EMERGENCY HOUSING VOUCHERS CHAPTER
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EMERGENCY HOUSING VOUCHERS (EHVs)
INTRODUCTION
This chapter describes HUD regulations and PHA policies for administering EHVs. The policies
outlined in this chapter are organized into seven sections, as follows:
Part I: Funding
Part II: Partnering Agencies
Part III: Waiting List Management
Part IV: Family Eligibility
Part V: Housing Search and Leasing
Part VI: Use of Funds, Reporting, and Financial Records
Except as addressed by this chapter and as required under federal statute and HUD requirements,
the general requirements of the HCV program apply to EHVs.
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PART I: FUNDING
EHV-I.A. FUNDING OVERVIEW
The American Rescue Plan Act of 2021 (ARP) provides administrative fees and funding for the
costs of administering emergency housing vouchers (EHVs) and other eligible expenses defined
in Notice PIH 2021-15.
Housing Assistance Payments (HAP) Funding
ARP funding obligated to the PHA as housing assistance payments (HAP) funding may only be
used for eligible EHV HAP expenses (i.e., rental assistance payments). EHV HAP funding may
not be used for EHV administrative expenses or for the eligible uses under the EHV services fee.
Administrative Fee and Funding
The following four types of fees and funding are allocated as part of the EHV program:
•
Preliminary fees support immediate start-up costs that the PHA will incur in implementing
alternative requirements under EHV, such as outreach and coordination with partnering
agencies:
$400 per EHV allocated to the PHA, once the consolidated annual contributions contract
(CACC) is amended.
This fee may be used for any eligible administrative expenses related to EHVs.
The fee may also be used to pay for any eligible activities under EHV service fees (EHV-
1.B).
•
Placement fees/expedited issuance reporting fees will support initial lease-up costs and the
added cost and effort required to expedite leasing of EHVs:
$100 for each EHV initially leased, if the PHA reports the voucher issuance date in
Public Housing Information Center- Next Generation (PIC-NG) system
Placement fees:
o
$500 for each EHV fam i.ly placed under a HAP contract effective within four months
of the effective date of the ACC funding increment; or
o $250 for each EHV family placed under a HAP contract effective after four months
But less than six months after the effective date of the ACC funding increment.
Placement/expedited issuance fees only apply to the initial leasing of the voucher;
they are not paid for family moves or to turnover vouchers.
•
Ongoing administrative fees, which are calculated in the same way as the standard HCV
program:
PHAs are allocated administrative fees using the full column A administrative fee amount
for each EHV under contract as of the first day of each month.
Ongoing EHV administrative fees may be subject to proration in future years, based on
available EHV funding.
•
Services fees, which are a one-time fee to support PHAs' efforts to implement and operate an
effective EHV services program in its jurisdiction:
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The fee is allocated once the PHA's CACC is amended to reflect EHV funding.
The amount allocated is $3,500 for each EHV allocated.
EHV-I.B. SERVICE FEES
Services fee funding must be initially used for defined eligible uses and not for other
administrative expenses of operating the EHV program. Service fees fall into four categories:
•
Housing search assistance
•
Security deposit/utility depos it/rental application/holding fee uses
•
Owner-related uses
•
Other eligible uses such as moving expense or tenant-readiness services
PHA Policy
To the greatest extent possible, the PHA will seek to use other funding sources (ESG funding) for covering the
service fees to the landlord. The PHA will focus its service fees for providing essential household items to the
family, such that, the family will have the greatest opportunity to be successful (remain housed) on the EHV
program.
The eligible uses for service fees include:
Housing search assistance, which may include activities such as, but not limited to, helping a family
identify and visit potentially available units during their housing search, helping to find a unit that meets
the household’s disability-related needs, providing transportation and directions, assisting with the
completion of rental applications and PHA forms, and helping to expedite the EHV leasing process for
the family.
Application fees/non-refundable administrative or processing fees/refundable application deposit
assistance. The PHA may choose to assist some or all of these expenses.
Holding fees, are fees an owner requests that are rolled into the security deposit after an application is
accepted but before a lease is signed. The PHA may cover part or all of the holding fee for units where the
fee is required by the owner after a tenant’s application has been accepted but before the lease signing.
The PHA and owner must agree on how the holding fee gets rolled into the deposit, and under what
conditions the fee will be returned. In general, owners need to accept responsibility for making needed
repairs to a unit required by the initial housing quality standards (HQS) inspections and can only keep the
holding fee if the client is at fault for not entering into a lease.
