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Module 2: HPRP Program toolS


Title: Indiana HPRP Training Author: Howard Burchman Last modified by: Lenovo User Created Date: 8/31/2009 4:21:31 PM Document presentation format – PowerPoint PPT presentation

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Title: Module 2: HPRP Program toolS

Indiana HPRP Training
  • Module 2 HPRP Program toolS

HPRP consists of two programs
  • Homelessness prevention to assist households not
    literally homeless, avoid becoming homeless
  • Rapid Re-housing for those households who have
    become homeless to get them back into stable

HPRP Eligible Activities Same for both program
  • Financial Assistance
  • Short and medium term rental assistance
  • Security deposits
  • Utility deposits
  • Moving cost assistance
  • Hotel/motel vouchers
  • Housing Relocation and Stabilization
  • Case management
  • Outreach and engagement
  • Housing search and placement
  • Legal services
  • Credit repair

HPRP Eligible Activities (2)
  • Data Collection and Evaluation
  • HMIS
  • Evaluation
  • Administrative costs
  • Accounting for grant funds
  • Preparing HUD reports
  • Program audits
  • Staff costs associated with activities
  • Staff training
  • Not to exceed 5 of HUD grant IHCDA retained 3

Financial Assistance
  • Limitations
  • No direct payments to program participants
  • Payments must go to 3rd parties landlords and
  • Assisted units may not be owned by grantee,
    subgrantee, or parent, subsidiary or affiliated
    organization of subgrantee

Rental Assistance
  • Short term up to 3 months
  • Must be evaluated at the end of 3 months prior to
    receiving continuing assistance
  • Medium term cannot exceed 4-18 months
  • (Special procedures in Indiana for rental
    assistance in excess of 12 months)
  • Re-evaluated for assistance every 3 months
  • Assistance limited to actual rental costs
  • Months of rental assistance do not have to be
  • All rents assisted must meet HUDs rent
    reasonableness requirements, not FMR.

Rental Assistance (2)
  • No double dipping no assistance for same cost
    types that are covered by any other federal,
    state or local housing subsidy program
  • It can pay for deposits or utilities if
    participant is not receiving assistance with
    these cost types from any other program
  • Participants are required to pay rent Indiana
  • Tenant share must be the greater of 30 of
    adjusted income or 10 of gross income
  • Up to 6 months of rent arrears may be paid
  • Arrearages paid count toward 18 month limit
  • Can be paid if it allows participant to remain in
    unit or move to another unit

Security and Utility Deposits
  • Deposits can cover same period and unit as other
    subsidy program
  • HUD emphasizes use of deposits to assist
    veteran-headed households receiving VASH
  • Programs should track deposits and make good
    faith effort to secure return
  • Notify landlord and/or utility to whom deposit
    should be returned

Utility Payments
  • Payments can be made for up to 18 months
  • In Indiana, waiver required to receive utility
    payments for longer than 12 months
  • Can provide up to 6 months of arrearages
    payments. No time limit on when arrearage
  • Must have responsibility for debt
  • Utility account in name of participant or member
    of household
  • Evidence of prior payments such as cancelled
    checks or receipts from utility

Moving Cost Assistance
  • Reasonable moving costs
  • Truck rental, moving company
  • Storage fees for belongings
  • Maximum of 3 months or
  • Until participant is in housing

Motel and Hotel Vouchers
  • Indiana only permitted when appropriate housing
    is already identified but will not be available
    for a period not to exceed 30 days
  • Costs must be reasonable and appropriate

Housing Relocation and Stabilization
  • Services can only be provided for up to 18 months
    for participants
  • Services include
  • Case management
  • Outreach and engagement
  • Housing search and placement
  • Legal services
  • Credit repair

Case Management
  • Use uniform assessment tool
  • Arranging, coordinating, monitoring services all
    targeted toward achieving and maintaining housing
  • Counseling related to achieving housing
  • Working with client to develop and maintain
    housing and services plan

Outreach and Engagement
  • Allow people who are homeless or at risk of
    homelessness to be aware of HPRP services
  • Recognizes that engagement may require multiple
    contacts and allows for innovative strategies
  • In Indiana, largely the responsibility of each
    Continuum of Care.

