Move-In Process Rural Development and Tax Credit

Move-In Process – Rural Development and Tax Credit Once the applicants have been approved for occupancy, call and set up a meeting with them to start the certification paperwork. All members who are 18 years of age or older must attend to sign documents and provide information regarding their income, assets and expenses (if applicable). They should bring with them to the meeting the items on the attached list, Items to Bring to the Initial Certification Interview.  Move-in Packet – Use the RD/TAX CREDIT MOVE-IN CHECKLIST to gather all forms and documents needed to process a tenant certification and lease.  Resident Handouts – These are informational to the tenant and must be given to the tenant. The acknowledgement of the tenant receiving these documents is listed on page 9 of the lease. o Things You Should Know About USDA Rural Rental Housing – this must be given to the applicants prior to filling out the documents required on the checklist. o House Rules – This is an addendum to the lease that you will make copies and provide to the new tenant.  Performance Deposit (Security Deposit) – You should collect the Security Deposit and have the adult members sign a Performance Deposit Agreement. “Applicant agrees that if for any reason he/she is unable to accept the occupancy applied for, a portion of the deposit stated herein may be withheld to recover any expense related to re-renting the apartment. If applicant is not accepted by CEPCO Management, Inc., OR the Owners Authorized Agent (Hereinafter referred to as Owner), this deposit will be returned in full. “  Required documents – Give the residents the documents listed. They should read through them and understand them BEFORE signing them. o Household Questionnaire – Used to collect information about the household’s composition, income, assets, deductions and allowances and other information. o Minnesota Government Data Practices Act – Explains to the resident that Rural Development will be collecting information regarding program eligibility. By signing the form (all adults 18 years of age or older) give consent for the Borrower/Agent to request information from third party verifiers. o MHFA Government Data Practices Act Disclosure Statement – This is a Tax Credit Required document. All adults 18 years of age or older must sign and date. Lets the applicants know that certain information must be collected in relation to their housing and what for. Make sure that Attachment 2 – Housing Tax Credit Program is checked on page 1 and the attachment is included with the packet. o Annual Student Certification – To verify that household’s student status. There must be at least one member of the household not attending full time. o Section 42 Tax Credit Lease Addendum – Explains requirement for tax credit compliance o Drug-Free Housing Agreement – o Emergency Contact Form – Optional. Applicant should check box if they choose not to provide and sign at the bottom.  Supporting Verification of Income, Assets and Expenses – o Applicant Provided Documentation - Must be current and most recent. We do not use 1099’s for verification of anything.

CEPCO Management, Inc. Move-In Process – RD Only 10/2013 Page 1 of 2 o Third Party Verifications – For all questions on the Household Questionnaire that are answered with a YES, a Verification form must be signed by the person in the household it is associated to. Verifications are then either faxed, mailed, e-mailed or hand delivered by you (NEVER GIVE TO THE APPLICANT TO TAKE). Send the Request for Verification cover sheet to the source with the verification form which explains the need for the verification and lets them know where to return it to. MAKE SURE ALL FORMS ARE COMPLETELY FILLED OUT AS TO AVOID DELAYS IN PROCESSING YOUR MOVE-IN. Once you have received all of the verifications, put all of the documents in the order listed on the Move-in checklist. Paperclip all documents together and mail to: CEPCO Management, Inc. PO Box 456, Hopkins, MN 55343-0456 Compliance will verify that all documents and verifications are included and produce the Tenant Certification, Lease, Initial Tenant Payment Transmittal form, Move-in Inspection.

Tenant must not move-in to the unit or be given keys until the documents are signed and rent and security deposit have been collected.

 Initial Tenant Payment Transmittal – Fill in check/money order numbers and mail to Accounting with the checks/money orders paper clipped to it.  Tenant Certification - RD Form 3560-8, review this form with the tenant. 3 copies, Home Office, Resident and Site Manager.  Lease – 10 pages. Signatures required on pages 9 and 10. The site manager is to sit down with the tenant and read through before signing.  Move-in Inspection – Unit Condition Checklist, this must be filled out the day the tenant moves-in. Walk through the unit with the tenant noting any items that need to be repaired or replaced. Both you and the tenant are required to sign and date. Make a copy for your file and for the resident and sent the original to CEPCO.  Call compliance to let them know they have moved in.  Return signed documents to compliance. It must be returned to compliance with-in 5 days of the move-in date.

CEPCO Management, Inc. Move-In Process – RD Only 10/2013 Page 2 of 2