Compliance Reporting Requirements

General HUD Compliance Requirements

All project-based Section 8 developments are required to comply with the terms of their Housing Assistance Payment (HAP) contracts, and Loan Documents.  Eligible developments must also conform to HUD Housing Quality Standards as well as all relevant federal and state fair housing statutes and regulations.  

For additional information on general HUD requirements, owners are encouraged to consult with the HUD Housing Handbooks or contact the Asset Management (Section 8) Department of CHFA.

Monthly Tenant and Voucher Reporting Requirements

Owners of project-based section 8 developments are required to submit monthly tenant and voucher data electronically to CHFA.  Tenant data includes the current certification of the residents of the subsidized units and tracks any changes, transfers, and moves within that population.  

• Tenant Certification  

Owners and Management Agents are required to certify residents at least annually and to verify their income through the Enterprise Income Verification (EIV) system.  Please note that access to this system is provided by HUD and requires a secured password. Consult HUD’s Online Secure System to obtain authorization to use the EIV system. 

  

• TRACS - Tenant Rental Assistance Certification System

  The Tenant Rental Assistance Certification System (TRACS) is a computer system created by HUD that enables owners to electronically submit their monthly tenant certifications and voucher information to CHFA.  Owners are required to use software that interfaces with TRACS for these submissions in order to ensure that all tenant and contract data is accurate and current.  Based on the TRACS submissions, HUD calculates a development’s monthly rental subsidy and wires the payments to CHFA, for the benefit of the property.

   

•  When are tenant and voucher reports due?

  The electronic voucher and tenant certification submissions as well as a signed paper voucher are due to CHFA no later than the 10th of the month preceding the month for which payment is requested.   

   

• In what format are tenant and voucher reports submitted?

  Vouchers must be submitted both electronically and by US mail.  Electronic tenant and voucher submissions must be made using TRACS.  Paper vouchers must be signed and mailed to CHFA at:

  Name:     Geralyn A. Prescott Phone:     860 571-4220 Email: gerri.prescott@chfa.org Mailing Address: Connecticut Housing Finance Authority Attn: Geralyn A. Prescott 999 West Street Rocky Hill, Connecticut 06067

Rent Increase Request Requirements

At the anniversary of their Housing Assistance Payment (HAP) contracts, project-based Section 8 housing development Owners and/or Management Agents must submit a written request to CHFA to obtain an annual increase of their pre-renewal gross rent.  The submission requirements depend on how a development’s gross rents (including utilities) compare to the HUD-published Fair Market Rents (FMR) that are applicable to the area where the development is located.  

Please note:  Developments under contract renewal should consult the HUD Section 8 Renewal Guide.   

• What should be included in a rent increase request?  

If a development’s gross rent is above the FMR, the Owner and/or Management Agent must submit a Rent Comparability Study (RCS) to support the request.  (Please see, Chapter 9, Section 8 Renewal Guide.)  The RCS must include a comparability analysis for all unit sizes assisted under the HAP contract.  The RCS must be prepared and signed by a Connecticut licensed and certified General Appraiser.  

In addition, developments with utility allowances must conduct a utility analysis every year at the time of the annual or special adjustment of contract rents, and must include the analysis with the request for a rent adjustment.  The utility analysis must include a sampling of at least 50% of the units for each subsidized unit size.  Rent adjustments will not be processed until receipt of the analysis. 

Please note:  More details (and forms) related to pre-renewal increases of the contract rent and utility allowance can be found in the HUD Notice 2002-10.   

 

• When is a request for a rent increase due? 

A request for an annual rent increase should be submitted at least 60 days prior to the HAP contract anniversary date in order to be effective on the anniversary date.  

 

• In what format should a request for a rent increase be sent?  

A request for an annual rent increase must be submitted in print format by US Mail.  

 

• Where should a request for a rent increase be sent?

All requests for an annual rent increase must be submitted directly to:

Special Claims

Owners and Management Agents of project-based Section 8 developments may submit special claims for vacancies, tenant damages and unpaid rent.  Specific submission requirements can be found in the HUD Special Claims Processing Guide.

Questions? Contact CHFA.

For additional assistance, project-based Section 8 developments should contact: