door INTERIOR OF UNIT Every dwelling unit shall have at least one habitable room with a minimum of 120 square feet of floor area Units must have a permanently installed heating system. Portable heaters are not acceptable The unit must be free of safety hazards, i.e. no bare electrical wires. Electrical outlets and receptacles must be properly covered. All electrical outlets, whether or not in excess of the minimum must be operable. Frayed or torn carpet and damaged linoleum is not acceptable Double-cylinder dead bolt locks are prohibited. These locks, which require a key to be opened from the inside, pose an extreme danger in case of fire. They have been banned from the Los Angeles building and Safety Code and must be replaced Hot water heaters must have a temperature and pressure relief valve (TPRV) or, if an ECO device is built in, a pressure relief valve (PRV). A TPRV must have a metal (copper or galvanized steel) downward discharge line, which terminates at least 6 inches above the floor. The downward discharge line cannot be plastic pipe. Gas hot water heaters cannot be located in a sleeping area. Hot water heaters must also be strapped in accordance with City code Smoke detectors are required in each sleeping room and hallways adjacent to sleeping rooms. Smoke detectors in multi-unit dwellings must be hardwired. Battery operated smoke detectors can be used only in single family dwelling units Effective July 1, 2011 all dwelling units with fossil-fuel burning appliances or an attached garage must have carbon monoxide alarms in accordance with Health and Safety Code sections 17926, 17926.1 & 17926.2 All accessible windows must have locks. Windows designed to open should operate easily. Windows painted shut should be freed. Broken glass is not acceptable Living room must have: o At least one widow o Two electrical outlets – any additional outlets must be operable
Kitchen must have:
o Space for a refrigerator
o Space for a four-burner stove with a vent for the stove
o Adequate space for storage, preparation and serving of food
o A ceiling or wall light fixture and one electrical outlet
o Proper ventilation
o Gas shut-off valve for gas stoves
o A sink with hot and cold running water
Hallways or areas immediately adjacent to bedroom entrances must have smoke detectors in accordance with
City Code and Carbon Monoxide Detectors in accordance with State Law
Bedrooms must have:
o Smoke detector in accordance with City Code
o Minimum of 70 square feet of usable space and a closet
o At least one window with a minimum clear opening of 5.7 square feet
o Two electrical outlets, one of which may be an overhead light
o Each bedroom or sleeping area with window security bars must have a singe-motion quick release latch for
emergency exit. The release lever must be no higher than 48 inches above the floor.
Bathrooms must have:
o Fixed wash basin and a tub or shower, each with hot and cold water
o Window or adequate exhaust ventilation
o Ceiling or wall light fixture
APARTMENT BUILDING HALLWAYS AND ELEVATORS
All apartment building hallways must be clean and well-lighted. The fire exits must be posted and lighted. Buildings
muse have fire hoses and/or extinguishers in hallways and building lobbies. If the building has an elevator, a current
elevator certificate from the Los Angeles Department of Building and Safety must be posted in the elevator.
NEW CONSTRUCTION
All newly constructed dwellings must have final approval from the Los Angeles Department of Building and Safety,
and a Certificate of Occupancy must be issued. Duplicate copies should be available at the request of a Housing
Authority Inspector. PERMANENT electrical and gas service must be connected at the time of inspection.Description
An interim reexamination is conducted at the request of the participant family to their advisor when the
family reports a change in circumstances (i.e. income/asset change, addition/removal of household members)
which could result in a change of their rent portion.
Process
Participant reports the nature of the change to their advisor. The advisor will inform the client of the
required documentation to process the request.
My tenant has reported new or increased income. Do we need to report?
Yes. All changes in income, assets, and family composition must be reported to HACLA. Once reported, the
advisor will inform the client if an interim re-examination will be required or if the change will be captured at
the next annual re-examination.
My tenant is stating that he/she cannot pay rent due to income changes. What should s/he do?
Please advise tenant to report the income change to his/her advisor right away so the rent can be adjusted as
soon as possible.
What forms does the tenant have to submit?
a) Completed Notice of Application for Interim Rent Adjustment (RE-14) b)
Proof of income change c)
Certification from each adult over 18 years old stating there are no other changes in income/assets.
The client reported the change. Why is his/her portion still the same?