Housing Search and Placement
  • Outreach and support to landlords to secure
  • Tenant counseling responsibilities,
    understanding leases
  • Assisting clients locate housing, obtain
    utilities, moving arrangements
  • Representative payee services for rent and

Legal Services
  • Eviction prevention
  • Related services to keep tenants in their homes
  • Cannot assist in resolving mortgage or
    foreclosure issues
  • Not to be used for general debt concerns

Credit Repair
  • No payment of personal financial obligations
  • Skills training in budgeting and money management
  • Support in resolving credit issues

Data Collection
  • Eligible use of HPRP funds
  • Must use HMIS for data collection
  • Eligible costs
  • Purchase of HMIS software/user licenses. IHCDA
    has a 1 fee.
  • Leasing/purchasing computers
  • Data collection, entry and analysis
  • Ineligible
  • Planning and developing HMIS systems
  • Development of new software systems
  • Replacing state/local funding for existing HMIS

Administrative Costs
  • Accounting for use of grant funds
  • Preparing reports for HUD
  • Program audits
  • Similar costs related to administering grant
  • Training specific to learning about HPRP
  • Do not include
  • Costs of issuing financial assistance
  • Providing services
  • Carrying out housing inspections, etc.

HPRP Program Eligibility
  • Any individual/family receiving financial
    assistance must at least have initial
    consultation with case manager
  • Household income cannot exceed 50 AMI
  • All participants must be documented to be
  • Homeless
  • HUD definition streets, shelters, places not
    meant for human habitation
  • People being imminently discharged from
    publically funded institutions (health care,
    foster/youth care programs, corrections)
  • Graduating or timing out of transitional housing
  • Domestic violence victims or
  • At Risk of Homelessness
  • And meet both of following
  • No appropriate subsequent housing options are
  • Household lacks financial resources and support
    networks to obtain immediate housing or remain in
    its existing housing

Two Eligibility Paths
Quarterly Certification
  • Eligibility must be re-certified quarterly for
    all participants receiving financial assistance
  • Income eligibility
  • Continuing need for financial assistance
  • Likelihood of sustaining housing at end of HPRP

Documentation of Homelessness
  • All participants who are eligible for assistance
    because of their homeless status must have
    documentation of status
  • Letterhead from shelter, outreach provider, etc.
  • Documentation from institution that discharge is
  • Outreach team documentation
  • Documentation should indicate that household
    lacks resources or support in community to obtain
    housing without HPRP support

Homeless Prevention Eligibility
  • Risk of homelessness must be documented
  • Responsibility for debt must be established prior
    to HPRP payments
  • Participant must be legal resident of premises
    prior to obtaining short or medium term rental
  • Participant must be responsible for paying rent
    or utility bills
  • Named on lease
  • Named on utility account
  • Evidence (receipts, etc.) that participant has
    paid these bills in the past
  • As part of evidence of risk of homelessness,
    documentation should exist that required payments
    have not been made or participant lacks resources
    to make necessary payment

Determination of Risk of Homelessness
  • Risk of losing housing
  • No housing options identified
  • No financial resources and/or support networks to
    remain in housing or locate other housing
  • Would client become homeless but for this
  • Can be used to assist persons graduating or
    timing out of transitional program to obtain
    permanent housing

Changed homeless definition in HEARTH Act
  • Homeless will also include
  • Imminent risk of homelessness
  • Must leave current housing in the next 14 days
  • No place to go
  • No support network or resources to obtain housing
  • Family or unaccompanied youth is living
  • Defined as homeless under other Federal programs
    (DOE Education for Homeless Youth and Children)
  • Have lived for a long period without living
    independently in permanent housing
  • Have moved frequently
  • Will continue to experience instability because
    of disability, history of domestic violence or
    abuse, or multiple barriers to employment

Assessment must document risk of homelessness
  • Risk factors include
  • Eviction in 2 weeks from private dwelling
  • Discharge in 2 weeks from institution
  • Sudden and significant loss of income
  • Sudden and significant increase in utility costs
  • Mental health and substance abuse issues
  • Severe housing burden
  • Homeless in last 12 months
  • Young head of household
  • Current or past child welfare involvement
  • Pending foreclosure of rental housing
  • Extremely low income
  • High overcrowding

Risk Factors (Cont)
  • History of institutional care (corrections,
    treatment, hospital)
  • Recent traumatic event to household (illness,
  • Credit problems that preclude access to housing
  • Significant medically-related debt

Risk of Homelessness in HEARTH Act
  • Income below 30 of AMI
  • Move frequently for economic reasons
  • Live doubled up
  • Face eviction
  • Live in hotel/motel
  • Live in severely overcrowded housing
  • Exiting an institution

