Owner Knowledge Center
This site was created to be a resource to Owners, Agents and Contract Administrators working to improve housing for New York communities.
This section contains helpful links to HUD Handbooks, Forms and Notices to help and assist you in administering the HUD Multifamily Housing Section 8 Project-Based Program.
Please Note: For Owner/Agents submitting documents via email, all documents must be sent to: nydocuments@cgifederal.com.
- HUD'S CLIENT INFORMATION POLICY SYSTEMS (HUDCLIPS)
- For access to all of HUD's translated documents visit HUD's Limited English Proficiency webpage
General Info
General Info
- HUD Handbooks
-
HUD Handbook 4350.1: Multifamily Asset Management and Project Servicing HUD Handbook 4350.3: Occupancy Requirements of Subsidized Multifamily Housing Programs HUD Handbook 4381.5: The Management Agent Handbook Comprehensive List of all HUD Housing Handbooks - Related HUD Links
-
EIV Home Page RHIIP Home Page Join RHIIP Listeserv REAC Schedule REAC FAQ HUD Whats New Limited Denial of Participation - HUD PBCA Responsibility Matrix
-
What is HUD responsible for?
You should mail any information that relates to the following areas to HUD directly:
What is PB-CA responsible for?
You should mail any information that relates to the following areas to the PB-CA directly:
Examples of Overlapping Areas of responsibilities between HUD & PB-CA - Approve Management Certifications
- Requests for changes in managing agents
- Reserve for Replacements requests, suspensions and releases
- Residual Receipts requests
- General Operating Reserve requests
- Monthly Accounting Reports
- Annual Financial Statements (submitting through the FASS System) including responses to findings
- Transfer of Physical Asset Package
- Requests for Partial Releases of Security/Partial Payment of Claim
- Requests for a Workout Agreement
- Neighborhood Networks Plans
- NOFA Applications (i.e. Drug Elimination, Safe Neighborhood Grant Service Coordinator and 202/811)
- Monthly Vouchers on any funded NOFA Grant (i.e. DEG, SNG, Service Coor)
- Monitoring Service Coordinators
- Process prepayment requests
- Assignment of HAP contracts to owner
- Process and monitor flexible subsidy
- Process special claims (debt service)
- Management reviews on HUD administered contracts
- Review comprehensive needs assessments
- Process foreclosure packages
- Approve neighborhood networks
- Monitor use agreements
- Process bond refundes
- Liaison with HUD Centers (DEC, OHMAR, REAC)
- Coordinate with PIH to secure vouchers on contract terminations
- Oversee procurement funding and initiate requests for contract services
- Contract renewals, rental adjustments, contract opt-outs, combining contracts on HUD administered contracts
- Respond to resident and community inquiries for HUD administered contracts
- Physical inspection follow-up HUD administered contracts
- REAC physical inspection appeals
- Lead based paint monitoring
- Process statutory waiver requests
- HUD model lease revisions
- Prepare budgets, requisitions and revisions
- Submit year end statements
- Submit annual audit
- Prepare monthly and annual reports
- Processing OHMAR (OAHP) Mark to Market contract renewals
- Establish resident baseline data
- Review of Monthly HAP Vouchers and Special Claims
- Responses to Discrepancies on monthly HAP vouchers
- Disburse monthly housing assistance payments to owners
- Rent Increase requests/budgets, specials
- HAP renewal requests (governed by Section 8 Renewal Policy, 1/19/01)
- Tenant inquiries/Complaints for life and non- life threatening health and safety issues
- General resident/community complaints
- Management & Occupancy Reviews on PB-CA contracts
- Requests for information related to the payment of a specific voucher Process special claims (vacancy, damage)
- Utility allowance analysis
- Prepare budgets, requisitions and revisions
- Submit year end statements
- Submit annual audit
- Prepare monthly and annual reports
- Processing Contract Opt Outs
- Rent increases over 5%
