2013 CMHA HCVP Admin Plan - Cuyahoga Metropolitan Housing ...

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08-42 Military Pay Verification Form 08-43 Public Employee Release Information Form 08-44 Education Grant Verification Form Retain original year, current year & 3yrs history then destroy, provided audited. Supercedes 02-35 Retain original year, current year & 3yrs history then destroy, provided audited. Supercedes 02-36 Retain original year, current year & 3yrs history then destroy, provided audited. Supercedes 02-37 Paper Paper Paper 08-45 CMHA Employee Income Verification Form Expenses Verification Information Provided by Family, as applicable 08-46 Child Care Expenses Verification Form 08-47 Support Expense Verification Form 08-48 Medical Expense Verification Form 08-49 Student Status Verification Form 08-50 Participation Data Summary (HUD 50058) Termination Information 08-51 Proposal for Termination 08-52 Termination Documents 08-53 Other Participant Information 08-54 Evictions 08-55 Informal Hearing Information(Grievances) HCVP & Mod Rehab 08-56 Tenant Files-Inactive 08-57 08-58 Tenant Files-Inactive with Owing Balances Modernization Rental Rehab Approval or Withdraw Retain original year, current year & 3yrs history then destroy, provided audited. Supercedes 02-38 Retain 3yrs then destroy, provided audited. Retain 3yrs then destroy, provided audited. Retain 3yrs then destroy, provided audited. Retain 3yrs then destroy, provided audited. Retain 3yrs then destroy, provided audited. Retain 5yrs then destroy provided audited. Supercedes 02-44. Retain 5yrs then destroy, provided audited. Supercedes 02-45. Retain 3yrs then destroy, provided audited. Retain 3yrs then destroy, provided audited. Retain 3yrs then destroy, provided audited. Retain 5yrs then destroy, provided audited. Paper Paper Paper Paper Paper Paper Paper Paper Paper Paper Paper Paper Retain until balance paid. Supercedes 02-52. Paper Retain entire file 2yrs after modernization cost certificate is approved or withdrawn, then destroy. Supercedes 02-53. Paper 08-59 Modernization Rental Rehab Disapproval or Withdraw Retain entire file 2yrs after modernization cost certificate is disapproved or withdrawn, then destroy. Supercedes 02- 54. Paper Copyright 2000 by Nan McKay & Associates To be printed only with permission of Nan McKay & Associates Unlimited copies may be made for internal use Approved by CMHA Board of Commissioners October 3, 2012 177 | P a g e
08-60 Damage Claim 08-61 Quarterly HUD Reports 08-62 Annual Inspections Archive Family File-Active 08-63 Annual Family Records- years 4 & 5 08-64 Annual Owner Records- years 4 & 5 Archive Family File-Terminated 08-65 Permanent Records- Family & Owner 08-66 Annual Records- Family & Owner FINANCE Landlord Files (Active Owners) Retain 2yrs then destroy, provided audited. Retain 5yrs then destroy, provided audited. Retain 5yrs then destroy, privided audited. Retain 5yrs then destroy, provided audited. Retain 5yrs then destroy, provided audited. Retain 5yrs then destroy, provided audited. Retain 5yrs then destroy, provided audited. Paper Paper Paper Paper Paper Paper Paper 08-67 Request for Taxpayer ID Number & Certification (IRS-W9) Retain 5yrs then destroy, provided audited. Supercedes 02-15. Paper 08-68 SEMAP Report Retain hard copy permanently Paper 08-69 Year End Settlements Retain 5yrs then destroy, provided audited. Paper 08-70 Annual Budget Requisitions 08-71 HAP Check Register 08-72 Vendor 1099s 08-73 Vendor 1099s 08-74 Voided Checks HOMEOWNERSHIP 08-75 Offer to Purchase 08-76 Contracts- proposed, offered & executed 08-77 Addendums 08-78 Contingencies 08-79 Copies of Earned Money Deposits 08-80 Agency Disclosures Retain 5yrs then destroy, provided audited. Retain 5yrs electronically then destroy, provided audited. Supercedes 02-71. Scan paper copy to electronic file then destroy. Supercedes 02-72 Retain 5yrs electronically then destroy, provided audited. Supercedes 02-72. Retain 5yrs then destroy, provided audited. Retain 5yrs then destroy, provided audited. Retain 5yrs then destroy, provided audited. Retain 5yrs then destroy, provided audited. Retain 5yrs then destroy, provided audited. Retain 5yrs then destroy, provided audited. Retain 5yrs then destroy, provided audited. Paper Electronic Paper Electronic Paper Paper Paper Paper Paper Paper Paper Copyright 2000 by Nan McKay & Associates To be printed only with permission of Nan McKay & Associates Unlimited copies may be made for internal use Approved by CMHA Board of Commissioners October 3, 2012 178 | P a g e
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CUYAHOGA METROPOLITAN HOUSING AUTHO
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J. INELIGIBLE FAMILIES.............
