COLUMBUS HUB SPECIAL CLAIMS CHECKSHEET



Unpaid Rent and Tenant Damages (Special Claims Processing Guide ch. 5 & 4350.3 ch.9-14)

1. ____ Form HUD-52670-A Part 2

2. ____ Form HUD-52671-A Schedule of Special Claims (Includes Certification of Compliance)

3. ____ Copy of the resident’s first 50059 at move-in to show the security deposit required.

4. ____ Documentation that the appropriate security deposit was collected from the tenant: for example, a copy of the original lease, a copy of the tenant’s ledger card, or a copy of the receipt(s) for security deposit.

5. ____ A certified letter sent to the tenant detailing the unpaid rent and other charges, the disposition of the Security Deposit, demanding payment, and advising the tenant that failure to pay the sums due will result in the owner/agent hiring to collection agency to collect the debt.

6. ____ Documentation that the matter was turned over to a collection agency such as an invoice or a copy of the first letter sent to the tenant by the collection agency.

7. ____ Documentation for other charges that were due under the lease that demonstrates the charges were approved by HUD.

In addition, submit the following for Tenant Damages:

8. ____ Copy of the move-in inspection form (signed by both the resident and management on or before the resident’s move-in date annotating condition of the unit).

9. ____ Copy of move-out inspection form signed by management and resident (if available)--clearly describing all above normal wear and tear damages charged to the resident, indicating the extent of damage due to the tenant’s abuse and/or neglect.

10. ____ Itemized list of damages

11. ____ Breakdown of costs to repair the damages, which may include invoices, receipts, copies of work orders or maintenance records supporting dates work was completed.

12. ____ The O/A must certify the submitted claim is not the result of normal wear and tear or routine maintenance.

13. ____ For painting and/or carpet cleaning, provide maintenance schedule for unit (showing when unit was last painted and/or carpet cleaned and extent of damage caused by the resident).

14. ____ “Life Expectancy” for major replacement/repair items (e.g., carpet, appliances, etc.) - provide age of the item & schedule for replacement, description of damage caused by the tenant and method of pro-ration (if applicable)

• Damaged items submitted for special claims may not also be submitted for reimbursement under the reserve for replacement account.

• Tenants may not be required to pay for professional carpet cleaning when vacating a unit as a prerequisite for reimbursement of the security deposit.

Regular Vacancy – (Vacancy After Rent-up)

(Special Claims Processing Guide ch. 3 & 4350.3 Paragraph 9-14.B)

1. ____ Form HUD-52670-A Part 2

2. ____ Form HUD-52671-C Schedule for Special Claims (Includes Certification of Compliance)

3. ____ The Move-out tenant’s original move-in 50059 (verifying TTP supporting that the appropriate amount of security deposit was collected).

4. ____ Documentation that the appropriate security deposit was collected from the tenant: for example, a copy of the original lease, a copy of the tenant’s ledger card, or a copy of the receipts(s) for security deposit.

5. ____ A copy of the security deposit disposition notice provided to the tenant which indicates the move-out date, amount security deposit collected, amount of security returned and any charges withheld from the deposit for unpaid rent, tenant damages or other charges due under the lease.

6. ____ Copy of reconditioning log or maintenance record (showing move-out date & date of death (if applicable); start and finish dates of each process; date unit is ready for occupancy; and date unit is re-rented. In addition, written explanation of reasons for vacancies over 30 days.

7. ____ Copy of Waiting List (by bedroom size--showing outcome of applicant contacts)—after the Initial submission, should be updated every 6-months.

8. ____ If the unit was not filled from the waiting list(s), documentation of marketing efforts must be included such as copies of advertising or invoices for advertising expenses that substantiate the date marketing occurred in accordance with the AFHMP.

9. ____ For Unit Transfers, documentation of reason for transfer & evidence the security deposit was either transferred to the new unit or a new security deposit was collected.

• Vacancy claims may not be submitted until after 60 days have passed or after the unit has been re-rented-- but no later than 180 days after the unit is ready for occupancy.

Debt Service (Special Claims Processing Guide ch. 4 & 4350.3 Paragraph 9-14.E.5)

(These claims are submitted to the respective HUD office in Ohio, to the attention of the MF Project Manager-Special Claims not to the contract administrator.)

1. ____ Form HUD-52670-A Part 2

2. ____ HUD Form 52671-D - Schedule for Special Claims (Includes Certification of Compliance)

3. ____ Un-audited financial statements--covering 6 months for which claims are being made.

4. ____ Written narratives for (a) cause of vacancies; (b) cause of financial problems; (c) actions

taken to correct the financial condition and to prevent re-occurrence; (d) time frame for paying

delinquent mortgage and excessive accounts.

5._____ Efforts to market the vacant units (if applicable)

• Only owners of Sec. 8 (except LMSA) and 202/PAC projects may bill HUD for Debt Service Claims.

Claims must be submitted on semi-annual basis. (See Handbook for further instructions).

Vacancy During Rent-Up (202/811 and PRAC projects ONLY)

1____ Completed form HUD-52670-A, Part 2

2.____ Completed form HUD-52671-B.

3. ____ A list of all units leased and available for lease as of the effective date of the Permission to Occupy (form HUD-92485 signed by the HUD Architect or Engineer) or the effective date of the contract, whichever is later. Also include justification for all un-leased units explaining why they remain vacant.

4.____ Evidence that marketing began not less than 90 days prior to initial occupancy, including copies of advertisements, or invoices for advertising expenses substantiating the date marketing began and a copy of the waiting list.

5.____ Waiting-list documentation. Documentation should include the outcome of applicant contacts, (i.e. date applicant was contacted, response of applicant and the status of applicant’s move-in).

6____ Copies of letters to rejected applicants demonstrating rejection for good cause.

If an owner is opting out of the Section 8 contract they should refer to Section 1-4, page2; paragraph (B) found in the HUD Special Claims Processing Guide for submission requirements.

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