Security deposit assistance. The amount of the security deposit assistance may not exceed the lesser of
two months’ of rent to the owner, the maximum security deposit allowed under applicable state and/or
local law, or the actual security deposit required by the owner. The PHA may pay the security deposit
directly to the owner or may pay the assistance to the family. If paid to the family, the PHA will require
documentation that the family paid the security deposit.
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Utility deposit assistance/utility arrears. The PHA may provide utility deposit
assistance for some or all of the family's utility deposit expenses. Assistance can be
provided for deposits (including connection fees) required for the utilities to he supplied
by the tenant under the lease. The PHA may pay the utility deposit assistance directly to
the utility company or may pay the assistance to the family. If paid to the family, the
PHA will require documentation the family paid the utility deposit. The PHA will require
the utility supplier or family to return the utility deposit assistance to the PHA at such
time the deposit is returned by the utility supplier (less any amounts retained by the uti li ty
supplier). In addition, some families may have large balances with gas, electric, water,
sewer, or trash companies that will make it difficult if not impossible to establish services
for tenant-supplied utilities. The PHA may also provide the family with assistance to help
address these utility arrears to facilitate leasing. Utility deposit assistance returned to the
PHA will be used for either services fee eligible uses or other EHV administrative costs,
as required by HUD.
Owner recruitment and outreach for EHVs. The PHA may use the service fee funding
to conduct owner recruitment and outreach specifically for EHVs. In addition to traditional
owner recruitment and outreach, activities may include conducting pre inspections or
otherwise expediting the inspection process, providing enhanced customer
service, and offering owner incentive and/or retention payments.
Owner incentive and/or retention payments. The PHA will make an incentive or
retention payment to owners that agree to initially lease their unit to an EHV family
and/or renew the lease of an EHV family. The PHA will pay one month of owner rent as
an incentive to lease to a EHV family.
Payments will be made as a single payment at the beginning of the assisted lease term (or
lease renewal if a retention payment). Owner incentive and retentions payments are not
housing assistance payments, are not part of the rent to owner, and are not taken into
consideration when determining whether the rent for the unit is reasonable.
Moving expenses (including move-in fees and deposits). The PHA may provide
assistance for some or all of the family's reasonable moving expenses when they initially
lease a unit with the EHV. The PHA will not provide moving expenses assistance for
subsequent moves unless the family is required to move for reasons other than something
the family did or failed to do (e.g., the PHA is terminating the HAP contract because the
owner did not fulfill the owner responsibilities under the HAP contract or the owner is
refusing to offer the family the opportunity to enter a new lease after the initial lease
term, as opposed to the family choosing to terminate the tenancy in order to move to
another unit), or a family has to move due to domestic violence, dating violence, sexual
assault, or stalking.
Tenant-readiness services. The PHA may use fees to help create a customized plan to
address or mitigate barriers that individual families may face in renting a unit with an
EHV, such as negative credit, lack of credit, negative rental or utility history, or to
connect the family to other community resources (including COVID-related resources)
that can assist with rental arrears.
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Essentia] household items. The PHA may use services fee funding to assist the family
with some or all of the costs of acquiring essential household items such as tableware,
cooking equipment, beds or bedding, and essential sanitary products such as soap and
toiletries.
Renter's insurance if required by the lease. The PHA may choose to assist the family
with some or all this cost.
Any services fee assistance that is returned to the PHA after its initial or subsequent use may only be
applied to the eligible services fee uses defined in Notice PIH 2021-15 (Or subsequent notice) or other
EHV administrative costs. Any amounts not expended for these eligible uses when the PHA's EHV
program ends must be remitted to HUD.
If a tenant pays some or all of the service fees for securing a unit under the EHV program, the PHA
will reimburse the tenant for amounts paid provided the tenant can supply documentation as proof of
payment.
The PHA shall limit the amount of service fees paid to the landlord for any allowable service fee
expenses to $4,500.00. Exhibit EHV-3.
If after the initial lease term has expired and the tenant desires to move to a different unit under the
EHV program, and the move is prior to Sept. 30, 2023, the PHA will consider providing some, or
all, of these service fees for the new unit and landlord. The PHA will review its service fee funding
for the availability of funds to support this new lease.
PART II: PARTNERING AGENCIES
EHV-Il.A. CONTINUUM OF CARE (CoC)
PHAs that accept an allocation of EHVs are required to enter into a Memorandum of
Understanding (MOU) with the Continuum of Care (CoC) to establish a partnership for the administration of
EHVs.
PHA Policy
The PHA has entered into an MOU with Maricopa Association of Governments (MAG)
Exhibit EHV -1 for a copy of the MOU.