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E. ASSISTANCE TO FAMILIES WHO CLAIM
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I. MISREPRESENTATION IN COLLUSION W
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Copyright 2000 by Nan McKay & Assoc
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24 CFR Part 5: General Program Requ
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1. Objective I: Outreach to Low-Inc
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Once the person's status as a quali
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4. Utility Allowance Schedule 5. HQ
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and by other suitable means. Notice
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placement in foster care shall not
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Which of the two new family units h
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considered individually before the
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If the family has engaged in or thr
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evidence that the members of the ho
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3) The public notice must state any
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information is complete. The interv
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The following are examples of types
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The residency preference is require
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A point system will be used to prio
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Owners of Mod Rehab properties can
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Space may be provided for a child w
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HQS GUIDELINES FOR UNIT SIZE SELECT
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4) Child Care Expenses: Deducted fo
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income. Therefore, for disabled fam
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A student (other than the head of h
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If the absence which resulted in te
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K. REMOVAL OF SPOUSE FROM FAMILY UN
Page 61 and 62:
Nonprescription medicines will be c
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Verification Before Denying a Reque
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Written Third Party Verification (T
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The PHA will obtain written verific
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3) Documents such as manifests, app
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Acceptable verification may include
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Attendant Care: 1) Attendant's writ
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Verification of Citizenship/Eligibl
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J. CERTIFICATION OF DOMESTIC VIOLEN
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2. Mover Briefings Briefings are co
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20) Agent form. 21) W-9 form for la
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new families cannot agree as to whi
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In addition to the above, at the ti
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domestic violence, dating violence,
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name and address of the landlord at
Page 91 and 92:
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after the family and owner submit a
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. Must have a toilet and a fixed wa
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Exceptions may be made for multi-fa
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K. DETERMINATION OF RESPONSIBILITY
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The PHA will not approve a lease un
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Housing Assistance Payments, termin
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easonable accommodation for a perso
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If the review indicates there is an
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G. NOTIFICATION OF RESULTS OF RECER
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D. PROCEDURE FOR MOVES [24 CFR 982.
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If the family leases up successfull
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During the term of the lease the ow
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actual or threatened domestic viole
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Requirement to Deny Admission or Te
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control, shall not be cause for ter
Page 127 and 128: The PHA prohibits admission if any
Page 129 and 130: PHA must provide the subject of the
Page 131 and 132: accomplished. D. FAMILY OBLIGATIONS
Page 133 and 134: Lease Violations The following crit
Page 135 and 136: G. ZERO ($0) ASSISTANCE TENANCIES T
Page 137 and 138: Copyright 2000 by Nan McKay & Assoc
Page 139 and 140: HCVP assistance or leased under any
Page 143 and 144: the HAP contract. Separate agreemen
Page 147 and 148: If the family requests a move to an
Page 149 and 150: The family is given the opportunity
Page 151 and 152: Determination that a unit is not in
Page 153 and 154: When the PHA receives a request for
Page 155 and 156: Within 15 days, the PHA shall send
Page 159 and 160: C. CONGREGATE/SHARED HOUSING Descri
Page 161 and 162: “Qualifying families” means eld
Page 163 and 164: ecomes aware the unit is vacant) S
Page 165 and 166: Administrative Plan. Families must
Page 167 and 168: o The unit meets HUD Housing Qualit
Page 169 and 170: The family must comply with the fol
Page 171 and 172: the PHA determines that it does not
Page 173 and 174: 3) CMHA will retain all records lon
Page 175 and 176: ecords, the intended date of the di
Page 177: 08-25 Rent Increase Determination 0
Page 181 and 182: 08-103 Applicant Files- Denied Reta
Page 183 and 184: XXII. PROGRAM INTEGRITY A. INTRODUC
Page 185 and 186: E. THE PHA'S HANDLING OF ALLEGATION
Page 187 and 188: J. EVALUATION OF THE FINDINGS If it
Page 189 and 190: A secondary purpose of the Case Con
Page 191 and 192: XXIII. GLOSSARY A. ACRONYMS USED IN
Page 193 and 194: TR TTP UA UIV URP Tenant Rent Total
Page 195 and 196: COMMON SPACE. In shared housing: Sp
Page 197 and 198: ELDERLY HOUSEHOLD. A family whose h
Page 199 and 200: FMR/EXCEPTION RENT. The fair market
Page 201 and 202: IMPUTED WELFARE INCOME. An amount o
Page 203 and 204: MINOR. A member of the family house
Page 205 and 206: PUBLIC HOUSING AGENCY (PHA). PHA in
Page 207 and 208: another person; and in the course o
Page 209 and 210: soon as s/he learns of the vacancy,
Page 211: SECTION 214. Section 214 restricts
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