Tenant-Based Rental Assistance Program
Application Instructions
Tenant-Based Rental Assistance Program
Application Instructions
- OMHSAS
- PHARE
- Required documentation
- Priority groups
- Narrative
- Submission of application
Individuals who are the best fit for our program meet a range of needs: from individuals who are street homeless, to those who are facing impending eviction, and persons who require only a one-time payment to get into a permanent subsidy or apartment that is otherwise affordable for themselves or their family. Please see our list of priority groups for more information on the levels of need we are able to serve.
Our program is not well suited for individuals who could not otherwise financially maintain a unit for at least one year due to extremely low income. This is because our program is very temporary in nature, and in most cases our assistance does not cover a full year of subsidized rent costs, while most leases are for at least a period of one year. Individuals are required to pay the full cost of their rent once assistance ends, and there is no guarantee that individuals will qualify for or receive additional funding, even if they re-apply once assistance does end. In the very rare instance that a person does qualify for one year of assistance, there is still no guarantee that a second year will be able to be provided, and it is the expectation of this program that any individual who is approved is participating in their own success by seeking ways to increase income to prepare for the future when funding is not or is no longer available.
It is very important to know that our process takes time. Many individuals who come to us are experiencing a housing crisis, and because we are a non-emergency housing provider, that means that our turnaround time and processing times are longer than those at shelters or other emergency housing providers.
Once an application is complete and submitted (with no missing information, and all documentation provided) it can take up to 30 business days for the provider to receive the determination (missing information can delay the process). The provider who applies will receive notification whether the application is approved or denied. Applicants should follow up with their provider directly for updates about an application's determination, as the provider will receive notice once a determination is made.
If an individual is approved for services, the provider will be notified of next steps. Vouchers are valid for 120 days (4 months) and must be utilized in that time frame. If a voucher expires before a unit is located, the applicant must re-apply. Re-application is not a guarantee of funding and is not a guarantee that the same type or duration of funding will be provided.
Case managers, service coordinators, and recovery coaches will provide housing support to their clients directly. For individuals who are not engaged in any of those services, we will submit a referral to our Housing Support Services partner, who will work to set up the approved applicant with a housing support specialist. Housing Support Services is not case management and cannot help with needs outside of housing related needs. Please note that housing support services are only provided for OMHSAS approvals; PHARE approvals may not be eligible to receive housing support services, especially if the applicant is under age 18.
Case managers/Service Coordinators/Recovery Coaches or Housing Support Services will be expected to explain to the approved applicant how the process works, advise them on next steps, review roles and responsibilities, and help answer questions related to the program using the PREP tool. However, this is a tenant based rental assistance program and all approved applicants are responsible for locating their own housing, paying application fees, and communicating their participation in the program with landlords to determine if the landlord is open to working with our program.
Once housing is located, (which can take up to the full duration of voucher length of 4 months), there is an inspection process, and a contracting process that follows. These processes also take time to complete, and there are sometimes challenges along the way that can extend the duration of time it takes to complete either portion of the process.
Please advise clients who are struggling with an immediate housing need to contact 2-1-1 for information on emergency housing providers in the area. Please provide them with information for local shelters, or Holcomb Crisis Center in the event crisis response is needed at 610-379-2007 or toll free: 888-219-3910
o Applicant must be 18 years of age or older
o Applicant must have CCBH Berks County Medical Assistance coverage (verified via Promise by SAM, Inc. Housing)
o Applicant must have a diagnosis of a current and qualifying Mental Health Disorder, Substance Use Disorder, or co-occurring Mental Health/Substance Use Disorder
· Any diagnosable Mental Health Disorder that has resulted in functional impairment will be eligible to apply for assistance through the OMHSAS Housing Plan.
