Property Management
PHFA believes that an affordable apartment turns hardship into happiness. Companies that manage affordable units financed with an Agency loan and/or Low Income Housing Tax Credits (LIHTC) will find guidance and information on reporting requirements and regulatory compliance.
If you have any questions regarding the content on this page, please contact Housing Management at 717.780.3819.
Best Practices
Newsletters
Compliance
Category includes strategies and systems to ensure compliance with financing programs.
Efficiency Processes
Streamlining process for office and paperwork efficiency, file organization and set-up, turnover efficiency, working with teams, etc.
Problem Solving
Category relates to on-site crime prevention, implementing a successful non-smoking policy, successfully bedbug elimination procedures, etc.
Property Performance
Category includes improving overall property operations such as rent collection, delinquency reduction, vacancy prevention, budgeting, etc.
Accessible Unit Resource Center
The purpose of this guidance is to underscore the obligations associated with accessible units and to provide clear processing instructions for owners and management agents relating to the rental and subsequent reporting of occupancy for accessible units.
This policy governs the initial occupancy efforts and subsequent marketing and monitoring of accessible units in the low income housing tax credit (LIHTC) program and other PHFA financings.
Violence Against Women Act (VAWA) Resource Center
- HUD-5380 - Notice of Occupancy Rights under the Violence Against Women Act
- HUD-5381 - Model Emergency Transfer Plan
- HUD-5382 - Certification of Domestic Violence
- HUD-5383 - Emergency Transfer Request
- HUD-91067 - Lease Addendum
- PHFA's ETP/Guidance for Federally Funded Properties
- RHIIP Listserv #376 - VAWA Clarifications
- VAWA Emergency Transfer Plan Checklist
Multifamily Affordable Housing Conference
Housing Services and Housing Management offer educational opportunities for managers and service coordinators to increase capacity to design and implement effective service programs. These trainings and forums expose staff to resources, strategies, and best practices in service-enriched housing.
Visit our Conference page for up-to-date information.
Property Management Training Events
Financial Operations Information and Forms
This section of the Agency's Web site includes information and forms for preparing and submitting annual operating budgets, monthly and quarterly operating reports, and audited financial statements. In addition, the property insurance requirements for developments with loan financing are also included.
- Financial Operations Forms
Agency Financed Properties
Manual
- 01 Introduction
- 02 Management Agent Questionnaire and Management Agreement
- 03 Management and Marketing Plan (updated Apr 2017)
- 04 Affirmative Fair Housing Marketing Plan
- 05 Lead-Based Paint Poisoning and Prevention Act
- 06 Lease Requirements
- 07 Resident Handbook
- 08 Physical Conditions Critique
- 09 Management Reviews
- 10 Property Damage Procedures and Insurance Requirements
- 11 Agency Monthly Occupancy Report
- 12 PHFA HOMES Program (Agency Reserve)
- 13 Taxable Bond Financing Program
- 14 Tax-Exempt Bond Financing Program
- 15 PennHOMES Program (updated 8/18/2016)
- 16 Post Year 15 Compliance Procedures - updated
- 17 Community Housing Development Organization (CHDO)
- 18 Housing Services Program
- 19 Staffing Request Procedures
- 20 Rent Approval Policy (updated 3/20/2024)
Exhibits
- Affirmative Action and Equal Opportunity Plan
- Annual Certification of a Residential Rental Project (8703)
- Certification of Management Experience
- Compliance Calendar
- Contact Change Form
- Fair Housing Brochure
- Fair Housing Poster
- HUD AFHMP
- HUD AFHMP - Census Navigation Tool - NEW 11/2022
- HUD AFHMP - Draft Community Letter
- HUD AFHMP - Federal Regulations
- HUD AFHMP - Form HUD 935.2 Supplemental Instructions
- HUD AFHMP - PHFA Addendum to HUD AFHMP
- HUD AFHMP - Sample Advertisement
- HUD AFHMP 5 yr update
- Inclusions & Exclusions
- Income/Rent Limit Charts
- PA Human Relations Commission - Employment Provisions
- PA Human Relations Commission - Fair Housing Practices
- PA Human Relations Commission - Public Accomodation Provisions
- Property Contact Information Form
- Property Damage Report
- Recertification of Annual Income
- Sample Rental Application (updated 04/2019)
- Service Organizations and Housing Resources
- Tenant File Checklist - Alternate Recertification
- Tenant File Checklist - Annual Recertification
- Tenant File Checklist - Move-In
- Annual Alternate Certification
- Project History Form (Instructions, Part 1, & Part 2)
- Tenant Income Certification (1/24)
- Tenant Income Certification (1/25)
- Tenant Income Certification (5/16)
- Rent Designation Matrix [ZIP]
- Rent Summary (NEW 2024) [ZIP]
Sample Verification Forms
- Acknowledgement Form (1/24)
- Certification of Real Estate Calculation Value (3/23)
- Child Support or Alimony Affidavit (1/19)
