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NYPBCA processing during COVID-19

Wednesday, April 01, 2020

New York State on Pause is now in effect for the entire state of New York. For more information, please read the Governor’s order posted here -  https://www.governor.ny.gov/news/governor-cuomo-issues-guidance-essential-services-under-new-york-state-pause-executive-order

HTFC and CGI are handling all processes remotely.  We anticipate no change in service level at this time.  To facilitate these accommodations and assure maximum availability, our staff are able to:

-        Securely work on any PBCA related work product remotely

-        Have access to their e-mail accounts and their office phones are forwarded

In the past, Owners and Agents and HUD have been notified to send documents electronically if at all possible, and to utilize the main PBCA e-mail, nydocuments@cgifederal.com, or fax line, 518-218-7800.  Due to limitations on access to all postal services, there may be some delays in the processing of any package submitted in paper format.  We will do our best to minimize these delays but again encourage the submission of all work in electronic format. If you have recently sent a hard copy work product, please consider resubmitting electronically.

 If you have any difficulty reaching NY PBCA staff during this period please contact our contact center at 866-641-7901 and they will forward your message to the applicable parties.

Also, a notice has been posted to TRACS concerning recertifications and extenuating circumstances.  


2. Impact on Tenant Annual & Interim Recertifications

Due to the coronavirus, if a tenant is unable or unwilling to come into the office to sign an annual re-certification (AR), the owner/agent may submit the AR to the TRACS (via the CA or directly to TRACS, as appropriate) using one of the following three (3) extenuating circumstances codes:

1 = Medical (medical staff have quarantined the tenant)

2 = Late annual certification due to accommodation or extenuating  circumstances.

10 = Other

Once the pandemic has passed, the owner/agent must obtain a signature from the tenant and submit a correction certification to TRACS.

If a tenant's income has been drastically reduced, it is recommended the owner/agent submit an interim certification (IR). The IR must comply with the HUD Occupancy Handbook 4350.3 and TRACS requirements.

Please reference HUD's website for additional COVID-19 information:


We appreciate your understanding and partnership during this crisis.  If there is anything we can do to assist, please do not hesitate to contact us.   Updates will be provided as warranted.

CGI • 100 Great Oaks Blvd. • Suite 120 • Albany • New York • 12203 • Tel (518) 218-7700 • Fax (518) 218-7800 Contact Center • 1 (866) 641-7901
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