Housing Choice
Voucher
Housing Choice Voucher
Housing Choice Voucher
Privately Owned Properties
The Housing Choice Voucher program is the federal government’s major program for assisting very low-income families, the elderly, and the disabled to afford decent, safe, and sanitary housing in the private market. Since housing assistance is provided on behalf of the family or individual, participants are able to find their own housing, including single-family homes, townhouses, and apartments. The participant is free to choose any housing that meets the requirements of the program. Housing Choice Vouchers are administered locally by public housing agencies (PHAs). The PHAs receive federal funds from the U.S. Department of Housing and Urban Development (HUD) to administer the voucher program. A family that is issued a Housing Voucher is responsible for finding a suitable housing unit of the family’s choice where the owner agrees to rent under the program. This unit may include the family’s present residence. Rental units must meet minimum standards of health and safety, as determined by the PHA. A housing subsidy is paid to the landlord directly by the PHA on behalf of the participating family. The family then pays the difference between the actual rent charged by the landlord and the amount subsidized by the program.
Housing Choice Voucher
Privately Owned Properties
The Housing Choice Voucher program is the federal government’s major program for assisting very low-income families, the elderly, and the disabled to afford decent, safe, and sanitary housing in the private market. Since housing assistance is provided on behalf of the family or individual, participants are able to find their own housing, including single-family homes, townhouses, and apartments. The participant is free to choose any housing that meets the requirements of the program. Housing Choice Vouchers are administered locally by public housing agencies (PHAs). The PHAs receive federal funds from the U.S. Department of Housing and Urban Development (HUD) to administer the voucher program. A family that is issued a Housing Voucher is responsible for finding a suitable housing unit of the family’s choice where the owner agrees to rent under the program. This unit may include the family’s present residence. Rental units must meet minimum standards of health and safety, as determined by the PHA. A housing subsidy is paid to the landlord directly by the PHA on behalf of the participating family. The family then pays the difference between the actual rent charged by the landlord and the amount subsidized by the program.
For Prospective Residents
How to Apply
HASB has no open Housing Choice Voucher Program Wait Lists.
For applicants who submitted electronic applications during the March 14-16, 2023 opening, the process of certifying the priority preferences has been completed. You will receive emailed notification of whether or not your application was added to the wait list. HASB accepted only the forecasted number of applications that could be processed in a two year period.
If your application was not added to the 2023 waitlist, you are welcome to reapply when the waitlist reopens, likely in late 2024 or early 2025. The reopening will be announced on this website as well as in the South Bend Tribune.
Initial Eligibility
Applicants must meet several criteria to be eligible for assistance
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Income Limits Requirement: The Applicant household or individual must meet income requirements which are published and updated annually by HUD.
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At least one household member must be a United States citizen or an eligible immigrant.
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Each household member must have a Social Security Number or be able to verify that one has been applied for.
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Meet HASB’s criminal background screening criteria.
Check your Application Status
Call volume remains very high. Voicemails requesting Wait List status will NOT be returned. Please use the online option below.
To check your place on our waitlist, please click below. You will need to establish an account. HASB staff is unable to check your place on our waitlist. You MUST use the link below. If you have difficulty with the website, please email support@HMSforWeb.com.
How to Apply
HASB has no open Housing Choice Voucher Program Wait Lists.
For applicants who submitted electronic applications during the March 14-16, 2023 opening, the process of certifying the priority preferences has been completed. You will receive emailed notification of whether or not your application was added to the wait list. HASB accepted only the forecasted number of applications that could be processed in a two year period.
If your application was not added to the 2023 waitlist, you are welcome to reapply when the waitlist reopens, likely in late 2024 or early 2025. The reopening will be announced on this website as well as in the South Bend Tribune.
Initial Eligibility
Applicants must meet several criteria to be eligible for assistance
-
Income Limits Requirement: The Applicant household or individual must meet income requirements which are published and updated annually by HUD.
-
At least one household member must be a United States citizen or an eligible immigrant.
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Each household member must have a Social Security Number or be able to verify that one has been applied for.
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Meet HASB’s criminal background screening criteria.
Check your
Application Status
Call volume remains very high. Voicemails requesting Wait List status will NOT be returned. Please use the online option below.
