Special Claims must include all the documents laid down in HUD Handbook 4350.3 and Special Claims Processing Guide effective from 8th January 2006. You need to put a checkmark in the checklist against the documents you are enclosing. You need to submit all the required documents; otherwise, it may be returned without processing.
You must know that you can request for a HUD Special Claim only when the unit had been occupied by a Section 8 household and was receiving a subsidy. If assistance was terminated because of an increase in income, the tenant no longer qualifies for assistance and cannot submit a special claim.
The claim form, complete in all respect, and after enclosing all documents must be submitted to the CA or HUD within 180 days of the date from which the unit has been available for occupancy.
Once your claim has been processed and the amount of assistance approved, the owner or agent has to request payment for the approved claim. However, payment has to be requested within 90 days after approval of the assistance.
Here is a checklist for the documents that you need to submit:
- Form number HUD 52670-A, Part 2, complete in all respect.
- Form number HUD 52671-C, complete in all respect.
- Copy of signed HUD-50059 form completed at move-in. It must show the required amount of security deposit.
- Documentary proof about the deposit of proper security deposit collected from the. In support of this, the applicant must submit a copy of relevant pages of the original lease agreement or a copy of security deposit paid by the former tenant, or a copy of the receipt of a security deposit or a copy of the worksheet for security deposit provided to the former tenant.
In the disposition worksheet, the following must be mentioned:
- Date of moving out
- Amount collected as a security deposit
- Amount returned
- Charges withheld from the security deposit, if any, for unpaid rent, damages on the part of the tenant, or other charges due under the lease agreement.
- Documents that support as well as verify the date on which the unit had been ready for occupancy. This may include papers like invoice copies, maintenance timesheets, maintenance logs, etc.
- Copy of the waiting list showing contact information of the tenant.
- In case the unit had not been filled by a tenant from the waiting list, the applicant must submit documents showing marketing attempts in compliance with the Affirmative Fair Housing Marketing Plan and Fair Housing and Equal Opportunity. This may include copies of promotional material, invoices supporting advertising dates, contact letters, call sheets to community contacts and local agencies, or other marketing attempts that had been undertaken in compliance with Affirmative Fair Housing Marketing Plan.
- Copies of signed Move-out inspection with a date.
- Adjustment pages from HAP Voucher about Move-in/Move-out that have been submitted to TRACS.
You also need to verify that the data about Move-in/Move-out is available in TRACS and also submit a copy of the print-out from Certification Query.
