Chapter 3 ELIGIBILITY

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3 Chapter 3 ELIGIBILITY INTRODUCTION The GRHC is responsible for ensuring that every individual and family admitted to the HCV program meets all program eligibility requirements. This includes any individual approved to join the family after the family has been admitted to the program. The family must provide any information needed by the GRHC to confirm eligibility and determine the level of the family s assistance. To be eligible for the HCV program: The applicant family must: - Qualify as a family as defined by HUD and the GRHC. - Have income at or below HUD-specified income limits. - Qualify on the basis of citizenship or the eligible immigrant status of family members. - Provide social security number information for household members as required. - Consent to the GRHC s collection and use of family information as provided for in GRHC-provided consent forms. The GRHC must determine that the current or past behavior of household members does not include activities that are prohibited by HUD or the GRHC. This chapter contains three parts: Part I: Definitions of Family and Household Members. This part contains HUD and GRHC definitions of family and household members and explains initial and ongoing eligibility issues related to these members. Part II: Basic Eligibility Criteria. This part discusses income eligibility, and rules regarding citizenship, social security numbers, and family consent. Part III: Denial of Assistance. This part covers factors related to an applicant s past or current conduct (e.g. criminal activity) that can cause the GRHC to deny assistance. Copyright 2017 Nan McKay & Associates, Inc. Page 3-1 GR Housing Commission Administrative Plan 09/30/17

4 PART II: BASIC ELIGIBILITY CRITERIA 3-II.A. INCOME ELIGIBILITY AND TARGETING Income Limits HUD establishes income limits for all areas of the country and publishes them annually in the Federal Register. They are based upon estimates of median family income with adjustments for family size. The income limits are used to determine eligibility for the program and for income targeting purposes as discussed in this section. Definitions of the Income Limits [24 CFR 5.603(b)] Low-income family. A family whose annual income does not exceed 80 percent of the median income for the area, adjusted for family size. Very low-income family. A family whose annual income does not exceed 50 percent of the median income for the area, adjusted for family size. Extremely low-income family. A family whose annual income does not exceed the federal poverty level or 30 percent of the median income for the area, whichever number is higher. Area median income is determined by HUD, with adjustments for smaller and larger families. HUD may establish income ceilings higher or lower than 30, 50, or 80 percent of the median income for an area if HUD finds that such variations are necessary because of unusually high or low family incomes. Using Income Limits for Eligibility [24 CFR ] Income limits are used for eligibility only at admission. Income eligibility is determined by comparing the annual income of an applicant to the applicable income limit for their family size. In order to be income eligible, an applicant family must be one of the following: A very low-income family A low-income family that has been "continuously assisted" under the 1937 Housing Act. A family is considered to be continuously assisted if the family is already receiving assistance under any 1937 Housing Act program at the time the family is admitted to the HCV program [24 CFR 982.4] The GRHC will consider a family to be continuously assisted if the family was leasing a unit under any 1937 Housing Act program at the time they were selected from the GRHC s waiting list. A low-income family that qualifies for voucher assistance as a non-purchasing household living in HOPE 1 (public housing homeownership), HOPE 2 (multifamily housing homeownership) developments, or other HUD-assisted multifamily homeownership programs covered by 24 CFR A low-income or moderate-income family that is displaced as a result of the prepayment of a mortgage or voluntary termination of a mortgage insurance contract on eligible low-income housing as defined in 24 CFR Copyright 2017 Nan McKay & Associates, Inc. Page 3-10 GR Housing Commission Administrative Plan 09/30/17

5 HUD permits the GRHC to establish additional categories of low-income families that may be determined eligible. The additional categories must be consistent with the GRHC plan and the consolidated plans for local governments within the GRHC s jurisdiction. The GRHC has not established any additional categories of eligible low-income families. Using Income Limits for Targeting [24 CFR ] At least 75 percent of the families admitted to the GRHC's program during a GRHC fiscal year must be extremely low-income families. HUD may approve exceptions to this requirement if the GRHC demonstrates that it has made all required efforts, but has been unable to attract an adequate number of qualified extremely low-income families. Families continuously assisted under the 1937 Housing Act and families living in eligible lowincome housing that are displaced as a result of prepayment of a mortgage or voluntary termination of a mortgage insurance contract are not counted for income targeting purposes. Copyright 2017 Nan McKay & Associates, Inc. Page 3-11 GR Housing Commission Administrative Plan 09/30/17