If a reported change does not affect the tenant portion, the client will receive an Interim Denial Letter.
Some of the reasons are as follows:
a) The client did not provide proof of change in a timely manner.
b) The delay in processing is caused by the advisor, in which case we will retro credit the tenant.
c) The change would result in an increase in the tenant’s rent portion. The new income will be captured at
the next annual re-examination.
My tenant would like to add another household member. What should he/she do?
Adding another household member (including live-in aides) requires prior written approval from property
manager and HACLA. Please have the client contact his/her advisor before the new household member
moves in. If the member moves into the unit prior to obtaining HACLA approval, this can result in program
termination.Description Owners can request an increase in contract rent once annually. The request must be submitted within 60-90 days prior to the PBV HAP contract anniversary month (please refer to the executed HAP contract for this information). New rent to owner can not exceed reasonable rent/comparables for the unit. In addition, the new rent and utility allowance combined can not exceed 110% of the applicable Fair Market Rent (FMR). Process Owner submits one rent increase request per bedroom size via Owners’ Portal. The approved amount will be applied to all PBV units of the same bedroom size. If the request was submitted in a timely manner, the comparables support the requested amount, and the approved amount is below 110% FMR, the advisor will mail out a rent breakdown to each tenant and owner with the new contract rent amount. If the request is not approved, a denial notice will be sent for the unit referenced in the request. Buildings with separate lots, stages, and/or phases should submit rent increase requests with respect to each HAP contract. We submitted a rent increase request months ago. Why have we not received an increase? a) If there is a delay in processing by HACLA, we will retro-credit the owner accordingly. b) The request was submitted too early (refer to PBV HAP contract anniversary month). We recommend that you submit the request within 90 days of the anniversary month but no later than 60 days prior to the anniversary month. Why was our request denied? The reason for the denial is indicated on the Notice of Rent Increase Denial. Some of the most common reasons are: a) Request was not submitted at least 60 days before the PBV HAP contract anniversary month. b) Comps/reasonable rent are lower than the requested contract rent. c) The last rent increase was less than 12 months ago. d) The request was submitted too far in advance. e) City ordinances such as moratoriums and rent increase freezes. Why is the new contract rent amount less than the amount we had requested? a) Comps/reasonable rent is lower than the requested amount. b) The requested amount and utility allowance combined exceeded the 110% FMR.
After one year of tenancy, the family has the option to convert from a project-based to a tenant-based voucher. Eligibility for a tenant-based voucher is contingent upon the following: 1. Family is in compliance with PBV program requirements, including annual reviews, HQS inspections, remaining in their current unit until voucher issuance, and complying with their supportive service plan. 2. Family is in compliance (“good standing”) with their current lease/property management. Process Client submits written request to Advisor via email, drop-box, or mail. Advisor forwards the request to the re- contracting unit. Re-contracting unit verifies that client is in compliance with PBV program requirements and that family is in compliance with their current lease. Once all conditions are met, the request is forwarded to the Assistant Housing Manager for review. Finally, clients are placed in queue for PBV to tenant-based Housing Choice Voucher conversion. Once the tenant’s name comes up in the queue, a packet is mailed out for completion. How long does it take for the family to receive a voucher? Depending on the volume of requests and the responsiveness of the client/property management, the process can take 60-120 days. The family received a voucher and was not successful in locating a unit. What happens to their subsidy? If the family is in compliance with PBV program requirements and they remain in their current PBV unit, we will continue to subsidize their rent even after expiration of the tenant-based voucher. We recently served the family a 3-Day Notice to Pay or Quit. Is the family eligible for a voucher? No. The family must be in compliance with the current lease and be in good standing by property management in order to be eligible for a voucher. We recently went to court for an eviction and mutually agreed that the client will move out on a certain date. Is the family eligible for a voucher? An Unlawful Detainer and Stipulation Judgement is a judgment in favor of the plaintiff. By signing the judgement and agreeing to move out, the tenant is agreeing that s/he is at fault. Therefore, the family is not in good standing with property management and is not eligible for a tenant-based voucher. Note: Property management and/or the judiciary system do not have the authority to promise tenants vouchers or to stipulate requirements that have to be met in order to receive a voucher to move. Voucher eligibility is determined by the HACLA. Reminder: Copies of all notices and legal documentation served to the client must be forwarded to the
