COVID-19 (Coronavirus) Resources

News regarding the COVID-19 (Coronavirus) in the United States has spurred many questions within the affordable housing industry about steps that owner/agents can take to reduce the risk of spreading the infection.  Below are links to various COVID-19 resources.


We are committed to supporting our customers’ efforts to manage their properties as the nation reacts to guidance provided by various federal and local agencies.  We know you have had to change the way you handle annual and interim certifications.  We have created new forms to assist you with incorporating these new changes while still maintaining compliance with HUD’s requirements.

HUD COVID-19 (Coronavirus) Resources
Centers for Disease Control and Prevention Coronavirus Resources
The President's Coronavirus Guidelines for America

COVID-19 Cases in the U.S.

HUD Memo - Status of Management and Occupancy Reviews performed by PBCAs

HUD Memo - Special Claims for Vacancy Loss During COVID-19

This Notice provides residents with a 30 day notice of termination of tenancy for failure to pay rent.  This includes language about compliance with the CARES Act which prohibited such action until July 24, 2020.  Please keep in mind that Owners of multifamily properties that are under mortgage forbearance after July 24, 2020, cannot take the following actions during their forbearance:
  • Evict a tenant solely for non-payment of rent or other fees or charges
  • Charge any late fees, penalties, or other charges to a tenant for late payment of rent
  • Issue a notice to vacate prior to the expiration of the forbearance

To see if your multifamily property is covered under the CARES Act, use the search tool available at https://www.hud.gov/program_offices/housing/mfh/hsgrent/mfhpropertysearch
Multifamily Housing brochure provided by HUD on July 1, 2020.  This brochure discusses restrictions on evicting for non-payment of rent and forbearance.  The brochure also provides best practice suggestions from HUD.
Attached is a brief summary of a modified AR process that you may want to consider when completing ARs during the COVID-19 Pandemic.  This also includes a form that you can use when you complete the AR that provides a checklist of tasks that will be required when shelter in place orders are lifted. 
We have also separated the checklist from the main document and provided it in Word for your convenience.  Property managers can use this checklist when they initially complete the AR so they do not forget to complete tasks that were skipped when shelter in place orders were in effect.
HUD’s Office of Multifamily Housing published a COVID-19 resource brochure for residents and families living in multifamily properties.  The document addresses which steps residents can take in case of lost income during the COVID-19 national emergency, provides local contact information, and explains the eviction moratorium in the CARES Act. HUD’s Office of Multifamily Housing has requested that you please distribute this information widely by sending the brochure directly to residents via email, and posting it in public areas of apartment buildings (lobby, laundry, and meeting rooms for example).  The Multifamily Tenant Concerns COVID-19 brochure is attached.

HUD’s COVID-19 Questions and Answers for Multifamily Housing

HUD’s latest Questions and Answers Document responding to questions from owner/agents specific to COVID-19. This will be updated as HUD releases new versions.

FAQ's from our OTW Recertification in a Changing Environment COVID-19
This is a compilation of questions and answers collected during the RBD Online Training Workshop – Recertifications in a Changing Environment COVID-19.