6 3-II.B. CITIZENSHIP OR ELIGIBLE IMMIGRATION STATUS [24 CFR 5, Subpart E] Housing assistance is available only to individuals who are U.S. citizens, U.S. nationals (herein referred to as citizens and nationals), or noncitizens that have eligible immigration status. At least one family member must be a citizen, national, or noncitizen with eligible immigration status in order for the family to qualify for any level of assistance. All applicant families must be notified of the requirement to submit evidence of their citizenship status when they apply. Where feasible, and in accordance with the GRHC s Limited English Proficiency Plan, the notice must be in a language that is understood by the individual if the individual is not proficient in English. Declaration [24 CFR 5.508] HUD requires each family member to declare whether the individual is a citizen, a national, or an eligible noncitizen, except those members who elect not to contend that they have eligible immigration status. Those who elect not to contend their status are considered to be ineligible noncitizens. For citizens, nationals and eligible noncitizens the declaration must be signed personally by the head, spouse, cohead, and any other family member 18 or older, and by a parent or guardian for minors. The family must identify in writing any family members who elect not to contend their immigration status (see Ineligible Noncitizens below). No declaration is required for live-in aides, foster children, or foster adults. U.S. Citizens and Nationals In general, citizens and nationals are required to submit only a signed declaration as verification of their status. However, HUD regulations permit the GRHC to request additional documentation of their status, such as a passport. Family members who declare citizenship or national status will not be required to provide additional documentation unless the GRHC receives information indicating that an individual s declaration may not be accurate. Eligible Noncitizens In addition to providing a signed declaration, those declaring eligible noncitizen status must sign a verification consent form and cooperate with GRHC efforts to verify their immigration status as described in Chapter 7. The documentation required for establishing eligible noncitizen status varies depending upon factors such as the date the person entered the U.S., the conditions under which eligible immigration status has been granted, the person s age, and the date on which the family began receiving HUD-funded assistance. Lawful residents of the Marshall Islands, the Federated States of Micronesia, and Palau, together known as the Freely Associated States, or FAS, are eligible for housing assistance under section 141 of the Compacts of Free Association between the U.S. Government and the Governments of the FAS [Public Law ]. Copyright 2017 Nan McKay & Associates, Inc. Page 3-12 GR Housing Commission Administrative Plan 09/30/17

7 Ineligible Noncitizens Those noncitizens who do not wish to contend their immigration status are required to have their names listed on a noncontending family members listing, signed by the head, spouse, or cohead (regardless of citizenship status), indicating their ineligible immigration status. The GRHC is not required to verify a family member s ineligible status and is not required to report an individual s unlawful presence in the U.S. to the United States Citizenship and Immigration Services (USCIS). Providing housing assistance to noncitizen students is prohibited [24 CFR 5.522]. This prohibition extends to the noncitizen spouse of a noncitizen student as well as to minor children who accompany or follow to join the noncitizen student. Such prohibition does not extend to the citizen spouse of a noncitizen student or to the children of the citizen spouse and noncitizen student. Such a family is eligible for prorated assistance as a mixed family. Mixed Families A family is eligible for assistance as long as at least one member is a citizen, national, or eligible noncitizen. Families that include eligible and ineligible individuals are considered mixed families. Such families will be given notice that their assistance will be prorated, and that they may request a hearing if they contest this determination. See Chapter 6 for a discussion of how rents are prorated, and Chapter 16 for a discussion of informal hearing procedures. Ineligible Families [24 CFR 5.514(d), (e), and (f)] A GRHC may elect to provide assistance to a family before the verification of the eligibility of the individual or one family member [24 CFR 5.512(b)]. Otherwise, no individual or family may be assisted prior to the affirmative establishment by the GRHC that the individual or at least one family member is eligible. Verification of eligibility for this purpose occurs when the individual or family members have submitted documentation to the GRHC in accordance with program requirements [24 CFR 5.512(a)]. The GRHC will not provide assistance to a family before the verification of at least one family member. When a GRHC determines that an applicant family does not include any citizens, nationals, or eligible noncitizens, following the verification process, the family will be sent a written notice within 10 business days of the determination. The notice will explain the reasons for the denial of assistance, that the family may be eligible for proration of assistance, and will advise the family of its right to request an appeal to the United States Citizenship and Immigration Services (USCIS), or to request an informal hearing with the GRHC. The informal hearing with the GRHC may be requested in lieu of the USCIS appeal, or at the conclusion of the USCIS appeal process. The notice must also inform the applicant family that assistance may not be delayed until the conclusion of the USCIS appeal process, but that it may be delayed pending the completion of the informal hearing process. Informal hearing procedures are contained in Chapter 16. Copyright 2017 Nan McKay & Associates, Inc. Page 3-13 GR Housing Commission Administrative Plan 09/30/17

8 Timeframe for Determination of Citizenship Status [24 CFR 5.508(g)] For new occupants joining the assisted family, the GRHC must verify status at the first interim or regular reexamination following the person s occupancy, whichever comes first. If an individual qualifies for a time extension for the submission of required documents, the GRHC must grant such an extension for no more than 30 days [24 CFR 5.508(h)]. Each family member is required to submit evidence of eligible status only one time during continuous occupancy. The GRHC will verify the citizenship status of applicants at the time other eligibility factors are determined. 3-II.C. SOCIAL SECURITY NUMBERS [24 CFR and 5.218, Notice PIH ] The applicant and all members of the applicant s household must disclose the complete and accurate social security number (SSN) assigned to each household member, and the documentation necessary to verify each SSN. If a child under age 6 has been added to an applicant family within 6 months prior to voucher issuance, an otherwise eligible family may be admitted to the program and must disclose and document the child s SSN within 90 days of the effective date of the initial HAP contract. A detailed discussion of acceptable documentation is provided in Chapter 7. Note: These requirements do not apply to noncitizens who do not contend eligible immigration status. In addition, each participant who has not previously disclosed an SSN, has previously disclosed an SSN that HUD or the SSA determined was invalid, or has been issued a new SSN must submit their complete and accurate SSN and the documentation required to verify the SSN at the time of the next interim or annual reexamination or recertification. Participants age 62 or older as of January 31, 2010, whose determination of eligibility was begun before January 31, 2010, are exempt from this requirement and remain exempt even if they move to a new assisted unit. The GRHC must deny assistance to an applicant family if they do not meet the SSN disclosure and documentation requirements contained in 24 CFR Copyright 2017 Nan McKay & Associates, Inc. Page 3-14 GR Housing Commission Administrative Plan 09/30/17