EHV-ILB. OTHER PARTNERING ORGANIZATIONS
The PHA may, but is not required to, partner with other organizations trusted by persons
experiencing homelessness, such as victim services providers (VSPs) and other community
partners. If the PHA chooses to partner with such agencies, the PHA must either enter into an
MOU with the partnering agency or the partnering agency may be added to the MOU between
the PHA and the CoC.
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EHV-11.C. REFERRALS
CoC and Partnering Agency Referrals
The primary responsibility of the CoC under the MOU with he, PHA is to make direct referrals
of qualifying individuals and families to the PHA. The PHA may refer a family that is seeking
EHV assistance directly from the PHA to the CoC or other referring agency for initial intake,
assessment, and possible EHV assistance. Partner CoCs are responsible for determining whether
the family qualifies under one of the four eligibility categories for EHVs. The CoC or other
direct referral partner must provide supporting documentation to the PHA of the referring
agency's verification that the family meets one of the four eligible categories for
EHV assistance. The PHA will only issue EHV Vouchers to families or individuals referred by the CoC.
PHA Policy
The CoC or partnering agency must establish and implement a system to identify EHV
eligible individuals and families within the agency's caseload and make referrals to the
PHA. The CoC or other partnering agency must certify that the EHY applicants they refer
to the PHA meet at least one of the four EHV eligibility criteria. The PHA will maintain a
copy of the referral or certification from the CoC or other partnering agency in the
participant's file along with other eligibility paperwork. Homeless service providers and
Victims services providers must use the established referral form Exhibit EHV-2 of this
chapter.
As part of the MOU, the PHA and CoC or other partnering agency will identify staff
positions to serve as lead EHV liaisons. These positions will be responsible for
transmission and acceptance of referrals. The CoC or partnering agency must commit
sufficient staff and resources to ensure eligible individuals and families are identified and
determined eligible in a timely manner.
The PHA liaison responsible for acceptance of referrals will contact the CoC or
partnering agency liaison via email indicating the number of vouchers available and
requesting an appropriate number of referrals. No more than five business days from the
date the CoC or pa1tnering agency receives this notification, the CoC or partnering
agency liaison will provide the PHA with a list of eligible referrals including the name,
address, and contact phone number for each HOH who is being referred:
Offers of Assistance with CoC Referral
The PHA may make an EHV available without a referral from the CoC or other partnering
organization in order to facilitate an emergency transfer under VAWA in accordance with the
PHA’s Emergency Transfer Plan (ETP) found in this plan.
The PHA must also take direct referrals from outside the CoC if:
•
The CoC does not have a sufficient number of eligible families to refer to the PHA; or
•
The CoC does not identify families that may be eligible for EHV assistance because they are
fleeing, or attempting to flee, domestic violence, dating violence, sexual assault, stalking or
human trafficking.
If at any time the PHA is not receiving enough referrals or is not receiving referrals in a timely
manner from the CoC or other partner referral agencies (or the PHA and CoC cannot identify any
such alternative referral partner agencies), HUD may permit the PHA on a temporary or
permanent basis to take EHV applications directly from applicants and admit eligible families to
the EHV program in lieu of or in addition to direct referrals in those circumstances.
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PART III: WAITING LIST MANAGEMENT
EHV-III. A. HCV WAITING LIST
The regulation that requires the PHA to admit applicants as waiting list admissions or special admissions in
accordance with admission policies in this plan, does not apply to PHAs operating
the EHV program. Direct referrals are not added to the PHA’s HCV waiting list.
The PHA must inform families on the HCV waiting list of the availability of EHVs by, at a
minimum, either by posting the information to their website or providing public notice in their
respective communities in accordance with the requirements listed in Notice PIH 2021-15.
PHA Policy
The PHA will post information about the EHV program for families on the PHA's HCV
waiting list on their website. The notice will:
Describe the eligible populations to which EHVs are limited
Clearly state that the availability of these EH Vs is managed through a direct
referral process
Advise the family to contact the CoC (or any other PHA referral partner, if
applicable) if the family believes they may be eligible for EHV assistance
The PHA will ensure effective communication with persons with disabilities, including
those with vision, hearing, and other communication-related disabilities in accordance
with this plan. The PHA will also take reasonable steps to ensure meaningful access for
persons with limited English proficiency (LEP) in accordance with this plan
EHV-III.B. EHV WAITING LIST
The HCV regulations requiring the PHA to operate a single waiting list for admission to the
HCV program do not apply to PHAs operating the EHV program. Instead, when the number of
applicants referred by the CoC or partnering agency exceeds the EHVs available, the PHA must
maintain a separate waiting list for EHV referrals, both at initial leasing and for any turnover
vouchers that may be issued prior to September 30, 2023.