To check your place on our waitlist, please click below. You will need to establish an account. HASB staff is unable to check your place on our waitlist. You MUST use the link below. If you have difficulty with the website, please email support@HMSforWeb.com.
Application Processing
Once the briefing has been completed, HASB intake staff will process the application file. Failure to provide ALL verification documents required at the time of briefing will result in your file being returned to the waitlist. If returned to the waitlist, you will have one more opportunity to attend a voucher briefing when your file is selected again for processing.
Applications will be processed in the order received. If you have completed the briefing and your application is in process, your information will NOT be viewable in our waitlist tool as your status is “eligibility pending.”
Once an application is ready for eligibility approval, you will receive a written notification to come in to pick up your Voucher Packet. If an application is ready for denial, you will receive written notification of the eligibility determination.
Prospective Residents Forms
Completion Of Voucher Briefing
All Applicant household members 18 years of age and older must complete a Voucher Briefing, which includes:
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Completion of the Application
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HUD required form completion
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Verification document submission
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Program overview including family, landlord, and HASB obligations
What Kind of Documents Will I Need?
- Copies of the front and back of Picture IDs for each person 18 or older in the household;
- Copies of birth certificates and Social Security cards for each member of the household;
- Copy of marriage license if currently married; divorce papers if recently divorced;
Verification of ALL income, including self-employment - Wages – 30-Days of current consecutive pay stubs
- Self-Employment – Tax documents or Profit/Loss Statement
- Monetary Contributions – Written statement from person providing funds including how much provided and how often funds are provided
- Social Security – Award Letter
- SNAP and/or TANF eligibility printout showing monthly benefit amount
- Child Support printout – Needed for ALL households with children under 18. Need a payment history report OR a No Case letter
- Unemployment – Weekly benefit statement OR statement of No Case if not working
- Current Bank Statement(s);
- If not currently living in St Joseph County Indiana, original certified background check (current month);
- If not currently living and/or receiving mail in South Bend, IN, residency verification for the date of your prescreening application.
PLEASE NOTE: The HASB staff will NOT make copies of your documents for you. You must bring copies that you can leave with the HASB at the time of your briefing.
Prospective Residents FAQ
Your financial help for a place to live is based on all the things you report in your application.
Be completely honest in every part of your application.
If any of your circumstances change (including the amount of household income or expenses or information related to the people in your household), update your application right away. It’s easy to do using the Program Update form.
When your application gets near the top of the waiting list, you will be required to show proof of everything you reported.
Application Process
You may only apply online when the waitlist is open. The announcement of the opening of the waitlist will occur on this website, in the South Bend Tribune, and through community outreach.
Use the Program Update Sheet (download on Documents & Forms page or available in our Administrative Building’s lobby).
No. You are required to provide this information when you get to the top of the waiting list, but not before. Please wait to provide documentation until HASB contacts you by mail notifying you that you have reached the top of the waiting list.
You will be able to create an account and log in to our applicant portal to view your spot on the waitlist. Do not contact Hin to ASB for this information, it will not be provided. It is available via the website.
It is your responsibility to notify HASB about any changes to your contact information and household members. You are required to report changes to HASB via the Program Update Sheet within 10 days of a change in your mailing address and/or phone number.
If any mail sent to you by HASB is returned (even with a forwarding address), it will not be resent, and your application will be removed from the waiting list.
HASB will contact you by mail occasionally to confirm your continued interest in the housing choice voucher program. If we do not receive a response by the deadline on the letter, your application will be removed from the waiting list.
There is no estimated date for reopening the Housing Choice Voucher waiting list. Check our website for updates. HASB will announce in advance when new applications can be made.
Yes. Every housing authority maintains its own waiting lists. Mishawaka Housing Authority and St Joseph County Housing Authority are the other housing authorities in St. Joseph County, Indiana.
Waiting List
The wait for a Housing Choice Voucher can be up to 10 years from the date of application.
Check your application date and status on our website above. You must create an account. Do not contact HASB staff to ask about your position on the waitlist. It will not be provided. You must use the online tool.
It is up to you to notify HASB about any changes to your contact information, household members, or financial circumstances. Notify HASB within 10 days of the change by using our Program Update Sheet.
