How to Report Income and Other Changes

Tips for reporting changes:

• Use the Income Change Form, available on our website or by calling our Info Line, to report all changes.
• Remember that, due to the number of changes we receive, it may take several weeks to process the change.
• If your income went up, you can expect your rent to go up, too. Budget about a third of your increased income for rent.

What kinds of changes should I report to the Housing Authority?

You are required to report all changes to income, assets, or family composition (people moving in and out of your household) to the Housing Authority.

If you have any documentation that helps to verify the change, like a benefit letter or a pay stub, please submit a copy with the form. This will help us process the change more quickly.

Please be specific and thorough. Include dates and dollar amounts. If you lost a job, but started receiving unemployment, report both changes.

Failure to report changes could result in the requirement to repay subsidy, or termination from the program. See our Program Fraud Q&A for more information.

What kinds of income changes should I report?

Increase in income: If the income of anyone in your household goes up for any reason, including a raise, a new job, an increase in benefits or child support, financial help from a friend or family member, work for cash, or any other reason, you must report it to the Housing Authority immediately.

Decrease in income: If the income of anyone in your family goes down, due to a cut in hours at work, losing a job, a reduction in benefits, or for any other reason, you must report it immediately.

Generally, your rent is not lowered until after you have reported the decrease, even if the decrease happened much earlier. Therefore, the sooner you report any changes, the better.

Changes to assets: Any changes to your family’s assets, including settlements, real estate, gifts of cash or property, trusts, bank accounts, etc. must be reported.

How do I report changes to my family composition?

You must receive our written permission before moving someone into your household. Use the “Application to Add New Members to the Household” Form.

You must also report birth, adoption, and court-awarded custody, and all other changes on this form.

All adults must pass the Housing Authority screening, and there are limits on the additional bedrooms we will grant for people you add.

You must also get your landlord’s permission before moving someone in.

If someone moves out of your household, please report this to us immediately as well. Use the “Request to Remove Members from the Household” form.

These changes could affect your rent, so it is important that we know about them immediately.

What happens after I report a change?

Due to the high volume of changes we receive, it could be several weeks before we are able to process the changes you send us.

• Please don’t call immediately to ask if we received the information you mailed or faxed. These calls only slow down the time it takes to review the information, and the person answering the phone may not have access to your file.
• Changes are processed in the order we receive them.
• If we are missing any documentation from you, we will notify you by letter.
• Once we have all the information, we will verify the changes by directly contacting employers, agencies, banks, etc. Changes may take longer to process depending on how quickly they respond.
• If your rent is adjusted, you will receive a rent change notice by mail.

Are there any changes I am not required to report?

No, there is no such thing as a change that you are not required to report to us.

Please don’t assume that we already know about a change to your income or family composition just because we are a government agency.

It is your responsibility to report all changes involving everyone in your household to us in writing. Failure to do so may be considered program fraud.

Tips for an easy move:

• Make sure your lease allows you to move now.
• Give your landlord the proper written notice before you move.
• Pay your rent through the last day of your lease and leave your unit in good condition.
• Return the keys to your landlord and get a receipt. The Housing Authority will need proof of your move-out date.

Can I move to another Area with my voucher?

Under the Housing Choice Voucher program, families can move with their assistance to another area. This is called “portability” or “porting.”

In order to move to another housing authority’s jurisdiction, you must meet one of the following criteria:

• The head of your household or spouse must have had legal residence in the jurisdiction of your current housing authority at the time that you put your name on the waiting list, OR:
• You must have lived in the jurisdiction of the Housing Authority that issued your voucher for at least one year after you began receiving housing assistance.

If you are interested in porting out to another area, please complete a Portability Request Form, also available in our office lobby. The Housing Authority will contact you to inform you whether or not you are eligible to port.

What if I want to move to another unit in the same county?

Moving to a new unit within the county (or city, in the case of Hollister or San Juan Bautista), is called a “transfer.” This is a different process than a “portable.” If you want to transfer to another unit within the same county or city, please see our Transfer Q&A for more information.

The information in this section only applies to moving to another housing authority’s jurisdiction.

