RBD FASTForms Individual Forms

Lease Attachment House Rules - Updated for HOTMA

Updated for HOTMA and/or TRACS 2.0.3.A
The House Rules are an attachment to the lease and have become a legal part of the lease. The rules were designed to ensure that residents are allowed to enjoy their home in peace and quiet comfort.  See HH 4350.3 Paragraph 6-9 for additional information.  These House Rules include new HOTMA language.  Keep in mind that most HOTMA changes will not be implemented until HOTMA compliant site software is available and implemented and new HUD leases are available and implemented.  Owner/agents should consider waiting to implement new House Rules until new leases are implemented.

Lease Attachment Pet/Animal Rules Elderly Template

These Pet Rules were developed to comply with HUD's requirements for properties set aside for seniors and people with disabilities.  For other properties, pet rules must comply with local requirements.  By developing pet rules, owners ensure that existing and prospective pet owners know their responsibilities to their pets and neighbors as well as the property.  Pet rules also make existing and potential residents aware of their rights while living among pet owners. In addition, they help protect and preserve the physical condition of the property and the owner’s financial interest.  Please see HUD's Guidance when developing Pet Rules for properties set aside for seniors or people with disabilities.  See HH 4350.3 R1, Exhibit 6-5 for more information on how to develop pet rules.  Please note that you MUST comply with the Notice requirements outlined in HH 4350.3 R1, Exhibit 6-4. 

Lease Attachment Pet/Animal Rules Family Template

This lease attachment can be used for family properties that allow pets.  Owner/agents do not have to comply with HUD requirements but do have to comply with local requirements.  This policy outlines optional pet policies and establishes standard rules for assistance animals. 

Lease Attachment Pet/Animal Rules No Pets Template

Policy - HOTMA Hardship Exemptions - Deductions & Minimum Rent

New Form To Be Implemented When HOTMA is Implemented.
Section 8.  This policy template is designed to explain, in detail, the changes to deductions introduced with the implementation of HOTMA.  This policy explains requests for Hardship Exemptions related to the Medical Expense Deduction, the Disability Assistance Expense Deduction and the Childcare Deduction.  This policy template explains provisions for when a Hardship Exemption will be granted based on family income and assets owned by the family (medical/disability assistance) and based on special family circumstances (childcare). This policy is designed for a Section 8 property since Minimum Rent only applies to the Section 8 program.  Keep in mind that this policy must match the policy in the TSP updated for HOTMA.  This policy template also discusses the Section 8 Minimum Rent Hardship Exemption.  If the property is not Section 8, this "piece" can be removed.  Note:  Except for the Section 8 Minimum Rent Hardship Exemption, owner/agents will not implement these Hardship Exemptions until HOTMA compliant site software is implemented.  HOTMA Hardship Exemptions apply to all of HUD's MFH programs.

Policy Assistance Animals Template

Policy – HOTMA Hardship Exemption Related to Deductions

New Form To Be Implemented When HOTMA is Implemented.
All programs except Section 8.  This policy template is designed to explain, in detail, the changes to deductions introduced with the implementation of HOTMA.  This policy explains requests for Hardship Exemptions related to the Medical Expense Deduction, the Disability Assistance Expense Deduction and the Childcare Deduction.  This policy template explains provisions for when a Hardship Exemption will be granted based on family income and assets owned by the family (medical/disability assistance) and based on special family circumstances (childcare). This policy is designed for a non-Section 8 property.  Keep in mind that this policy must match the policy in the TSP updated for HOTMA.  Note:  Owner/agents will not implement these Hardship Exemptions until HOTMA compliant site software is implemented.  HOTMA Hardship Exemptions apply to all of HUD's MFH programs.

Policy Bullying Template

Policy EIV Reporting Summary Template (Pre-HOTMA)

This document provides staff with a summary of your EIV reporting process.  It must be modified to match your policy before implementing.

Policy EIV Use Template HOTMA

Updated for HOTMA and/or TRACS 2.0.3.A
Please note, this is the HOTMA version of the EIV Policy.  This version of the EIV Policy may not be implemented prior to implementation of HOTMA compliant site software.  This is a comprehensive EIV Use and Security Policy which incorporates sample policies based on HUD instruction provided in HUD HSG Notice 2023-10, HUD HSG Notice 13-06, HH 4350.3, and other HUD guidance.  Multiple options are provided, and owner/agents MUST edit this template before finalizing policies. 

