Version ON-SITE AUDIT CHECKLIST AND TENANT FILE REVIEW FORM 1.5

Transcription

1 Required Tenant File Documentation: Note that this is not sorted by IMS File Format, but in Order of Occurrence. I. Application/Household Information A. Pre-application/application B. Screening information: Credit, Criminal, References, Landlord Verification C. Verification/certification of social security numbers (family members over age 5) D. Citizenship declaration/immigration status (all family members), Birth Certificate, ID's, etc. E. Consent forms 1. HUD-9887, Notice and Consent to the Release of Information (family members age 18 and older) 2. HUD-9887-A, Applicant s/tenant s Consent to the Release of Information (family members age 18 and older) F. Low Income Housing Tax Credit Addendum, Asset Divestiture/Under $5000 (if applicable) G. Eligibility verification documents (e.g., person with disabilities, elderly, live-in aide, assistive animal, INS Approval, etc.) H. Acknowledgement of the head of household s receipt of lead based paint disclosure brochure, if applicable I. Acknowledgement of head of household s receipt of Resident Rights and Responsibilities brochure J. Race and ethnicity certification II. Lease A. Lease B. Lease amendments/addendums/agreements - where applicable C. Project rules and regulations D. Pet rules and pet deposit receipt, if applicable E. Security deposit receipt and copy of payment, if applicable F. Move-in/Move-out inspection report (to be completed jointly by the manager and tenant) G. Annual inspection reports H. Lead-based paint addendum, if applicable III. Certification/Recertification A. Initial, interim, annual recertifications, unit transfers, and gross rent change certs B. Recertification notices (initial and, if applicable, first, second, and third) C. Verifications for income, assets, and deductions D. 59 data requirements printout signed by owner/agent or manager who has authority to sign on behalf of the owner spouse, co-head, and all other family members age 18 or older (Filed in accordance to IMS Procedures) E. Disposal of assets verification (head of household, spouse, co-head) F. Verification correspondence both issued to, or received from, tenant(s) (verification clarification forms) IV. Other Files That Need to Be Maintained A. Move-out files The current tenant file will become the move-out file. In addition to the above items, the move-out files must contain: 1. Copy of the intent to vacate notice received from the tenant 2. Copy of the notification provided to HUD or the contract administrator 3. Move-out inspection report 4. Copy of the security deposit disposition notice provided to the tenant 5. Documents supporting retaining all or a portion of the security deposit, and security deposit disposition 6. Special claims and supporting documentation B. Application/Denial Files 1. Application 2. Documentation to support the reason(s) for rejecting, such as screening information from previous landlords, personal references, credit reports, criminal activity, failure to declare citizenship or provide social security numbers, and refusal to sign consent forms. 3. Copy of the written notice of rejection sent to the applicant 4. Any information or letters regarding appeals by applicants SOP_FORM 1.5 / IMSPM Forms Release 1.2 PAGE 1 OF 5

2 Date: Type of Review: Reviewed By: If the Tenant lived here for more than 12 months, then audit the Move-in and Recert. Certificaiton/Recertificaiton Tenant Move-In Tenant Move-Out (see Page 3) If Certification/Recertification, indicate certification type: Initial Annual Interim Move-In Unit Transfer Application Rejection (see Page 3) Recent Gross Rent in file? Yes No Property Name: Property No.: Elderly Family Disabled Type of Project: (check all that apply to this tenant file) Limits Section 8 Section PRAC Income Rent Rental Supplement Tax Credit. If Tax Credit, what is the Set-Aside for this unit? Family Name: Family Size: Unit Number: Move-In Date: Recert Date:(if applicable) Bedroom Size: 0 Bedrooms 1 Bedroom 2 Bedrooms 3 Bedrooms 4 Bedrooms 5 Bedrooms This Household is: (choose one) Over-Housed Under-Housed Housed in accordance with the Tenant Selection Criteria Page One of Tenant File Under IMS Form 1.3 Yes No Comments: 1) Copy of Check/Money Order at Move-In? 2) Rules and Regulations signed/dated by tenant/manager? 3) House Rules and Regulations Version 9/14/09 or greater? 4) Live-in Aid Addendum? (if applicable) 5) Lead Base Paint Disclosure? (if applicable) 6) Current Lease signed/dated by manager/tenant and is it IMS Lease with OMB Exp. 05/31/2011? Lease Effective Date: Lease Expiration Date: Security Deposit: 7) Violence Against Women Act (VAWA)? 8) Michigan HUD Model Lease and Late Fee Addenda? 9) Original lease and subsequent leases or addendums signed by management, head, spouse, co-head, and all other members age 18 and older? 10) Are all Prior Recertification Reminder Notices present? 11) 120 Day First Reminder Notice? 12) Initial notice of a recertification? 13) Is Page One of Tenant File in order under IMS Form 1.3 Page Two of Tenant File Under IMS Form 1.3 Yes No Comments: 14) * * Reserved Space * * 15) HUD 9887/9887A Forms signed and dated by head, spouse, co-head regardless of age and family members at least 18 years of age? REV 02/2007? 16) Is EIV being produce and utilized prior to the recertification? for Tax Credit Only 17) Has the EIV been attached in a separate manilla folder? for Tax Credit Only 18) Completed current Income and Asset Checklist for each household member of age 18 and older? Signed and Dated? 19) Are all Verifications Current within 120 days of the effective date of the itic/hud 50059? 20) Has the Property Manager Reviewed the HUD 50059/iTIC? 21) HUD 50059/iTIC signed and dated on or before the Effective Date by Tenant/Manager? 22) Part/Full Time Student Status IMS Approved? 23) If Annual Recert, is it for the correct month/year? SOP_FORM 1.5 / IMSPM Forms Release 1.2 PAGE 2 OF 5

