Title
Resolution to Approve Amendments to the HCV Administrative Plan: Chapters 11 Related to Annual and Interim Income Reporting
Memorandum
The AAHC is amending its Housing Choice Voucher (HCV) Administrative Plan to incorporate program updates, policy amendments, clarify procedural requirements, and/or implement newly approved Moving to Work (MTW) activities. The revisions below apply to Chapter 11 of the Administrative Plan and address changes to conducting annual and interim reexaminations.
As part of the annual reexamination process, families are required to provide updated information to the PHA. The PHA must adopt policies prescribing when and under what conditions the family must report changes in family income or expenses. The following sections outline the Administrative Plan chapter and policy area being revised, including the previous language and the updated policy language adopted by the AAHC.
11-I.D. CONDUCTING ANNUAL REEXAMINATIONS
As part of the annual reexamination process, families are required to provide updated information to the PHA regarding the family’s income, expenses, and composition [24 CFR 982.551(b)].
Current PHA Policy
Families will be asked to supply all required information (as described in the reexamination notice) before the deadline specified in the notice. The required information will include a PHA-designated reexamination form, an Authorization for the Release of Information/Privacy Act Notice, as well as supporting documents or forms related to the family’s income, expenses, and family composition.
The PHA will notify the family in writing if any required documentation or information is missing. The missing information or documentation must be provided within 10 business days of the date the PHA notifies the family. If the family is unable to obtain the information or materials within the required time frame, the family may request an extension.
Updated PHA Policy
Families will be asked to supply all required information (as described in the reexamination notice) before the deadline specified in the notice. The required information will include a PHA-designated reexamination form, an Authorization for the Release of Information/Privacy Act Notice, as well as supporting documents or forms related to the family’s income, expenses, and family composition.
The PHA will notify the family in writing if any required documentation or information is missing within 10 business days of the date the PHA received the reexamination form. The missing information or documentation must be provided within 10 business days of the date the PHA notifies the family. If the family is unable to obtain the information or materials within the required time frame, the family may request an extension.
11-II.C. CHANGES AFFECTING INCOME OR EXPENSES
Family-Initiated Interim Reexaminations
Required Reporting
HUD regulations give the PHA the freedom to determine the circumstances under which families will be required to report changes affecting income.
Current PHA Policy
Families are required to report all increases in earned income, including new employment, within 10 business days of the date the change takes effect.
The PHA will note the information in the tenant file but will not conduct an interim reexamination.
Families are not required to report any other changes in income.
Updated PHA Policy
Families are required to report all increases in income within 10 business days of the change occurring. The PHA will conduct an interim reexamination to recalculate the new family share of rent and new subsidy amount.
11-II.D. PROCESSING THE INTERIM REEXAMINATION
Method of Reporting
Current PHA Policy
The family may notify the PHA of changes either orally or in writing. If the family provides oral notice, the PHA may also require the family to submit the changes in writing.
Generally, the family will not be required to attend an interview for an interim reexamination. However, if the PHA determines that an interview is warranted, the family may be required to attend.
Based on the type of change reported, the PHA will determine the documentation the family will be required to submit. The family must submit any required information or documents within 10 business days of receiving a request from the PHA. This time frame may be extended for good cause with PHA approval. The PHA will accept required documentation by mail, by email, or in person.
Updated PHA Policy
The family may notify the PHA of changes either orally or in writing. If the family provides oral notice, the PHA may also require the family to submit the changes in writing.
Generally, the family will not be required to attend an interview for an interim reexamination. However, if the PHA determines that an interview is warranted, the family may be required to attend.
Based on the type of change reported, the PHA will determine the documentation the family will be required to submit within 10 business days of receiving a request from the family. The family must submit any required information or documents within 10 business days of receiving a request from the PHA. This time frame may be extended for good cause with PHA approval. The PHA will accept required documentation by mail, by email, or in person.
Staff
Prepared by Weneshia Brand, Deputy Director
Approved by Jennifer Hall, Executive Director
Body
WHEREAS, the Ann Arbor Housing Commission (AAHC) administers the Housing Choice Voucher Program in accordance with federal regulations and the agency’s adopted Administrative Plan; and
WHEREAS, the AAHC is a designated Moving to Work (MTW) agency and is authorized to implement MTW flexibilities to improve program administration, enhance housing choice, and support long-term program sustainability; and
WHEREAS, AAHC staff have recommended amendments to the HCV Administrative Plan to align local policy with MTW-approved activities, current operational needs, and updated program procedures; and
WHEREAS, the Executive Director is authorized to implement these changes effective immediately and make any necessary procedural or administrative adjustments required for compliance; and
WHEREAS, the Board of Commissioners has reviewed the proposed amendments and finds them necessary and appropriate to ensure consistent, effective program administration;
NOW, THEREFORE, BE IT RESOLVED that the Board of Commissioners of the Ann Arbor Housing Commission hereby approves the amendment(s) to the Housing Choice Voucher Administrative Plan, Chapter 11 Related to Annual and Interim Income Reporting as described above.