· Ineligible Mental Health diagnoses will be:
- Those that are secondary to Traumatic Brain Injury
- A diagnosis of Organic Brain Syndrome
- V-Code (deferred/unspecified MH diagnosis) diagnoses
o Applicant themselves must have valid/verifiable income, and meet minimum income requirements
· Minimum income for the applicant is $967/mo
· ALL OTHER HOUSEHOLD INCOME MUST ALSO BE REPORTED
· This income requirement will only be waived if the applicant is applying for assistance with entry costs for Permanent Subsidized Housing
o An individual who qualifies for OMHSAS cannot also qualify for PHARE
o Individual – Adult or Child - receiving MH, D&A, IDD or EI case management or outpatient services
o Diagnosis of a qualifying Mental Health Disorder, Substance Use Disorder, or co-occurring Mental Health/Substance Use Disorder OR participation with IDD Supports Coordination OR participation with Early Intervention Service Coordination
o Source(s) of eligible income in the household:
· ALL HOUSEHOLD INCOME MUST BE REPORTED
· If applicant is 18+, applicant themselves must meet minimum income standards of $967/month or higher
· If applicant is under 18, parent or legal guardian who resides in household must meet minimum income standards of $967/mo or higher
· This income requirement will only be waived if the applicant is applying for assistance with entry costs for Permanent Subsidized Housing
o Whenever an applicant has a Blended, Mental Health, or Substance Use case manager, that case manager needs to be the individual completing the application on the applicant’s behalf.
o If no Case Manager is present, other providers who can assist include, but are not limited to: Service Coordinators, Recovery Coaches, Therapists, Doctors, or Shelter Case Managers/Staff Members
o Documentation/Verification of INCOME(S) – ALL HOUSEHOLD INCOME, FOR EVERY MEMBER OF THE HOUSEHOLD IS REQUIRED, AND MUST BE CURRENT:
· For SOCIAL SECURITY: Anyone in the household who receives SSI, including minors - Award letters must be dated within 1 year of application date.
· For EARNED WAGES: For anyone in the household who is working, except minors, the THREE (3) most recent paystubs are required.
· Other forms of income verification may include: State Supplement/Benefit documentation, IRS Tax Documents for the most recent reporting year, DPW Cash Assistance Verification
· INELIGIBLE FORMS OF INCOME INCLUDE: Child Support payments, SNAP benefits, wages from minors in the household which are earned at a job, hand-written “informal” statements, “under-the-table” income, and temporary income such as Unemployment Benefits or Temporary/Seasonal work
o Copy of CURRENT & SIGNED Diagnosis (or ISP or IFSP – if app is submitted via IDD or Early Intervention Supports or Service Coordination):
· Diagnosis must be signed by a Doctor or Licensed Therapist
· Diagnosis must be dated within 1 year of date of application
o Professional release of information ("ROI") to “SAM, Inc. Housing”
· An ROI is not required ONLY IF the application is submitted via SAM, Inc. Case Management/Service Coordination
o SUPPLEMENTAL DOCUMENTATION
· ANY & ALL documentation/verification as required, to support the Priority Group under which application is being submitted. Examples include (but are not limited to):
- Copies of Eviction/Court notices
- Copies of Placarded/Coding Violations
- Utility statements/shut-off notices
- Copies of Housing Authority eligibility documentation
- Copies of other notices from landlords/property managers/etc.
- Any other documentation which verifies and supports the application
· If you're unsure whether a particular document is needed - ERR on the side of MORE is better than less
· Attach anything which is believed/understood to support the Priority Group under which the application is submitted
o Ensure that all information for the provider and applicant is current
o Select the appropriate Priority Group for the applicant:
· HOMELESS: living in a place “not meant for human habitation” – examples would be on the street, living in a car, under a bridge, in an abandoned building, on a park bench (this does not include “couch-hopping” with friends and/or family)
· SHELTER: At a recognized shelter facility, such as Hope Rescue Mission, Opportunity House, Safe Berks or any other official emergency shelter facility/location
· EVICTION DUE TO NON-PAYMENT OF RENT: this is specifically defined as currently paying 50% or more of the total household income toward rent and utilities and facing eviction for non-payment of rent.