9 3-II.D. FAMILY CONSENT TO RELEASE OF INFORMATION [24 CFR 5.230; HCV GB, p. 5-13] HUD requires each adult family member, and the head of household, spouse, or cohead, regardless of age, to sign form HUD-9886, Authorization for the Release of Information/Privacy Act Notice, and other consent forms as needed to collect information relevant to the family s eligibility and level of assistance. Chapter 7 provides detailed information concerning the consent forms and verification requirements. The GRHC must deny admission to the program if any member of the applicant family fails to sign and submit the consent forms for obtaining information in accordance with 24 CFR 5, Subparts B and F [24 CFR (b)(3)]. Copyright 2017 Nan McKay & Associates, Inc. Page 3-15 GR Housing Commission Administrative Plan 09/30/17

10 3-II.E. STUDENTS ENROLLED IN INSTITUTIONS OF HIGHER EDUCATION [24 CFR 5.612, FR Notice 4/10/06, FR Notice 9/21/16] Section 327 of Public Law and the implementing regulation at 24 CFR established new restrictions on the eligibility of certain students (both part- and full-time) who are enrolled in institutions of higher education. If a student enrolled at an institution of higher education is under the age of 24, is not a veteran, is not married, does not have a dependent child, and is not a person with disabilities receiving HCV assistance as of November 30, 2005, the student s eligibility must be examined along with the income eligibility of the student s parents. In these cases, both the student and the student s parents must be income eligible for the student to receive HCV assistance. If, however, a student in these circumstances is determined independent from his/her parents in accordance with GRHC policy, the income of the student s parents will not be considered in determining the student s eligibility. The new law does not apply to students who reside with parents who are applying to receive HCV assistance. It is limited to students who are seeking assistance on their own, separately from their parents. Definitions In determining whether and how the new eligibility restrictions apply to a student, the GRHC will rely on the following definitions [FR Notice 4/10/06, FRNotice 9/2116]. Dependent Child In the context of the student eligibility restrictions, dependent child means a dependent child of a student enrolled in an institution of higher education. The dependent child must also meet the definition of dependent in 24 CFR 5.603, which states that the dependent must be a member of the assisted family, other than the head of household or spouse, who is under 18 years of age, or is a person with a disability, or is a full-time student. Foster children and foster adults are not considered dependents. Copyright 2017 Nan McKay & Associates, Inc. Page 3-16 GR Housing Commission Administrative Plan 09/30/17

11 Independent Student The GRHC will consider a student independent from his or her parents and the parents income will not be considered when determining the student s eligibility if the following four criteria are all met: The individual is of legal contract age under state law. The individual has established a household separate from his/her parents for at least one year prior to application for occupancy or the individual meets the U.S. Department of Education s definition of independent student. To be considered an independent student according to the Department of Education, a student must meet one or more of the following criteria: The individual is at least 24 years old by December 31 of the award year for which aid is sought The individual is an orphan, in foster care, or a ward of the court at any time when the individual was 13 years of age or older The individual is or was immediately prior to attaining the age of majority, an emancipated minor or in legal guardianship as determined by a court of competent jurisdiction in the individual s state of legal residence The individual is a veteran of the U.S. Armed Forces or is currently serving on active duty in the Armed Forces for other than training purposes The individual is a graduate or professional student The individual is married The individual has one or more legal dependents other than a spouse (for example, dependent children or an elderly dependent parent The individual has been verified during the school year in which the application is submitted as either an unaccompanied youth who is a homeless child or youth, or as unaccompanied, at risk of homelessness, and self-supporting by: A local educational agency homeless liason The director of a program funded under subtitle B of title IVof the McKinney-Vento Homeless Assistance Act or a designee of the director A financial aid administrator The individual is a student for whom a financial aid administrator makes a documented determination of independence by reason of other unusual circumstances Copyright 2017 Nan McKay & Associates, Inc. Page 3-17 GR Housing Commission Administrative Plan 09/30/17

12 The individual was not claimed as a dependent by his/her parents pursuant to IRS regulations, as demonstrated on the parents most recent tax forms. The individual provides a certification of the amount of financial assistance that will be provided by his/her parents. This certification must be signed by the individual providing the support and must be submitted even if no assistance is being provided. If the GRHC determines that an individual meets the definition of a vulnerable youth such a determination is all that is necessary to determine that the person is an independent student for the purposes of using only the student s income for determining eligibility for assistance. The GRHC will verify that a student meets the above criteria in accordance with the policies in Section 7-II.E. Copyright 2017 Nan McKay & Associates, Inc. Page 3-18 GR Housing Commission Administrative Plan 09/30/17

