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Interim Reexamination

These procedures apply to Shelter Plus Care (S+C) participants only. Shelter Plus Care (S+C) participants be sure to use the S+C Statement of Understanding, HAP Contract and Housing Worksheet.


Participant circumstances may change throughout the year between annual reexaminations. An interim reexamination must be conducted if there is a change in household income or household members, or if there is a rent increase or decrease.


For changes in income or participant members procedures, 
click here.


For rent increase/decrease procedures, 
click here.


Interim Reexaminations- Changes in Income or Participant Members


Part One: Interim Reexamination Notification


Step One: Interim Reexamination Letters and Packet

 

Agency Residential Coordinator

 

Create a packet of documents to send to the participant that includes:

 

For Changes in Income:

(Also see Forms Checklist)
Cover Letter that includes a request for the participant to provide original documents verifying the change of income and a specific deadline to provide this documentation
 
Verification forms (as applicable) examples include: 
Verification of Student Status form (for household members 18 years and older)

 

 

For Changes in Household Composition:

A Cover Letter that gives the participant a specific deadline to return the interim packet

 

For additions to the household, the following must be obtained:

Social Security Card (for all additions to the household)
Birth Certificate (for all additions to the household)
Declaration of Section 214 Status (for all additions to the household)

 

Verification forms (as applicable) examples include: 

Verification of Student Status form (for household members 18 years and older)

 If adding an adult to the household the following additional documentation must be obtained: 

Valid Photo ID (for adult addition to the household)
Shelter Plus Care Statement of Understanding (for adult additions to the household)
DOH Authorization for Release of Information (for adult additions to the household)

 

Make a copy of the cover letter. Mail the letter and the reexamination packet to the participant. File the copy of the letter in the participant’s file.

 

Important Reminder:

DOH will not automatically add adults to the household. Please refer to DOH’s Administrative Plan for DOH’s policy regarding household additions.


In order to add an adult to the participant’s household, the agency must first complete a background check on the adult before an interim can be completed. Once the Agency Residential Coordinator has obtained the 
Request to Add/Remove a Family Member and the birth certificate, social security card and photo ID for the adult, submit them to your DOH representative for approval.

 

Step Two: Contact DOH for Income Reports

 

Contact your DOH representative to request applicable income reports for the participant’s family.


Part Two: Completing the Interim Reexamination

 

Document Review

 

Agency Residential Coordinator

 

Once documentation is received, complete the following steps: 

Review all forms requiring signature to ensure they are completed correctly:

Family Reporting Form including the Supplement to Application- all family members age 18 and over must sign
Zero Income Reporting Forms (if applicable)
Authorization for Release of Information/Privacy Act Notice- all family members age 18 and over must sign
DOH Authorization for Release of Information- all family members age 18 and over must sign
Declaration of Section 214 Status- all participant members (only have to be signed once at new admission or at the time of the addition to the household)
Shelter Plus Care Statement of Understanding- all family members age 18 and over must sign

 

Make sure all forms are completed in their entirety

Confirm that the participant has reported the income status of every household member.

 

Part Three: Verifications

Obtaining Verification of Income/Assets/Expenses

 

Agency Residential Coordinator

 

  • Original documents- If the participant provided original documentation of their income/assets and/or expenses, calculate the income based on these documents. Compare these figures to the EIV, DOLE, CBMS and/or Family Support Registry reports.
  • If the participant did not provide original documentation- Mail or fax third party verification forms directly to the income/asset/expense source. Attach a release of information to each verification request. Make sure the request states that the verification must be returned within 10 business days.

DO NOT CONTACT YOUR LOCAL SOCIAL SECURITY OFFICE TO VERIFY A PARTICIPANT’S SOCIAL SECURITY BENEFITS. ASSIST THE PARTICIPANT WITH OBTAINING DOCUMENTATION BY REQUESTING VERIFICATION THROUGH SOCIAL SECURITY’S WEBSITE, www.ssa.gov.


