New Contract Inspection Process

The following process occurs for both new Voucher holders and existing Voucher tenants who are transferring to a new unit:

  1. The tenant and property owner of the unit in which the tenant wants to reside must complete and submit the Request for Tenancy Approval (RTA). At this time, the owner may also submit the following:
    • W-9 form
    • Lead Based Paint form
    • Payment Legal Owner and Correspondence Designation form
    • Landlord Certification
  2. After the RTA is submitted and approved, an initial inspection will be scheduled within five to ten business days. For the inspection, the unit must be vacant and all utilities must be turned on (PG&E and water).
  3. The owner or authorized agent needs to be present at the inspection (authorized agent must provide authorization document). The tenant is encouraged to also attend; however, it is not required. The owner is responsible for informing the tenant of the inspection time.
  4. At the inspection appointment, the Housing Authority inspector will inspect the unit to ensure it meets Housing Quality Standards (HQS). The inspector will also provide the owner information regarding the amount of Total Contract Rent the Housing Authority can approve. The approved rent amount cannot be higher than the current open market rents for similar units in the area, as determined and certified by the GoSection8 rent comparability data. The inspector will request a recorded grant deed if the owner is a new owner of the property.

    The items on the checklist below must be working or completed prior to the HQS inspection:

    • All utilities must be turned on (PG&E and water).
    • Smoke detectors must be in proper working condition and properly mounted on each level of the unit, including the basement.
    • All rehabilitation work must be completed prior to inspection of the unit.
    • Exterior must be free of debris and garbage.
    • All windows that open to outside must have working locks. Each bedroom must have at least one operable window and if security bars are mounted, the bars must have an operable quick release device installed.
    • There must be a permanent heat source that is safe and in proper working order.
    • All electrical outlets and light switches must have cover plates.
    • All light sockets must have a light bulb installed.
    • All bathrooms must have an exhaust fan or an operable window for ventilation.
    • All appliances (stove, refrigerator, oven, etc.) must be in proper working condition.  All stove knobs and controls must be readable. If tenant is providing refrigerator, it does not need to be in the unit at time of a new contract inspection, however, a recheck inspection will be scheduled to confirm the refrigerator is in place, is in good working condition and is appropriate for the family size. 
    • All sinks, faucets and plumbing must be free from leaks.
    • The unit must be free of vermin and pest infestation.
    • All painted surfaces must be free of chipping and/or peeling paint.
    • Carpet and other flooring must be clean and free of tripping hazards.
    • A hand rail is required on all stairways with four or more steps.
    • Water heaters must have a Temperature Pressure Relief Valve and discharge line. Discharge lines must be made of rigid pipe material that's rated for both high temperature and pressure. This includes most rigid wall copper, iron and, in most places, chlorinated polyvinylchloride (CPVC plastic not regular PVC). Do not use garden hose or thin plastic pipe.

    If the unit fails the inspection, the owner is given ten days to complete the repairs. A recheck inspection will be scheduled to confirm that repairs have been done.

  5. Once the unit passes inspection, the Housing Authority will sign a Housing Assistance Payments (HAP) Contract with the owner. The effective date of this contract is the latest of the following dates:
    • Pass date of the inspection - initial or recheck
    • Day after the termination date of tenant's previous tenancy (applicable for transfer tenants only)
    • Tenant possession of property (the day the tenant receives the key)
  6. Owners must provide their own Lease which must be in a standard form (see below) used in the locality by the owner. In addition, the HUD Tenancy Addendum must be attached.
  7. Once the contract starts, tenants must pay their portion of the rent to the owner. The Housing Authority will mail the balance of the Total Contract Rent directly to the owner on the first business day of each month (first checks may be delayed due to initial processing). Direct deposit of checks is now available. Please see the Rent Check Processing page for more information.

Standard Form Lease Information
At a minimum, the lease must include the following information:

  1. Name of the owner and tenant.
  2. Unit Address.
  3. Term of the lease, including initial term and any provisions for renewal.
  4. Amount of Contract Rent.
  5. All utilities and appliances provided by the owner (this information must match the HAP Contract).
  6. All utilities and appliances the family must pay for or provide (this information must match the HAP Contract).
  7. The lease must contain the following text:  "The HUD Tenancy Addendum is incorporated by reference into the lease."  (The Addendum is included with the owner packet that is provided to the participant for the new owner)
  8. The lease must be signed and dated by the owner and tenant.

The Housing Authority's role is limited in reviewing your lease. Owners are encouraged to use a State of California standard lease, available in most stationary stores, or at the TRI-County Apartment Association.

Please note that if the above information is not included on the lease and submitted to the Housing Authority, the Housing Assistance Payment will not be processed or mailed to the owner.

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