13 Institution of Higher Education The GRHC will use the statutory definition under section 102 of the Higher Education Act of 1965 to determine whether a student is attending an institution of higher education (see Exhibit 3-2). Parents For purposes of student eligibility restrictions, the definition of parents includes biological or adoptive parents, stepparents (as long as they are currently married to the biological or adoptive parent), and guardians (e.g., grandparents, aunt/uncle, godparents, etc). Person with Disabilities The GRHC will use the statutory definition under section 3(b)(3)(E) of the 1937 Act to determine whether a student is a person with disabilities (see Exhibit 3-1). Veteran A veteran is a person who served in the active military, naval, or air service and who was discharged or released from such service under conditions other than dishonorable. Vulnerable Youth A vulnerable youth is an individual who meets the U.S. Department of Education s definition of independent student in paragraphs (b), (c), or (h), as adopted in Section II of FR Notice 9/21/16: The individual is an orphan, in foster care, or a ward of the court, or was an orphan, in foster care, or ward of the court at any time when the individual was 13 years of age or older The individual is or was immediately prior to attaining the age of majority, an emancipated minor or in legal guardianship as determined by a court of competent jusridiction in the individual s state of legal residence The individual has been verified during the school year in which the application is submitted as either an unaccompanied youth who is homeless child or youth, or as unaccompanied, at risk of homelessness, and self-supporting by: A local educational agency homeless liason The director of a program funded under subtitle B of title IV of the McKinney-Vento Homeless Assistance Act or a designee of the director A financial aid administrator Copyright 2017 Nan McKay & Associates, Inc. Page 3-19 GR Housing Commission Administrative Plan 09/30/17

14 Determining Student Eligibility If a student is applying for assistance on his/her own, apart from his/her parents, the GRHC must determine whether the student is subject to the eligibility restrictions contained in 24 CFR If the student is subject to those restrictions, the GRHC must ensure that: (1) the student is individually eligible for the program, (2) either the student is independent from his/her parents or the student s parents are income eligible for the program, and (3) the family with which the student is applying is collectively eligible for the program. For any student who is subject to the restrictions, the GRHC will: Follow its usual policies in determining whether the student individually and the student s family collectively are eligible for the program Determine whether the student is independent from his/her parents in accordance with the definition of independent student in this section Follow the policies below, if applicable, in determining whether the student s parents are income eligible for the program If the GRHC determines that the student, the student s parents (if applicable), or the student s family is not eligible, the GRHC will send a notice of denial in accordance with the policies in Section 3-III.F, and the applicant family will have the right to request an informal review in accordance with the policies in Section 16-III.B. Determining Parental Income Eligibility For any student who is subject to the restrictions and who does not satisfy the definition of independent student in this section, the GRHC will determine the income eligibility of the student s parents as follows: If the student s parents are married and living together, the GRHC will obtain a joint income declaration and certification of joint income from the parents. If the student s parent is widowed or single, the GRHC will obtain an income declaration and certification of income from that parent. If the student s parents are divorced or separated, the GRHC will obtain an income declaration and certification of income from each parent. If the student has been living with one of his/her parents and has not had contact with or does not know where to contact his/her other parent, the GRHC will require the student to submit a certification under penalty of perjury describing the circumstances and stating that the student does not receive financial assistance from the other parent. The GRHC will then obtain an income declaration and certification of income from the parent with whom the student has been living or had contact. In determining the income eligibility of the student s parents, the GRHC will use the income limits for the jurisdiction in which the parents live. Copyright 2017 Nan McKay & Associates, Inc. Page 3-20 GR Housing Commission Administrative Plan 09/30/17

15 3-III.G. PROHIBITION AGAINST DENIAL OF ASSISTANCE TO VICTIMS OF DOMESTIC VIOLENCE, DATING VIOLENCE, SEXUAL ASSAULT, AND STALKING The Violence against Women Act of 2013 (VAWA) and the HUD regulation at 24 CFR (b) prohibit GRHCs from denying an applicant admission to the HCV program on the basis that the applicant is or has been a victim of domestic violence, dating violence, sexual assault or stalking, if the applicant otherwise qualifies for assistance or admission. Definitions of key terms used in VAWA are provided in section 16-IX of this plan, where general VAWA requirements and policies pertaining to notification, documentation, and confidentiality are also located. Notification VAWA 2013 expanded notification requirements to include the obligation for GRHCs to provide applicants who are denied assistance with a notice of rights and the form HUD-5382 at the time the applicant is denied. The GRHC acknowledges that a victim of domestic violence, dating violence, sexual assault, or stalking may have an unfavorable history (e.g., a poor credit history, a record of previous damage to an apartment, a prior arrest record) that would warrant denial under the GRHC s policies. Therefore, if the GRHC makes a determination to deny assistance to an applicant family, the GRHC will include in its notice of denial the VAWA information described in section 16-IX.C of this plan as well as including a copy of the form HUD The GRHC will request in writing that an applicant wishing to claim protection under VAWA notify the GRHC within 14 business days. Copyright 2017 Nan McKay & Associates, Inc. Page 3-31 GR Housing Commission Administrative Plan 09/30/17