HAP is paid through the end of the move-out (vacate) month. HACLA defines “move out date” as: the sheriff lock out date due to eviction, date of death, program termination date, mutual agreement day, or the day before a new contract. If the client executes another contract with a new unit, we will use the date in which the tenant vacated the unit or the day before the new contract, whichever is earlier. Process Owner should forward Move-Out Notice and supporting documents to the assigned advisor within 10 business days of move out. Examples of supporting documents: abandonment notice, unlawful detainer, writ of execution, sheriff lock- out, mutual agreement to terminate tenancy, etc. Copies of all notices, warnings, and instructions should be forwarded to the advisor at the time of issuance to the tenant. Timely notification of action allows the HACLA to also issue the appropriate notices. Our tenant vacated the unit this month. Why am I not receiving HAP? HAP subsidy is paid through the end of the move-out month. We may have information that the tenant vacated earlier than the date indicated on your move-out notice. One reason could be that the tenant contracted into a new unit. If that is the case, the vacate date is the day before the start date of the new contract and we will pay HAP until the end of that month. What should I do if the tenant abandons the unit? Please consult your legal representative. If you are issuing the client any notices, please make sure you send a copy to the advisor. The advisor will use the expiration of the Abandonment Notice as the vacate date unless we have information to the contrary. How does the HACLA define “move-out” or “vacate”? a) Voluntary Withdrawal: Client submitted a 30 day notice to move out. By doing so, the tenant voluntarily moved-out of the unit and withdrew from the PBV Program. Please provide a copy of the notice to HACLA. b) Skip: Client abandoned the unit without a 30 day notice. Please provide the copy of the abandonment notice and the date management took possession of the unit. c) Eviction: The client was locked-out by the Sheriff. Please provide all eviction notices to HACLA as proceedings move forward including the sheriff’s lockout notice. d) Non-Compliance: The client was terminated from the PBV Program due to non-compliance with the annual review or HQS inspection. HACLA will mail out a notice to the owner and tenant.
Date
To: Housing Authority of the City of Los Angeles
Attn (Advisor): _______________________________
From: ___________________________________________
SUBJECT: Move Out Notice
This is to inform you that the following tenant no longer resides at (name of property):
EID # : ___________________________________________
Name: ___________________________________________
Building: ___________________________________________
Client Address: ___________________________________________
___________________________________________
Move Out Date: ——/——/——
Reason: (PLEASE PROVIDE ALL SUPPORTING DOCUMENTATION)
30 Day Notice
Skip
Eviction (Delinquent Rent)
Eviction (Other Than Rent)
Explain: ____________________________________________________
Other : ____________________________________________________
____________________________________________________
____________________________________________________
Signed: ___________________________________ Date: __________
Title: ___________________________________Description
Vacancy loss payments are designed to reimburse an owner for an unexpected tenant vacate. The Housing
Authority may pay vacancy loss to owners if the security deposit is insufficient for reimbursement.
You can claim vacancy loss ONLY IF:
a) The tenant vacates the unit with no prior notice (SKIP, deceased).
b) You, the owner, immediately (within 30 days) inform the advisor of the vacancy and take all
reasonable action to fill the vacancy as soon as possible.
Process
For a claim to be valid, an owner must first attempt to collect the money from the tenant. California law
requires that a landlord must, within (3) weeks of the tenant’s vacate, either return the tenant’s security
deposit or provide the tenant with an itemized list of charges for which the security deposit monies were used.
NO CLAIM WILL BE ACCEPTED unless a copy of this statement is attached.
If the owner is unable to collect funds from the tenant, the owner may submit a vacancy loss form to the
advisor. The advisor will calculate the total loss of claim. If approved, funds will be direct deposited into
owner’s account on file with a note of vacancy loss.
Why was our vacancy loss claim denied?
A. You did not provide proper notification of the vacate.
B. The client did not vacate in violation of the lease; the vacate is a result of a mutual agreement/30-day
notice.
C. The vacancy has already been filled.Description
The HACLA strives to provide equal opportunity for all individuals to participate in and benefit from its
programs in compliance with state and federal fair housing laws.
An individual with a physical or mental disability may request a change, exception, or adjustment to a
HACLA rule or policy as a reasonable accommodation to obtain equal access to the HACLA programs.