Further, the EHV waiting list is not subject to PHA policies within this plan, regarding
opening and closing the HCV waiting list. The PHA will work directly with its CoC and other
referral agency partners to manage the number of referrals and the size of the EHV waiting
list.
EHV-111.C. PREFERENCES
HCV Waiting List Preferences
If local preferences are established by PHA for HCV, they do not apply to EHVs. However, if the
PHA has a homeless preference or a preference for the HCV waiting list, the PHA may adopt
additional policies related to EHVs in accordance with Notice PIH 2021-15.
Page 7
PHA Policy
The PHA will refer any applicant on the waiting list that indicated they qualify for homeless
preference to Maricopa Association of Governments (MAG) the (CoC). The CoC will
determine whether the family is eligible for an EHV.
EHV Waiting List Preferences
With the exception of a residency preference, the PHA may choose, in coordination with the CoC and
other referral partners, to establish separate local preferences for EHVs. The PHA may, however,
choose to not establish any local preferences for the EHV waiting list.
PHA Policy
No local preferences have been established for the EHV waiting list.
PART IV: FAMILY ELIGIBLTY
EHV-IV.A. OVERVIEW
The CoC or referring agency determines whether the individual or family meets any one of the
four eligibility criteria described in Notice PIH 2021-15 and then refers the family to the PHA.
The PHA determines that the family meets other eligibility criteria for the HCV program, as
modified for the EHV program and outlined below.
EHV-IV.B. REFERRING AGENCY DETERMINATION OF ELIGIBLITY
In order to be eligible for an EHV, an individual or family must meet one of four eligibility
criteria:
•
Homeless as defined in 24 CFR 578.3;
a
At risk of homelessness as defined in 24 CFR 578.3;
•
Fleeing, or attempting to flee, domestic violence, dating violence, sexual assault, stalking (as
defined in Notice PIH 2021-15); or human trafficking (as defined in the 22 U.S.C. Section
7102); or
•
Recently homeless and for whom providing rental assistance will prevent the family's
homelessness or having high risk of housing instability as determined by the CoC or its
designee in accordance with the definition in Notice PIH 2021-15.
As applicable, the CoC or referring agency must provide documentation to the PHA of the
referring agency' s verification that the family meets one of the four eligible categories for EHY
assistance. The PHA must retain this documentation as part of the family's file.
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EHV-IV.C. PHA SCREENING
Overview
HUD waived 24 CFR 982.552 and 982.553 in part for the EHV applicants and established
alternative requirement for mandatory and permissive prohibitions of admissions. Except where
applicable, PHA policies regarding denials in Chapter 3 of this policy do not apply to screening
individuals and families for eligibility for an EHV. Instead, the EHV alternative requirement
listed in this section will apply to all EHV applicants.
The mandatory and permissive prohibitions listed in Notice PIH 2021-15 and in this chapter,
however, apply only when screening the individual or family for eligibility for an EHV. When
adding a family member after the family has been placed under a HAP contract with EHY,
assistance, the regulations at 24 CFR 982.551 (h)(2) apply. Other than the birth, adoption, or .
court-awarded custody of a child, the PHA must approve additional family members and may
apply its regular HCV screening criteria i n t h i s p l a n , in doing so.
Mandatory Denials
Under alternative requirements for the EHV program, mandatory denials for EHV applicants
include:
•
24 CFR 982.553(a)(1 )(ii)(C), which prohibits admission if any household member has ever
been convicted of drug-related criminal activity for manufacture or production of
methamphetamine on the premises of federally assisted housing.
•
24 CFR 982.553(a)(2)(i), which prohibits admission to the program if any member of the
household is subject to a lifetime registration requirement under a state sex offender
registration program.
The PHA must deny admission to the program if any member of the family fails to sign and submit
consent forms for obtaining information as required by 24 CFR 982.552(b)(3) but should notify the
family of the limited EHV grounds for denial of admission first.
PHA Policy
While the PHA will deny admission to the program if any adult member (or head of
household or spouse, regardless of age) fails to sign and submit consent forms, the PHA
will first notify the family of the limited EHV grounds for denial of admission as part of
the notice of denial that will be mailed to the family.
Permissive Denial
Notice PIH 2021-15 lists permissive prohibitions for which the PHA may, but is not required to,
deny admission to EHV families. The notice also lists prohibitions that, while allowable under
the HCV program, may not be used to deny assistance for EHV families.
