M-13



M-24h UTILITY CHECK NOTIFICATION LETTER

HUD Only

HUD has established and requires a means to help ensure that residents can pay their own utility bills. As part of the HUD assistance payment, residents may receive either a utility allowance or a utility reimbursement depending on the amount of the household’s adjusted gross income.

If the resident will receive a utility reimbursement, the reimbursement must be paid to the resident within 5 business days of receipt of the Housing Assistance payment (HAP) or voucher payment. Please refer to the HUD Handbook 4350.3, REV 1 for the specific regulation.

To accomplish this task, the Bookkeeper will cut the utility reimbursement check when the HAP (Voucher) is submitted to HUD for Payment. This check will then be sent to the site and held for the resident until the bank has received the subsidy payment and the Bookkeeper has notified the site. NOTE: If the property has an “expired or pending” Section 8 Contract Renewal, please check with your Regional Property Supervisor regarding disbursement of the U/A checks.

The Bookkeeper must notify the property on the day that the subsidy payment is received to stay in compliance with Federal guidelines. Once the Bookkeeper has notified the Property Manager, the Property Manger must immediately – on the same day – notify the resident household in writing and by telephone and/or in person.

Form M-24h is used to notify a resident when their utility allowance reimbursement check is available in the management office.

To ensure compliance with the above, please do the following:

1. Enter the apartment community name on the relevant line.

2. Enter the date the letter is being completed.

3. Enter the resident’s name and unit #.

4. Be sure to sign under Owner/Owner’s Agent.

5. Give the original letter to the resident (in person or on the door).

6. Place a photocopy of the letter in the resident file under “Notices”.

7. If the resident has not picked up their check by the 3rd day after notification, send a second letter with the “Second Request Date” completed. Distribute as stated above in instructions 5 and 6.

8. If by the 5th day, the resident has not picked up their U/A check, the Property Manager must send the check to the resident via certified mail. The receipt must be placed in the resident file with the two prior notices. If a return receipt is requested, this receipt must also be placed in the resident file when received. We have to be able to prove that the resident received their check.

9. When the resident picks up their check or you send it certified you must enter the information on the Utility Allowance Disbursements Log, form M-23h.

If you have any questions, concerns or problems completing the above, please contact your Regional Property Supervisor for assistance.

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