Part Four: Rent Calculations

Step One: Calculating Rent Portions

 

Agency Residential Coordinator


(This step is for Agency Residential Coordinators who do not have Elite access.)

 

 

Step Two: Data Entry

 

(Agency Residential Coordinators who do not have access to Elite—SKIP this step)

 

Once all paperwork is received and complete, it is time to enter the participant’s information into the Elite computer system.

  • Enter all data in the computer system (see Elite Manual)
  • Make sure the HAP payment and participant portion match your calculation worksheet
  • Once finished, press the “Validate 50058 Submission Date” button.

 

Step Three: Submit paperwork to DOH representative

 

Agency Residential Coordinator

 

Fax, mail, or email the following paperwork to your assigned DOH representative when required:

All verification forms

Shelter Plus Care Housing Application & Worksheet (Residential Coordinators who do not have Elite access)
Birth certificates, social security cards, Colorado photo identification card and Declaration of 214 Status Form- for additions to the household
Medical Calculation Form (if applicable)
 

 

 

Step Four: Paperwork received from DOH 

Agency Residential Coordinator

 

  • File the Rent Change Notice received from your DOH representative for the interim reexamination in participant’s file.

 

Step Five: File Organization

 

Agency Residential Coordinator

 

Once the reexamination has been approved by DOH and you have received the new Rent Change Notice, it is time to organize the participant’s file. Refer to DOH’s file organization policy for more details.

 

Failure to Provide Required Documents

 

If the participant fails to return their interim reexamination packet within the specified time period, or returns partial information, follow the Participant Conference Procedures.

 
Interim Reexaminations- Rent Increase or Decrease


Part One: Notification of Rent Increase/Decrease

Step One: Notification by Landlord and/or Participant

 

Agency Residential Coordinator

 

The landlord and participant are required to inform the Agency Residential Coordinator of any changes to the rent amount.

For rent increases, the landlord must provide written documentation of the rent increase at least 60 days prior to the effective date of the increase.


Part Two: Completing the Interim Reexamination

 

Step One: Documentation Review

 

Agency Residential Coordinator

 

For rent increases or decreases, Agency Residential Coordinator must review the following documentation from the landlord:

Request for Tenancy Approval or other written notification

For Rent Increases

 

  • Complete a Rent Reasonableness form (for assistance with rent reasonableness, (see helpful hints on DOH’s website). This form is required for all rent increases, including shared housing.
  • If lease addendum or new lease is executed, Agency Residential Coordinator must obtain a copy of it from the landlord.
  • If a lease addendum or full lease is executed, Agency Residential Coordinator must contact the landlord to obtain a signature on a new  Shelter Plus Care HAP Contract

Step Two: Calculating Rent Portions

 

Agency Residential Coordinator

(Agency Residential Coordinators who do not have Elite access only)

 

Step Three: Data Entry

 

(Agency Residential Coordinators who do not have access to Elite—SKIP this step)

Once all paperwork is received and complete, it is time to enter the participant’s information into the Elite computer system.

  • Enter all data in the computer system (see Elite Manual)
  • Make sure the HAP payment and participant portion match your calculation worksheet
  • Once finished, press the “Validate 50058 Submission Date” button.

 

Step Four: Submit paperwork to DOH representative

 

Agency Residential Coordinator

 

Fax, mail, or email the following paperwork to your assigned DOH representative when required:

 

Request for Tenancy Approval form or other written documentation provided by landlord.
Lease or lease addendum (if applicable)
Shared Housing Worksheets (if applicable)

 

 

Step Five: Paperwork received from DOH

 

Agency Residential Coordinator

 

  • File the Rent Change Notice for the interim reexamination in participant’s file.

 

 

Step Six: File Organization

 

Agency Residential Coordinator

 

  • Once the reexamination has been approved by DOH and you have received the new Rent Change Notice, it is time to organize the participant’s file. Refer to DOH’s file organization policy for more details.