- Child Support or Alimony Verification (1/16)
- CMF Resident Questionnaire (Open in Adobe) (3/21)
- Direct Express Card Balance
- Disposal of Assets Certification (1/16)
- Eligibility, Income and Deduction Checklist (1/16)
- Employment Verification (1/16)
- General Consent Verification (1/16)
- Home Visit (1/16)
- HUD Disability Verification (1/16)
- HUD Long-Term Care Insurance Expenses Certification (1/16)
- Income from Business Verification (1/16)
- Income from Real Estate Verification (1/16)
- Independent Contractor Certification Form (7/22)
- Investment / Retirement Verification (1/16)
- Landlord Verification (1/16)
- Life Insurance Verification (1/16)
- Live-in Aide Agreement (1/16)
- Military Payment Verification (1/16)
- Pensions, Railroad Retirement, and Veterans Administration Verification (1/16)
- Public Assistance Verification (1/16)
- Record of Oral Verification (1/16)
- Record of Visual Inspection (1/16)
- Recurring Cash Contribution Verification (6/18)
- Savings, Checking, and Certificates of Deposit Verification (1/16)
- Screening Evaluation Form (09/23)
- Social Security Verification (1/16)
- Stock Verification (1/16)
- Student Certification LIHTC and HOME (5/22)
- Student Dependent Status Certification (1/16)
- Student Self Certification (1/16)
- Student Tuition & Financial Assistance Verification (1/16)
- Trust Account Verification (1/16)
- Unemployment Benefits Verification (1/16)
- Zero Income Certification (1/16)
- Zero Income Questionnaire for Applicants/Residents (1/16)
Management Document Checklists
Please utilize the following checklists to assist with preparing the property’s Management Plan, Tenant Selection Plan, Lease, Affirmative Fair Housing Marketing Plan and VAWA Emergency Transfer Plan (if applicable). The checklists are guides and specify information that must be included in each document. Additional policies and procedures may be added at the discretion of the agent. Please consult your legal counsel if you have questions regarding the legality of your proposed policies or procedures. Here are a few helpful tips when preparing the documents:
- Ensure all items on the checklist are included prior to submission.
- List the item’s page number on the checklist for an efficient review of documents.
- Place the date in the footer of each document and update as revisions are completed.
- Please note that there may be overlap between the documents; specifically the Management Plan and Tenant Selection Plan.
- These documents are reviewed and treated separately.
PennHOMES Annual Report
2016
2017
2018
- 2018 - Annual Certification Report
- 2018 - Annual Certification Report - Post 15
- Annual Certification Report Submission Requirements
2019
- 2019 - PennHOMES Annual Report/Addendum
- 2019 - Post Year 15 - PennHOMES Annual Report/Addendum
- 2019 PennHOMES Report for PennHOMES ONLY properties
2020
- 2020 - PennHOMES Annual Report/Addendum
- 2020 - PennHOMES Report for PennHOMES ONLY Properties
- 2020 - Post Year 15 - PennHOMES Annual Report/Addendum
2021
- 2021 - PennHOMES Annual Report/Addendum
- 2021 - PennHOMES Report for PennHOMES ONLY Properties
- 2021 - Post Year 15 - PennHOMES Annual Report/Addendum
2022
- 2022 - PennHOMES Annual Report/Addendum
- 2022 - PennHOMES Report for PennHOMES ONLY Properties
- 2022 - Post Year 15 - PennHOMES Annual Report/Addendum
2023
Housing Trust Fund Annual Report
Capital Magnet Fund Annual Report
HOME Compliance
HOTMA Resources
Resources
PA Definitions
Periodic Changes
PHFA Policies and Procedures
Sample Forms
Training Resources
Multifamily Post Closing Fees
Low Income Housing Tax Credits-Manual
Chapters
Exhibits
Notices
Sample Verification Forms
- Acknowledgement Form (1/24)
- Certification of Real Estate Calculation Value (3/23)
- Child Support or Alimony Affidavit (1/19)
- Child Support or Alimony Verification (1/16)
- CMF Resident Questionnaire (Open in Adobe) (3/21)
- Direct Express Card Balance
- Disposal of Assets Certification (1/16)
- Eligibility, Income and Deduction Checklist (1/16)
- Employment Verification (1/16)
- General Consent Verification (1/16)
- Home Visit (1/16)
- HUD Disability Verification (1/16)
- HUD Long-Term Care Insurance Expenses Certification (1/16)
- Income from Business Verification (1/16)
- Income from Real Estate Verification (1/16)
- Independent Contractor Certification Form (7/22)
- Investment / Retirement Verification (1/16)
- Landlord Verification (1/16)
- Life Insurance Verification (1/16)
- Live-in Aide Agreement (1/16)
- Military Payment Verification (1/16)
- Pensions, Railroad Retirement, and Veterans Administration Verification (1/16)
- Public Assistance Verification (1/16)
- Record of Oral Verification (1/16)
- Record of Visual Inspection (1/16)
- Recurring Cash Contribution Verification (6/18)
- Savings, Checking, and Certificates of Deposit Verification (1/16)
- Screening Evaluation Form (09/23)
- Social Security Verification (1/16)
- Stock Verification (1/16)
- Student Certification LIHTC and HOME (5/22)
- Student Dependent Status Certification (1/16)