If any mail sent to you by HASB is returned (even with a forwarding address), it will not be resent, and your application will be removed from the waiting list.
Follow the directions in the letter. If the letter states a response must be received by a certain date, you must respond by that date. If we do not receive your response by the deadline, your application will be removed from the waitlist.
Yes. HASB screens all applicants for criminal history. If an applicant’s criminal background indicates they may not be a suitable resident, their application for housing assistance may be denied.
You will receive notification in the mail to attend an in-person briefing to complete the application, required forms, turn in your verification documents, and receive information regarding the HCV Program.
You will be contacted to attend a meeting to receive your voucher.
Special Circumstances
St Joseph County libraries have computers for public use. If possible, ask to use the computer of a friend, family member or case manager from an agency you currently work with so you can complete the application process.
Please contact Indiana 2-1-1 for emergency housing referrals.
HASB has two preferences at this time. Preference is given to those that meet HUD’s definition of homeless and to those who live in the City of South Bend at the time of the application.
No. Our Housing Choice Voucher waiting list moves according to the date of your application. You will be issued a voucher, if eligible, when your name reaches the top of the waiting list.
You do not need to be a United States citizen to apply for housing, but at least one household member must be a citizen or have eligible immigration status to receive housing help.
All voucher extension requests must be made in writing. Please provide a written request with the “unforeseeable circumstance” details and supporting documentation for consideration. This should be addressed to your HCV Specialist. An extension is NOT guaranteed and will only be granted for those requests that are due to unforeseeable circumstances or as a reasonable accommodation for persons with disabilities in line with the HASB Administrative Plan.
Program Details and Differences
Yes. You can apply for all housing programs for which your household is eligible.
Yes. HASB inspects every home where people receiving housing assistance live to make sure it meets the Housing Quality Standards.
Yes, after the initial 12-month lease. Housing Choice Vouchers can be used anywhere in the United States. If you have a Housing Choice Voucher and want to move out of the HASB jurisdiction, contact your current Housing Specialist to learn how. Start the process a few months before you want to move.
For the Housing Choice Voucher program, it is up to individual landlords to make decisions regarding pets.
After You Move In
You will pay approximately 30% of your household income towards rent.
Maybe. Your landlord will explain their security deposit requirements before you sign a lease.
Your landlord will explain which utilities they pay and which utilities you will be responsible to pay.
You will be required to show that you remain eligible for housing assistance every year by completing an annual recertification and providing updated documentation that shows your income and assets.
Additional Rental Assistance Resources
rentalassist@realservices.org or 574-284-2061 M – F 8AM – 4:30PM to apply
For Current Residents
Continued Eligibility
HASB may review a household’s eligibility for continued participation in its programs through processes called “interim reexaminations” or “annual reexaminations.” During the recertification process, HASB does one or more of the following activities to confirm that the participant continues to meet HASB eligibility requirements.
– Income review, verification, and calculation
– Determination of program requirement compliance status
– Confirmation of household composition to determine the appropriate voucher size
– Recalculation of income and deductions to determine the Total Tenant Payment (TTP)
– Review adherence to HASB’s Family Obligations
Reexamination cycles occur annually and after reported changes occur.
Phone/In Person Contact
Our HCV Specialists will be available from 8-4:30 EST Monday – Thursday. Appointments must be scheduled in advance at this time.
To turn in documents, please place them in an envelope to your Housing Specialist’s attention and place in the HCV/Section 8 Drop Box in our lobby.
Continued Eligibility
HASB may review a household’s eligibility for continued participation in its programs through processes called “interim reexaminations” or “annual reexaminations.” During the recertification process, HASB does one or more of the following activities to confirm that the participant continues to meet HASB eligibility requirements.
– Income review, verification, and calculation
– Determination of program requirement compliance status
– Confirmation of household composition to determine the appropriate voucher size
– Recalculation of income and deductions to determine the Total Tenant Payment (TTP)
– Review adherence to HASB’s Family Obligations
Reexamination cycles occur annually and after reported changes occur.
Phone/In Person Contact
Our HCV Specialists will be available from 8-4:30 EST Monday – Thursday. Appointments must be scheduled in advance at this time.
