SECTION 8/SHELTER PLUS CARE
ANNUAL RECERTIFICATION PROCEDURE
Forms needed to complete an annual recertification
SHHP Authorization to Release Information
HUD Authorization for Release of Information/Privacy Act Statement
Verification of Disability form – or other third party verification (not required for SSI/SSDI)
*Income Verification Forms – or other third party verification
*SHHP Verification Tracking Form
*SHHP Family Report 50058/S+C Housing Worksheet
*Family Reporting Form
*MEID/Shared Housing Worksheets (if applicable)
*Utility Allowance Schedule
Request for Tenancy Approval – complete when there is a rent increase
Certification of Rent Reasonableness – complete when there is a rent increase
*HAP & Tenancy Addendum – complete when a new lease is executed
Statement of Understanding
Forms/Letters used for Late Recertifications
*120 Day letter (template provided by SHHP)
*90 Day letter (template provided by SHHP)
*60 Day letter (template provided by SHHP)
30 Day letter (completed by SHHP)
Termination letter (completed by SHHP)
*Forms that must be sent to SHHP
STEPS IN THE PROCESS
1. SHHP will send notice to the tenant at 120 days that it is time for the recertification
process to begin.
2. The residential coordinator will send the standard “120 Day” letter to the tenant to inform
them of the annual recertification process and request documentation.
3. Contact the landlord to inform them of the annual recertification. Landlords must request
a rental increase in writing 60 days prior to the effective date.
4. The landlord must complete the Request for Tenancy Approval and the residential
coordinator must complete the Rent Reasonableness form for rent increases.
5. All adult family members must sign all applicable forms including releases and
6. Income of all family members must be third party verified. Examples of verification are:
TASS, DOLE, employment verifications and other forms of third party verification.
7. Financial data for all assets must be verified to calculate or impute asset income.
8. Verify all income deductions using third party verifications. Medical deductions may
only be given for actual out-of-pocket expenses. Outstanding bills may be counted if a
payment plan is in place and the tenant is currently making monthly payments. Childcare
deductions may only be taken if the care is not subsidized by another party, and is
necessary for the family to work or search for work and the child is 12 or under.
9. Complete the SHHP 50058 Family Report/S+C Housing Worksheet.
10. If a new lease is being executed, you must obtain a copy of the landlord’s lease for your
file. The landlord must also sign the HAP contract. The contract should be sent to SHHP
for signature. You will receive a signed copy from SHHP that will need to be forwarded
to the landlord. Keep a copy for your files as well.
11. If there is any requested documentation missing from the file, send the “Missing
Documents Letter” to the tenant instructing them to provide the missing documentation
12. If the tenant does not respond to the 120-day request, send another letter 90 days prior to
the recertification date requesting they contact their residential coordinator.
13. If the tenant does not respond to the second request, send another letter 60 days prior to
the recertification date requesting they contact their residential coordinator. This letter
should be sent certified.
14. If the tenant does not respond to the third request, contact SHHP representative. Send
copies of the 120-day, 90-day, and 60-day letters to SHHP representative. Include a
timeline and all other documentation related to the late recertification.
15. SHHP will send a letter to the tenant 30 days from the effective date explaining that
payments to the landlord will stop the following month. The landlord and the residential
coordinator will receive a copy of this letter.
16. If the tenant does not respond to the final request within 15 days, SHHP will send a