16 Chapter 4 APPLICATIONS, WAITING LIST AND TENANT SELECTION INTRODUCTION When a family wishes to receive assistance under the HCV program, the family must submit an application that provides the GRHC with the information needed to determine the family s eligibility. HUD requires the GRHC to place all families that apply for assistance on a waiting list. When HCV assistance becomes available, the GRHC must select families from the waiting list in accordance with HUD requirements and GRHC policies as stated in the administrative plan and the annual plan. The GRHC is required to adopt clear policies and procedures for accepting applications, placing families on the waiting list, and selecting families from the waiting list, and must follow these policies and procedures consistently. The actual order in which families are selected from the waiting list can be affected if a family has certain characteristics designated by HUD or the GRHC that justify their selection. Examples of this are the selection of families for income targeting and the selection of families that qualify for targeted funding. HUD regulations require that all families have an equal opportunity to apply for and receive housing assistance, and that the GRHC affirmatively further fair housing goals in the administration of the program [24 CFR , HCV GB p. 4-1]. Adherence to the selection policies described in this chapter ensures that the GRHC will be in compliance with all relevant fair housing requirements, as described in Chapter 2. This chapter describes HUD and GRHC policies for taking applications, managing the waiting list and selecting families for HCV assistance. The policies outlined in this chapter are organized into three sections, as follows: Part I: The Application Process. This part provides an overview of the application process, and discusses how applicants can obtain and submit applications. It also specifies how the GRHC will handle the applications it receives. Part II: Managing the Waiting List. This part presents the policies that govern how the GRHC s waiting list is structured, when it is opened and closed, and how the public is notified of the opportunity to apply for assistance. It also discusses the process the GRHC will use to keep the waiting list current. Part III: Selection for HCV Assistance. This part describes the policies that guide the GRHC in selecting families for HCV assistance as such assistance becomes available. It also specifies how in-person interviews will be used to ensure that the GRHC has the information needed to make a final eligibility determination. Copyright 2015 Nan McKay & Associates, Inc. Page 4-1 GR Housing Commission Administrative Plan 7/1/17

17 PART I: THE APPLICATION PROCESS 4-I.A. OVERVIEW This part describes the GRHC policies for making applications available, accepting applications making preliminary determinations of eligibility, and the placement of applicants on the waiting list. This part also describes the GRHC s obligation to ensure the accessibility of the application process to elderly persons, people with disabilities, and people with limited English proficiency (LEP). 4-I.B. APPLYING FOR ASSISTANCE [HCV GB, pp , Notice PIH ] Any family that wishes to receive HCV assistance must apply for admission to the program. HUD permits the GRHC to determine the format and content of HCV applications, as well how such applications will be made available to interested families and how applications will be accepted by the GRHC. The GRHC must include Form HUD-92006, Supplement to Application for Federally Assisted Housing, as part of the GRHC s application. Depending upon the length of time that applicants may need to wait to receive assistance, the GRHC may use a one- or two-step application process. A two-step process will be used when it is expected that a family will not be selected from the waiting list for at least 60 days from the date of application. Under the two-step application process, the GRHC initially will require families to provide only the information needed to make an initial assessment of the family s eligibility, and to determine the family s placement on the waiting list. The family will be required to provide all of the information necessary to establish family eligibility and level of assistance when the family is selected from the waiting list. Families may submit application to GRHC on-line, via GRHC s web based Applicant Portal. As a reasonable accommodation to applicants with disability, GRHC will accept applications via telephone during normal business hours. Project Based and RAD projects are addressed in Chapter(s) 17and 18. Applications must be complete in order to be accepted by the GRHC for processing. If an application is incomplete, GRHC will reject the application and will notify the family of the additional information required. Copyright 2015 Nan McKay & Associates, Inc. Page 4-2 GR Housing Commission Administrative Plan 7/1/17

18 Chapter 6 INCOME AND SUBSIDY DETERMINATIONS [24 CFR Part 5, Subparts E and F; 24 CFR 982] INTRODUCTION A family s income determines eligibility for assistance and is also used to calculate the family s payment and the GRHC s subsidy. The PHA will use the policies and methods described in this chapter to ensure that only eligible families receive assistance and that no family pays more or less than its obligation under the regulations. This chapter describes HUD regulations and GRHC policies related to these topics in three parts as follows: Part I: Annual Income. HUD regulations specify the sources of income to include and exclude to arrive at a family s annual income. These requirements and GRHC policies for calculating annual income are found in Part I. Part II: Adjusted Income. Once annual income has been established HUD regulations require the GRHC to subtract from annual income any of five mandatory deductions for which a family qualifies. These requirements and GRHC policies for calculating adjusted income are found in Part II. Part III: Calculating Family Share and GRHC Subsidy. This part describes the statutory formula for calculating total tenant payment (TTP), the use of utility allowances, and the methodology for determining GRHC subsidy and required family payment. Copyright 2016 Nan McKay & Associates, Inc. GR Housing Commission Administrative Plan 7/1/17 6-1