What if I have already moved out?

Moving to another area can be a lengthy process and is only possible if the other housing authority is able to assist you. Do not move without notifying us first. If you have moved out, call the Info Line immediately. Your voucher could be canceled. You will have 60 days from your move-out date to find a new place to rent, in this county or in another jurisdiction, or you may lose your voucher.

What should I do when I’m ready to move?

When you are ready to move, please start the process early and follow these steps carefully. If you don’t, you risk losing your voucher or having to pay the full rent yourself.

Send us a Portability Request Form.

When we get your Portability Request Form, we will contact the housing authority in the area where you wish to move, and find out if they are able to assist you.

We will review your request and determine whether or not you are eligible to “port-out.” You will not be eligible to port if you have violated program rules, committed lease violations or owe us money. We will send you a letter letting you know if your request has been approved.

If approved, we will forward the documentation to the housing authority where you want to move.

What happens after I am approved to move to another housing authority’s jurisdiction?

After the Housing Authority has approved your request to port-out, the next steps will include:

• You must contact the housing authority where you want to move and find out what requirements they may have. Every housing authority is different. Please review their requirements carefully.
• You will have a limited amount of time, usually 60 days, to find a place to rent.
• If you decide not to move with your voucher after all, or if you decide to move to a different housing authorityís jurisdiction, you must let us know about your decision as soon as possible. If you select a different housing authority, the process must be repeated.
• If you have already moved out of your unit, or if you have not leased up in a unit, you risk losing your assistance if you do not follow all the program deadlines.

What if there have been changes to my family’s income or composition?

If your income has changed, or if you will be adding or removing family members when you move, please notify the housing authority in the area where you plan to live.

Si desea una traducción en español, por favor llame al (831) 454-9455.

Tips for a smooth transfer:

• Make sure your lease allows you to move now.
• Give your landlord the proper written notice before you move.
• Pay your rent through the last day of your lease and leave your unit in good condition.
• Return the keys to your landlord and get a receipt.
• Notify us of your move-out date.

When can I transfer with my voucher?

Before you get ready to move with your voucher, make sure you meet the following conditions:

• You cannot move until you reach the end of the term of your lease, or if you and your landlord mutually agree to terminate the lease before the end of the lease term. Check your lease to find out when the lease term ends.
• You must repay the Housing Authority or landlord any money you owe in full or enter into a satisfactory agreement to repay the debt. Your new Request for Tenancy Approval will not be processed until you are current with your payments.
• Remember that our subsidy standards may have changed since you were last issued a voucher. If you move, your voucher size will be redetermined and you may be given a voucher with fewer bedrooms than you have now.
• The Housing Authority does not get involved in disputes between the tenant and the landlord.

What if I want to move out of the area?

Moving to a new unit within the county (or city, in the case of Hollister or San Juan Bautista), is called a “transfer.” The information on this Q&A only covers moving within the county.

If you want to move out of the area, that is called a “portable.” It’s a different process than a transfer. You are allowed to “portable” under certain conditions. Please see our Portable Q&A for more information.

What if I have already moved out?

If you have moved without notifying us, your voucher may be canceled. If you notified us before you moved out, you will be notified in writing about how many days you have to find a new place to rent and turn in a Request for Tenancy Approval (RTA.)

If you cannot find a unit before your search time expires, you can request an extension, but extensions may not be granted. If funding is cut while you are searching, your voucher could be “frozen” for weeks or months.

What should I do when I’m ready to move?

Do nothing until you contact the Housing Authority. Do not move until you understand and comply with our transfer procedures. When you are ready to move, please start the process early and follow these steps carefully. If you don’t, you risk losing your voucher or having to pay the full rent yourself.

Send us a Transfer Request Form.

When we get your Transfer Request Form, we will send you a Transfer Packet. It has all the information you need. It includes a letter that tells you what voucher size you will get if you move.

When you find a new place to rent, you and your new landlord must fill out the Request for Tenancy Approval (RTA) form in your packet and send it to us.

You must also send us a Vacate Date Certification Form, which is in the packet, to verify your move-out date.

What happens after I submit the paperwork to move?