Policy EIV Use Template (Pre-HOTMA)

Please note, this is not the HOTMA version of the EIV Policy.  This is a comprehensive EIV Use and Security Policy which incorporates sample policies based on HUD instruction provided in HUD HSG Notice 13-06, HH 4350.3 Chapter 9, and other HUD guidance.  Multiple options are provided, and owner/agents MUST edit this template before finalizing policies. 

Policy Grievance for RAD Component 1 Template

Policy Grievance Template

Policy Maintenance

Policy Noncitizen Rule

Policy RAM Template

Policy Recordkeeping eStorage

Policy Recordkeeping Paper Files Template

This policy template is designed to assist you in developing your own standard Recordkeeping Policy.

Policy Rent Collection Template

Policy Repayment Agreement Template

Policy Reporting Changes (Pre-HOTMA)

HUD suggests that owner/agents develop a policy explaining how many days a resident has to report a change before they are in violation of the lease.  This template includes a requirement to report within 30 days, but HUD has no official timeline.  Owner/agents must edit this policy to conform to their own internal requirements.  If you are updating House Rule, you may also consider adding this language to your House Rules.  Please reference HH 4350.3 Paragraph 6-12 for information about Lease Changes and Paragraph 6-9 for information about House Rules.  Modification of the House Rules is considered a lease change.

Policy Reporting Changes HOTMA

Updated for HOTMA and/or TRACS 2.0.3.A
HOTMA requires that owner/agents develop a policy explaining how many days a resident has to report a change before they are in violation of the lease.  This template includes a requirement to report within 30 days, but HUD has no official timeline.  Owner/agents must edit this policy to conform to their own internal requirements.  This information must be included in the property HOTMA TSP.  For HOTMA, this policy must include an explanation of retroactive rent changes including rent changes that result in a reduction in rent.  Some owner/agents choose to establish a separate policy.  If you are updating House Rules, you may also consider adding this language to your House Rules.  Please reference HH 4350.3 Paragraph 6-12 for information about Lease Changes and Paragraph 6-9 for information about House Rules.  Modification of the House Rules is considered a lease change.  Note from RBD: Owner/agents must wait for HOTMA compliant software and new HUD leases before changes to retroactive rent decreases is implemented.

Policy S504 Grievance Template

Policy Security

Policy Streamlining Template

This policy template is designed to assist you in developing your own standard Streamlining Policy. It describes when and how owner/agents implement HUD's Streamlined Verification of Assets and Streamlined Determination of Fixed Income and when the owner/agent uses Streamlined Certification for Fixed Income Families.  This policy has been updated to include both Pre-HOTMA and HOTMA Asset Thresholds (Pre-HOTMA =$5000 /2024=$50,000 /2025=$51,600).  This HOTMA change can be implemented at any time.  Owner/agents must document the tenant file if new Asset Thresholds are implemented. 

Policy TenantOrganization

Policy Training

Policy Unit Inspection Template

Policy UT/Family Split Template

This policy template is designed to assist you in developing your own standard Unit Transfer Policy.

Policy Utility Allowance Template

Policy VAWA Stand-alone Emergency Transfer Plan Template

Policy VAWA Template

Policy Verification of Household Composition Template

Questionnaire AR HOTMA

Updated for HOTMA and/or TRACS 2.0.3.A
This is a detailed questionnaire.  The process, when using this questionnaire, is to have the HOH complete all of the questionnaire and each adult household member must complete appropriate sections, but the document can be edited to allow for multiple family members to complete a single AR Questionnaire.  HOTMA changes to note.  When inquiring about income, the resident is asked to disclose income received in the previous 12 months as applicable.  The asset questionnaire no longer asks about Retirement Accounts since that asset is excluded under HOTMA.  The questionnaire also asks for verification documents compliant with new HOTMA rules such as one bank statement for a checking account and two current consecutive pay stubs for employment income verification.  HOTMA changes are noted on the form.  Keep in mind, if HOTMA changes are implemented prior to implementation of HOTMA compliant software, the tenant file must be noted.