become a participant of the Section 8/housing choice voucher (HCV) program once Charleston-Kanawha
Housing Authority (CKHA) enters into a Housing Assistance Payment (HAP) contract
with a landlord on your behalf. As a program participant you
will have certain responsibilities in reporting information
to CKHA in a timely matter. Failure to do so could lead to
you owing money that you will be required to repay or result
in you losing your assistance entirely.
CKHA is required to update participant information annually
with regard to household income and family composition, in
order to determine continued eligibility for assistance. Approximately
90 to 120 days prior to the assistance anniversary date, the family
will be scheduled to attend a meeting very similar to the
applicant orientation. At the recertification appointment
CKHA staff will review the completed application with the family
and request additional information as needed. CKHA staff will
also conduct a briefing to inform families of their responsibilities
and any changes in program rules.
There are three types of inspections:
1. CKHA is required to inspect a family’s rental property
at least annually. The annual inspections must be conducted
within twelve month of the last inspection. An inspector is
to contact both the family and the landlord to schedule the
inspection. Failure to allow the annual inspection will be
cause for termination of assistance.
2. Special inspections can be requested by either the tenant
or landlord, based on problems that have occurred with
the unit that have not been taken care of by the responsible
party within a reasonable time frame.
3. Quality Control inspections are done on a certain number
of units, selected because of the recent of the annual or
special inspection, the inspector that conducted the last
inspection and the location of the unit. These inspections
are done to ensure the work of the inspectors is the very
Once an inspection is conducted, both parties receive a summary
of repairs to the unit and a time frame in which to complete
those repairs. Upon completion of the repairs, the inspector/CKHA
is to be contacted to schedule a re-inspection.
Failure to complete the repairs within the time frame specified
will be cause for termination of assistance. If the failure
is on the part of the landlord, the family is issued a
voucher and a move packet to find another unit. If the
failure is on the part of the family, assistance is terminated.
If either party should complete the repairs by the date
of the termination, assistance may continue on that unit
if both parties are in agreement to continue the occupancy.
Housing Quality Standards (HQS) violations that result in the
property failing inspection, for which the family is responsible
are as follows:
1. Tenant paid utilities not being in service.
2. Tenant provided appliances not working.
3. Smoke detectors where the batteries have been removed.
4. Damage to the unit caused by a household member or guest
beyond normal wear and tear.
Poor housekeeping may lead to
damage to the unit.
Failure to correct these items in the time required will
lead to the loss of housing assistance.
Changes between Recertification
required to report all changes in income and family composition
within ten days of the change. Changes must be sent in writing
to the family’s assigned specialist using the Change
of Family Information form (PDF, 21K). Do not call to
report a change. If you wish to add someone to your household
other than through marriage, birth, adoption, or court awarded
custody you must receive permission from your landlord in
writing. This statement must also be sent to CKHA.
Moving with Assistance
may not move within the first year of an initial contract
without a written release from the owner or if there is an
un-repaired owner HQS violation. Anytime after the first year
a written 30-day notice must be given to the landlord (with
a copy to CKHA) stating when you intend to vacate the unit.
Remember, since the lease agreement is between you and the
owner, you should check the terms of the lease as to when
you can move.
Example: If after
the first year the lease is renewed on a month to month basis
all you would need to do is give a thirty day notice from
the first of a month. Therefore, if you wished to move by
December 31 you must inform your landlord and CKHA by December
Upon receiving the thirty day notice of intent to move:
1. If the family HAS been recertified within
the last 120 days, the family will be sent a Voucher Packet
that is good for 120 days.
2. If the family HAS NOT been recertified within the last
120 days, the family will be required to attend a briefing
and complete the recert process. At this time a Voucher Packet
good for 120 days will be issued.
Please be aware that
during a move process the family will be under the same requirements
as an applicant with regard to the total family share not
exceeding 40% of the family’s adjusted income. Also,
the unit must also pass HQS inspection and be found to be
rent reasonable before CKHA will approve
the property for assistance.
After receiving the
Request For Tenancy Approval (RFTA) back from the landlord, CKHA will
schedule an inspection on the new rental unit. Once the unit
has been approved a HAP contract will be prepared. Since a
new contract is being entered the family will not be allowed
to move again for another year unless the previously mentioned
conditions are met.
CKHA will give a program participant written notification
of a decision to terminate assistance. The notice will contain
the Family Obligation Violations for the decision and will
indicate if the participant may request an informal hearing.
A person(s) designated by CKHA that was not directly involved
in the decision to terminate assistance will conduct the hearing.
During the hearing the family will be given the opportunity
to present written or oral objections to CKHA’s decision.
The decision of the hearing officer is final.
of the features of the housing choice voucher (HCV) program is the
mobility of the assistance. Section 8(r) of the United States Housing
Act of 1937 provides that Section 8/HCV participants may transfer to
housing authority anywhere in the United States, provided the housing
authority administering the tenant-based program has jurisdiction over
the area where the participant wants to transfer. The term
“portability” refers to the process of leasing or purchasing a dwelling
unit with housing voucher tenant-based assistance outside of the
jurisdiction of the housing authority that initially issues the
household its voucher (the Initial Public Housing Agency). Program
regulations covering where a household may move and the
responsibilities of the Initial Public Housing Agency and the Receiving
Public Housing Agency (the Public Housing Agency with jurisdiction over
the area to which the household moves) are found at 24 CFR sections
982.353 through 982.355.
voucher holders who are residents of Kanawha, Clay, or Putnam counties,
may “port” their Housing Choice Voucher outside of CKHA’s
jurisdiction. However, if your name comes up on the waiting
list and you are issued a voucher and you reside outside of CKHA’s
jurisdiction, you must utilize the voucher within the CKHA jurisdiction
for at least 12 months before porting out.
Participants may not port out if they are in violation of family obligations or if they owe a balance to CKHA or their landlord.
Admission to the voucher program, a family must be income eligible in
the area where the family initially leases a unit with assistance under
the program. If an applicant family exercises portability, the income
limit of the receiving PHA is used.
DO NOT MOVE BEFORE COMPLETING ALL OF THE PORTABILITY PAPERWORK AND GETTING APPROVAL FROM YOUR CASEWORKER. Failure to do so may result in loss of your voucher and cause you to be responsible for your full rent payment
wishing to transfer their voucher to CKHA should notify their
Housing Counselor in their hometown for guidance on doing so.
The Housing Authority where they currently live should send all Portability paperwork to:
Charleston-Kanawha Housing Authority
1525 Washington Street West
Charleston, WV 25387