To turn in documents, please place them in an envelope to your Housing Specialist’s attention and place in the HCV/Section 8 Drop Box in our lobby.
Forms
Forms
Moving
You may move to a new unit with continued assistance in any of the following circumstances:
– The lease gives the family the right to terminate the lease on notice to the owner, and the family has given a notice of termination to the owner in accordance with the lease. If the family does terminate the lease on notice to the owner, the family must give HASB a copy of the notice at the same time.
– The family has complied with all other obligations of the HCV Program and has moved out of the assisted dwelling unit in order to protect the health or safety of an individual who is or has been a victim of domestic violence, dating violence, or stalking and who reasonably believed he or she was imminently threatened by harm from further violence if he or she remained in the assisted dwelling unit.
– The lease for the family’s unit has been terminated by mutual agreement of the owner and the family. If the family and the owner mutually agree to terminate the lease for the family’s unit, the family must give the HASB a copy of the termination agreement.
– The owner has given the family a notice to vacate, has commenced an action to evict the family, or has obtained a court judgment or other process allowing the owner to evict the family. The family must give HASB a copy of any owner eviction notice.
– HASB has terminated the assisted lease for the family’s unit for the owner’s breach.
– HASB determines that the family’s current unit does not meet the Housing Quality Standards space standards because of an increase in family size or a change in family composition. In such cases, HASB will issue the family a new voucher, and the family must find an acceptable unit.
If you wish to move to a new unit, you must notify HASB and the owner before moving out of the old unit or terminating the lease on notice to the owner.
You must notify HASB of your intent to move by completing the Transfer Request form and returning it to your Housing Choice Voucher Specialist. Your Specialist will review your Request to Transfer and approve or disapprove of your elective move.
Portability
An eligible household that has been issued a Housing Choice Voucher may use that voucher to lease a unit anywhere in the United States where there is a housing agency operating a Housing Choice Voucher program. This feature of the program is referred to as portability. (Note: HASB requires new applicants to use their vouchers in HASB’s jurisdiction during the first year of program participation. To promote stability and quality of life, Participants and their households must remain in their current unit for a minimum of 12 months to be eligible for an elective move). Your Request to Transfer must be approved by your Housing Specialist prior to the elective move.
To be considered eligible to port into HASB’s jurisdiction, Port Applicants must:
– Meet all HASB eligibility requirements;
– Receive approval from the Initial Public Housing Authority;
– Ensure that a complete inbound Port Package is received from the Initial PHA;
– Meet the HASB program requirements as applicable
If any of the above requirements are not met, HASB will return the port package to the initial PHA, and no further processing will occur. Please note: Effective 3/1/2024, the HASB is billing for port-in families.
Outbound Ports are households that request to move to a property located outside of HASB’s jurisdiction. Participants are not eligible to port out before their annual recertification date.
To be considered eligible to port out of HASB’s jurisdiction, the Participant must:
– Have met all terms and conditions of the rental lease agreement and have continuously complied with all household obligations under the HCV program
– Submit a Request for Transfer form
– Provide updated income verifications
– Provide a letter of good standing from the current landlord
Documents must be turned in to your Housing Choice Voucher Specialist for review and consideration.
All Portability Packages, 58/65s, and Inquiries should be emailed to Portability@SBHAonline.com. Thank you!
FAQ
Your financial help for a place to live is based on all the things you reported in your application.
It is very important that you get to know the requirements of the Housing Choice Voucher Program. The briefing packet provided when you first received assistance has important detailed information.
The Voucher Holder FAQs answer questions with up-to-date information about your rights, responsibilities, and opportunities while receiving financial support through HASB.
Learn more about how to keep your financial assistance and stay in your home.
Following the rules of your lease
Updating HASB about all household and income changes
Using our published forms to report new information
Rent and Utilities
How much rent does HASB pay? What is the “payment standard”?
HASB’s voucher payment standards set the maximum amount the agency will pay each month to help a voucher holder with rent. HASB’s payment standards are based on current average market rents for the area and the number of bedrooms in the unit. You will receive a notice that states your portion of the rent. Current participants may contact their Housing Choice Voucher Specialist for more information.
Please refer to your lease, and, if you have any further questions, please contact a Housing Specialist.
