Administrative Plan -Table of Contents ‘ABOUT THE REFERENCES CITED IN THE MODEL ADMINISTRATIVE PLAN Chapter 1 OVERVIEW OF THE PROGRAM AND PLAN PARTI: THE PHA... Overview : Organization And Structure Of The PHA .. PHA Mission... ‘The PHA’s Programs. ‘THE PHA’s Commitment To Ethics And Service PARTI: THE HOUSING CHOICE VOUCHER (HCV) PROGRAM. LALA. Overview And History Of The Program 14LB. HCV Program Basics LLC. The HCV Partnerships... ‘The HCV Relationships: ..... ‘What does HUD do?, ‘What does the PHA do? .. ‘What does the Owner do’ What does the Family do? 14ILD. Applicable Regulations ...... PARTI: THE HCV ADMINISTRATIVE PLAN LILA. Overview And Purpose Of The Plan. 1AILB. Contents Of The Plan (24CFR 982.5. ‘New Approach to Policy Development. 14ILC. Organization Of The Plan. 1AILD. Updating And Revising The Plan. Chapter 2 FAIR HOUSING AND EQUAL OPPORTUNITY Chapter revised July 11, 2007 PARTE — NONDISCRIMINATION... DLA. Overview 21B. — Nondisctimination.. Providing Information to Families and Owners Discrimination Complaints. PARTI: POLICIES RELATED TO PERSONS WITH DISABIILTIES.. 2ILA. "Overview 2-ILB. Definition Of Reasonable Accommodation ‘Types of Reasonable Accommodations 2HILC, Request for an Accommodation 2HLD. Verification of Disability 24LE. Approval/Denial Of A Requested Accommodation [Joint Statement of the Departments of HUD and Justice: Reasonable Accommodations under the Fair Housing Act]... ‘Vermont State Housing Authority TOC-1 Seaton 8 Administrative Plan Table of ContentsAdministrative Plan -Table of Contents 2-ILF. Program Accessibility for Persons with Hearing or Vision Impairments... 2-I1.G. Physical Accessibility 2-ILH. . Denial or Termination of Assistance IMPROVING ACCESS TO SERVICES FOR PERSONS WITH LIMITED 2-11 2-12 2-13 PART Il: ENGLISH PROFICIENCY (LEP 214 2ILA. Overview... es 2214 241.B. Oral Interpretation sone DAS 24ILC. Written Translation. 21S 24ILD. Implementation Plan.. 216 PARTIV: STATEMENT REGARDING AFFIRMATIVELY FURTHERING FAIR HOUSING RELATED TO THE ADMINISTRATIONOF VSHA’S SECTION 8 FSS AND HOP PROGRAMS : eee Exhibit 2-1: Definition Of A Person With A Disbiliy Under Federal Civil Rights Laws [24 CFR Parts 8.3, and 100.201)... +219 Chapter 3 ELIGIBILITY Chapter revised July L1, 2007 PARTI: DEFINITIONS OF FAMILY AND HOUSEHOLD MEMBERS BLA. Overview. 341B. Family And Household [24 CFR 982.201(@), HUD-S0058 IB, p. 13]. 3-LC. Family Break-Up And Remaining Member Of Tenant Family Family Break-up [24 CFR 982.315]. Remaining Member of a Tenant Family [24 CFR 5.403] . Head Of Household [24 CFR 5.504(b)] Spouse, Cohead, And Other Adult .. Dependent [24 CFR 5.603]... Joint Custody of Dependents. Full-Time Student [24 CFR 5.603, HVC GB p. 5-29]... Elderly And Near-Elderly Persons, And Elderly Family [24 CER 5.100 and 5.403) Elderly Persons Near-Elderly Persons... Elderly Family... 3+L1. Persons With Disabilities And Disabled Family [24 CFR 5.403} Persons with Disabilities... Disabled Family Guests (24 CFR 5.100] Foster Children And Foster Adults Absent Family Members. : Definitions of Temporarily and Permanently Absent. PEPE YY EEE! YD SESsS oS EGSS ‘Vermont State Housing Authority TOC-2 Section 8 Administrative Plan ‘Table of ContentsAdministrative Plan -Table of Contents Absent Student Absences Due to Placement in Fost Absent Head, Spouse, or Cohead Family Members Permanently Confined for Medical Reasons [HCV GB, p. 5-22]. seers Retum of Permanently Absent Family Members. 