Process
A reasonable accommodation can only be granted if there is a verified disability-related need for the
accommodation.
Tenants may request an accommodation from the HACLA verbally or in writing using HACLA’s
“Reasonable Accommodation Questionnaire” form (S504-02). Upon receipt of request, advisor will follow up
with additional forms to certify and verify the nexus between the disability and accommodation
requested. Advisor will forward completed forms to Manager for approval.
What are some examples of accommodations that HACLA can provide?
The HACLA can not make physical changes to the building. Some of the most common requests are:
1. Addition of live-in aide
2. Unit transfer
Our tenant received an approval for a unit transfer as a reasonable accommodation but we currently
do not have a unit that can accommodate the request. What should we do?
Our approval is conditional in that Property Management has to be able to accommodate the transfer to a unit
under the PBV contract. Once the client’s 504 request is approved, it is the client’s responsibility to request a
transfer with you. The HACLA will not make the transfer until we receive a Unit Transfer Request from you
and the new unit passes inspection.
Our tenant is requesting a companion animal. Does he/she make the request with the HACLA?
No. Approval of a companion animal is solely dependent on the Property Manager in accordance with the
lease and applicable local, state, and federal laws.Client/Case Manager/Property Manager contacts advisor to request transfer as a
reasonable accommodation, under VAWA, or for ADA compliance
Advisor provides RA/VAWA documentation to client/CM/PM for completion
Documents are forwarded to PBV manager for review.
Client/CM/PM are notified of the approval Client/CM/PM are notified
of the denial. Client can con-
tact Assistant Housing Man-
ager to appeal.
If no units are cur- If a unit is available, Unit Trans-
rently available, cli- fer Request form is provided to
ent/CM/PM notifies client/CM/PM for completion.
HACLA once there
is availability.
Inspection is scheduled.
Once inspection passes, annual review packet is provided for completion and client’s
move is authorized. Updated income/assets are collected.
Once completed packet and verifications are received, HACLA Lease Agreement is
emailed to client/CM/PM for signing.
Signed Lease Agreement is received and HAP is authorized.
*Must be received within 60 days of the lease start date in order for full HAP to be paid.Date Unit Ready for Inspection: _______________
Proposed Effective Date of Transfer: ___________
Tenant’s Name: _______________________________________________________________
Current Address: ____________________________________________Unit No. ___________
______________________________________, CA Zip: _______________
Current Contract Rent: _________________________________
# Bedrooms ________________ Current number in H/H ____________________
NEW Address: ______________________________________________Unit No. ___________
______________________________________, CA Zip: _______________
New Contract Rent: ______________
# Bedrooms ________ Proposed number in H/H ____________________
Please explain reason for transfer:
______________________________________________________________________________
______________________________________________________________________________
Is this move to satisfy a Reasonable Accommodation? YES ________ NO _________
______________________________________________________ ____ ___________________
Manager’s Signature Date
______________________________________________________ ___ _____________________
Manager’s Printed Name Telephone Number
I, _______________________, understand that I am being offered to transfer to the unit indicated above and
(Client’s Printed Name)
I accept this arrangement if approved by the HACLA.
______________________________________________________ _________________________Units Description If a family occupies a wrong-size unit , the HACLA will notify the family and the owner of this determination and of its intent to terminate assistance for the unit. Process After receiving the notice from HACLA, the property manager must notify HACLA if they are able to accommodate a transfer to another PBV unit that will fulfill the family’s requirement. If the property manager does not have a unit available, then the client will be able to request a voucher to move. This option is contingent upon the requirements set forth in the Family Right to Move section of this manual. What happens if the family who currently occupies the wrong-size unit refuses the transfer? If the family refuses the offer of a unit of appropriate size by the owner and/or refuses the offer of voucher assistance, the HACLA shall terminate PBV assistance of the wrong-sized or accessible unit within 90 days of the effective date of the annual reexamination. Ninety days shall be considered a reasonable period for the family to continue to receive PBV assistance if it has refused offers of other assistance. What happens if the family who currently occupies the wrong-size unit does not move using the tenant- based voucher? After issuing a family a tenant-based voucher to locate another unit, the HACLA will continue assistance in the PBV unit for the family for as long as the family holds a valid tenant-based voucher. The HACLA must terminate PBV assistance for the family at the expiration of the term of the voucher (including any extensions granted by the HACLA).