Reasonable Accommodation
I have a disability and need an accommodation to fully participate in the housing program. What do I do?
Please review our reasonable accommodation information. You may also contact your Housing Specialist to discuss your needs.
Reporting Changes
You must immediately notify HASB, in writing, when there is any change to your household income or assets, or adjustments to income, or when there is a change in the number of people living in your household. This must be reported within 10 days of the change.
Download the form you need from the Forms and Documents page. Paper forms are located in the lobby of our Administration Building.
Fill out the form and return it to HASB. If you report an income change or a new household member, your Housing Specialist will require additional documentation.
Once your verifications for the change are received, if eligible, the change will be made. This process may take approximately 30 days. Please contact your Housing Specialist if it has been more than 30 days and you have not received notice of the change being processed.
Once your verifications have been provided, we will calculate the change in rent amount for which you are eligible. Once this is done, you will receive a written notification in the mail with your new rent portion and when it begins. This process may take approximately 30 days. Please contact your Housing Specialist if it has been more than 30 days and you have not received notice of the change being processed.
There are two steps to add someone to your household.
1. Complete a Request to Add/Remove a Member of the Household form and submit it to HASB. All adults must pass HASB’s screening criteria before they move in.
2. Turn in all verifications requested by the HASB in order to determine continued eligibility.
If you have questions, please contact your Housing Specialist.
If your guest visits more than fourteen (14) days and/or nights in a forty-five (45) day period (whether they visit multiple times or all at once) without prior written approval by HASB, you can be considered allowing an unauthorized occupant.
Please contact your Housing Specialist to discuss your moving options. You will be asked to provide documentation of your situation.
Moving
Notice must be received by HASB no less than 30 days before the end of the month you want to vacate (example: if you want to move 9/30, give written notice by 9/1 stating you are moving out 9/30).
No, we do not, but you may want to call 2-1-1 to see if there are community resources that can assist you.
Please contact your Housing Specialist to discuss your moving options. You will be asked to provide documentation of your situation.
Domestic Violence
Call 9-1-1 if you are in an emergency situation. Call The Family Justice Center 24-hour Crisis Line at 574-289-HELP (4357). They will be able to assist you with confidential assessments and direct referrals to community resources. You may also contact the National Domestic Violence Hotline at 800-799-7233.
Please contact a Housing Specialist. You will be asked to fill out a certification form.
For Housing Providers
Inspections
Inspections are conducted at least bi-annually. In order to continue receiving assistance through the HCV Program, participants must allow a Housing Quality Standards (HQS) inspection to take place. Inspections are also conducted any time the family moves units. Questions regarding the inspection process can be directed to the HCV Inspector.
Common Reasons Units Fail HQS Inspections:
•Smoke alarms are missing or not functioning.
•Infestation.
•Required ground fault interrupters not present.
•Outlet covers are missing or broken.
•Windows are broken, or locks are missing.
•Secure railings are absent around a porch or balcony that is 30” or more above the ground.
Phone number to contact Inspection Department (574-968-0226).
Types of Inspections
New Move (Initial) Inspection:
An initial inspection is scheduled after a signed RFTA (Request for Tenancy Approval) packet is received. The Inspection Department will contact the Property Owner to schedule the inspection. If the Property Owner is unable to schedule the appointment after two attempts have been made by the Inspection Department, the RFTA will be cancelled, and the participant will receive new moving papers. The initial inspection can only be scheduled between the Landlord and HASB, but tenants are welcome to attend the inspection.
HASB notifies Landlords of any deficiencies within 24-48 hours after the initial inspection. The Landlord must address the issues, and contact HASB within 10 business days from the date of the failed inspection to schedule a re-inspection. If a re-inspection is not scheduled within the allotted time, the process will terminate, and HASB will issue participant new moving papers.
Re-Inspections:
HASB conducts re-inspections to ensure HQS repairs have been done. The Landlord must notify HASB of repairs that have been completed when the repairs are the Landlord’s responsibility. HAP will be withheld if repairs and re-inspection have not been completed within 10 business days. If repairs are the responsibility of the participant, and are not completed during allotted time, HASB will begin the termination process. If the unit is not accessible to HASB in order to perform the re-inspection, it will be considered a violation of the Family Obligations and the termination process will begin. The Landlord or landlord representative must always participate in re-inspections.