341M. _ Live-In Aide... PARTI: BASIC ELIGIBILITY CRITERIA . 34LA. Income Eligibility And Targeting Income Limits. ‘Types of Low-Income Families [24 CFR 5.603(b)].. Using Income Limits for Eligibility [24 CFR 982.201 Using Income Limits for Targeting [24 CFR 982.201 34I1.B. Citizenship Or Eligible Immigration Status [24 CFR 5, Subpart E].... Declaration [24 CFR 5.508] Families......... ble Families (24 CFR 5.514(d), (e), and (9). Timeframe for Determination of Citizenship Status [24 CER 5.508(g)].. Social Security Numbers [24 CFR 5.216 and 5.218] Family Consent To Release Of Information [24 CFR 5.230, HCV GB, p. 5-13]. 34ILE. Students Enrolled In Institutions Of Higher Education| [24 CER 5.612 and FR Notice 4/10/06) Definitions .-.mn Determining Student Eligibility PART DI: DENIAL OF ASSISTANCE. 3HILA. Overview Forms of Denial [24 CFR 982.552(a)(2); HCV GB, p. 5-35] Prohibited Reasons for Denial of Assistance [24 CFR 982.202(6)] 341B. Mandatory Denial Of Assistance [24 CFR 982.553(@)] 34ILC. Other Permitted Reasons For Denial Of Assistance. Criminal Activity [24 CPR 982.553] Previous Behavior in Assisted Housing [24 CFR 982.552(¢) 341ILD. Screening Screening for Eligi - Screening for sutebi as a Tenant [24 CFR 982.307] 34ILE. Criteria For Deciding To Deny Assistance Evidence [24 CFR 982.553()].. Consideration of Circumstances [24 CFR 982.552(c)(2)] Removal of a Family Member's Name from the Application [24 CFR 982.552()(2)Gi) Reasonable Accommodation [24 CFR 982.552(c)(2)tiv) 34IILF. Notice Of Eligibility Or Denial Exhibit 3-1: Detailed Definitions Related To Disabilities .....casnsnntnnneeneset 929) Vermont State Housing, Authority TOC-3 Section & Administrative Plan Table of ContentsAdministrative Plan -Table of Contents Person with Disabilities [24 CFR 5.403}... Individual with Handicaps [24 CFR 8.3]... 3-29 3-30 Exhibit 3-2: Definition Of Institution Of Higher Education 3-31 Eligibility of Students for Assisted Housing Under Section 8 of the U.S. Housing Act of 1937; Supplementary Guidance; Notice [Federal Register, April 10, 2006]... 3-31 Chapter 4 Establishing Preferences and Maintaining the Waiting List Chapter revised July 11, 2007 ESTABLISHING PREFERENCES AND MAINTAINING THE WAITING LIST WAITING LIST... SPECIAL ADMISSIONS. 43 WAITING LIST PREFERENCES LOCAL PREFERENCES ......- 45 INCOME TARGETING.. INITIAL DETERMINATION OF LOCAL PREFERENCE QUALIFICATION, EXCEPTIONS FOR SPECIAL ADMISSIONS .. TARGETED FUNDING PREFERENCE & INCOME TARGETING ELIGIBILITY ORDER OF SELECTION. FINAL VERIFICATION OF PREFERENCES. PREFERENCE DENIAL REMOVAL FROM WAITING LIST AND PURGING... Zr RP Om moO wD Chapter § BRIEFINGS AND VOUCHER ISSUANCE, Chapter revised July 12, 2005 PARTI: BRIEFINGS AND FAMILY OBLIGATIONS. S-LA. Overview ... 5-1B. Briefing [24 CFR 982.301)........ Notification and Attendance. Oral Briefing [24 CFR 982.301(a)].. Briefing Packet [24 CFR 982.301(b)] Additional Items to be Included in the Briefing Packet.. ‘Vermont State Housing Authority Toc-4 Section 8 Administrative Plan Table of Contents|Administrative Plan -Table of Contents SLC. Family Obligations Time Frames for Reporting Changes Required By Family Obligations . Family Obligations [24 CFR 982.551]. PARTI: SUBSIDY STANDARDS AND VOUCHER ISSUANCE 5-10 SLA. ve Sel SHB. on SH SILC. Exceptions To Subsidy Standards 5-12 SLD. Voucher Issuance [24 CFR 982.302] . 