19 6-III.C. APPLYING PAYMENT STANDARDS [24 CFR ; (b)] Overview The GRHC s schedule of payment standards is used to calculate housing assistance payments for HCV families. This section covers the application of the GRHC s payment standards. The establishment and revision of the GRHC s payment standard schedule are covered in Chapter 16. Payment standard is defined as the maximum monthly assistance payment for a family assisted in the voucher program (before deducting the total tenant payment by the family) [24 CFR 982.4(b)]. The payment standard for a family is the lower of (1) the payment standard for the family unit size, which is defined as the appropriate number of bedrooms for the family under the GRHC s subsidy standards [24 CFR 982.4(b)], or (2) the payment standard for the size of the dwelling unit rented by the family. If the GRHC has established an exception payment standard for a designated part of an FMR area and a family s unit is located in the exception area, the GRHC must use the appropriate payment standard for the exception area. The GRHC is required to pay a monthly housing assistance payment (HAP) for a family that is the lower of (1) the payment standard for the family minus the family s TTP or (2) the gross rent for the family s unit minus the TTP. If during the term of the HAP contract for a family s unit, the owner lowers the rent, the GRHC will recalculate the HAP using the lower of the initial payment standard or the gross rent for the unit [HCV GB, p. 7-8]. Changes in Payment Standards When the GRHC revises its payment standards during the term of the HAP contract for a family s unit, it will apply the new payment standards in accordance with HUD regulations. Decreases If the GRHC changes its payment standard schedule, resulting in a lower payment standard amount, during the term of a HAP contract, the GRHC is not required to reduce the payment standard used to calculate subsidy for families under HAP contract as long as the HAP contract remains in effect [FR Notice 11/16/16]. However, if the GRHC does choose to reduce the payment standard for families currently under HAP contract, the initial reduction to the payment standard may not be applied any earlier than the effective date of the family s second regular reexamination following the effective date of the decrease in the payment standard amount. At that point, the GRHC may either reduce the payment standard to the current amount in effect on the GRHC s payment standard schedule, or may reduce the payment standard to another amount that is higher than the normally applicable amount on the schedule. The GRHC may also establish different policies for designated areas within their jurisdiction (e.g., different zip code areas). Copyright 2016 Nan McKay & Associates, Inc. GR Housing Commission Administrative Plan 7/1/

20 In any case, the GRHC must provide the family with at least 12 months notice that the payment standard is being reduced before the effective date of the change. The GRHC s policy on decreases in the payment standard during the term of the HAP contract apply to all families under HAP contract at the time of the effective date of the decrease in the payment standard within the designated area. Increases If the payment standard is increased during the term of the HAP contract, the increased payment standard will be used to calculate the monthly housing assistance payment for the family beginning on the effective date of the family s first regular reexamination on or after the effective date of the increase in the payment standard. Families requiring or requesting interim reexaminations will not have their HAP payments calculated using the higher payment standard until their next annual reexamination [HCV GB, p. 7-8]. Changes in Family Unit Size Irrespective of any increase or decrease in the payment standard, if the family unit size increases or decreases during the HAP contract term, the new family unit size must be used to determine the payment standard for the family beginning at the family s first regular reexamination following the change in family unit size. Reasonable Accommodation If a family requires a higher payment standard as a reasonable accommodation for a family member who is a person with disabilities, the GRHC is allowed to establish a higher payment standard for the family of not more than 120 percent of the published FMR. Copyright 2016 Nan McKay & Associates, Inc. GR Housing Commission Administrative Plan 7/1/

21 7-III.K. PARENTAL INCOME OF STUDENTS SUBJECT TO ELIGIBILITY RESTRICTIONS If a student enrolled at an institution of higher education is under the age of 24, is not a veteran, is not married, does not have a dependent child, and is not a person with disabilities receiving HCV assistance as of November 30, 2005, the income of the student s parents must be considered when determining income eligibility, unless the student is determined independent from his or her parents or a vulnerable youth in accordance with GRHC policy [24 CFR 5.612, FR 4/10/06, p , and FR Notice 9/21/16]. This provision does not apply to students residing with parents who are seeking or receiving HCV assistance. It is limited to students who are seeking or receiving assistance on their own, separately from their parents. If the GRHC is required to determine the income eligibility of a student s parents, the GRHC will request an income declaration and certification of income from the appropriate parent(s) (as determined in section 3-II.E). The GRHC will send the request directly to the parents, who will be required to certify to their income under penalty of perjury. The parents will be required to submit the information directly to the GRHC. The required information must be submitted (postmarked) within 10 business days of the date of the GRHC s request or within any extended timeframe approved by the GRHC. The GRHC reserves the right to request and review supporting documentation at any time if it questions the declaration or certification. Supporting documentation may include, but is not limited to, Internal Revenue Service (IRS) tax returns, consecutive and original pay stubs, bank statements, pension benefit statements, benefit award letters, and other official and authentic documents from a federal, state, or local agency. Copyright 2016 Nan McKay & Associates, Inc. Page 7-27 GR Housing Commission Administrative Plan 7/1/17