- In addition to the required attachments for all applications listed on this Instruction Sheet, ALL applications applied for under this Priority Group must also include the following:
* A copy of the current and signed lease
* A copy of the current, legal and validated Eviction Notice and/or current Order of Possession and/or notice to vacate.
* A ledger of owed rent
* Copies of current utility bills
· EVICTION NOT DUE TO NON-PAYMENT OF RENT: (examples include):
- A placarded building - a copy (or photo) of the placard must be attached
- A bank or financial foreclosure on the owner of the building (not tenants)
* Documentation indicating sale or foreclosure must be attached
- A sheriff/tax sale on the owner of the building (not tenants)
* notice of the current sale must be attached
- Sale of the Building to a new owner – documentation must be included
- A fire or natural disaster - include pictures or copy of fire report as attachment(s)
- A Non-renewal of Lease
· FLEEING DOMESTIC VIOLENCE/DOMESTIC VIOLENCE VICTIM
· DISCHARGE FROM MENTAL HEALTH INPATIENT WITHIN THE LAST 60 DAYS WITH NO STABLE HOME PLAN
· DISCHARGE FROM INPATIENT REHAB WITHIN THE LAST 60 DAYS WITH NO STABLE HOME PLAN
· DISCHARGE FROM PRISON WITHIN THE LAST 60 DAYS WITH NO STABLE HOME PLAN
· GROUP HOME, CRR, TRANSITIONAL HOUSING: Includes places such as Wernersville CCC, Threshold CRR, Easy Does It, YMCA programs, Family Promise, Project Transition, etc.
· ACT TEAM PARTICIPANT (ASSERTIVE COMMUNITY TREATMENT TEAM): If the applicant is an ACT team participant
· ACCEPTANCE/TRANSITION INTO PERMANENT SUBSIDIZED HOUSING (SECTION 8/PUBLIC HOUSING/OTHER SUBSIDIZED HOUSING) & REQUESTING ASSISTANCE WITH SECURITY DEPOSIT and UTILITY HOOK-UP
· CURRENTLY IN PERMANENT SUBSIDIZED HOUSING (SECTION 8, PUBLIC, OR PRIVATE) & FACING IMPENDING EVICTION
· SEEKING ONE-TIME ASSISTANCE FOR SECURITY DEPOSIT, FIRST MONTH’S RENT, AND UTILITY HOOKUP
· REQUEST FOR UTILITY ASSISTANCE DUE TO ARREARS/IMPENDING SHUTOFF: requesting assistance for arrears only, in the event LIHEAP and all other resources have already been exhausted
· APPLICATION SUBMITTED SOLELY FOR RUDDEN FAMILY FOUNDATION (RFF) DELIVERY CHARGE ASSISTANCE
- Separate and additional RFF Application REQUIRED
- Contact SAM Housing (samberkshousing@sam-inc.org) for a copy of the RFF Application if needed
· PHARE ONLY: OTHER (MUST BE FULLY DESCRIBED IN NARRATIVE)
o Ensure NARRATIVE section includes a detailed description explaining the housing needs of the applicant. MORE INFORMATION IS ALWAYS BETTER. There are helpful questions listed at the top of the narrative page to help you complete a robust narrative.
· The narrative MUST BE WRITTEN BY THE PROVIDER, however, the applicant can also include their own statement in addition to the provider’s narrative if they so choose.
· The narrative must be written in English, or an English translation must be provided
o Ensure both the provider and applicant sign the application prior to submission
o An application must be complete (including all necessary documentation, attachments, and signatures) before it is ready for review.
o Incomplete applications will result in delays and/or possible denial of assistance.
o Once fully complete, and barring any additional questions from the team, it can take up to 30 days to receive a determination.
o If an application is incomplete, or requires additional information, the application will be unsubmitted, and an email will be sent to the provider to indicate what items are needed. Please note: Applications in UNSUBMITTED status will be automatically deleted after 45 days, and a new application will be required.