If additional re-inspections are needed, the Landlord is required to pay a $50 re-inspection fee to HASB. This may be done via check or money order to the HASB. Payment may be delivered or mailed to our Administrative Offices. Payment must be received prior to the rescheduling of inspection. PLEASE NOTE: Please put property address in the memo line so the payment is correctly attributed to your property.
Annual Inspections:
HASB will notify the participant of the annual inspection appointment. An adult household member must be present during the annual inspection. If an adult cannot be present during the inspection, the participant can reschedule the inspection for up to seven days from the original appointment. HASB will automatically schedule a new appointment if an adult member of the household fails to attend the scheduled or rescheduled appointment. If an adult representative of the household, approved by HASB fails to attend two scheduled inspections the participant family will be considered to be in violation of the Family Obligations and the termination process will begin.
If the unit fails an inspection, the Landlord and/or participant must make the necessary repairs within 10 business days. If the necessary repairs are not done within the time allotted, and the Landlord is responsible for the repairs, the Housing Assistance Payment will be withheld until the unit passes inspection. If the participant is responsible for the repairs, HASB will begin the termination process. (Note: For failed inspections due to utilities turned off, participants have 24 hours to show proof of reinstatement
Complaint Inspections:
Complaint inspections will be scheduled according to the Inspection Department’s availability, and the urgency of the complaint. HASB encourages Landlords to be present during a complaint inspection.
Housing Providers FAQ
When you rent to a Housing Choice Voucher Holder, follow the same basic process you follow for all your tenants – with HASB’s involvement at several points along the way.
It’s important that you understand HASB’s responsibilities and requirements, your responsibilities, and the tenant’s responsibilities.
The FAQs for Landlords answers questions that might come up at different stages of your relationship with HASB and your Housing Choice Voucher Holder tenants.
– Leasing process
– Rent and utility payments
– Ongoing requirements
– Changes in a lease or rent amount
We welcome your questions! Call your tenant’s Housing Specialist or our general information line if you need further clarification.
What’s the Same. What’s Different.
Renting to Voucher Holders is the same as renting to other tenants in many ways. The landlord performs background checks, can request a deposit, and determines what’s in the lease. Review these questions and answers to learn about the similarities and some important differences.
No. Landlords have the responsibility to screen prospective tenants, check references, and take all steps necessary to ensure that prospective tenants meet acceptable rental standards. However, HASB can provide prospective landlords with names of current and previous landlords and the tenant’s current addresses (if known).
No. HASB expects landlords to provide a fully executed lease signed by both the tenant and the landlord. The terms of that lease are left to the landlord to negotiate with their tenant. HASB requires that the terms of the lease follow all Indiana State Landlord Tenant Act laws. HUD has a lease addendum that must be a part of any HUD subsidized lease. This Lease Addendum clarifies the relationships that HASB has with both the tenant and the landlord.
A new lease, and subsequently, a new Housing Assistance Payment (HAP) contract, is required any time lease terms, including utility obligations, change. If the ONLY piece of the agreement changing is the contract rent amount, a new lease/HAP Contract is not required. Rent increase requests must be submitted to the HASB at least 60-days prior to the start date of the proposed increase. Please submit documents to landlords@sbhaonline.com.
Yes. The landlord decides what amount needs to be collected. However, the amount collected cannot be more than the amounts charged to tenants residing in any unassisted units managed by the landlord.
Yes, however, the amount collected cannot be more than advanced amounts collected from tenants residing in unassisted units from the same management team.
Establishing the rent is basically the landlord’s responsibility. However, HASB is required by HUD to determine three things before approving a lease. First, landlords cannot charge a higher rent for the home being assisted than they charge for a similar unassisted home they manage. Second, the rent must be reasonable in comparison with similar homes in the South Bend jurisdiction. Third, only at initial lease up, the rent on the unit must be at or below the family’s maximum allowable rent cap.
Landlords must follow all Indiana laws. Landlords are required to send copies of notices to the Housing Specialist at HASB. These notices ensure that the landlord has followed the proper procedures that lead up to the eviction process. Notices include warning notices, notices to pay or vacate, etc. All documentation should be submitted to landlords@sbhaonline.com.