Ineligible Uses of Funds
  • Cannot use HPRP to move a household into
    transitional housing
  • Cannot support transitional housing programs
  • Operating costs for any program are ineligible
  • Prohibited activities and expenditures
  • Construction or rehabilitation
  • Credit cards, consumer debt,
  • Car repair or transportation
  • Food
  • Medical/dental care and medications
  • Pet care
  • Entertainment
  • Work or education materials

Ineligible Activities (Continued)
  • Development of discharge plans from institutions
  • Can provide assistance to persons being
  • Cash assistance to program participants
  • Child care
  • Employment training
  • Clothing/grooming
  • Fees cannot be charged to program participants

Accessing HPRP Assistance Homeless Participants
Homeless Participants Requirements for Housing
Prior to Receiving Rental Assistance
  • Housing must be inspected
  • Prior to assisted household occupying unit
  • Every 12 months
  • Unit must meet HPRP standards or
  • If the participant is not moving to a new unit,
    the current unit does not need to be inspected
    prior to receiving rental assistance.
  • Must be re-inspected if assistance goes over 12
  • State and local building and housing codes should
    be considered when deciding to provide rental
  • Any unit that will house a child under 6 years
    old must be visually assessed for lead based
    paint hazards
  • Documentation of inspection must be maintained
  • A lease must be in place and the program
    participant must be on the lease to receive
    rental assistance

Overview of Lead Based Paint Requirements
  • Exemptions from requirements
  • Any unit constructed after January 1, 1978
  • All 0-BR, Studio units
  • For non-exempt units that will be occupied by
    children 6 and under
  • Visual assessment must be performed by HPRP
  • If deteriorated paint surface is found
  • Paint stabilization must be performed using safe
    work practices
  • Occupant protection
  • Specialized cleaning after hazard reduction
  • If abatement work occurs, unit must be visually
    assessed again to verify that hazard has been
  • Must be re-assessed every 12 months and anytime a
    new household occupies unit

Rent Reasonableness
  • Rental assistance cannot exceed actual rental
  • Must comply with rent reasonableness
  • Cannot exceed rents charged by owner for
    comparable units
  • Must be reasonable when compared to the costs of
    comparable units in the community
  • Location, quality, size, type and age of unit
  • Amenities, services and utilities provided by
  • Go Section8 software will allow easy
    determination of rent reasonableness.

Double Dipping
  • No rental assistance from HPRP if
  • Payments are being received from another federal,
    state or local program for same cost types
  • Rent
  • Security deposits
  • Utility deposits
  • Utility payments
  • Moving cost assistance

Time Limits on Assistance
  • Housing relocation and stabilization (including
    case management) limited to 18 months/program
  • Rental Assistance cannot exceed 18 months
  • Up to 6 months of rent arrearages in 18 month
  • Indiana participants may only receive 12 months
    of rent assistance unless term is extended

Participants must pay rent
  • Use HUD methodology
  • Tenant rent payment can be used to pay utilities
    (up to utility allowance)
  • If tenant rent exceeds utility allowance, balance
    must be paid to landlord
  • If tenant rent is less than utility allowance,
    HPRP can pay balance of utilities (up to
    allowance) directly to utility

Tenant rent payment
  • Every person receiving rental assistance (short
    or medium term) supported by HPRP must pay as
    rent (the higher of)
  • 30 of adjusted income
  • 10 of gross income

Process of determining tenant rent
  • Step 1 Calculate Annual Income including and
    excluding required amounts
  • Step 2 Adjust income for allowable deductions
  • Step 3 Determine which approaches produces the
    highest tenant payment and calculate subsidy

Annual Income Includes
  • All amounts to all family members
  • Anticipated over upcoming year
  • Amounts obtained from assets
  • Regs 24 CFR 5.609

Sources of income to include
  • Wages and salaries
  • Net income from business/profession
  • Interest and dividends
  • Social security, annuities, retirement, pensions
  • Unemployment, workers comp
  • Welfare payments
  • Alimony child support
  • Armed forces pay

Income that is not included by HUD
  • Income from employment of children under 18 years
  • Payments for foster children
  • Lump sum additions (inheritances, insurance,
    capital gains)
  • Funds for medical expense reimbursement
  • Income of live-in aide
  • Student financial aid provided to student
  • Hostile fire pay (armed forces)
  • Amounts received under HUD funded training
  • Temporary, non-recurring, or sporadic income
    (incl. gifts)
  • Reparation payments
  • Earnings over 480 for full-time student 18 or

