ALTSA Rental Subsidy Contracted Provider Training
39 Slides2.99 MB
ALTSA Rental Subsidy Contracted Provider Training
General Overview Interim support between institutionalization and permanent, affordable/subsidized housing ALTSA contracts with Spokane Housing Authority (SHA) for subsidies provided statewide ALTSA Rental Subsidy is modeled on HUD’s Section 8 Housing Choice Voucher Program Only current ALTSA clients are able to access the ALTSA Rental Subsidy, and clients must remain on ALTSA services in order to continue receiving the subsidy. Please review the document “Keeping Your ALTSA Subsidy” with your client as this explains this important policy in detail. 2
Acronyms ALTSA Aging and Long-Term Support Administration CCG Community Choice Guide HPM Housing Program Manager SHP Supportive Housing Provider 3 SHA Spokane Housing Authority HCS Home & Community Services AAA Area Agency on Aging SNF Skilled Nursing Facility CM Case Manager (HCS/AAA) FMR Fair Market Rents
Communication Key to a smooth and timely process If there are other people cc’d in an email regarding a voucher, please “reply all.” Always use secure email when sending any client information. Attachments sent with emails are not secure, nor is the subject line. Only what is included in the body of the email is secured. When sending important documents, please request a confirmation from the person you sent it to that the email was received. Communication with SHA must always include the ALTSA Housing Program Manager. No other outside parties (such as CM’s, client relatives or other advocates) should be communicating with Spokane Housing Authority in regards to the ALTSA Rental Subsidy. 4
What Is DSHS Region 1? FCS-SH Program Manager Shawna Sampson 564.999.0040 [email protected] GOSH Program Manager Samantha Tippery 509.585.8072 [email protected] Housing Program Manager Ian Harpole 509.568.3876 [email protected] 5 5
What Is DSHS Region 2? Lead Supportive Housing Program Manager Whitney Joy Howard 360.791.2358 [email protected] *Temporary GOSH Program Manager Shawna Sampson 564-999-0040 [email protected] Lead Housing Program Manager Jonnie Matson 360.628.0183 [email protected] 6 6
What Is DSHS Region 3? FCS-SH Program Manager John Kistner 360.725.3409 [email protected] GOSH Program Manager Tammy Stewart 360.764.0109 [email protected] Housing Program Manager Carlena Allen 360-725-3572 [email protected] 7 7
Rental Subsidy Process ALTSA Rental Subsidy Application Housing Search Packet issued Voucher signing and briefing RFTA Completion & Submission HQS Inspection Lease signing HAP Contract signing & submittal to SHA Subsidy payments start! 8
Subsidy Application Packet The application process for the subsidy should start at the beginning of housing search. DO NOT WAIT TO START THIS PROCESS UNTIL A RENTAL UNIT IS AVAILABLE. Application Packet includes: Referral Form Application Participant Agreement SHA Consent to Release Information Client’s current photo ID, Social Security card and income verification The Subsidy Application Packet is submitted to the Housing Program Manager (HPM). Do not submit it directly to SHA. ALTSA Housing Needs Assessment 9
Subsidy Application Packet continued Incomplete ALTSA Subsidy Applications or failure to include necessary documents will result in the application not being processed. Please include copies of valid and current ID, SS card, and Income Verification Letter that has the client’s Date of Birth and Social Security Number! HPM’s will create the Income Verification Letter. If you cannot get the client’s ID and/or SS card, please discuss this with HPM. Contact information must be legible. This can be especially troublesome if email addresses are not written clearly. 10
Application Packet Application cover sheet List county where client will be looking for housing 1-person household qualifies for a 1bedroom voucher. Talk with HPM for exceptions 11
Application Packet continued 1-page application to be completed and signed/dated by client Submit to HPM Housing Program Manager will submit to Spokane Housing Authority 12
Application Packet continued To be signed and dated by client and HPM Contains policy information that is important for the client to understand HPM submits to Spokane Housing Authority 13
Housing Search Assist client in locating housing that fits the client’s preferences based upon Housing Assessment. Potential landlords must agree to accept the ALTSA Rental Subsidy and receive payment from SHA. Do not allow a lease to be signed UNTIL the rental unit has passed a Housing Quality Standards (HQS) inspection. Signing a lease prior to inspection can result in denial of the subsidy and obliges the signer for all lease requirements. 14
