Your August HCV newsletter is here!

Note from the Chief HCV Officer, Cheryl L. Burns

What do you think about Owner News as a monthly e-newsletter? We hope you are enjoying the new format and find the information useful as you navigate the ins and outs of the HCV Program. Each issue includes a short how-to, an answer to a common question and a timely program reminder ... plus links to news you may have missed and helpful resources.

How to Use the Moves Tracker on the HCV Owner Portal

Did you know you can track the progress of a move once an RTA packet is submitted to CHA for processing?

All you have to do is log in to your HCV Owner Portal account and under the MOVES menu, select the “Moves Tracker.” Each move listed will then show a number in the ‘Step’ column, describing where the move is in the process. To learn more about each step, simply hover over the number in the tracker bar to view its description within a pop-up window. If the step includes a red "X", that means the move has been cancelled.

Don't have an active Portal account? Create one today at chahcvportal.org using your vendor number and the associated email address on file with CHA. If you need help navigating the HCV Owner Portal, click here to review the FAQs.

Note: The status of a move will not be available until 2-3 days after the complete and accurate RTA packet is received, regardless of how it is submitted. As a reminder, existing HCV property owners will select "Upload my RTA" under the MOVES menu on the HCV Owner Portal while new HCV property owners will send the RTA packet and any supporting documentation via email to ownerinfo@thecha.org.

FAQ Corner: Avoiding Form Errors

Property owners often ask ... “What are common form errors that I can avoid making when submitting HCV paperwork?”

Incomplete/Incorrect information or missing documents can cause unnecessary processing delays. Every detail counts! Here are some common HCV forms and best practices for completing each one.

Change of Ownership/Management Packet

A Change of Ownership/Management packet must be submitted by the property owner if they purchase a building with HCV tenants residing in it or if property management is added, removed or replaced. The packet is 18 pages long, however there's a checklist on the front page of the packet to guide property owners and ensure the required documentation is submitted. Referring to the checklist while completing the packet will help avoid processing delays. Below is the full list of forms that are included within the packet:

Instruction Page
Change of Ownership/Management Form
Only one type of change can be selected.
If you have more than two properties, submit multiple copies of the form or list of properties with address and PIN.
Tenant List with Familial Relation Certification
List all HCV participants residing in properties to be changed.
HAP Contract Assignment
If you have more than 5 tenants per address, submit multiple copies of the form or a list of tenants and address.
Affidavit of Ownership
Complete one for each PIN where a change has occurred.
Authorization for the Release of Information (to be completed if applicable)
Management Authorization (to be completed if applicable)
Property Owner Certification
Direct Deposit Authorization
IRS Form W-9

Note: A Change of Ownership/Management packet typically takes 30-60 days to process, depending on the scope of the change. Held payments will then be released to the new property owner once processing is complete.

Tax Savings Program Application

CHA’s Tax Savings Program provides the opportunity for qualified property owners to lower their annual property taxes. The HCV Tax Savings Program Application is two pages long. The first page includes eligibility criteria and instructions for completing the application. Make sure to carefully read through the eligibility criteria to confirm your property is located in an eligible census track before completing the application.

Once complete, the application must be notarized and mailed to the CHA address listed on the first page (mail the original and keep a copy for your records). Applications are not accepted by email or fax.

Reminder: Applications for the 2023 tax year are due by December 15, 2023. If approved, the tax abatement will be realized on the second installment of the subsequent tax year.

Rent Increase Request

All rent increase requests must be made directly on the HCV Owner Portal. Once logged in, simply select "Request a Rent Increase" under the FINANCE menu and read the disclaimers regarding CHA's rent reasonableness study. Then choose the unit from the drop-down menu, enter the requested rent amount and click "YES, please proceed with my request." The Rent Increase Request form will pre-fill with the participant name, address and voucher number as well as the property owner name and vendor number. On the first page, make sure to select the reason for your request and complete the utility table even if the utilities aren't changing. Carefully list the unit amenities on the second page to ensure the rent reasonableness study is pulling units with similar features.

Reminder: You can track the progress of your request at any time by logging in to your HCV Owner Portal account and selecting the "Rent Increase Tracker" under the FINANCE menu.