SECTION 8 PROJECT-BASED VOUCHER PROGRAM
Notice That You Must Move and of Your Right to a Hearing
2/28/2022
Client Name
Address
City, State Zip
Dear Client,
According to our records, the unit you live in is not appropriate for your family size per our occupancy standards. You must either
transfer to a unit of the appropriate size or request a voucher to move.
Per your current family composition, you are eligible for a _____ bedroom voucher.
You are required to move to the next available unit of the appropriate size. Please discuss unit availability with your property man-
ager and notify us if one is available. If you remain in your current unit or refuse a transfer to an available unit of the appropriate
size, the Housing Authority will terminate your participation in the PBV program by __/__/____ and you will be responsible for the
full amount of rent to your landlord.
If there are no units currently available for transfer, the Housing Authority may offer you a tenant-based voucher if you are in good
standing with both the PBV program and property management. If you do not locate a new unit by the time your voucher expires, the
Housing Authority will end its contract with your landlord and terminate your participation in the PBV Program. If you would like
to request a tenant-based voucher, please submit a written request to your Advisor via email or mail within 30 days of the
date of this letter.
The Housing Authority may allow exceptions to the bedroom size policy as a reasonable accommodation due to a disability. Your
doctor will have to verify that the disability requires an extra bedroom and explain the connection between the request and the need.
If you disagree with this decision, you have the right to request an informal hearing. To request a hearing, you must complete and
return the enclosed postcard within 30 days of the date of this letter.
A copy of this letter is being sent to the property owner.
Sincerely,
Sione Petrosian, Assistant Housing Manager
Email: sione.petrosian@hacla.org
Incl: HAPP-89 postcardPart C: MONITORING
Description This process is designed to assess the overall administration of the contracted owner’s (“the Property”) compliance with the Description of Work as outlined in the executed contract between the Authority and the Property. All contracted properties must permit on-site monitoring to ensure program compliance on at least an annual basis. Process Administrative Assistant (AA) will contact the property manager to schedule a monitoring date and provide them with a list of files needed for the review. On the monitoring day, AA will conduct sit-down interviews with property manager and case managers/service coordinators. After case file reviews, AA will again sit down with onsite staff to debrief. How many files are generally selected for review? A random sample of at least 20% of PBV participant files will be reviewed. What is the main purpose of the file review? The main purpose of file review is to verify the property’s policies and procedures and documentation of the client intake, eligibility verification, program enrollment, waitlist, resident selection criteria, and tenant records. My contract does not have a supportive services component. Do we have to provide case management documents for review? Review of case files for evidence of supportive services will only take place if the building is part of the Permanent Supportive Housing Program (PSHP). I am a service coordinator/case worker for a PSHP building. What type of review should I expect? A review is made of all supportive services provided to the client during the contract term. Supportive services should be consistent with those stated in the proposal and the contract’s description of work.
Property’s Policies and Procedures:
Selection Criteria Procedure
Property Waitlist for Applicant
Property Waitlist for Current Tenants (unit transfer requests due to reasonable accommodation, under/overhoused
situations)
Program Eligibility Documentation
CES Referral (if applicable)
Government-issued ID & Social Security Card
Background Check/Screening
Verification of Income
Homeless/Chronic Homeless Certification
Disability Certification (if applicable)
TAY/VA Referral letter
Lease Agreement
Move-In Authorization
Privacy Notice
Notices to Tenants (complaints, late rent, eviction…) -was HACLA notified?
Grievance Policy
Rent Ledger
Vacancy Fill documents
HACLA Client Referral Sheet
HACLA Certificate of Eligibility
HACLA Notices for Current Tenants (annual recertification notices, termination notices, rent adjustment letters)
HACLA Lease Agreement & Addendum
Supportive Services (for PSHP properties only):
Case Notes
Intake and Needs Assessment
Individual Service or Action Plan (individual goals, dates of milestones, appointments)
Flyers and Sign In Sheets for Groups, Community Meetings and Social Activities
Evidence of counseling/meeting/visits (if applicable)
Exit or Discharge PlanFor your ongoing support and partnership!
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