Housing Search Packet SHA will issue a Housing Search Packet, including the following documents: Cover Sheet ALTSA Rent Subsidy Voucher valid for 180 days Voucher Calculation Form Utility Allowance Form Letter to Landlord Lease Addendum Sample Request for Tenancy Approval (RFTA) Request for Tenancy Approval (RFTA) Additional landlord documents 15
Housing Search Packet Let’s look at the forms in more detail 16
Search Packet Cover Sheet 17
ALTSA Rent Subsidy Voucher The information on the voucher (front and back) must be reviewed with the client. The voucher must be signed by the client. A copy of the signed voucher must be returned to the HPM. They will forward to SHA. Vouchers are issued for 180-day periods. If an extension is needed, contact the HPM to discuss. Signed vouchers: SHA doesn’t always get these; send them along w/ completed RFTA at the very latest. 18
Voucher Calculation Sheet SHA will issue this form with the top portion completed. Provides the Maximum Monthly Rent and Utilities that the client is able to afford with the subsidy. There is no requirement to complete this form – it is for use as a tool when searching for affordable housing. 19
Utility Allowance Sheet The Utility Allowance Form indicates the average monthly cost for utilities. The Utility Allowance Form is different depending on where the unit is located. 20
Lease Addendum SHA sends Lease Addendum along w/ Search Packet. The Lease Addendum is to be completed when signing lease. When sending the Lease Addendum w/ Search Packet, SHA will instruct the CCG/SHP to give this Addendum to landlord w/ instructions on how to fill out when client is signing lease. 21
Letter To Landlord Informs the potential landlord what must be submitted to SHA to set up Housing Assistance Payment (HAP) Contract. Do not allow a lease to be signed UNTIL the rental unit has passed a Housing Quality Standards (HQS) inspection. 22
Request for Tenancy Approval (RFTA) Once a client is approved for an apartment, the landlord must complete the RFTA in addition to the other landlord documents. The client must also sign the RFTA. This form provides the information needed for SHA to determine if the unit meets the rent requirements that the client will need to remain below in order for the maximum rent and utilities to be allowed. DO NOT COPY THE RFTA FOR FUTURE USE! The RFTA must be submitted in order for the Housing Quality Standards (HQS) Inspection to be scheduled. 23
Request for Tenancy Approval (RFTA) Spokane Housing Authority received HUD’s updated copy of the Request for Tenancy Approval. They are now using this when sending out Search Packets. It’s been simplified! Utility service fees are becoming common. If your client encounters this fee, add to “Other” on this page as “Utility Fee.” This will help client with the rent portion that SHA pays. 24
Housing Quality Standards (HQS) Inspection Once the RFTA is approved, SHA will arrange for an HQS Inspection directly with the local housing authority. The local housing authority will contact the landlord to schedule the inspection. The unit must pass the HQS Inspection prior to a lease being signed. If a unit does not pass inspection, the landlord has the option to correct the failing items and a re-inspection will be scheduled. To access Landlord Mitigation Funds, ask HPM, or see link below: https://www.commerce.wa.gov/building-infrastructure/housing/landlord-mitigationprogram / If the landlord is unwilling to make the necessary correction/s to the unit, the client is unable to lease this unit using the subsidy. Housing search should resume. The CCG/SHP (or any other outside parties) must not contact the local housing authority to schedule the inspection. If there are questions/concerns in regards to the HQS Inspection, direct the HPM. 25
Housing Quality Standards (HQS) Inspection Once the RFTA is approved, SHA will arrange for an HQS Inspection directly with the local housing authority. The local housing authority will contact the landlord to schedule the inspection. The unit must pass the HQS Inspection prior to a lease being signed. 26 The CCG/SHP (or any other outside parties) must not contact the local housing authority to schedule the inspection. If there are questions/concerns in regards to the HQS Inspection, direct the HPM.
What If the HQS Inspection Fails? If a unit does not pass inspection, the landlord has the option to correct the failing items. If they do so, a re-inspection will be scheduled. One way the landlord can get help correcting failed items is to use the Landlord Mitigation Fund. To access Landlord Mitigation Funds, ask HPM, or see link below: https://www.commerce.wa.gov/building-infrastructure/housing/landlord-mitigatio n-program / If the landlord is unwilling to make the necessary correction/s to the unit, the client is unable to lease this unit using the subsidy. Housing search should resume. SHA will provide a new RFTA to use in the ongoing housing search.