If the PHA intends to establish permissive prohibition policies for EHV applicants, the PHA
must first consult with its CoC partner to understand the impact that the proposed prohibitions
may have on referrals and must take the CoC's recommendations into consideration.
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PHA Policy
.
The PHA will not apply permissive prohibition to the screening of EHV applicants.
The PHA may also deny assistance to household members already receiving assistance
from another program in accordance with Section 9.h. of Notice PIH 2021-15.
ln compliance with PIH 2021-15, the PHA will not deny an EHV applicant admission regardless of
whether:
Any member of the family has been evicted from federally assisted housing in the
last five years;
A PHA has ever terminated assistance under the program for any member of the
family;
The family currently owes rent or other amounts to the PHA or to another PHA in
connection with Section 8 or public housing assistance under the 1937 Act;
The family has not reimbursed any PHA for amounts paid to al1 owner under a
HAP contract for rent, damages to the unit, or other amounts owed by the family
under the lease;
The family breached an agreement with the PHA to pay amounts owed to a PHA, or
amounts paid to an owner by a PHA;
The family would otherwise be prohibited admission under alcohol abuse
standards established by the FHA in accordance with 24 CFR 982.553(a)(3);
The PHA determines that any household member is currently engaged in or has
engaged in during a reasonable time before the admission, drug-related criminal
activity.
EHV-IV.D. INCOME VERIFICATION AT ADMISSION
Self-Certification at Admission
The requirement to obtain third-party verification of income in accordance with Notice PlH
2018-18 does not apply to the EHV program applicants at admission, and alternatively, PHAs
may consider self-certification the highest form of income verification at admission. As
such, PHA policies related to the verification of income in this plan do not apply to EHV
families at admission, Instead, applicants must submit an affidavit attesting to their reported
income, assets, expenses, and other factors that would affect an income eligibility
determination.
Additionally, applicants may provide third-party documentation that represents the applicant's
income within the 60-day period prior to admission or voucher issuance but is not dated within
60 days of the PHA's request.
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PHA Policy
Any documents used for verification must be the original (not photocopies) and dated
within the 60-day period prior to admission. The documents must not be damaged,
altered, or in any way illegible.
Printouts from webpages are considered original documents.
Any family self-certifications must be made in a format acceptable to the PHA and must
be signed by the family member whose information or status is being verified.
The PHA will incorporate additional procedures to remind families of the obligation to
provide true and complete information in accordance with this plan. The PHA will
address any material discrepancies (i.e., unreported income or a substantial difference in
reported income) that may arise later. The PHA may, but is not required to, offer the
family a repayment agreement in accordance this plan. If the family fails to repay the
excess subsidy, the PHA will terminate the family's assistance in accordance with the
policies within this plan.
Recently Conducted Income Determinations
PHAs may accept income calculations and verifications from third-party providers or from an
examination that the PHA conducted on behalf of the family for another subsidized housing
program in lieu of conducting an initial examination of income as long as:
I
•
The income was calculated in accordance with rules outlined at 24 CFR Part 5 and within the last
six months; and
•
The family certifies there has been no change in income or family composition in the interim.
PHA Policy
The PHA will accept income calculations and verifications from third-party providers
provided they meet the criteria outlined above.
The family certification must be made in a format acceptable to the PHA and must be
signed by all adult family members whose information or status is being verified.
At the time of the family's annual reexamination the PHA must conduct the annual
reexamination of income as outlined at 24 CFR 982.516 and PHA policies in this plan.
EIV Income Validation
Once HUD makes the EIV data available to PHAs under this waiver and alternative requirement,
the PHA must:
•
Review the EIV Income and Income Validation Tool (IVT) reports to confirm and
validate family-reported income with 90 days of the PIC submission date;
•
Print and maintain copies of the EIV Income and IVT Reports in the tenant file; and
•
Resolve any income discrepancy with the family within 60 days of the EIV Income or IVT
Report dates.
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Prior to admission, PHAs must continue to use HUD's EIV system to search for all household
members using the Existing Tenant Search in accordance with PHA policies in this plan.
If a PHA later determines that an ineligible family received assistance, the PHA must take steps to
terminate that family from the program in accordance with this plan.
EHV-IV.E. SOCIAL SECURITY NUMBER AND CITIZENSHIP
STATUS VERIFICATION
For the EHV program, the PHA is not required to obtain and verify SSN documentation and
documentation evidencing eligible noncitizen status before admitting the family to the EHV
program. Instead, PHAs may adopt policies to admit EHV applicants who are unable to provide
the required SSN or citizenship documentation during the initial eligibility determination. As an
alternative requirement, such individuals must provide the required documentation within 180
days of admission to be eligible for continued assistance, pending verification, unless the PHA
provides an extension based on evidence from the family or confirmation from the CoC or other
partnering agency that the family has made a good-faith effort to obtain the documentation.
