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 Memo REAC and COVID-19
New memo (August 2021) from HUD regarding changes to COVID-19 protocols during REAC Inspections.

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.  Updated August 9, 2021.

Frequently Asked Questions COVID-19 Supplemental
Payments Housing Notice H 2021-05
Published by the Office of Multifamily Housing - October 7, 2021.

HUD 52671-E CSP Request - DRAFT
This form is available so owner/agents can begin to prepare and gather necessary information to complete the finalized form when the finalized form is published on HUDClips. Do not use the draft form for submission. 

HUD Housing Notice, 2021-06
HSG Notice 2021-06 Supplemental Guidance to the Interim Final Rule "Extension of Time and Required Disclosures for Notification of Nonpayment of Rent" provides information about HUD’s Interim Final Rule and Resident Notification Requirements.  We recommend full review of this Notice by owner/agents and legal counsel as appropriate.

HUD Housing Notice, 2021-05
Announces the continued availability of supplemental operating funds for most Multifamily Housing properties and provides a mechanism for owners to receive payment in addition to amounts available under the terms of the current rental assistance contracts.

HUD Housing Notice, H-2020-11
This new Notice details the continued availability of funds for COVID-19 Supplemental Payments for PBRA properties under Section 8, 202, or Section 811 Programs.

COVID-19 Supplemental Payment Request Form
HUD's Tips for Completing HUD Form 52671


HUD Housing Notice, H-2020-10
This new Notice provides guidance on acceptable procedures for use of electronic signatures and the electronic transmission and electronic storage of documents and files.

Emergency Rental Assistance

Department of the Treasury FAQ – Emergency Rental Assistance June 24, 2021
Owner/agents should review this Q&A for additional information about emergency rental assistance.  This information is updated frequently so be on the lookout for new posts.

Department of the Treasury Emergency Rental Assistance Fact Sheet:

Emergency Rental Assistance Fact Sheet - June 24, 2021 
This ERA Fact Sheet provides updated information from the Treasury regarding Emergency Rental Assistance.  Updated June 24. 2021.

CDC Moratorium on Evictions

CDC Issues Eviction Moratorium Order in Areas of Substantial and High Transmission
This link takes you to the announcement extending the CDC Moratorium on Evictions to October 3, 2021.

Eviction Protection Declaration
This CDC Declaration must be completed by residents who wish to invoke the protections provided through the CDC Moratorium on Evictions.

HHS CDC HUD DOJ Eviction Moratorium FAQ's
This document, published in April 2021, provides answers to frequently asked questions related to the CDC Eviction Moratorium.

RBD Courtesy FASTForms

Repayment Agreement Unpaid Rent
This Repayment Agreement may be used to outline monthly payments for unpaid rent. The Agreement includes language requiring the resident to provide the owner/agent with any Emergency Rental Assistance.

TSP Temporary Change COVID-19
This is a sample illustrating how you may want to document changes to your Tenant Selection Process during COVID-19.  Other policies should be evaluated and updated as appropriate.
This is NOT a HUD requirement but will assist in explaining inconsistent practices in the future.

AR Steps COVID-19
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. 

AR Steps COVID-19 - Outstanding Items Checklist
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.

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.

Notice of Termination of Tenancy with ERA Information
In HUD’s Interim Final Rule and in HUD HSG Notice 2021, eviction notices issued after November 8, 2021 must provide residents with 30 days’ Notice and must include information about Emergency Rental Assistance.  This is a sample notice that can be used to create your own notice.  We suggest that you review any such notice with legal counsel before implementation.

Notice – Termination – Failure to Report for AR
This notice can be used to notify residents that their housing assistance will be terminated in 30 days if they do not respond, in some way, to property manager’s requests to recertify.  COVID-19 language has been added.

Notice – AR – Requirement 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 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.

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.

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 a signature.  Owner/agents will have to modify this sample before using it.  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.

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 Lease House Rules Change - COVID-19
If an owner/agent is changing House Rules (temporarily) to address COVID-19 and CDC recommendations, this sample Notice may be used to communicate those changes.

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.

Notice REACInspection COVID
Sample notice provided to residents when a REAC Inspection is scheduled during the COVID-19 pandemic.

Notice MOR COVID
Sample notice provided to residents when a Management & Occupancy Review (MOR) is scheduled during the COVID-19 pandemic.

Verif OralPhone
Use this sample form to document phone (oral) verification as required in HH 4350.3 Paragraph 5-18.

State Housing Finance Agency COVID-19 Notices & Statements
This link provides guidance by individual state agencies for COVID-19 and is hosted by the National Council of State Housing Agencies (NCSHA).
RBD FASTFacts - Temporary GR Signature Practices COVID-19
This document explains the process for submitting Gross Rent Changes to HUD using Extenuating Circumstances Codes.
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.
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