OAR 813-010-0700: Housing Assistance Payments Request and Certification Processing

(1) The Department shall review and approve documents and electronic transmissions relating to Section 8 subsidized Projects. The Department shall establish such reasonable requirements necessary to assure timely and accurate submission of such documents and transmissions. In order for the Department to disburse Housing Assistance Payments (HAP) to Borrowers of Section 8 Projects, Borrowers shall submit to the Department the following information: (a) Electronic certifications of resident income; (b) Electronic recertifications of resident income; and (c) Electronic and paper requests for HAP. (2) The following guidelines shall govern the processing of information in subsections (1)(a) through (c) of this rule: (a) Certifications shall be prepared for all new residents and be signed by the resident and by the Borrower or its agent on or before the resident’s move-in date. All certifications shall be transmitted to the Department for review, before HAP may be paid on the unit. Certifications shall be by the 15th day of the month following the resident move-in. If the certification is received after that date, the HAP for that unit may begin the date the certification is received by the Department. Example 1: Resident moves in March 3, certification is received by April 15; HAP starts March 3. Example 2: Resident moves in March 3, certification is received April 20; HAP starts April 20. (Borrower lost HAP for period of March 3 through April 19). (b) Recertification of resident income shall be completed and transmitted annually for each resident by the Borrower. Recertifications shall be transmitted by the Borrower to the Department by the 15th day of the month before the resident move-in date (effective date of recertification). Recertifications not received as prescribed may result in forfeiture of the HAP for that unit for each month the recertification is not received by the Department as prescribed. (c) The Borrower or its agent shall submit HAP requests to the Department for each month, in advance, by the 15th day of the month before the month for which the request is made. The Borrower shall make any necessary adjustments to the HAP request each month. (d) HAP requests, certifications and recertifications shall be correct before submission to the Department. The Department may make any adjustments necessary to comply with HUD requirements, the Housing Assistance Payments Contract, Department requirements and the Program rules.