If a PHA determines that an ineligible family received assistance, the PHA must take steps to
terminate that family from the program.
PHA Policy
The PHA will admit EHV applicants who are unable to provide the required SSN or
citizenship documentation during the initial eligibility determination. These individuals
must provide the required documentation in accordance with policies in Chapter 7 within
180 days of admission. The PHA may provide an additional 60-day extension based on
evidence from the family or confirmation from the CoC or other partnering agency that
the family has made a good-faith effort to obtain the documentation.
If the PHA determines that an ineligible family received assistance, the PHA will take
steps to terminate that family from the program in accordance with the policies
in this plan.
EHV-IV.F. AGE AND DISABILITY VERIFICATION
PHAs may accept self-certification of date of birth and disability status if a higher level of
verification is not immediately available. If self-certification is used, the PHA must obtain a
higher level of verification within 90 days of admission or verify the information in EIV.
If a PHA determines that an ineligible family received assistance, the PHA must take steps to
terminate that family from the program.
PHA Policy
The PHA will accept self-certification of date of birth and disability status if a higher
form of verification is not immediately available. The certification must be made in a
format acceptable to the PHA and must be signed by the family member whose
information or status is being verified. If self-certification is accepted, within 90 days of
admission, the PHA will verify the information in EIV or through other third-party
verification if the information is not available in EIV. The PHA will note the famil y ' s file
that self-certification was used as initial verification and include an EIV printout or other
third-party verification confirming the applicant's date of birth and/or disability status.
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If the PHA determines that an ineligible family received assistance, the PHA will take
steps to terminate that family from the program in accordance with policies in this
plan.
EHV-IV.G. INCOME TARGETING
The PHA must determine income eligibility for EHV families in accordance with 24 CFR
982.201 and PHA policy in this plan; however, income targeting requirements do not apply for
EHV families. The PHA may still choose to include the admission of extremely low-income
EHV families in its income targeting numbers for the fiscal year in which these families
are admitted.
PHA Policy
The PHA will not include the admission of extremely low-income EHV families in its
income targeting numbers for the fiscal year in which these families are admitted.
PART V: HOUSING SEARCH AND LEASING
EHV-V.A. INITIAL VOUCHER TERM
Unlike the standard HCV program, which requires an initial voucher term of at least 60 days,
EHV vouchers must have an initial search term of at least 120 days. PHA policies on extensions
as outlined in this plan will apply.
PHA Policy
All EHVs will have an initial term of 120 calendar days.
The family must submit a Request for Tenancy Approval and proposed lease within the
120-day period unless the PHA grants an extension.
EHV-V.B. HOUSING SEARCH ASSISTANCE
The PHA must ensure housing search assistance is made available to EHV families during their
initial housing search. The housing search assistance may be provided directly by the PHA or
through the CoC or another partnering agency or entity.
At a minimum, housing search assistance must:
•
Help individual families identify potentially available units during their housing search,
including physically accessible units with features for family members with disabilities, as
well as units in low-poverty neighborhoods;
•
Provide transportation assistance and directions to potential units;
•
Conduct owner outreach;
•
Assist with the completion of rental applications and PHA forms; and
•
Help expedite the EHV leasing process for the family
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PHA Policy -.
As identified in the MOU between the PHA and CoC, the following housing search
assistance will be provided to each EHV family:
The PHA will:
Conduct owner outreach in accordance with policies in this plan
Provide directions to potential units as part of the EHV briefing packet
Expedite the EHV leasing process for the family to the extent practicable
and in accordance with policies in this chapter
At least every 30 days, conduct proactive check-ins via email and
telephone with families who are searching with an EHV and remind them
of their voucher expiration date
Assign a dedicated landlord liaison for EHV voucher families
The CoC will:
Help families identify potentially available units during their housing
search, including physically accessible units with features for family
members with disabilities, as well as units in low-poverty neighborhoods
Provide transportation assistance to potential units
Assist the family with the completion of rental applications and
PHA forms
EHV-V.C. HQS PRE-INSPECTIONS
To expedite the leasing process, PHAs may pre-inspect available units that EHV families may be
interested in leasing in order to maintain a pool of eligible units.
PHA Policy
To expedite the leasing process, the PHA may pre-inspect available units that EHV
families may be interested in leasing to maintain a pool of eligible units. If an EHV
family selects a unit that passed a HQS pre-inspection (without intervening occupancy)
within 45 days of the date of the Request for Tenancy Approval, the unit may be
approved provided that it meets all other conditions under 24 CFR 982.305.