22 Chapter 8 HOUSING QUALITY STANDARDS AND RENT REASONABLENESS DETERMINATIONS [24 CFR 982 Subpart I and 24 CFR ] INTRODUCTION HUD requires that all units occupied by families receiving Housing Choice Voucher (HCV) assistance meet HUD's Housing Quality Standards (HQS) and permits the GRHC to establish additional requirements. The use of the term "HQS" in this plan refers to the combination of both HUD and GRHC-established requirements. All units must pass an HQS inspection prior to the approval of a lease and at least once every 24 months during the term of the contract, and at other times as needed, to determine that the unit meets HQS. HUD also requires GRHCs to determine that rents for units under the program are reasonable when compared to comparable unassisted units in the market area. This chapter explains HUD and GRHC requirements related to housing quality and rent reasonableness as follows: Part I. Physical Standards. This part discusses the physical standards required of units occupied by HCV-assisted families and identifies decisions about the acceptability of the unit that may be made by the family based upon the family's preference. It also identifies life-threatening conditions that must be addressed on an expedited basis. Part II. The Inspection Process. This part describes the types of inspections the GRHC will make and the steps that will be taken when units do not meet HQS. Part III. Rent Reasonableness Determinations. This part discusses the policies the GRHC will use to make rent reasonableness determinations. Special HQS requirements for homeownership, manufactured homes, and other special housing types are discussed in Chapter 15 to the extent that they apply in this jurisdiction. Copyright 2016 Nan McKay & Associates, Inc. Page 8-1 GR Housing Commission Administrative Plan 7/1/17

23 PART I: PHYSICAL STANDARDS 8-I.A. GENERAL HUD REQUIREMENTS HUD Performance and Acceptability Standards HUD's performance and acceptability standards for HCV-assisted housing are provided in 24 CFR These standards cover the following areas: Sanitary facilities Food preparation and refuse disposal Space and Security Thermal Environment Illumination and electricity Structure and materials Interior Air Quality Water Supply Lead-based paint Access Site and neighborhood Sanitary condition Smoke Detectors A summary of HUD performance criteria is provided in Exhibit 8-1. Additional guidance on these requirements is found in the following HUD resources: Housing Choice Voucher Guidebook, Chapter 10. HUD Housing Inspection Manual for Section 8 Housing HUD Inspection Form, form HUD (3/01) and Inspection Checklist, form HUD A (9/00) HUD Notice , Accessibility Notice: Section 504 of the Rehabilitation Act of 1973; the Americans with Disabilities Act of 1990; the Architectural Barriers Act of 1968 and the Fair Housing Act of Tenant Preference Items HUD requires the GRHC to enforce minimum HQS but also recognizes that certain judgments about the acceptability of the unit are left to the family. For example, the GRHC must ensure that the unit contains the required sanitary facilities, but the family decides whether the cosmetic appearance of the facilities is acceptable. Exhibit 8-2 summarizes those items that are considered tenant preferences. Copyright 2016 Nan McKay & Associates, Inc. Page 8-2 GR Housing Commission Administrative Plan 7/1/17

24 Modifications to Provide Accessibility Under the Fair Housing Act of 1988 an owner must not refuse the request of a family that contains a person with a disability to make necessary and reasonable modifications to the unit. Such modifications are at the family's expense. The owner may require restoration of the unit to its original condition if the modification would interfere with the owner or next occupant's full enjoyment of the premises. The owner may not increase a customarily required security deposit. However, the landlord may negotiate a restoration agreement that requires the family to restore the unit and, if necessary to ensure the likelihood of restoration, may require the tenant to pay a reasonable amount into an interest bearing escrow account over a reasonable period of time. The interest in any such account accrues to the benefit of the tenant. The owner may also require reasonable assurances that the quality of the work will be acceptable and that any required building permits will be obtained. [24 CFR ; Notice ]. Modifications to units to provide access for a person with a disability must meet all applicable HQS requirements and conform to the design, construction, or alteration of facilities contained in the UFAS and the ADA Accessibility Guidelines (ADAAG) [28 CFR (c) and Notice ] See Chapter 2 of this plan for additional information on reasonable accommodations for persons with disabilities. Copyright 2016 Nan McKay & Associates, Inc. Page 8-3 GR Housing Commission Administrative Plan 7/1/17

25 8-I.B. ADDITIONAL LOCAL REQUIREMENTS The GRHC may impose variations to the HQS as long as the additional criteria are not likely to adversely affect the health or safety of participant families or severely restrict housing choices for families. HUD approval is required for variations to the HQS. HUD approval is not required if the variations are clarifications of HUD's acceptability criteria or performance standards [24 CFR (a)(4)]. Thermal Environment [HCV GB p.10-7] The GRHC must define a healthy living environment for the local climate. This may be done by establishing a temperature that the heating system must be capable of maintaining, that is appropriate for the local climate. The heating system must be capable of maintaining an interior temperature of 65 degrees Fahrenheit between October 1 and May 1. Copyright 2016 Nan McKay & Associates, Inc. Page 8-4 GR Housing Commission Administrative Plan 7/1/17

