N.Y. Comp. Codes R. & Regs. tit. 9 § 1627-2.9

Current through Register Vol. 46, No. 25, June 18, 2024

Section 1627-2.9 - Annual re-examination procedure

(a) Re-examination of eligibility for continued occupancy is to be conducted at least once a year. Such re-examination should be conducted during first calendar quarter unless size of project makes it unfeasible. If re-examination can not be conducted in one quarter, then work should be divided into four quarters and re-examinations scheduled accordingly.

(b) Proper scheduling of work in connection with re-examination is necessary to insure completion in an efficient manner. When re-examinations are spaced on a quarterly basis, control cards should be prepared for all tenants with different colored cards being used for each quarter.

(c) Appropriate forms should be distributed to tenants by 20th day of first month of quarter. Each tenant should receive one copy of instructions for completing forms and two copies of tenant's application for continued occupancy. Forms should be returned to authority within two weeks of their issuance and this fact should be clearly stated on tenants instruction sheet. Follow-up should be made of any forms not received by scheduled date.

(d) Upon receipt of form from tenant, form should be carefully reviewed and any omissions or errors corrected. Any insertions or corrections made as result of review should be made by tenant returning form. However, whether corrections or insertions are made by tenant or reviewer, they must be initialed by tenant. If additional information is needed, written request to that effect should be forwarded to tenant and a copy of request attached to tenants application for continued occupancy. Date on which information should be returned must be shown on notice and should normally be less than one week.

(e) Verification of income items should be as prompt as possible although if a number of tenants have same employer, requests for verification may be accumulated and forwarded to employer under one covering letter. Upon receipt of verification, income should be projected and rent adjustment, if indicated, made as of effective date of rent change (see definition, § 1627-2.3 ).

(f) If verification is not returned promptly, follow-up should be made. If there is an extended delay in return of verification, however, unverified information may be projected where a rent increaseis indicated so that rent can be increased by effective date of rent change. However, such re-examination will not be considered complete until satisfactory verification is received.

(g) Tenant's income record should be prepared upon completion of re-examination. Any interim change during year resulting from quarterly review, tenants reporting of change, etc., will be shown in space provided.

N.Y. Comp. Codes R. & Regs. Tit. 9 § 1627-2.9