The family will be free to select his or her unit.
When a pre-inspected unit is not selected, the PHA will make every effort to fast-track
the inspection process, including adjusting the normal inspection schedule for any
required reinspections.
Page 14
EHV-V.D. INITIAL LEASE TERM
Unlike in the standard HCV program, EHV voucher holders may enter to an initial lease that
is for less than 12·months, regardless of the PHA policy in this plan.
EHV-V.E. PORTABILITY
The normal HCV portability procedures and requirements outlined this plan generally apply to
EHVs. Exceptions are addressed below:
Nonresident Applicants
Under EHV, applicant families may move under portability even if the family did not have legal
residency in the jurisdiction of the initial PHA when they app li ed, regardless of PHA policy in
this plan.
Billing and Absorption
A receiving PHA cannot refuse to assist an incoming EHV family, regardless of whether the
PHA administers EHVs under its own ACC.
•
If the EHV family moves under portability to another PHA that administers EHVs under its
own ACC:
The receiving PHA may only absorb the incoming EHV family with an EHV (assuming
it has an EHV voucher available to do-so).
If the PHA does not have an EHV available to absorb the family, it must bill the initial
PHA. The receiving PHA must allow the family to lease the unit with EHV assistance
and may not absorb the family with a regular HCV when the family leases the unit.
Regardless of whether the receiving PHA absorbs or bills the initial PHA for the family's
EHV assistance, the EHV administration of the voucher is in accordance with the
receiving PHA's EHV policies.
•
If the EHV family moves under portability to another PHA that does not administer EHV
under its own ACC, the receiving PHA may absorb the family into its regular HCV program
or may bill the initial PHA.
Page 15
Family Briefing
In addition to the applicable family briefing requirements at 24 CFR 982.301 (a)(2) as to how
portability works and how portability may affect the family' s assistance, the initial PHA must
inform the family how portability may impact the special EHV services and assistance that may
be available to the family.
The initial PHA is required to help facilitate the family's portability move to the receiving PHA
and inform the family of this requirement in writing, taking reasonable steps to ensure
meaningful access for persons with limited English proficiency (LEP).
PHA Policy
In addition to following PHA policy on briefings, as part of the briefing packet for
EHV families, the PHA will include a written notice that the PHA will assist the
family with moves under portability.
For limited English proficient (LEP) applicants, the PHA will provide interpretation
services in accordance with the PHA' s LEP plan.
Coordination of Services
If the portability move is in connection with the EHV family's initial lease-up, the receiving PHA
and the initial PHA must consult and coordinate on the EHV services and assistance that will be
made available to the family.
PHA Policy
For EHV families who are exercising portability when the PHA contacts the receiving
PHA in accordance with this plan. Pre-approval Contact with Receiving PHA, the PHA
will consult and coordinate with the receiving PHA to ensure there is no duplication of
EHV services and assistance, and ensure the receiving PHA is aware of the maximum
amount of services fee funding that the initial PHA may provide to the receiving PHA on
behalf of the family.
Page 16
Services Fee
Standard portability billing arrangements apply for HAP and ongoing administrative fees for
EHV families.
For service fees funding, the amount of the service fee provided by the initial PHA may not
exceed the lesser of the actual cost of the services and assistance provided to the family by the
receiving PHA or $1,750, unless the initial PHA and receiving PHA mutually agree to change
the $1,750 cap. Service fees are paid as follows:
'
•
If the receiving PHA, in consultation and coordination with the initial PHA, will provide
eligible services or assistance to the incoming EHV family, the receiving PHA may be
compensated for those costs by the initial PHA, regardless of whether the receiving PHA
bills or absorbs.
•
If the receiving PHA administers EHYs, the receiving PHA may use its own services fee and
may be reimbursed by the initial PHA, or the initial PHA may provide the services funding
upfront to the receiving PHA for those fees and assistance.
•
If the receiving PHA does not administer EH Vs, the initial PHA must provide the services
funding upfront to the receiving PHA. Any amounts provided to the receiving PHA that are
not used for services or assistance on behalf of the EHV family must promptly be returned by
the receiving PHA to the initial PHA.
Placement Fee/Issuance Reporting Fee
If the portability lease-up qualifies for the placement fee/issuance reporting fee, the receiving
PHA receives the full amount of the placement component of the placement fee/issuing reporting
fee. The receiving PHA is eligible for the placement fee regardless of whether the receiving PHA
bills the initial PHA or absorbs the family into its own program at initial lease-up. The initial
PHA qualifies for the issuance reporting component of the placement fee/issuance reporting fee,
as applicable.