The landlord must give the tenant and HASB a 60-day written notice of the proposed new lease terms. If HASB and the tenant agree to the terms, the landlord must generate a new lease incorporating the changes. Should HASB not accept the proposed changes, the landlord may terminate the lease. Please send all documentation to landlords@sbhaonline.com.
When increasing rent, landlords must give HASB at least a 60-day written notice and tenants at least 30-day written notice of the intent to increase rent.
To request a rent increase, the landlord will complete the Rent Increase Request form, attach an advance copy of the 30-day notice to the tenant of rent increase, and email or mail it to HASB or email to landlords@sbhaonline.com.
All rent increases are effective on the first of the month for which the rent increase has been approved.
Yes. HASB is required by HUD to review the tenant’s income and household circumstances annually, and to inspect the tenant’s unit for HQS (Housing Quality Standards) at least once every two years. If the HQS inspection fails, the landlord will be sent a letter that explains what must be fixed and when HASB will be out to re-inspect the unit. If the landlord has questions about the inspection process, they should contact the Inspection department at (574) 968-0226.
At admission to the HCV program, HASB meets with each HCV Participant and conducts a briefing session that emphasizes and educates participants on the importance of being a good tenant. HASB outlines the tenants’ responsibilities and the obligations to treat the rental home as if it were their own. HASB performs initial inspections as well as follow up inspections at least once every two years to ensure that the unit meets Housing Quality Standards. Landlords should not rely on the housing authority inspections as their primary inspections. Successful landlords inspect their units at a minimum of once per year.
Landlords should set their rents at a rate they feel is fair for the current market. At the time of the unit inspection, HASB will also be performing a “Rent Reasonableness” review and determination. We are required to ensure that rents charged by owners to Housing Choice Voucher (HCV) program participants are reasonable as compared to rents for similar unassisted units in the marketplace. Ensuring rent reasonableness is very important for effective program operations. If HASB approves rents that are too high, government funds are wasted, and limited housing subsidies are squandered. Alternatively, if rents are approved at levels lower than comparable units in the private market, better owners and higher quality units are discouraged from participating in the program.
Getting Started
Once you have approved a Housing Choice Voucher Holder as a tenant, these answers will help you complete the leasing process.
The prospective tenant will give the landlord a Request for Tenancy Approval (RFTA) form to complete and return to HASB. The landlord will complete the Landlord section of the RFTA, the Disclosure of Lead-based Paint form, and the W-9. The landlord or participant will submit all completed and signed forms to HASB. HASB will contact the landlord, or tenant if they are already living in the unit, to schedule an inspection.
It is important for the landlord to fill out the RFTA completely, especially the utility section describing who pays for which utilities because this section of the RFTA is used for calculating the approved rental amount based on the type of utilities for that unit.
After the unit passes inspection and rent reasonableness, the landlord and tenant sign the lease and submit to HASB. HASB will then prepare the HAP contract for execution by the landlord.
Documents can be submitted to HASB in different ways:
– Fax to: 574-544-5165
– Email to the landlords@sbhaonline.com
– Drop off documents or mail documents to HASB at 501 Alonzo Watson Drive, South Bend, IN 46601
The HASB inspector is responsible only for the enforcement of the HQS. HASB inspectors do not inspect for any other federal, state, or local requirements, and do not, except in the case of an immediate hazard, report the results of the inspection to any other agency.
The HASB inspector will walk through the property and premises to ensure compliance with HQS standards.
Yes. By performing a move in and move out inspection, landlords are documenting the condition of the unit at move in and move out. The landlord must insist that the participant sign the documents at move in to certify that the unit was in good condition at move in. At move out, if the unit is damaged, the landlord can obtain a court documented claim. Should the landlord receive a court order, HASB will require the HCV participant to be in a payback agreement with the landlord. Failure to comply or to enter into a payback agreement would result in the participant/tenant losing their voucher.
HASB generally inspects the unit within 10 business days after receiving the RFTA. The average is 3-5 business days.
