1. HOME Program Tenant Based Rental Assistance
Texas Department of Housing and Community Affairs
Portfolio Management & Compliance
HOME Program
Tenant Based Rental Assistance

2. Initial File Forms TDHCA Contract
TDHCA Contract System Access Request 2.01
Vendor Direct Deposit Authorization 2.02
Texas Application for Payee ID 2.03

3. The Department will email system ids and passwords
TBRA Setup Process
Setups are done electronically in the Department’s Contract Database System
Persons who are authorized to setup and approve draws should read the Contract Database System User Guide
The Department will system ids and passwords
Use the notes section in the system to communicate with PMC staff about setups and draws

4. Initial Activities Create and Maintain a filing and Accounting system
Follow Procurement Procedures for service providers
Determine if Relocation/Displacement is applicable
There is no environmental clearance requirement

5. Publications Required to Complete a Project Set-Up
HUD’s HOME Program 2004 Maximum
Income Limits (Attachment A-27)
Use HUD’s Schedule B for Fair Market Rents (Attachment A-34)

6. TBRA Setup Forms (14 Series)
Household Income Worksheet 14.1
Household Income Certification 14.2
Calculating Adjusted Gross Income 14.3
Calculating Total Tenant Payment 14.4

7. TBRA Setup Forms Forms are available on the website
Click on the Programs Menu, Click on the HOME Program, Click on Library Forms. Click on Tenant Base Rental Assistance Forms. Scroll to the correct form
If you encounter problems…
Call PMC for assistance

8. TBRA Setup Forms TBRA Coupon 1.04 Request for Unit Approval 1.02
Approval will be granted if:
unit is in the service area
unit meets HQS
rent is reasonable
not duplicative rental subsidies

9. Setup Forms & Procedures
Mail or fax the following to PMC:
Income Certification Forms (HIC 14 series)
Rental Coupon Contract
Copy of the Tenant Intake Application
1st & last page of the Lease
Enter your setup into the Contract Database System
Fax number

10. Setups - Additional Information
A household will generally be setup for 12 months.
Projects Setups will not be approved in the contract database system until all of the required documentation has been received by PMC
Staff will do a desk review of the documents. If there’s a problem, staff will enter information in the Notes Section of the activity and give you a call

11. Draw Process Program Draws Administrative Draws
Project Completion Reports
Match Documentation
Annual income defined at 24 CFR Part 5.609

12. Program Draw
Program draws are approved based on the setup information submitted
Worksheets 14.1, 14.2, 14.3 and 14.4
Coupon Contract 14.7
Security Deposit information
Utility Deposit information

13. Draw Documentation
Program Draws may be requested 2-3 weeks in advance of rent due date
May be approved by PMC 7 days (1 week) before rent due date
Example: September 1, 2003 rents may be requested August 11, 2003 or later
Example: September 1, 2003 rents may be approved August 25, 2003

14. Administrative Draw
10% of your admin funds can be drawn immediately; the remainder is done on a pro-rata basis
Payroll Information
Timesheets
Pay periods
Salary information
Benefits information
Time Allocation for HOME expenses only
Back-up for other expenses (NOT salaries)

15. Helpful hints Set-up HOME account on accounting system
Submit Draw Requests monthly
Submit draws for same time period or explain exact time period covered

16. Helpful Hints Explain draw amount on “Notes” Section of draw request
Certify before expiration of coupon contract – not at time of request or later
Start at least 90 days before!

17. Re-Certification
Certifications for each household are done manually (not in the contract system)
Tenant incomes must be certified each year
Provide the tenant a day notice of the effective date of certification and any change in the rent
Annual certification includes verifying household income, assets and allowances and adjusting the tenant and Administrator’s portion of the rent

18. Required Annual Certification
Certify income and calculate subsidy amounts
Project Setup Revision Request
HIC Forms 14.1, 14.2, 14.3, 14.4
Rental Coupon Contract 14.07
HOME Lease Addendum (if moving to
a different unit)
All new forms must have the appropriate signature of the tenant and landlord

19. Required Annual Certification, cont.
Verify the tenant’s participation in a
self-sufficiency program
Perform a rent reasonableness test
Perform an HQS inspection

20. Other Contract Information
Project revisions are done manually. Mailed or faxed to PMC
Follow the prorate calculation instructions if you need to prorate subsidy and utility amounts (page 3, Chapter 2, #27)
To cancel a project; fax, mail, or the request to PMC
Portability of a coupon is only applicable to the service area

21. Other Contract Information, cont.
Nnotify PMC of any program design modifications in written form
Prior to setting up an activity -
Read the Department’s HOME Program Occupancy Standards
Read the Department’s HOME Program Payment Standards

22. Amendments A contract amendment is a lengthy process if the
appropriate information is not provided with the
initial request
1-2 week
2-3 week
4 week
Amendment Process
Administrator Letter
Executive Signature
Please organize and prepare letter of request early

23. Match Source of Match as described in the application and contract
Correct match code
Documentation to Support Match

24. Project Completion Report
The report is required to:
Close-out the project
De-obligate unused funds and make them available for other activities
Report actual amount of Match

25. TDHCA Mailing Address & Fax
Portfolio Management
PO Box 13941
Austin, Texas

26. TDHCA Physical Address
Portfolio Management
Suite 800
507 Sabine Street
Austin, Texas