HCV Landlords

1. SMHO will determine eligibility of an applicant household after their application has been reviewed and an interview has been conducted. All applicant screening is based on HUD regulations. All household members applying for the Program (eighteen years of age and over) must meet established SMHO criteria on criminal activity. Upon screening approval, applicants will be required to attend an orientation conducted by SMHO to go over all Program rules, HUD regulations, and participant/landlord obligations. At completion of the orientation applicants will become program participants and issued a Housing Choice Voucher. The voucher expires 60 days after issuance.
    
2. The participant searches for a suitable unit and contacts the landlord regarding unit rentals. By providing rental assistance, SMHO does not warrant a participant’s suitability as a tenant. It is the sole responsibility of the landlord to perform their own due diligence and screen a prospective tenant based on their own criteria as long as it follows fair housing regulations. If requested by the landlord, SMHO may provide the landlord with the current and last known address of the prospective tenant.
    

Screening criteria that landlords utilize may include, but not be limited to:

• Credit Reports
• Police Reports, criminal background checks
• County court records
• Current/previous landlord references
   

3. Once a landlord determines that a participant has successfully passed their screening criteria, a Request for Tenancy Approval (RFTA) must be completed and an unsigned lease, including unit address and rent amount needs to be prepared. The landlord will also need to complete other pertinent documents such as; IRS form W-9, a Lead Based Paint form, Direct Deposit Authorization, and Landlord Certification in order to start the lease-up process.
    
4. SMHO reviews each of these documents for completeness, and conducts unit rent reasonableness to ensure that the rent on the unit is reasonable based on current market conditions. SMHO will also determine if the client is income-eligible for the proposed unit. For the initial lease, the participant may not pay more than 40 percent of their adjusted monthly income toward the initial rent and utilities for the unit. If the proposed rent is not within the 40 percent range, an SMHO Housing Counselor will contact the landlord to discuss other RFTA issues.
    
5. If the RFTA is approved, the packet is forwarded to SMHO Inspections Department to schedule an HQS inspection, which will be conducted within 15 business days of receiving the request. HUD requires that the unit meet certain Housing Quality Standards before the housing assistance payments can begin. An inspector will contact both the landlord and the participant to schedule an initial inspection. The landlord and the participant must both be present for the initial inspection. If you have additional questions in regard to the requirements of the inspection, you may contact SMHO at (303) 794-9608.
    

Please note: Since SMHO does not conduct move-out inspections, we recommend that the landlord create their own move-in/move-out check list to document the condition of the unit when the participant moved in and moved out. If there are damages to the unit beyond normal wear and tear, the participant is responsible for this expense, as in any other rental situation.

6. When the unit successfully passes the inspection:

• The lease and HAP contract will be executed.
• The landlord will collect the security deposit and the participant’s portion of the rent. It is the responsibility of the participant to pay the total security deposit and the responsibility of the landlord to collect it.
• The participant will be authorized to move into the unit with rent subsidy upon completion of the following items:
  • The unit successfully passes the HQS inspection.
  • The participant contacts SMHO to schedule a move-in date.
  • The lease is signed and dated by the participant and landlord.
  • The HAP contract is signed and dated by the landlord and SMHO.
     

7. The HAP contract is a binding legal agreement between the landlord and SMHO. It outlines the rights and responsibilities as a participating landlord in the Section 8 Housing Choice Voucher Rental Assistance Program. (Please see the HAP contract). The contract expires on the last day of the term of the lease. The landlord may not make any changes in the terms of the lease during the first 12-months, including, but not limited to, raising the rent or utilizing the property for their own or their family’s use. The lease will be for a term of one year. After the initial year, if no action is taken by either the landlord or the tenant to renew the lease, the lease will continue on a month-to-month basis.
    
8. SMHO will directly deposit the monthly HAP into an account authorized by the landlord within 60 days after the execution of the HAP contract.   If the participant moves in on a day other than the first of the month, the HAP and participant portions will be pro-rated for the number of days in the unit and the payment will be released within 60 days after the execution of the HAP contract.
    
9. Despite the best of intentions, at times problems may arise between participants and landlords. As a landlord, you are solely responsible for the management of your property and/or unit. SMHO Section 8 staff will try to assist you if we are kept informed, but we are not property managers. If the participant violates the lease, it is the responsibility of the landlord to follow the same procedures as with other tenants. If you should need further assistance, you may contact Tenant Landlord Counseling at (303) 237-0230. Notice of an eviction must be reported to SMHO at the same time the tenant is notified. The landlord may proceed with eviction in accordance with Colorado State Law.
    

Landlord Changes: Please notify the Housing Authority:

• • If a management agent is engaged. A copy of the management agreement must be provided to SMHO.
  • When a property is sold and there is a Section 8 client residing in the unit.
  • Of any changes in owner/agent/landlord addresses, and/or contact information.
  • If a property is in the process of foreclosure.

• Unit Listing Form
• Property Survey (For Rent Increase Requests)
• Automatic Deposits (ACH Credits)
• W-9 Form
• Mutual Rescission Form
• How to Complete a Request For Tenancy Approval (RFTA)

Inspections play an important role in the HCV Program for housing agencies, landlords, and tenants. Inspections are required by law and conducted annually in addition to the initial move-in inspection. Deficiencies may reduce the safety of the residence or have financial repercussions for landlords. Inspection results can determine how quickly a resident can move in, determine whether a landlord will receive a Housing Assistance Payment (HAP), or cause a delay or stoppage of HAP. Inspections also benefit landlords receiving outside evaluation on the present condition of their property.

Below are important items to note of an HQS inspection:

Common Life-Threatening or 24 Hour Fails:

• Smoke or carbon monoxide detectors out of batteries or needing replacement
• Missing or moderately damaged outlet covers or faces
• Any leak (bathroom or kitchen sinks)
• Overflow pipe/discharge tube installed on water heater
• Exposed or hanging wires

Common 30 Day Fails:

• Garbage disposal not working properly
• A stove/range burner not working properly
• If a window is designed to open, it must be able to do so and stay open. If on the 1^st floor, it must be lockable
• Ventilation for showers/bathtubs via working fan or openable window
• Faucets that do not shut completely off

SMHO has a dedicated and knowledgeable Inspector who works with landlords in this area. Questions can be sent to inspection@smho.co.