This can be a lengthy process. After the Housing Authority has received the RTA and the Vacate Date Certification Form, the next steps will include:

The Housing Authority will review the paperwork to make sure there is no overlap in dates between the old unit and the new one. We cannot pay subsidy on two units at once.

We will perform a preliminary rent calculation. Your rent and utilities cannot exceed 40% of your monthly adjusted income.

We will inspect the new unit.

After the unit passes inspection, we will perform a final rent calculation to make sure the total rent is reasonable as compared to similar units.

You and the landlord will sign a lease. The lease addendum will contain your rent amount.

What if there have been changes to my family’s income or composition?

Sometimes people move because of a change of jobs or family members. To report changes, submit a Change Report Form or Request for Approval to Change Household Composition Form. The form will explain the rules about who you can add to your household.

Si desea una traducción en español, por favor llame al (831) 454-9455.

Where to look for a place to rent:

• See our Rental Referral List and links to more online resources.
• Read rental ads in the newspaper every day.
• Contact property management companies that have many places for rent.
• Visit neighborhoods where you would like to live and look for “For Rent” signs

How do I begin my housing search?

Your search for a place to rent is as important as a job search. You will get more information at the Briefing when you get a voucher, but here are some things to consider:

• Start early and search every day. It takes a focused effort to find a place to rent. You may only have 60 days.
• Gather landlord and job references to present to a landlord you’d like to rent from.
• Present yourself well. Dress neatly when you go to look at a rental, and show the landlord that you would make a good tenant by paying the rent on time and taking care of the place.
• Bring the landlord information packet we gave you to show to the landlord or property manager.
• Use our Family Contact List to document every rental you look at, and the outcome of your application in case you need to request a voucher extension.

How much time do I have to find a place?

Usually you have 60 days from the date you got a voucher or vacated your unit to find a place to rent. Do not make any commitment to rent until you have received your voucher and understand the terms and conditions. Remember that if funding is cut, if you are searching for a rental your voucher could be frozen for months or longer. Please do not wait until the expiration date to find a place to live!

Can I just stay where I am?

Absolutely! If you have just received a voucher, we encourage you to consider “leasing in place,” or using your voucher to rent the home you already live in. You still have the option of moving later. Start the process of renting with your voucher right away. If your landlord is not interested, or if your home does not pass inspection, you will need time to search for another place to rent. If you already have a voucher and are interested in moving, read our Transfer Q&A for more details.

What should I do when I find a place to rent?

When you find a place to rent, you and the landlord must complete the Request for Tenancy Approval (RTA) and return it to us. If the landlord has any questions about the program, he/she can visit the Landlord section of our website or call our Info Line.

We will review the RTA and, if needed, negotiate the total rent with the landlord. We will also schedule an inspection. The unit must be vacant, and the power must be on, for us to inspect it. See our Inspection Q&A for more information.

The landlord may conduct his/her own screening, charge you a market-rate security deposit, and use his/her own lease.

We recommend that you do not move in until the unit passes inspection, the lease is signed, and the Housing Assistance Payments (HAP) contract is approved, or you could be responsible for the full rent amount.

What happens if I don’t find a place to rent?

You have a limited time, usually 60 days, to find a place to rent. If you cannot find a rental, you may request an extension in writing. Otherwise, your voucher will expire and be issued to another family.

Do not wait until your voucher has expired to request an extension! You must make your request in writing at least 7 days before the voucher expires. There is no guarantee that your request for an extension will be approved. Our policy for extensions may change at any time. However, in general, extensions may be approved if:

• You have conducted a housing search and have a list of rentals you contacted to document your search, or:
• You are a person with disabilities and your doctor verifies that your disability prevented you from searching for housing or arranging help to find housing.

Can a landlord refuse to rent to me because I have a Housing Choice Voucher?

Yes. There is no law against refusing to participate in the Housing Choice Voucher program. However, federal law prohibits discrimination on the basis of race or color, religion, sex, national origin, disability, or family status (including children.) Call our Info Line for information on how to file a discrimination complaint.

Si desea una traducción en español, por favor llame al (831) 454-9455.