5-13 SALE. Voucher Term, Extensions, And Suspensions 514 ‘Voucher Term [24 CFR 982.303]... z 5-15 Extensions of Voucher Term [24 CFR 982.303(b)].... 5-15 Suspensions of Voucher Term (24 CFR 982.303(¢)]. 5-16 Expiration of Voucher Tern... 5-16 Chapter 6 INCOME AND SUBSIDY DETERMINATIONS (24 CER Part 5, Subparts E and F; 24 CFR 982] Chapter revised July 9, 2008 PARTI: ANNUAL INCOME. GLA. Overview. 6-LB. Household Composition And Income. ‘Summary of Income Included and Excluded by Person . 63 Temporarily Absent Family Members . 6-4 Family Members Permanently Confined for Medical Reasons ...... 6-5 Joint Custody of Dependents. 6-5 Caretakers for a Child 6-6 6-LC. Anticipating Annual Income 67 Basis of Annual Income Projection. 67 Using Up-Front Income Verification (UIV) to Project Income... 6-8 6-LD. Eamed Income... ~ ‘Types of Earned Income Included in Annual Income... 6-10 ‘Types of Earned Income Not Counted in Annual Income sr... 6-10 Income Earned under Certain Federal Programs State and Local Employment Training Programs 6-LE. _ Eamed Income Disallowance For Persons With Disabilities [24 CER 5.617}.. : Eligibility... Calculation of the Disallowance. 6-LF. Business Income [24 CFR 5.609(6)(2) Business Expenses. Business Expansion. Capital Indebtedness, ‘Negative Business Income... Withdrawal of Cash or Assets from a Business ‘Vermont Stat Housing Authoriy Toc-s Seation 8 Administatve Plan “Table of ContentsPART Il: Administrative Plan -Table of Contents Co-owned Businesses... 6-LG. Assets [24 CER 5.609(0)(3) and 24 CFR 5.603(6)] Overview General Policies Types of Assets 6-LH. Periodic Payments Periodic Payments Included in Annual Income Lump-Sum Payments for the Delayed Start of a Periodic Payment. Periodic Payments Excluded from Annual Income. GIL Payments In Liew Of Earnings... GLI. Welfare Assistance... Overview... Sanctions Resulting in the Reduction of Welfare Benefits [24 CFR 5.615], 6-29 6-LK. Periodic And Determinable Allowances [ 6-30 ‘Alimony and Child Support Regular Contributions or Gifts G-LL. Student Financial Assistance [24 CFR 5.609(b)(9)} Student Financial Assistance Included in Annual Income [24 CER 5.609(b)(9) and FR 4/10/06) -crneenn 630 Student Financial Assistance Excluded from Annual Income [24 CER 5.609(c)()]... Sareea 6-LM. Additional Exclusions From Annual Income ADJUSTED INCOME... GIA. Introduction Overview...... Anticipating Expenses 6B. Dependent Deduction. 6-ILC. Elderly Or Disabled Family Deductio 6-ILD. Medical Expenses Deduction [24 CFR 5. Definition of Medical Expenses. Summary of Allowable Medical Expenses from IRS Publication 502... Families That Qualify for Both Medical and Disability Assistance Expenses... G-ILE. Disability Assistance Expenses Deduction [24 CFR 5.603(b) and 24 CFR 5.611(a))Gi)} so 6-39 Eamed Income Limit on the Disability Assistance Expense Deduction Eligible Disability Expenses .. Necessary and Reasonable Expenses .. Families That Qualify for Both Medical and Dissbilty Assistance Expenses... z 6-ILF. Child Care Expense Deduction Clarifying the Meaning of Child for This Deduetion.. ‘Vermont State Housing Authority TOC-6 Seaton 8 Administrative Plan Table of ContentsAdministrative Plan -Table of Contents e Qualifying for the Deduction .. - 6-42 Eamed Income Limit on Child Care Expense Deduction 6-44 Eligible Child Care Expenses. 