Figure 7-3: Recertification — HUD Handbook 4350.3 REV-1

	Action	Responsible Party
1.	Provide Initial Notice to tenant about next year’s annual recertification.	Owner
	(See paragraph 7-7.)
2.	Provide First Reminder Notice to tenant. If needed, provide up to two	Owner
	subsequent reminder notices. (See paragraph 7-7.)
3.	If not already established by the owner, schedule a recertification	Tenant
	interview with the property owner or manager, collect information, as
	necessary, to verify income and family composition, and obtain
	signatures on consent forms to allow verification of income and other
	relevant characteristics from outside sources.
4.	Obtain and review EIV Income Reports and EIV Verification Reports.	Owner
	Conduct recertification interview.
5.	Verify family income, assets, and allowances following the procedures	Owner
	described in Chapter 5, Section 3, for more information about
	verification of income. Ensure that the tenant file includes citizenship
	documentation, if applicable, for all family members and documented
	*social security numbers for all household members except those
	household members who do not contend eligible immigration status or
	members who were age 62 or older on January 31, 2010, and whose
	initial determination of eligibility was begun before January 31, 2010.*
6.	Enter all required data into the owner’s or service bureau’s TRACS	Owner
	software package for calculation of the new TTP/ tenant rent and
	assistance payment and conversion to an electronic file ready for
	submission.
7.	Notify the tenant of any change in the TTP or tenant rent resulting from	Owner
	the recertification. For rent increases, a 30-day notice must be
	provided.
8.	Obtain the original signature of the head, co-head, spouse and all other	Owner
	adult members of the household on the HUD-50059 with the required
	data electronically generated by owner’s (or service bureau’s) software
	package. Owner representative signs the HUD-50059 and provides the
	tenant with a copy. Only after the tenant and owner representative sign
	the HUD-50059, transmit electronic file to the Contract Administrator or
	HUD.
9.	Provide the tenant with the Initial Notice for next year’s annual	Owner
	recertification (see paragraph 7-7 B.1).

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Figure 7-4: Recertification Notice Due Dates (Step 2 from Figure 7-3)

	(Step 2 from Figure 7-3)
Notice	Date the Notice Is Due to the Tenant	Sample Timeline Assumes a December 1 Recertification Anniversary Date

Initial Notice for Upcoming Recertification	At initial lease signing and at every annual recertification thereafter. (Obtain tenant signature acknowledging receipt.)	The initial notice should have been signed by the tenant at the previous year’s certification/recertification date, December 1.
First Reminder Notice	120 days prior to the tenant’s recertification anniversary date.	The first reminder notice should be sent out by_August_ 1.
Second Reminder Notice (If no response to First Notice.)	At least 90 days prior to the tenant’s recertification anniversary date.	The second reminder notice should be sent out by September 1.
Third Reminder Notice(If no response to Second Notice.)	At least 60 days prior to the tenant’s recertification anniversary date.	The third reminder notice should be sent out no later than_October 1_.

a. The Initial Notice must do the following:
- (1) Refer to the requirements in the HUD model lease regarding the tenant’s responsibility to recertify annually.
- (2) Specify the cutoff date (the 10[th] day of the 11[th] month after the last annual recertification) by which the tenant must contact the owner and provide the required information and signatures necessary for the owner to process the recertification.
b. The tenant must sign and date the initial notice to acknowledge receipt; the owner or manager must sign and date the notice as a witness.
c. The owner must maintain the notice with original signatures in the tenant’s file and provide a copy of the signed notice to the tenant.
d. A sample Initial Notice is included as Exhibit 7-1.

HUD Multifamily Occupancy Handbook Chapter 7: Recertification, Unit Transfers, and Gross Rent Changes

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