Income not included (Cont.)
  • Adoption assistance payments over 480/adopted
  • Deferred periodic amounts from SSI/SSD
  • Rebates of property taxes
  • Payments on behalf of developmentally disabled
    family member living at home
  • Food stamps
  • Domestic volunteer service payments (VISTA)
  • LIHEAP payments
  • Earned income tax credit
  • Payments under Job Training Partnership Act
  • Native American/Alaskan Native claim settlement

Income Deductions
  • 24CFR5.611
  • 480/dependent
  • 400/elderly or disabled family member
    (1/household only)
  • Expenses greater than 3 of annual income for
  • Unreimbursed medical expenses
  • Unreimbursed attendant and equipment
  • Reasonable child care to permit family member to
    work or further education

Treatment of Assets
  • Cash value of all assets must exceed 5000 to be
  • Income from assets must be included in annual
    income not assets
  • Greater of actual income or imputed income from
  • Income should be imputed based on passbook rate
    applied to cash value of assets
  • Cash value market value minus cost of
    converting asset to cash

Income Verification
  • Wages and Salaries
  • Pay stubs, earnings statement, W-2 form
  • Signed and dated statement from employer
  • Statement from employer based on phone or
    in-person contact
  • Tips/Self-employment
  • Tax returns
  • Notarized statement from applicant (tip have or
    locate a notary)

Income Verification 2
  • Assistance benefits (TANF, Workers Comp, SS,
    unemployment, etc.)
  • Copy of benefit check
  • Copy of award letter
  • Verification form from agency
  • Child support payments
  • Copy of court records
  • Copy of payment check

Income Verification 3
  • Interest/Dividends
  • Passbook/bank statement
  • Income tax return
  • Assets
  • Passbook/bank statement
  • Tax assessment or appraisal of real property

Income Verification 4
  • Child Care expenses
  • Receipts/cancelled checks
  • Statement from child care agency or babysitter
  • Itemized list signed by applicant
  • Medical expenses
  • Receipts/cancelled checks
  • Statement from physician/hospital

Timeliness in Expending HPRP Funds
  • All Indiana HPRP funds must be expended by
    September 30, 2012 (36 months after grant
  • Participants must be receiving HPRP rental
    assistance by (24 months after grant agreement)
    in order to receive 12 months of assistance.
  • 65 of Indiana HPRP funds (...) must be expended
    within 2 years of grant agreement

  • HUD may reallocate grant funds not expended
    within 24 months all funding will be lost in 36
  • Indiana subgrantees that fail to expend HPRP
    resources on a timely basis may have funds
    reallocated to other subgrantees

Requirements on Termination of Assistance
  • Assistance can be terminated to a program
    participant who violates program requirements
  • Assistance can be resumed to a terminated
  • In order to terminate due process must be
  • Written notice, providing clear statement of
    reasons for termination
  • A review of the decision in which the terminated
    person can present written or oral objections
    before a person other than the one making the
    termination decision
  • Prompt written notice of final decision

Confidentiality Requirements
  • Grantees and subgrantees must develop and
    implement procedures to ensure
  • Confidentiality of records pertaining to any
    individual receiving HPRP assistance
  • The address or location of assisted housing will
    not be made public

Conflict of Interest
  • No employee of subgrantee or person who
    participates in decision-making for subgrantee
    may obtain a personal or financial interest or
    benefit from HPRP assisted activities or have any
    interest in a contract, subcontract or agreement
    with respect to HPRP funds for individual or
    those that the individual has a family or
    business tie.
  • This covers the period of employment and for one
    year post-employment
  • HUD may grant an exception to above
  • Requires opinion of grantees attorney that the
    interest for which the exception is sought would
    not violate state or local law

Equal Participation of Religious Organizations
  • Religious or faith-based organizations can
    participate on an equal footing with any other
  • HPRP resources cannot be used for inherently
    religious activities (worship, religious
    instruction or proselytizing)
  • Participating religious organizations may
    continue to carry out their missions but cannot
    discriminate against participants based on
    religious belief

Resources made Available by IHCDA
  • IHOP
  • Indiana Housing Now
  • Rent Reasonableness Program
  • GoSection8 Software
  • On-line resources
  • FMRS
  • Utility allowances
  • Income/rent calculation worksheets