Voucher Holders

You have 60 days to find a home after receiving your voucher. You may be eligible for two 30-day extensions, providing up to 120 days to find a home.

It’s important to remember DHA’s voucher payment standards — the highest amount DHA will pay each month to help you with rent and utilities. Click here to see DHA’s current payment standards by bedroom size. (link to Voucher Payment Standard section)

The landlord of the home in which you’re interested must be also willing to take part in the HCV program.

In addition, the home’s rent needs to meet two standards:

• Your portion of the rent must not exceed 40 percent of your monthly household income.
• The rent must be reasonable, as compared to rents charged for similar, non-HCV homes in the area.

If the rent does not meet these standards, DHA may ask the landlord to lower the rent. If they decline, you will need to find a different home. We do not allow side agreements where you pay the difference to your landlord.  Side agreements are a violation of your voucher and will result in loss of the voucher.

If DHA accepts the rent, we will set up a time to inspect the home. It takes between 5 and 10 business days to schedule and then conduct the inspection, depending on the availability of the inspector. If the home passes, you may set a move in date between DHA and your landlord. If the unit does not pass initial inspection, the landlord will have the chance to repair any failed items. Once the repairs have been made and the home passes re-inspection, you may set a move in date between DHA and your landlord.

The average processing time to move into a new unit can take up to 30 days.  DHA must approve the unit financially using the RFTA and your most recent income.  You may be asked to submit updated income or household composition information.

When you rent an apartment, you and your landlord will sign a lease agreement. This lease agreement details your rights and responsibilities, as well as those of your landlord. As a tenant, some of your basic responsibilities are:

• Paying your rent on time
• Paying for all utility costs if not provided by your landlord under the lease agreement
• Keeping the property clean and tidy
• Notifying the landlord as soon as possible of any damage or repairs needed
• Making sure that only the individuals that are on the lease are living in the rental unit
• Making sure that no illegal activities or other use other than residential purpose is happening in the home
• Allowing access to the owner into the home or property for any necessary repairs
• Allowing access into your home or property for the annual inspection
• Completing your recertification

The recertification process is a U.S. Department of Housing and Urban Development (HUD) requirement that allows DHA to review participant income and household composition and to adjust the household’s level of assistance accordingly.

Regular recertification must be performed at least annually.  Because DHA is a MTW agency, recertification are performed biennially (every other year). Recertification may affect your share of the rent, your utility allowance, and/or the size of the voucher for which you are eligible.

The effective date of a recertification is determined when you move into a unit. Your effective date will change if you change units.

• Prior to the effective date, you will be mailed a re-examination packet. Normally, the process starts around 3 months in advance.
• You must complete all documents in the packet and return them by the due date
• You will be notified, by email or letter, if additional information is needed.
• After all required documents are received, your Occupancy Specialist will review and will follow up with one or more of the HUD-approved methods for obtaining verification of income.
• You will be notified in writing of your rent portion including the effective date of the change.

Failure to return paperwork may result in the termination of your assistance.

Methods for Obtaining Verification of Income

DHA must use the HUD-provided verification guidance to verify all information that is used to calculate housing assistance. The highest level of verification must be used when available. These methods are listed below in order of importance.

• Enterprise Income Verification (EIV), Up-front Income Verification (UIV) – HUD-approved, computer-based sources of income verification.
• Original Documents (ex-paystubs)
• Written Third-Party Verification (verification sent directly to the employer)
• Oral Third-Party Verification (directly contacting the income source by phone)
• Self-Certification or Declaration (written statement of fact by applicant or participant family)

DHA’s Housing Quality Standards (HQS) inspections ensure that HCV units stay safe and livable.

Initial Inspections

DHA conducts initial inspections to approve a unit for participation in the Housing Choice Voucher program. The unit must pass the HQS before any Housing Assistance Payments can be paid to the owner. DHA suggests that you and the landlord walk through the home and note any broken or damaged items so that they can be fixed before the inspection. If the unit does not pass, all failed items must be repaired, and a new inspection must be passed, before you move in.

Recertification Inspections

DHA has established biennial inspection schedules to ensure compliance with HQS and related HUD and DHA regulations and policies. DHA may allow more time if the unit needs major repairs. The landlord must begin to fix failed items considered life-threatening within 24 hours.

DHA may withhold its payment to your landlord if failed items are not fixed in the required time. You are not responsible for this portion of the rent. We will resume payments after the repairs are completed and the unit passes inspection. DHA will prorate payments from the date of the final inspection.

Although it is your landlord’s responsibility to keep the unit up to the inspection standards, you can be held responsible for damage you cause. Your landlord can require you to fix the damage or pay for its repair. To do so, your landlord must give you written notice, and send a copy of this notice to DHA. They must explain which items you must fix and by what date. We may terminate your voucher if you do not make the repairs within the time designated.

The participant or authorized representative (18 years or older) must be present at the inspection.  The inspector will not enter your home if a minor is home alone.

Quality Control Inspections

HUD requires that a sample of units be re-inspected to ensure that HQS is being enforced correctly and uniformly by all inspectors and those landlords who have self-certified their units.