- Coordination of activities within various branches of HUD
- Rent increases-236 vs Section 8
- Management reviews which indicate the need for enforcement activities
- Management reviews with a rating of below average or unsatisfactory
- Appeals processing
- FOIA and congressional inquiries
- Enforcement/Compliance activity
- Funding reservations for contract renewals
- Data input
- Processing OHMAR (OAHP) Mark to Market contract renewals
As a rule of thumb, anything that is only governed by the Regulatory Agreement, Mortgage, Mortgage Note or a Use Agreement will be processed by the local HUD Office. The PB-CA will be the initial point of contact on all of these areas and will be responsible for assuring the necessary HUD involvement - NY PBCA Property Listing
-
NY Property Listing
HUD Notices
HUD Notices
- 2025
-
25-01 Rental Assistance Demonstration – Supplemental Notice 4C 25-03 Extension of Mandatory Compliance Date: Sections 102 and 104 of the Housing Opportunity Through Modernization Act of 2016 (HOTMA) - 2024
- 2023
- 2022
-
22-01 Carbon Monoxide Alarms or Detectors in U.S. Housing and Urban Development (HUD)-Assisted Housing - 2021
-
21-03 Forbearance Relief and Associated Tenant Protections for FHA-Insured, Section 202, HUD-held, and Risk Share Multifamily Loans - 2020
- 2019
-
19-05 Carbon Monoxide Detectors in HUD-Assisted Housing 19-06 Treatment of ABLE Accounts in HUD-Assisted Programs - 2017-2018
- 2016
- 2015
-
15-02 Failing REAC 15-01 HUD's Equal Access Rule 15-03 Trans. Budget Authority under 8(bb)(1) 15-04 Multifamily Housing Utility Analysis 15-10 Excluding Use of Arrest Records in Housing - 2014
-
14-10 Updated guidance 202/811 14-12 Tenant Participation Requirements 14-14 Transferring Budget Authority 14-15 Passbook Savings Rate 14-16 Waiting List Administration - Earlier
Management & Occupancy
Management & Occupancy
- Applicable Management and Occupancy Documents
- HUD Fair Market Rents and Income Limits
-
Fair Market Rents Income Limits
Contract Renewal & Rent Adjustment
Contract Renewal & Rent Adjustment
- Contract Renewal Documents
-
Sec 8 Renewal Policy Guidebook - complete Mark up to Market worksheets FORMS
HUD-92273-S8 Rent Comparability Grid (xlsx version) (pdf version) HUD-9624 Contract Renewal Request HUD-9625 OCAF Worksheet HUD 92547-a Budget Worksheet HUD 9635 Projects requesting a Budget Increase HUD-9629 Request to use non-sec 8 rents as ceiling HUD 9630 Request to use FMR as market ceiling - Rent Adjustment Documents
-
FORMS
HUD 924580 Rent Schedule HUD 9625 OCAF Worksheet HUD 92547-a Budget Worksheet Notice 02-10 AAF Instructions HUD 9250 Request for Reserve for Replacement funds Budget Checklist Complete Package for a Budget-Based Rent Adjustment SAMPLE Tenant Notice SAMPLE Tenant Notification of Increase to Maximum Permissible Rents Owner Certification Owner Certification to tenant comment procedures Certification CERTIFICATION AS TO PURCHASING PRACTICES AND REASONABLENESS OF EXPENSES -
Utility Allowance Materials
-
Notice H-2015-04 Methodology for Completing a Multifamily Housing Utility Analysis Attachment A Sample Utility Analysis Submission Workbook Attachment B Sample Release of Tenant Utility Information FAQ HUD NOTICE 2015-04 (02/22) SAMPLE LETTER SAMPLE UA 30 Decrease notice to Tenants Owner Certification Owner Certification to tenant comment procedures
Vouchering & Special Claims
Vouchering & Special Claims
- Vouchering Documents
-
202D Materials
TRACS 202D Documents page HUD Notice 12-06 - DUNS Number Requirement FORMS
HUD 52670 Owner's Certification and Application Instructions HUD 52670 A-1 Schedule of Tenant Assistance Payments Due Instructions HUD 52670 A-3 Adjustment to Schedule - Part 3 Instructions HUD 52670 A-4 Misc. Accounting Requests - Part 4 Instructions HUD 52670 A-5 Approved Special Claims - Part 5 Instructions SF 1199A Direct Deposit Sign up Form 52670 TRACS Instructions 52670 TRACS Instructions Reconciliation Report Walkthrough Reconciliation Report Walkthrough - Special Claims Documents