6-45 PARTI: CALCULATING FAMILY SHARE AND PHA SUBSIDY... G-IILA. Overview Of Rent And Subsidy Calculations. TTP Formula [24 CER 5.628]... Family Share [24 CFR 982.305(a)(5)] .. PHA Subsidy [24 CFR 982.505(b)] . ‘Utility Reimbursement [24 CFR 982.514(b)] .. GLB. Financial Hardships Affecting Minimum Rent [24 CFR 5.63 Overview..... HUD-Defined Financial Hardshi Implementation of Hardship Exemptio GLC. Applying Payment Standards (24 CFR 982.505] Overview enn Changes in Payment Standards Reasonable Accommodation. GHD. Applying Utility Allowances [24 Overview... Reasonable Accommodation Utility Allowance Revisions 6-IILE. Prorated Assistance For Mixed Families [24 CFR 5.520] C Exhibit 6-1: Annual Income Inclusions... HHS Definition OF "Assistance" Exhibit 6-2: Annual Income Exclusions. Exhibit 6-3: Treatment Of Family Assets..... : Exhibit 6-4: Eamed Income Disallowance For Persons With Disabilities. Exhibit 6-5: The Effect Of Welfare Benefit Reduction....... Chapter 7 VERIFICATION [24 CFR 982.516, 24 CFR 982.551, 24 CFR 5.230] Chapter revised July 9, 2008 PARTI: GENERAL VERIFICATION REQUIREMENTS....0.0- TL. Family Consent To Release Of Information [24 CFR 982.516 and 982.551, 24 CFR 5.230] Consent Forms. Penalties for Failing to Consent [24 CFR 5.232] 7-LB. Overview Of Verification Requirements. : HUD’s Verification Hierarchy... Requirements for Acceptable Documents Cc File Documentation TAC. — Up-Front Income Verification UF Vermont State Housing Authority TOC-7 Section § Administrative Plan Table of ContentsAdministrative Plan -Table of Contents Definition of Substantial Difference ‘When No Substantial Difference Exists ‘When a Substantial Difference Exists. Use of HUD?s Enterprise Income Verification (EIV) System 7-LD. — Third-Party Written And Oral Verification. Reasonable Effort and Timin; ‘When Third-Party Information is Late When Third-Party Verification is Not Required .. 7-LE. Review Of Documents... Using Review of Documents as Verification . TAF. — Self-Certification PARTI: VERIFYING FAMILY INFORMATION TILA. Verification Of Legal Identity TALB. Social Security Numbers [24 CFR 5.216 and HCV GB, p. 5-12] 7-ILC. Documentation Of Age 7-ILD. Family Relationships. “Marriage ... Separation or Divorce... Absence of Adult Member . Foster Children and Foster Adults. TALE. Verification Of Student Status General Requirements Restrictions on Assistance to Students Enrolled in Institutions of Higher Education . TAL. Documentation Of Disability Family Members Receiving Family Members Not Receiving SSA Disability Benefits. 7-ILG. Citizenship Or Eligible Immigration Status [24 CFR 5.508}... Overview... USS. Citizens and Nationals.. Eligible Immigrants. 7ALH. Verification Of Preference Status. PARTI: VERIFYING INCOME AND ASSETS....... 7-IILA. Earned Income. Tips.. 7-IILB. Business And Self Employment Income. 7AILC. Periodic Payments And Payments In Liew Of Earnings. Social Security/SSI Benefits... 7-IILD. Alimony Or Child Support... TILE. Assets And Income From Assets. Assets Disposed of for Less than Fair 7-ILF. Net Income From Rental Propert 7-HL.G. Retirement Accounts... T-ILH. Income From Excluded Sources... 7-AILI. Zero Annual Income Status. 7AILJ. Student Financial Assistance. Vermont State Housing Autesity TOC-8 Section & Administrative Pian ‘Table of ContentsPART IV: C Exhibit 7-1 Administrative Plan -Table of Contents 7-TILK. Parental Income Of Students Subject To Eligibility Restrictions VERIFYING MANDATORY DEDUCTIONS... 