Texas Department of Housing and Community Affairs
Portfolio Management & Compliance
HOME Program
Tenant Based Rental Assistance
Initial File FormsInitial File Forms
TDHCA Contract
TDHCA Contract System Access Request 2.01
Vendor Direct Deposit Authorization 2.02
Texas Application for Payee ID 2.03
TBRA Setup ProcessTBRA Setup Process
Setups are done electronically in the Department’s Contract Database System
Persons who are authorized to setup and approve draws should read the Contract Database System User Guide
The Department will email system ids and passwords
Use the notes section in the system to communicate with PMC staff about setups and draws
Initial ActivitiesInitial Activities
Create and Maintain a filing and Accounting system
Follow Procurement Procedures for service providers
Determine if Relocation/Displacement is applicable There is no environmental clearance requirement
Publications Required to Complete a Publications Required to Complete a Project Set-UpProject Set-Up
HUD’s HOME Program 2004 Maximum Income Limits (Attachment A-27)
Use HUD’s Schedule B for Fair Market Rents (Attachment A-34)
TBRA Setup FormsTBRA Setup Forms (14 Series)(14 Series)
Household Income Worksheet 14.1 Household Income Certification 14.2
Calculating Adjusted Gross Income 14.3
Calculating Total Tenant Payment 14.4
TBRA Setup FormsTBRA Setup Forms
Forms are available on the website
www.tdhca.state.tx.us
Click on the Programs Menu, Click on the HOME Program, Click on Library Forms. Click on Tenant Base Rental Assistance Forms. Scroll to the correct form
If you encounter problems…
Call PMC for assistance
TBRA Setup FormsTBRA Setup Forms
TBRA Coupon 1.04 Request for Unit Approval 1.02 Approval will be granted if:
unit is in the service area unit meets HQS rent is reasonable not duplicative rental subsidies
Setup Forms & ProceduresSetup Forms & Procedures
Mail or fax the following to PMC: Income Certification Forms (HIC 14 series) Rental Coupon Contract 14.07 Copy of the Tenant Intake Application 14.22 1st & last page of the Lease
Enter your setup into the Contract Database System
Fax number 512-475-0220
Setups - Setups - Additional InformationAdditional Information
A household will generally be setup for 12 months.
Projects Setups will not be approved in the contract database system until all of the required documentation has been received by PMC
Staff will do a desk review of the documents. If there’s a problem, staff will enter information in the Notes Section of the activity and give you a call
Draw ProcessDraw Process
• Program Draws
• Administrative Draws
• Project Completion Reports
• Match Documentation
Program DrawProgram Draw
Program draws are approved based on the setup information submitted
Worksheets 14.1, 14.2, 14.3 and 14.4 Coupon Contract 14.7 Security Deposit information Utility Deposit information
Draw DocumentationDraw Documentation
Program Draws may be requested 2-3 weeks in advance of rent due date
May be approved by PMC 7 days (1 week) before rent due date
Example: September 1, 2003 rents may be requested August 11, 2003 or later
Example: September 1, 2003 rents may be approved August 25, 2003
Administrative DrawAdministrative Draw
10% of your admin funds can be drawn immediately; the remainder is done on a pro-rata basis
– Payroll Information• Timesheets• Pay periods• Salary information• Benefits information
– Time Allocation for HOME expenses only
– Back-up for other expenses (NOT salaries)
Helpful hintsHelpful hints
• Set-up HOME account on accounting system
• Submit Draw Requests monthly
• Submit draws for same time period or explain exact time period covered
Helpful HintsHelpful Hints
• Explain draw amount on “Notes” Section of draw request
• Certify before expiration of coupon contract – not at time of request or later
Start at least 90 days before!
Re-CertificationRe-Certification
Certifications for each household are done manually (not in the contract system)
Tenant incomes must be certified each year
Provide the tenant a 60-90 day notice of the effective date of certification and any change in the rent
Annual certification includes verifying household income, assets and allowances and adjusting the tenant and Administrator’s portion of the rent
Required Annual CertificationRequired Annual Certification
Certify income and calculate subsidy amounts
Project Setup Revision Request 16.03
HIC Forms 14.1, 14.2, 14.3, 14.4
Rental Coupon Contract 14.07
HOME Lease Addendum 1.03 (if moving to a different unit)
All new forms must have the appropriate signature of the tenant and landlord
Required Annual Certification, Required Annual Certification, cont.cont.
Verify the tenant’s participation in a self-sufficiency program
Perform a rent reasonableness test
Perform an HQS inspection
Other Contract InformationOther Contract Information
Project revisions are done manually. Mailed or faxed to PMC
Follow the prorate calculation instructions if you need to prorate subsidy and utility amounts (page 3, Chapter 2, #27)
To cancel a project; fax, mail, or e-mail the request to PMC
Portability of a coupon is only applicable to the service area
Other Contract Information, Other Contract Information, cont.cont.
Nnotify PMC of any program design modifications in written form
Prior to setting up an activity -– Read the Department’s HOME Program Occupancy Standards
– Read the Department’s HOME Program Payment Standards
AmendmentsAmendments
A contract amendment is a lengthy process if the
appropriate information is not provided with the
initial request
Please organize and prepare letter of request early
1-2 week 2-3 week 4 week
Amendment ProcessAmendment Process
Administrator LetterAdministrator Letter
Executive SignatureExecutive Signature
MatchMatch
• Source of Match as described in the application and contract
• Correct match code
• Documentation to Support Match
Project Completion ReportProject Completion Report
The report is required to:
• Close-out the project
• De-obligate unused funds and make them available for other activities
• Report actual amount of Match
TDHCA Mailing Address & FaxTDHCA Mailing Address & Fax
TDHCA
Portfolio Management
PO Box 13941
Austin, Texas 78711-3941
TDHCA Physical AddressTDHCA Physical Address
TDHCA
Portfolio Management
Suite 800
507 Sabine Street
Austin, Texas 78701
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