HUD Memo - Annual and Interim Recertification Protocol during COVID-19
RBD FASTFacts - Temporary GR Signature Practices COVID-19
This document explains the process for submitting Gross Rent Changes to HUD using Extenuating Circumstances Codes.
RBD FASTFacts - Temporary IR Practices COVID-19
This RBD FASTFact explains how owner/agents may want to modify their Interim Recertification processes to address residents’ loss of income.
Recertification File Analysis
This document may help property managers identify the most efficient verification method to use for each recertification.  Property managers should be familiar with Streamlining requirements.
SelfCert Income ExtenCircumstance
This sample document can be modified and used to provide a resident with a form to self-certify income.  An owner/agent must first attempt third party verification.  See HH 4350.3 R1, C4 Paragraph 5-13.  An owner/agent must also document the file and explain why he/she is accepting self-certification.
SelfCert IncomeExpense ExtenCircumstance
This second sample document can be modified and used to provide a resident with a form to self-certify income and expenses.  An owner/agent must first attempt third party verification.  See HH 4350.3 R1, C4 Paragraph 5-13.  An owner/agent must also document the file and explain why he/she is accepting self-certification.
NoteToFile No3rdParty ExtenCircumstance
This is a sample standardized note to the tenant file explaining why the resident file does not contain 3rd party verification.  OAs must attempt 3rd party verification before accepting family self-certification.  See HH 4350.3 R1, C4 Paragraph 5-13.  Rather than write a note every time, property managers can attach this note to the certification.
NoteToFile NoTenantSignatureExtenCircumstance
This is a sample standardized note to the tenant file explaining why the 50059 was submitted without a resident signature.  See HH 4350.3 R1, C4 Paragraph 5-31 and HUD’s MAT Guide Chapter 7.  You must, at some point, get the tenant signature.
Notice ARRequirement to Sign – Extenuating Circumstances
This document can be used to advise residents of their requirement to meet and provide required signatures.  This is a sample and should be modified based on your own policies.
Notice AR 120Day NoFTFMeeting - Notice AR 90Day NoFTFMeeting - Notice AR 60Day NoFTFMeeting
These AR Reminder Notices have been modified - providing multiple options reducing the need for face-to-face meetings. 
While we included most of HUD’s requirements outlined in HH 4350.3 Paragraph 7-7, these notices have been modified to limit face-to face meetings.
Notice IR NewProcess - Notice IR NoFTFMeeting
We have created two different sample IR notices.  They both have been modified to allow for submission of the IR Questionnaire, a phone meeting or use of a resident portal.  Owner/agents will have to modify this sample before using.  The notices specifically state that the owner/agent will make certain changes to normal certification processes based on the resident need and in response to the CDC guidance.  HUD does not require that you send an IR notice unless a resident fails to report.  This notice was created assuming that the resident reported.  For IR, the owner/agent need only address information that has changed since the last AR.  See HH 4350.3 R1, C4, Paragraph 7-11.
Notice AR UnsignedCertSubmitted - Notice IR UnsignedCertSubmitted
These sample notices can be modified and used to notify residents that you submitted a certification without signature.  Owner/agents will have to modify this sample before using.  These notices give residents the option to let you know if they do not want you to send the certification. These notices also advise residents that you will notify them when they are required to meet to sign the certification.  See HH 4350.3 R1, C4 Paragraph 5-31 and HUD’s MAT Guide Chapter 7.
Notice Repayment SuspendExtenCircumstance
If you choose, you can modify and use this sample notice to let residents know that you are temporarily suspending their requirement to make repayment agreement payments.
Required DocsPRAC AR - RequiredDocsS8 AR
These two documents include Jpeg versions of required forms so that they may be provided electronically or emailed to residents.  These documents also contain an Acknowledgement of Receipt of documents for use at AR.  These documents were created specifically for the AR process and do not include VAWA forms since HUD does not require distribution of VAWA forms at AR.  If your management company requires distribution of VAWA forms at AR, these documents will have to be modified or you will have to create your own document.
Verif OralPhone
Use this sample form to document phone (oral) verification as required in HH 4350.3 Paragraph 5-18.
Disclaimer
The materials provided are not comprehensive of the continually emerging issues surrounding policies in HUD’s multi-family housing program. Handbook guidance is derived from new guidance from HUD on their HUD/Coronavirus web site, the HUD Handbook 4350.3 Rev 1 Change 4 released in 2013 and other subsequent notices, and the TRACS MAT Guide. RBD makes no warranty to the usability, compliance or legality of these documents. All documents should be reviewed and edited by management staff and legal counsel as appropriate. Implementation of these documents usually requires edits to other policies and documents as well. Examples include House Rules and Applications. The forms provided are samples.
Copyright
The content and samples available from RBD is the sole property of Ross Business Development or its licensors and is protected by copyright, trademark and other intellectual property laws. Except as otherwise explicitly agreed in writing, Ross Business Development-owned content received from RBD may be downloaded, displayed, reformatted and printed for your organization/personal, non-commercial use only.