Page 17
EHV-V.F. PAYMENT STANDARDS
Payment Standard Schedule
For the EHV program, HUD has waived the regulation requiring a single payment standard for
each unit size. Instead, the PHA may, but is not required to, establish separate higher payment
standards for EHVs. Lower EHV pay.ment standards are not permitted.
Further, if the PHA chooses to establish higher payments standards for EHVs, HUD has
provided other regulatory waivers:
•
Defining the " basic range" for payment standards as between 90 and 120 percent of the
published Fair Market Rent (FMR) for the unit size (rather than 90 to 110 percent).
•
Allowing a PHA that is not in a designated Small Area FMR (SAFMR) area or has not opted
to voluntarily implement SAFMRs to establish exception payment standards for a ZIP code
area above the basic range for the metropolitan FMR based on the HUD published SAFMRs.
The PHA may establish an exception payment standard up to 120 percent (as opposed to 110
percent) of the HUD published Small Area FMR for that ZIP code area. The exception
payment standard must apply to the entire ZIP code area.
The PHA must notify HUD if it establishes an EHV exception payment standard based on
the SAFMR.
PHA Policy
The PHA has established a higher payment standard amount for EHVs. The payment
standard will be issued at 120% of the HUD published FMR,
Rent Reasonableness
All rent reasonableness requirements apply to EHV units, regardless of whether the PHA has
established an alternative or exception EHV payment standard.
Increases in Payment Standards
The requirement that the PHA apply increased payment standards at the family ' s first regular
recertification on or after the effective date of the increase does not apply to EHV. The PHA may,
but is not required to, establish an alternative policy on when to apply the increased payment
standard, provided the increased payment standard is used to calculate the HAP no later than the
effective date of the family's first regular reexamination following the change.
PHA Policy
The PHA will not establish an alternative policy for increases in the payment standard.
PHA policy in within this plan, increases in payment standards will apply to EHV. The
new payment standard will be established with HUD updates the FMR annually.
Page 18
EHV-V.G. TERMINATION OF VOUCHERS
After September 30, 2023, a PHA may not reissue EHVs when assistance for an EHV-assisted
family ends. This means that when an EHV participant (a family that is receiving rental assistance
under a HAP contract) leaves the program for any reason, the PHA may not reissue that EHV to
another family unless it does so no later than September 30, 2023.
If an applicant family that was issued the EHV is unsuccessful in finding a unit and the EHV
expires after September 30, 2023, the EHV may not be reissued to another fam il y,
All EHVs under lease on or after October l, 2023, may not under any circumstances be reissued
to another family when the participant leaves the program for any reason.
An EHV that has never been issued to a family may be initially issued and leased after
September 30, 2023, since this prohibition only applies to EHVs that are being reissued upon
turnover after assistance to a family has ended. However, HUD may direct PHAs administering
EHVs to cease leasing any unleased EHVs if such action is determined necessary by HUD to
ensure there will be sufficient funding available to continue to cover the HAP needs of currently
assisted EHV families.
PART VI: USE OF FUNDS, REPORTING, AND FINANCIAL RECORDS
EHV funds allocated to the PHA for HAP (both funding for the initial allocation and HAP
renewal funding) may only be used for eligible EHV HAP purposes. EHV HAP funding
obligated to the PHA may not be used for EHV administrative expenses or the other EHV
eligible expenses under this notice. Likewise, EHV administrative fees and funding obligated to
the PHA are to be used for those purposes and must not be used for HAP.
The appropriated funds for EHVs are separate from the regular HCV program and may not be
used for the regular HCV program but may only be expended for EHV eligible purposes. EHV
HAP funds may not roll into the regular HCV restricted net position (RNP) and must be tracked
and accounted for separately as EHV RNP. EHV administrative fees and funding for other
eligible expenses permitted by Notice P1H 2021-15 may only be used in support of the EHVs
and cannot be used for regular HCVs. EHV funding may not be used for the repayment of debts
or any amounts owed to HUD by HUD program participants including, but not limited to, those
resulting from Office of Inspector General (OIG), Quality Assurance Division (QAD), or other
monitoring review findings.
The PHA must comply with EHV reporting requirements in the Voucher Management System
(VMS) and Financial Data Schedule (FDS) as outlined in Notice PIH 2021-15.
The PHA must maintain complete and accurate accounts and other records for the program and
provide HUD and the Comptroller General of the United States full and free access to all
accounts and records that are pertinent the administration of the EHVs in accordance with the
HCV program requirements at 24 CFR 982.158.