7-IV.A. Dependent And Elderly/Disabled Household Deductions Dependent Deduction... eee Elderly/Disabled Family Deduction. 7-IV.B. Medical Expense Deduction.. 7-26 727 1 127 7-27 7-28 ‘Amount of Expense 7-28 Eligible Household . 7-29 Qualified Expenses.. 7-29 Unreimbursed Expenses. 7-29 129 7-30 7-30 731 731 731 732 7-32 7-32 7-33, 134 734 Expenses Incurred in Past Years .. TAV.C. Disability Assistance Expenses. Amount of Expense Family Member is a Person with Disabilities Family Member(s) Permitted to Work... Unreimbursed Expenses cnn TAV.D. Child Care Expenses 1m Eligible Child Unreimbursed Expense. Pursuing an Eligible Activity Allowable Type of Child Care .. Reasonableness of Expenses .. 1: Excerpt From HUD Verification Guidance Notice (PIH 2004-01, pp. 11-14)... 2: Summary Of Documentation Requirements Fe For Noncitizens 17-35 Exhibit 7 [HCV GB, pp. 5-9 and 5-10], 7-39 Chapter 8 HOUSING QUALITY STANDARDS AND RENT REASONABLENESS DETERMINATIONS [24 CFR 982 Subpart I and 24 CFR 982.507] Chapter revised July 9, 2008 Chapters 10 & 11 merged and moved to chapter 8 PARTI: PHYSICAL STANDARDS... 82 8:1.A. General HUD Requirements 82 HUD Performance and Acceptability Standards. 82 Tenant Preference Items. 82 Modifications to Provide Accessibility 83 8-L.B. Additional Local Requirements... a3 ‘Thermal Environment [HCV GB p.10-7}. 83 Clarifications of HUD Requirements. 83 Life Threatening Conditions [24 CFR 982.404(a)] 8-5 C Owner And Family Responsibilities [24 CFR 982.404] . 87 Family Responsibilities... 87 Vermont State Hovsing Authority TOC-9 Section 8 Administrative Plan ‘Table of Contents|Administrative Plan -Table of Contents ‘Owner Responsibilities 8-LE. Special Requirements For Children With Environmental Intervention Blood Lead Level [24 CFR 35.1225]..... 8-F. Violation Of HQS Space Standards [24 CFR 982.403] PARTI: THE INSPECTION PROCESS... SILA. Overview [24 CFR 982.405] ‘Types of Inspections... Inspection of PHA-owned Units (24 CFR 982.352(0)] Inspection Costs .. Notice and Scheduling. Attendance at inspections by owner and family. 8-H.B. Initial HQS Inspection [24 CFR 982.401(a)] Timing of Initial Inspections. Inspection Results and Reinspection: Utilities Appliances: ee 8-U.C. Annual HQS Inspections [24 CFR 982. 40540) Scheduling the Inspection... BILD. Special Inspections [HCV GB p. 10-30] BILE. Quality Control Inspections [24 CFR 982.405(b), HCV GB p. 10-32] ae 8-ILF. _ Inspection Results An¢ inspections ‘or Units Under HAP Contract Notification of Corrective Actions. Extensions Reinspections... 8:1LG. Enforcing Owner Compliance. HAP Abatement HAP Contract Termination 8:ILH. Enforcing Family Compliance With HQS [24 CFR 982.4040)] . PART Il: RENT REASONABLENESS [24 CFR 982.507]... S-IILA. Overview. PHA-owned Units [24 CFR 982.352(b)]- 8-IILB. When Rent Reasonableness Determinations Are Required . Ovwner-initiated Rent Determination: PHA- and HUD-Initiated Rent Reasonableness Determinations... 8- 8-I1.C. How Comparability Is Established. Factors to Consider........ : Units that Must Not be Used as Comparables. Rents Charged for Other Units on the Premise: 8.IILD. PHA Rent Reasonableness Methodology. How Market Data is Collected . How Rents are Determined ... Exhibit 8-1: Overview Of HUD Housing Quality Standards... Exhibit 8-2: Summary Of Tenant Preference Areas Related To Housing Quality... ‘Vermont State Housing Authority TOC-10 Section 8 Administrative Plan Table of Contents