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109.04.6-VI. Tenant Files.

AR ADC 109.04.6-VIArkansas Administrative Code

West's Arkansas Administrative Code
Title 109. Development Finance Authority
Division 04. Multi-Family Housing
Rule 6. Compliance Monitoring Policies and Procedures Manual for the Home Program
Ark. Admin. Code 109.04.6-VI
109.04.6-VI. Tenant Files.
We require that files be maintained in a consistent order in file folders. ADFA staff will randomly select a minimum of five or 20% of tenant files and units for all HOME-assisted projects except TBRA recipients, for which we will select 10% or a minimum of five tenant files and units, whichever is higher.
We examine tenant files in order to:
1. Confirm that income, rent, and utility allowances are within program guidelines;
2. Ensure that all documents are completed, signed, and dated by all appropriate parties;
3. Review the lease for signatures, dates, and prohibitive language. Initial leases must have terms of at least one year. Subsequent leases may be less than one year if agreed upon by tenant and owner. ADFA recommends that all leases be executed in one year terms;
4. Review Tenant Agreements;
5. Review signed authorization for release of income, employment and asset information;
6. Review and document annual income, subsidized rent, tenant contribution, utility allowance, and gross rent;
7. Ensure that third party employment and income verifications are completed, signed, and dated by all parties;
8. Ensure that Zero Income Statements are executed, if applicable;
9. Ensure that appropriate asset verifications are used;
10. Ensure that income recertifications with source documents are completed annually;
11. Review original tenant applications;
12. Review unit inspection forms;
13. Review signed statement by tenant regarding the brochure-“Protect Your Family From Lead in Your Home”; signed Lead-based paint Disclosure Form; signed Lead-based Hazard Evaluation Form, if applicable; and
14. Review tenant complaint forms and responses.
Current with amendments received through December 15, 2023. Some sections may be more current, see credit for details.
Ark. Admin. Code 109.04.6-VI, AR ADC 109.04.6-VI
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