26 Clarifications of HUD Requirements As permitted by HUD, the GRHC has adopted the following specific requirements that elaborate on HUD standards. Walls In areas where plaster or drywall is sagging, severely cracked, or otherwise damaged, it must be repaired or replaced. Windows Window sashes must be in good condition, solid and intact, and properly fitted to the window frame. Damaged or deteriorated sashes must be replaced. Windows must be weather-stripped as needed to ensure a weather-tight seal. Window screens must be in good condition (applies only if screens are present). Doors All exterior doors must be weather-tight to avoid any air or water infiltration, be lockable, have no holes, have all trim intact, and have a threshold. All interior doors must have no holes, have all trim intact, and be openable without the use of a key. Floors All wood floors must be sanded to a smooth surface and sealed. Any loose or warped boards must be resecured and made level. If they cannot be leveled, they must be replaced. All floors must be in a finished state. Raw wood or unsealed concrete is not permitted. All floors should have some type of base shoe, trim, or sealing for a "finished look." Vinyl base shoe is permitted. Sinks All sinks and commode water lines must have shut off valves, unless faucets are wall mounted. All sinks must have functioning stoppers. Toilets All worn or cracked toilet seats and tank lids must be replaced and toilet tank lid must fit properly. Copyright 2016 Nan McKay & Associates, Inc. Page 8-5 GR Housing Commission Administrative Plan 7/1/17

27 Security If window security bars or security screens are present on emergency exit windows, they must be equipped with a quick release system. The owner is responsible for ensuring that the family is instructed on the use of the quick release system. 8-I.C. LIFE-THREATENING CONDITIONS [24 CFR (a); FR Notice 1/18/17] HUD requires the GRHC to define life-threatening conditions and to notify the owner or the family (whichever is responsible) of the corrections required. The responsible party must correct life-threatening conditions within 24 hours of GRHC notification. The following are considered life-threatening conditions: Any condition that jeopardizes the security of the unit Major plumbing leaks or flooding, waterlogged ceiling or floor in imminent danger of falling Natural or LP gas or fuel oil leaks A fuel storage vessel, fluid line, valve, or connection that supplies fuel to a HVAC unit is leaking or a strong odor is detected with potential for explosion or fire or that result in health risk in inhaled Any electrical problem or condition that could result in shock or fire A light fixture is readily accessible, is not securely mounted to the ceiling or wall, and electrical connections or wires exposed A light fixture hanging by its wires A light fixture has a missing or broken bulb, and the open socket is readily accessible to the tenant during the day-to-day use of the unit A receptacle (outlet) or switch is missing or broken and electrical connections or wires are exposed An open circuit breaker position is not appropriately blanked off in a panel board, main panel board, or other electrical box that contains circuit breakers or fuses A cover is missing from any electrical device box, panel box, switch gear box, control panel, etc., and there are exposed electrical connections Any nicks, abrasions, or fraying of the insulation that exposes conducting wire Exposed bare wires or electrical connections Any condition that results in openings in electrical panels or electrical control device enclosures Copyright 2016 Nan McKay & Associates, Inc. Page 8-6 GR Housing Commission Administrative Plan 7/1/17

28 Water leaking or ponding near any electrical device Any condition that poses a serious risk of electrocution or fire and poses an immediate life-threatening condition. Absence of a working heating system when outside temperature is below 60 degrees Fahrenheit. Utilities not in service, including no running hot water Conditions that present the imminent possibility of injury Obstacles that prevent safe entrance or exit from the unit Any components that affect the function of the fire escape are missing or damaged Stored items or other barriers restrict or prevent the use of the fire escape in the event of an emergency The building s emergency exit is blocked or impeded, thus limiting the ability of occupants to exit in a fire or other emergency Absence of a functioning toilet in the unit Inoperable or missing smoke detectors Missing or inoperable carbon monoxide detector Missing, damaged, discharged, overcharged, or expired fire extinguisher (where required) Gas/oil-fired water heater or heating, ventilation, or cooling system with missing, damaged, improper, or misaligned chimney venting The chimney or venting system on a fuel-fired water heater is misaligned, negatively pitched, or damaged, which may cause improper or dangerous venting or gases A gas dryer vent is missing, damaged, or is visually determined to be inoperable, or the dryer exhaust is not vented to the outside A fuel-fired space heater is not properly vented or lacks available combustion air A non-vented space heater is present Safety devices on a fuel-fired space heater are missing or damaged The chimney or venting system on a fuel-fired heating, ventilation, or cooling system is misaligned, negatively pitched, or damaged, which may cause improper or dangerous venting of gas Deteriorating paint as defined at 24 CFR in a unit built before 1978 that is to be occupied by a family with a child under six years of age if it would prevent the family from moving into the unit Inoperable smoke detectors Copyright 2016 Nan McKay & Associates, Inc. Page 8-7 GR Housing Commission Administrative Plan 7/1/17