Leasing Up Once the unit has passed inspection, the client is able to sign lease agreement with landlord and arrange a move-in date. Leases should be 1 year in length. CCG/SHP can pay move-in costs with prior CM/HPM authorization-- and may be able to provide other financial move-in supports. What do I do if a landlord is unwilling to sign a 1-year lease? If the landlord is unwilling to sign a 1-year lease, the CCG/SHP must receive approval from the ALTSA Housing Program Manager for a different lease term. 28
Signature Alternatives ALTSA is now accept electronic signatures on all ALTSA subsidy application and voucher-related forms In limited situations, if an electronic signature is not immediately possible, we will also accept a documented verbal conversation between the client and the provider or ALTSA staff as signature. CCG or SHP will then be responsible for following up to make sure electronic or actual signatures are obtained for the documents within a reasonable timeframe. Use this option as a very last resort. 29
Signature Alternatives continued How to document verbal consent for ALTSA forms and documents: Verbal consent can be documented by writing on the form: “Due to accessibility issues to participant for the reason of COVID-19, I, [SHP/CCG staff name], have verbally received approval for signature on this document from [client name] on this date .” Spokane HA will now accept electronic signatures on leases. However, the verbal consent with written notes is for ALTSA forms only and does not apply for leases. 30
Move-In Date – Copy of Lease CCG/SHP should provide a copy of the lease to Spokane Housing Authority and communicate move-in date to ALTSA HPM. However, the LL can also submit a copy of the lease to ALTSA/SHA. At this point, a copy of the signed and dated Lease Addendum should be sent as well. 31
HAP Contract Execution / Subsidy Payments After SHA has received a copy of the signed lease, they will send the HAP (Housing Assistance Payment) Contract to the landlord. The landlord must sign the HAP Contract and return it to SHA in order for subsidy payments to begin. Once the signed HAP Contract is received, it could take up to 60 days for the first subsidy payment to be issued. The initial payment will include any subsidy owed to date. Subsidy payments will begin in the first full month of tenancy. 32 The HAP Contract prohibits landlords from charging a late rent fee to the client if the subsidy payment has not been received. If this occurs, the CCG/SHP should inform the landlord this is not permitted. If there are additional questions/concerns, the landlord should contact the ALTSA HPM or SHA.
HAP Contract The HAP cover sheet will help the landlord understand what forms and documents need to be completed and sent to SHA in order to have rental payments begin. It’s important for support staff to be familiar with this in order to help landlords who have questions! 33
Subsidy Payments ALTSA Community Transition Funds (not SHA) will pay for the first month’s rent (when client moves into the unit on the first day of the month), whether pro-rated (less than a full month) or a full month. These Community Transition Fund payments are authorized via the client’s HCS or AAA CM. SHA subsidy payments begin on the second full month of tenancy when the HAP contract and supporting documents are submitted in a timely manner. 34
Letter To Landlord Informs the potential landlord what must be submitted to SHA to set up Housing Assistance Payment (HAP) Contract. Items 1-5 must be submitted to SHA in order for payments to begin. Do not allow a lease to be signed until the rental unit has passed a Housing Quality Standards (HQS) inspection. 35
Change of Circumstance If a client in tenancy has a change in income, HPM will write Income Verification Letter and send to SHA. A completed Change of Circumstance form with client signature is not needed. 36
Loose Ends Housing Search Extension ALTSA subsidy vouchers are valid for 180 days. If a housing search goes beyond this, the HPM will initiate an extension by sending an extension packet along with instructions. Annual Recertification Annual recertification of a client’s income is required for the ALTSA subsidy. The HPM will initiate the process with the client and the provider by sending a packet with instructions. Rental Property Change of Ownership or Management If the property changes owner or management company, SHA will send brochure on how to address this to the LL or Manager. 37
ALTSA Housing Contacts Housing Program Managers (HPMs) Supportive Housing Managers (SHMs) REGION 1 Ian Harpole Shawna Sampson Samantha Tippery 509.568.3876 564.999.0040 509.585.8072 [email protected] [email protected] [email protected] Jonnie Matson Whitney Joy Howard Christine Cricchio 360.429.2939 360.791.2358 360.763.2689 [email protected] [email protected] [email protected] Carlena Allen John Kistner Tammy Stewart 360.725.2532 360.725.3409 360.764.0109 [email protected] [email protected] [email protected] REGION 2 REGION 3 ALTSA HQ Liz Prince, RCL/Housing Unit Manager, 360.725.2561, [email protected] 38 Suemary Trobaugh, RCL Quality Improvement Specialist, 360.725.2557, [email protected]
Questions? Thank you! 39
