Performance Based Contract
The Voucher Processing Team is responsible for processing Project Based
Section 8 Housing Assistance Payments (HAP) vouchers. Owners must submit a
voucher to MHDC by the 10th day of the month prior to month for which
payment is requested. Vouchers are electronically transmitted monthly
through the Tenant Rental Assistance Certification System (TRACS).
|Voucher Review and Approval (
Payment by the 1st )|
MHDC must verify the accuracy of the voucher prior to paying the owner.
Vouchers submitted to MHDC by the 10th of the month will be processed so
that monthly payments are made to the owner no later than the first business
day of the month. A signed copy of the paper vouchers, Form HUD-52670 is
also required; this can be sent by fax or mail. Owner submissions received
after the 10th of the month are reviewed and paid within 20 days of
receiving the TRACS voucher.
MHDC will monitor the data in TRACS for current form HUD-50059s for changes
including: verifying through TRACS that the amount of the HAP payment for
each tenant is correct; verify that all recertification's are completed by
the owner in a timely manner and entered into TRACS; verify that the HAP
payment request does not include any units that Section 8 assistance has
been abated; verify the accuracy of any adjustment from prior months
payment; verify pre-approval of Section 8 Special Claims.
|Rent and Utility Allowance Changes|
MHDC will verify that approved rent and utility allowance changes are
reflected in the Section 8 HAP voucher, MHDC will verify that the
rent/utility allowance change was implemented accurately. The increase can
be submitted on the first voucher submitted after receipt of the owner’s
executed Rent Schedule (form HUD-92458).
MHDC will review the voucher and make any necessary adjustments or
If the amount that is approved is different from the amount that is
requested by the owner, a Monthly Voucher Report will be faxed to the owner
with a description of the discrepancy.
|Owner Payments |
MHDC will pay the amount requested on the HAP voucher via Electronic Funds
Transfer (EFT) no later than the first business day of the month or within
20 days of receipt of the voucher if the voucher is submitted after the 10th
day of the month.
|Special Claims: Damage, Unpaid Rent, and Vacancy Loss (FAQ for
The owner may claim reimbursement from MHDC for damage, unpaid rent and
vacancy loss on covered units. Claims should be submitted to MHDC on form
HUD-52670-A Part 2 and form HUD-52671-C. Eligible claims must be
pre-approved by MHDC prior to being submitted with the owner’s monthly
Special Claims Review and Approval
MHDC will analyze, verify, approved or deny owner claims in accordance with
HUD regulations using TRACS and the information provided by the owner.
Special Claims must be submitted within one year after the unit becomes
available for occupancy, (the year allows time for owners/agents to collect
monies due). The following documentation must accompany all special claims
SPECIAL CLAIMS SUPPORTING DOCUMENTATION
The following documentations must accompany all special claims submitted.
All claims must be submitted for approval within 180 days from that date the
vacated unit is available for occupancy.
Damages and Unpaid Rent Claims:
|Certified letter to tenant detailing the unpaid rent and other
|Verification of security deposit, and disposition statement|
|Documentation that the matter was turned over to a collection agency
and that the agency has attempted to collect the debt|
|Form “HUD-52670-A Pt 2”|
|Documentation of the status of the waiting list and the outcome of
applicants that were contacted|
|Vacancy reconditioning log or other maintenance record showing the
|If move-out is due to Unit Transfer: |
1. Documentation stating the reason for the transfer to another unit
2. Evidence the security deposit was transferred, or a new security
deposit was secured
Additional information regarding General Guidelines for Processing
Special Claims can be found in the HUD Occupancy Handbook 4350.3 Rev-1
|Implementation of HUD Handbook 4350.3 REV-1 - Occupancy Requirements
of Subsidized Multifamily Housing Programs|
|For more information contact
MHDC in St. Louis at
(314) 877-1350 |