Request for Tenancy Approval (RTA) Packet

The RTA packet is essential for participant families to lease up with the HCV Program and must be completed correctly and in its entirety. The cover page of the RTA packet provides a general timeline for the moving process, including an estimated time frame for each step once CHA receives the complete and accurate RTA packet. Keep in mind, however, this is only an estimate. Any number of issues can cause a delay in processing (i.e., RTA packets submitted incorrectly or to multiple email addresses, units not being "rent-ready" at the time of the initial inspection). See below for the full list of what's included within the packet:

Instruction Pages
Voucher holder information will be pre-filled for you.
Utilize the checklist to ensure all necessary documents are submitted.
HUD RTA
Don't forget the unit number when entering the full address in box 2.
Utility responsibilities must be clearly identified as this impacts the rent offer.
Verify the expiration date. Packets can be submitted on the expiration date, but not after.
Authorization for the Release of Information
To be completed by individual property owners and managers.
Lead-Based Paint Disclosure
Form must be completed regardless of the age of the building.
Direct Deposit Authorization and IRS Form W-9
This for new HCV property owners only.
Direct Deposit Authorization payee name and SSN/Tax ID must match the IRS W-9 form and documentation.
Make sure to submit supporting documentation such as a voided check, deposit slip (savings account only), or letter from financial institution.
Affidavit of Ownership
Complete the form with the unit’s legally deeded owner’s information, not the management company.
Property Owner Certification
Initial next to each item to certify that you have read, understand and agree to the terms of participation in the HCV Program.
Management Authorization
This form is optional. It only needs to be completed if an individual or company will be conducting business on behalf of the legal deeded property owner. Both the property owner and manager must sign!

Reminder: RTA packets must be uploaded to the HCV Owner Portal (existing HCV property owners) or submitted via email to ownerinfo@thecha.org (new property owners). Submission through any other method may delay processing.

Upcoming Events

Property Owner Networking Event

Thursday, August 31, 4 p.m. to 6 p.m. | Register Now

Join fellow property owners in person to share experiences, discuss best practices and learn from each other. CHA staff will be on hand to help facilitate the event, but the evening is all yours.

New Owner Bootcamp

Tuesday, September 26, 9 a.m. to 2:30 p.m. | Register Now

Are you new to the HCV Program? This event is your one-stop shop for everything HCV! Join us in person at the FIC to learn the ins and outs of the Program, including how to get started, the rent determination process, HQS inspections and HCV Program enforcement.

CHA has expanded the Owner Symposium to now include monthly online education opportunities. From June to November 2023, the Symposium Webinar Series will cover six (6) timely and targeted topics you normally expect from the annual event.

Creating Equal Access to Housing

Thursday, September 21, 1 p.m. to 2:15 p.m. | Register Now

Did you know that housing providers are legally obliged to follow fair housing laws? Join us to learn about the many fair housing protections that are in place to prevent discrimination and ensure everyone has equal access to housing. This session will also cover what you need to do to make sure you’re in accordance with the law.

Evictions ... Finding a Path Forward for Housing Providers

Thursday, October 19, 1 p.m. to 2:15 p.m. | Register Now

If you’re making the difficult decision to evict your tenant, there are many rules and regulations you have to follow as a property owner in the city of Chicago. Learn from a legal expert about the necessary steps in the evictions process including notices, documentation, court dates and more.

Fostering Relationships to Secure Long-Term Tenancy

Thursday, November 16, 1 p.m. to 2:15 p.m. | Register Now

Fostering strong relationships with your tenants is an essential component in successful property management. This session will cover starting the relationship off on the right foot, effective communications and proactive problem solving that will make your tenants want to stay for the long haul!

Reminder: Lease Renewals

Do you have HCV tenants who are renewing their lease for another term? To ensure up-to-date client records, please notify CHA immediately via email and include a copy of the executed document(s).

Designated Walk-in Day at HCV Regional Offices

Effective September 1, 2023, all HCV Regional Offices will begin seeing walk-in clients on a designated day of the week ... Wednesdays. Anyone requiring assistance from back-office personnel (i.e., managers, liaisons, housing specialists) on any other open office day will need to schedule an appointment.

Note: Clients may continue to pick up and drop off documents, if necessary, at any of the office locations. As a reminder, the Owner Services Department is located at CHA's Central Office location (60 E. Van Buren). In addition, those experiencing emergency situations will be accommodated, however wait times may vary.

As always, clients can contact the CHA Customer Call Center at 312-935-2600 during regular business hours and access a variety of remote account management tools 24/7. HCV property owners can submit requests, find helpful resources and manage their account online 24/7 via the HCV Owner Portal (i.e., RTA Submissions, Rent Increase Requests) and the Inspections Portal. In addition, general email inquiries can be sent to the Owner Services Department at ownerinfo@thecha.org.

Resources for Property Owners

HCV Webinars are available on-demand! Dozens of recorded sessions are available for you to watch anytime, including Getting Started with the HCV Program, How to Complete Common CHA Forms and Packets, Energy Efficiency and Utility Assistance and many, many more!

We want to hear from you! Especially if you’ve never attended one of our educational sessions before ... please take a minute to share what you'd like to see from HCV education and events.

TAKE THE SURVEY

Have leasing-related questions, or want to request a 1:1 consultation? The HCV Owner Outreach team is here to help. Email owneroutreach@thecha.org.

¡También ofrecemos estos servicios en español!