Once the unit is approved, the HCV participant is free to move in. HASB payment runs are at the first of the month. HASB will not release the first check before the landlord and tenant return a signed HAP (Housing Assistance Payment) contract and lease. The landlord may not receive their first check immediately and may have to wait for the next check run. After the first payment, HAP payments will be made at the beginning of every month.
HASB pays landlords via electronic funds transfer / direct deposit into your checking or savings account OR you may elect to have a paper check mailed to you via USPS. We encourage Landlords to use direct deposit to receive monthly HAP checks. Please complete our direct deposit authorization form to set up this feature. HASB will send the HAP (Housing Assistance Payment) Contract and release the first payment to you with the next check run after receiving the final lease documents. Once enrolled, you may visit www.assistancecheck.com to view payment details and inspection details.
New Move (Initial) Inspection:
An initial inspection is scheduled after a signed RFTA (Request for Tenancy Approval) packet is received. The Inspection Department will contact the Property Owner to schedule the inspection. If the Property Owner is unable to schedule the appointment after two attempts have been made by the Inspection Department, the RFTA will be cancelled, and the participant will receive new moving papers. The initial inspection can only be scheduled between the Landlord and HASB, but tenants are welcome to attend the inspection.
HASB notifies Landlords of any deficiencies within 24-48 hours after the initial inspection. The Landlord must address the issues, and contact HASB within 10 business days from the date of the failed inspection to schedule a re-inspection. If a re-inspection is not scheduled within the allotted time, the process will terminate, and HASB will issue participant new moving papers.
Re-Inspections:
HASB conducts re-inspections to ensure HQS repairs have been done. The Landlord must notify HASB of repairs that have been completed when the repairs are the Landlord’s responsibility. HAP will be withheld if repairs and re-inspection have not been completed within 10 business days. If repairs are the responsibility of the participant, and are not completed during allotted time, HASB will begin the termination process. If the unit is not accessible to HASB in order to perform the re-inspection, it will be considered a violation of the Family Obligations and the termination process will begin. The Landlord or landlord representative must always participate in re-inspections.
If additional re-inspections are needed, the Landlord is required to pay a $50 re-inspection fee to HASB. This may be done via check or money order to the HASB. Payment may be delivered or mailed to our Administrative Offices. Payment must be received prior to the rescheduling of inspection. PLEASE NOTE: Please put property address in the memo line so the payment is correctly attributed to your property.
Annual Inspections:
HASB will notify the participant of the annual inspection appointment. An adult household member must be present during the annual inspection. If an adult cannot be present during the inspection, the participant can reschedule the inspection for up to seven days from the original appointment. HASB will automatically schedule a new appointment if an adult member of the household fails to attend the scheduled or rescheduled appointment. If an adult representative of the household, approved by HASB fails to attend two scheduled inspections the participant family will be considered to be in violation of the Family Obligations and the termination process will begin.
If the unit fails an inspection, the Landlord and/or participant must make the necessary repairs within 10 business days. If the necessary repairs are not done within the time allotted, and the Landlord is responsible for the repairs, the Housing Assistance Payment will be withheld until the unit passes inspection. If the participant is responsible for the repairs, HASB will begin the termination process. (Note: For failed inspections due to utilities turned off, participants have 24 hours to show proof of reinstatement
Complaint Inspections:
Complaint inspections will be scheduled according to the Inspection Department’s availability, and the urgency of the complaint. HASB encourages Landlords to be present during a complaint inspection.
Directory
Lori Wallace
Director of HCV Program
Tiffaney Murphy
Deputy Director
HCV Program
Katherine Bailey
FSS Coordinator
Silvia Gonzales
Customer Service &
Tenant Integrity Lead
Natasha Anderson
Special Programs Analyst
Ashley Morrison
Housing Specialist
Last Names C, D, E
Marc Mays
Housing Specialist Team Lead
Last Names A, B, I, F
Voella Thomas
Housing Specialist Team Lead
Last Names G, Q, S
Kirin Moler
Housing Specialist
Last Names J, L, N
Housing Specialist
Last Names P, W
Katrisa Kelley
Housing Specialist
Last Names H, K, O, U, V, X, Y, Z
Tasha Thompson
Intake Specialist
Kaylee Lashbrook
Housing Specialist
Last Names M, R
Priscilla O’Dala
Housing Specialist
Last Name T