3 Assets: Use Left Column Current Cert/Right Move-in 50059/iTIC Amount Verified 3rd Party Verified? 24) Checking? (6 month average balance) Interest? Savings / Money Market? (Current Balance) Interest? Certificate of Deposit (CD) IRA / 401k / Retirement / Pension Account Real Estate (FMV less unpaid bal/costs to sell) Stocks/Bonds/Treasury Bills Life Insurance (Cash Surrender Value) Other and/or Asset Divestiture/Under 5000 IMPUTED Income Use Left Column Current Cert/Right Move-in 50059/iTIC Amount Verified 3rd Party Verified? 25) Employment Social Security (award letter - Okay) SSI - (award letter - Okay) State SSI Pension VA Benefits Annuity Unemployment Child Support and/or Alimony Recurring Gifts of Cash Income from Trust Fund not revocable by family member TANF Other? Zero Income Verified? Allowances Use Left Column Current Cert/Right Move-in 50059/iTIC Amount Verified 3rd Party Verified? 26) Childcare Expenses (children under age 13) Dependent $480 (not Head/CoHead/Spouse/ Foster Child or Full Time Student) Medical/Disabled Assistance Expenses 50059/iTIC Amount Verified 3rd Party Verified? 27) Proof of Elderly, Handicapped or Disabled $400 Elderly Allowance Household Deductions Medicare Premium / Health Insurance Premiums Perscriptions Doctor/Hospital expenses / Medical Transportation Payments on Medical Bills Attendant/Assistive Animal Care Handicapped Assist. Expense (fam member H/D) Other SOP_FORM 1.5 / IMSPM Forms Release 1.2 PAGE 3 OF 5

4 Page Two of Tenant File Under IMS Form 1.3 Yes No Comments: 28) Are the Asset calculations correct on the 50059/iTIC? 29) Are the Income calculations correct on the 50059/iTIC? 30) Are the Allowances/Expenses correct on the 50059/iTIC? 31) Social Security #'s verified for all household members? 32) Is the Move-In date correct on the 50059/iTIC? Does it match the lease? 33) Is the Proper Citizenship Code on the (not PV)? 34) Is the 50059/iTIC an original copy and is it legible? 35) Was the Certification completed on time? 36) Is Page Two of Tenant File in order under IMS Form 1.3 Page Three of Tenant File Under IMS Form 1.3 Yes No Comments: 37) Citizenship Declaration Forms completed for Tax Credit Only 38) Family & Owner Summary completed and initialed by tenant for Tax Credit Only 39) Copy of SS Card, Birth Cert, Drivers License, State ID or other Proof of Citizenship? for Tax Credit Only 40) HUD Ethnicity and Racial Data Form for all household members? Signed and dated by the manager? for Tax Credit Only 41) Application signed, time and date stamped? 42) Credit check 43) * * Reserved Space * * 44) Criminal Check (if in tenant selection policy) 45) Landlord Verification 46) Are at least last 3 years of Recerts and backup in file? MOVE-IN CERT: If this tenant occupied the unit for more than a year, then use the right hand column of ITEMS 17 THRU 24 47) HUD 9887/9887A Forms signed and dated by head, spouse, co-head regardless of age and family members at least 18 years of age? REV 02/2007? 48) Has an Existing Tenant Search been run PRIOR to MI for Tax Credit Only 49) Has ETS been attached in a separate manilla folder? for Tax Credit Only 50) Has an EIV been produced 90 days after MI? for Tax Credit Only 51) Completed current Income and Asset Checklist for each household member of age 18 and older? Signed and Dated? 52) Are all Verifications Current within 120 days prior to the effective date of the itic/hud 50059? 53) Has the Property Manager Reviewed the HUD 50059/iTIC? 54) HUD 50059/iTIC signed and dated on the Effective Date by Tenant/Manager? 55) If Part/Full Time Student, then was it IMS Approved? 56) Was the income at Move-in calculated correctly? 57) Security Deposit on 50059/iTIC match lease at Move-In? Deposit on 50059/iTIC: 58) Did this household income qualify at move-in? 59) Is Page Three of Tenant File in order under IMS Form 1.3 Page Four and Five of Tenant File Under IMS Form 1.3 Yes No Comments: 57) Is the Move-In Inspection Form signed and dated? 58) Current Unit Inspection Form 2.11 signed and dated? 59) Previous Unit Inspection Form 2.11 signed and dated? Page Six of Tenant File Under IMS Form 1.3 Yes No Comments: 60) Signed and Dated Tax Credit Addendum (if applicable)? 61) In Service Tax Credit Cert and back up documentation? 62) Tax Credit Income limits placed in the file? SOP_FORM 1.5 / IMSPM Forms Release 1.2 PAGE 4 OF 5

5 Move-Out File Review 63) Move-Out Notice from tenant? 64) Move-Out Inspection signed and dated by manager/tenant? 65) Security Deposit Disposition processed? Within 30 Days of move-out? 66) Appropriate adjustment made on the HAP Voucher? 67) Has the MO been produced? for Tax Credit Only 68) Is the Move-Out File in order? Application Denial Review 69) Denial reason in accordance w/ Tenant Selection Criteria? 70) Copy of denial letter in the file? 71) Was appeal processed/reviewed by someone other than the person who made the original decision? 72) Is the Application Denial File in order? COMMENTS: SOP_FORM 1.5 / IMSPM Forms Release 1.2 PAGE 5 OF 5