- Student Self Certification (1/16)
- Student Tuition & Financial Assistance Verification (1/16)
- Trust Account Verification (1/16)
- Unemployment Benefits Verification (1/16)
- Zero Income Certification (1/16)
- Zero Income Questionnaire for Applicants/Residents (1/16)
Owner's Certification of Continuing Program Compliance
2016
- 2016 - Owner's Certificate of Continuing Program Compliance
- 2016 - Post Year 15 - Owner's Certificate of Continuing Program Compliance
2017
- 2017 - Owner's Certificate of Continuing Program Compliance
- 2017 - Post Year 15 - Owner's Certificate of Continuing Program Compliance
2018
- 2018 - Owner's Certificate of Continuing Program Compliance
- 2018 - Post Year 15 - Owner's Certificate of Continuing Program
- Reminder Notice: Annual Submission Requirements
2019
- 2019 - Owner's Certificate of Continuing Program Compliance
- 2019 - Post Year 15 - Owner's Certificate of Continuing Program
- Reminder Notice: Annual Submission Requirements
2020
- 2020 - Owner's Certificate of Continuing Program Compliance
- 2020 - Post 15 Year - Owner's Certificate of Continuing Program
2021
- 2021 - Owner's Certificate of Continuing Program Compliance
- 2021 - Post 15 Year - Owner's Certificate of Continuing Program Compliance
2022
- 2022 - Owner's Certificate of Continuing Program Compliance
- 2022 - Post 15 Year - Owner's Certificate of Continuing Program Compliance
2023
Reference Material
Non Performance Based Section 8-Manual
In this section, companies that manage rental properties financed with an Agency loan and/or Low Income Housing Tax Credits (LIHTC) will find guidance and information on reporting requirements and regulatory compliance.
If you have any questions please contact Housing Management at 717.780.3819.
Chapters
- 01. Introduction
- 02. Management Agreement
- 03. Management Plan
- 04. Affirmative Fair Housing Marketing Plan
- 05. Resident Selection Criteria
- 06. Housing Assistance Payment
- 07. Leases and Addendum
- 08. Management and Occupancy Review
- 10. Housing Assistance Contract Expiration Procedures
- 11. Property Damage Procedures
- 12. Physical Conditions Critique
- 13. Rent Increases and Utility Allowance Increases
EIV Forms
Expense and Allowance Forms
Sample Verification Forms
- Acknowledgement Form (1/24)
- Certification of Real Estate Calculation Value (3/23)
- Child Support or Alimony Affidavit (1/19)
- Child Support or Alimony Verification (1/16)
- CMF Resident Questionnaire (Open in Adobe) (3/21)
- Direct Express Card Balance
- Disposal of Assets Certification (1/16)
- Eligibility, Income and Deduction Checklist (1/16)
- Employment Verification (1/16)
- General Consent Verification (1/16)
- Home Visit (1/16)
- HUD Disability Verification (1/16)
- HUD Long-Term Care Insurance Expenses Certification (1/16)
- Income from Business Verification (1/16)
- Income from Real Estate Verification (1/16)
- Independent Contractor Certification Form (7/22)
- Investment / Retirement Verification (1/16)
- Landlord Verification (1/16)
- Life Insurance Verification (1/16)
- Live-in Aide Agreement (1/16)
- Military Payment Verification (1/16)
- Pensions, Railroad Retirement, and Veterans Administration Verification (1/16)
- Public Assistance Verification (1/16)
- Record of Oral Verification (1/16)
- Record of Visual Inspection (1/16)
- Recurring Cash Contribution Verification (6/18)
- Savings, Checking, and Certificates of Deposit Verification (1/16)
- Screening Evaluation Form (09/23)
- Social Security Verification (1/16)
- Stock Verification (1/16)
- Student Certification LIHTC and HOME (5/22)
- Student Dependent Status Certification (1/16)
- Student Self Certification (1/16)
- Student Tuition & Financial Assistance Verification (1/16)
- Trust Account Verification (1/16)
- Unemployment Benefits Verification (1/16)
- Zero Income Certification (1/16)
- Zero Income Questionnaire for Applicants/Residents (1/16)
Additional Links
- HUD 9834 - Management Review for Multifamily Housing Projects
- HUD Handbook 4350.3 (Occupancy Requirements of Subsidized Multifamily Housing Programs)
- HUD Housing Notices
- Enterprise Income Verification (EIV) System for Multifamily Housing Program Users
- Limited English Proficiency (LEP):
- Equal Access to Housing in HUD Programs Regardless of Sexual Orientation or Gender Identity Final Rule
- Special Claims Procedures:
- Cyber Awareness Challenge
Quick Start Housing Resources
PHFA and the Self Determination Housing of Pennsylvania’s (SDHP) Regional Housing Coordinators have complied information about specific social service and housing resource agencies throughout the Commonwealth.
Regional Housing Coordinators are available to assist service providers in identifying local, regional, and statewide resources for their consumers. RHC’s are well connected across the Commonwealth and will be able to assist in finding the most appropriate resources. Please use the following information to connect with SDHP:
Housing Management Training Corner
Additional videos can be found on our Housing Management YouTube Channel.