Reporting Needed Repairs

You must notify the landlord in writing of the repairs needed. You may notify the landlord verbally of a repair problem, but it’s important to follow up with a written letter. If the landlord fails to make the proper repairs, report any serious problems to the town. The town or city clerk can direct you to the proper officials, usually the Code Enforcement Officer, Health Officer, or Building Inspector. Report fire hazards to the local Fire Chief.

A state law RSA 48–A:14 spells out minimum standards for rental property.

If you have contacted your landlord about a life safety issue, and they have not made the repair, you may contact the HCV Department to request a Special HQS Inspection.  You may request the inspection by emailing HCV@doverhousingauthority.org.  Do not call the HQS inspector directly.

Common Problems

Units sometimes fail inspection because landlords and tenants do not know the requirements or have not checked the unit’s condition. DHA encourages landlords to look over the unit and make needed repairs before the inspection. Examine these areas:

• Entry doors: All doors must lock securely. Door jambs and strike plates must work properly. Make sure your landlord covers gaps that let in air with weather stripping.
• Windows: Panes must not be broken or cracked. Windows designed to open must open and have a permanent lock attached. DHA will not accept sticks or thumb screws as locks.
• Electricity: The unit cannot have electrical hazards. All outlets and switches must have intact cover plates secured to the wall. Wiring cannot be exposed. All light fixtures must work and mount to the wall or ceiling. Breaker boxes cannot have exposed wires. Make sure your landlord fills all open spaces with knockouts or blank spacers.
• Oven and range: Clean the oven and range so that they are not a fire hazard. Burners must lay flat. All elements must work properly. Attach all knobs and dials to the appliances. Make sure your landlord installs filter screens in front of fans.
• Refrigerator: The rubber gasket around the door must be intact and fit snugly. Secure the kick plate at the base of the refrigerator.
• Heating and plumbing: The heating system must provide adequate heat. Clear heat sources of all items, such as furniture, bedding, and clothes. Plumbing fixtures (e.g., sinks, toilets, showers) must not leak. Your landlord must have any oil, gas, or propane furnace serviced at least once every two years. KCHA requires your landlord to verify this service.
• Hot water heater: Heaters must have a pressure release valve. The discharge line must extend to within six inches of the floor. Discharge tubing must be galvanized steel, copper, or CPVC (not PVC). Wires cannot be exposed. (Ask your landlord to check all of these items.) Also make sure not store flammable material near the tank.
• Flooring: Floors must not have dry rot (often found in the bathroom around the bathtub and toilet). Carpet must not be frayed or torn. Make sure your landlord repairs or replaces vinyl, tile, or linoleum that poses a tripping hazard. They should also cover exposed carpet tacks and repair loose thresholds.
• Smoke and Carbon Monoxide detectors: Each floor of the unit must have a smoke and carbon monoxide detector with a tester button. If you are deaf or hard of hearing, your landlord must mount an alarm designed for the deaf and hard of hearing in your bedroom.
• Ventilation: Bathrooms must have an operating fan or other ventilation source (e.g., a window).
• Decks, railings, and steps: Stairways with four or more steps require a handrail. The rail must be securely supported and run the length of the stairway. Decks, railings, and steps must not have dry rot or tripping hazards. Decks, steps, or porches more than 30 inches from the ground require railings.
• Paint: Units built before 1978 cannot have peeling or deteriorated paint inside or outside if you live with a child under age six.
• Infestation: A qualified extermination firm must inspect the unit if DHA cannot find the extent of an infestation. The firm must also treat the infestation, if necessary.

DHA will stop making payments to the landlord if your home does not pass the inspection. Payments will not start again until the landlord fixes all items in need of repair.  The landlord is not eligible to receive held payments after repairs are made.

Moving to a Different Home

After your initial 12-month lease ends, you can use your voucher with any Section 8 program in the country. The steps you must take to move with your voucher depend on the area where you plan to live.

Intent to Vacate

Prior to moving out of your current unit, you must serve a notice to the owner/landlord and to DHA and the move must be approved by both.

• You must serve a proper 30-day notice to the owner/landlord and provide DHA a copy. A proper notice must:
  • Be a written notice addressed to the owner or landlord,
  • Include the actual move-out date, and
  • Be signed by the tenant.
• Your Occupancy Specialist will review the notice to confirm your eligibility to move.
• You may not be eligible to move if you are still in a lease term, violated a family obligation, or owe DHA money.

If the family remains in unit after the effective move-out date, the family will be responsible for paying the full contract rent to the owner.

Submitting the Request for Tenancy Approval Packet

The RFTA packet is the document that advises DHA which unit you would like to rent.

• Once you find a unit you wish to rent, provide DHA the contact information (name, unit location and email address) of the owner/landlord
• DHA will send the owner/landlord will complete the packet
• Once the RFTA packet is complete, it must be submitted to DHA
• Once the RFTA packet is received by DHA, an Occupancy Specialist will review the information.
• Upon approval of the RFTA packet, the Initial Inspection of the unit will be scheduled.
• Rent reasonableness will be determined and the owner/landlord will be contacted if necessary.

DHA will only send one RFTA packet at a time.

You may be required to complete a recertification to update your income and household composition.

Do not move into the home until it passes the inspection. DHA will only start making payments to your landlord if the home meets inspection standards.

DHA recommends starting this process 30 to 45 days before you plan to move.