Pennsylvania Housing Finance Agency (PHFA) was awarded the Performance Based Contract Administration contract for the Commonwealth of Pennsylvania effective December 1, 2000. Currently, PHFA administers 536 contracts under this HUD initiative.
PHFA has partnered with Pennsylvania Multifamily Asset Managers (PMAM). PMAM handles the asset management responsibilities of the contract and PHFA assumes all TRACS related responsibilities.
On January 28, 2009, Peggy Snyder sent a memo to the TRACS contacts of all PBCA properties regarding the conversion of TRACSMail to iMAX. Please see the PDF documents listed below for more information.
Violence Against Women Act (VAWA)
Please read the attached notice and make sure you are properly implementing this guidance at your property. Updates should be implemented immediately to the HUD Lease, Tenant Selection Plan and House Rules.
Please note: the last page of this Notice includes a HUD-approved Lease Addendum for your use.
Enterprise Income Verification (EIV)
The EIV system serves as a tool under HUD's Rental Housing Integrity Improvement Project (RHIIP) initiative to eliminate improper payments and ensure that the right benefits go to the right person. The use of EIV will improve the accuracy of rent and income calculations and reduce improper payments caused by unreported and underreported family household income. The data included in EIV includes Social Security benefits, Supplemental Security Income benefits, Dual Entitlement Benefits, Medicare Premium information, Wage information for federal and non-federal employees and Unemployment Compensation benefits. EIV is expected to become mandatory for Owners and Agents on September 30, 2009.
For more information on the EIV system and instructions for obtaining access to EIV, please visit the links below.
Coordinator Access Authorization Form (CAAF).
Guidance on "Reasonable Modifications"
Guidance to help housing providers better understand their obligations to
assist tenants under the Fair Housing Act was recently released by HUD and
the Department of Justice. This guidance can be found at the link that follows.
Then, select the first topic under "Highlights" in the center of the page.
Updated HUD Forms:
- HUD Form 9887A Notice and Consent for the Release of Information to HUD and Public Housing has been updated. Please check your files to make sure you have the current version.
- Student Eligibility Rule
Please review the Tenant Selection Plan (TSP) and make sure the entire rule is incorporated into the TSP as amended by Public Law 109-249.
PDF Links:
To view any of the topics on the left, select the link to display the information in a new window.
HAP Payment Notification:
All properties are electronically notified by e-mail as HAP payments
are transferred into each bank account. If you do not receive notification
each month that your HAP payment was wired to your account, please
contact Olga Mercado.
Rent Comparability Study
Please remember, if your property’s RCS (rent comparability study) is five years old, you must have a new one completed. This should be completed for submission with your renewal package.
Acceptable Methods of Verification
Third party verifications
- Written – the preferred method of verification – Written verifications are sent via mail and should not be hand carried by the applicant or tenant.
- Oral – When the third party does not respond to the written verification request, oral verification may be accepted. Proper documentation must be shown.
- Electronic – Facsimile, E–mail, Internet – Adequate effort must be made to ensure that the sender is a valid third-party source.
Review of Documents
If a third party verification is not possible, is delayed over two weeks, or is contingent upon a fee, a review of documents may be acceptable. Copies must be placed in the tenant’s file.
Family Certification
When the information cannot be verified by any other acceptable form of verification, owners may accept a tenant’s notarized statement.
Reminders:
As a reminder, PHFA receives payment from HUD on the first business day of the month. Transfers into your bank accounts will be processed by the second or third business day of each month.
Whenever there is a change in your financial institution, such as a change of banks or bank merger, please forward a new Direct Deposit Form 1199A to:
Pennsylvania Housing Finance Agency
Attention: Olga Mercado
211 North Front Street
Harrisburg, Pennsylvania 17101
PO Box 8029
Harrisburg, Pennsylvania 17105-8029
Please send all monthly HAP vouchers, MAT 30 records, special claims, and MAT 15 address records to:
Pennsylvania Housing Finance Agency
Housing Management, 6th Floor
211 North Front Street
Harrisburg, Pennsylvania 17101
Fax: 717.780.1875
Address rent adjustment requests, HAP contract renewal requests, and tenant inquiries / health and safety issues to:
PMAM
7700 Old Georgetown Road
Suite 688
Bethesda, Maryland 20814
www.pamam.net
Forward all Reserve for Replacement Requests and Residual Receipts Requests to:
PHILADELPHIA
HUD – Philadelphia
The Wanamaker Building
100 Penn Square
Philadelphia, Pennsylvania 19107-3380
PITTSBURGH
HUD – Pittsburgh
339 Sixth Avenue
Pittsburgh, Pennsylvania 15222-2515
