Manager / Supervisor Federal Emergency Rental Assistance Program (ERAP .

APPLICANT-PROVIDED INCOME VERIFICATION (CONT’D)Acceptable income documents for applicant-provided verification of current monthly incomeChild support through DORChild support not through DORDOR printout dated within the last60 days or bank statement showingdeposit dated within the last 60 daysLetter from parent paying the childsupport, dated within the last 60 days,stating the child support amount andthe frequency of payments or bankstatement showing deposit dated withinthe last 60 daysUnemployment benefitsWage incomeOther sources of incomePrintout showing weekly paymentamount dated within the last 60 days orbank statement showing deposit datedwithin the last 60 daysTwo paystubs dated within the last60 daysLetter or other verification showingcurrent income dated within last 60daysSocial Security or SupplementalSecurity Income (SSI)Most recent benefit letter dated withinthe last 12 months or bank statementshowing deposit dated within the last 60days03/11/2021DRAFT FOR POLICY AND PROGRAM DEVELOPMENT32

DATABASE-VERIFIED INCOMEIncome can be verified by databases associated with different kinds of income1234Look up the individual in WageMatch toverify any stated wage income on theapplication. To do this, RAA needs theindividual’s First Name, Last Name andSocial Security Number.Annualize the verified income for themost recent available quarter precedingthe date of RAFT application.12Record the verification result in theapplicant file.Use this verified income whendetermining income eligibility.03/11/2021UNEMPLOYMENTINSURANCE (UI)PANDEMIC UNEMPLOYMENTASSISTANCE (PUA)EARNED WAGES3Look up the individual in the FAST-UIdatabase to verify any stated federalpandemic unemployment assistanceon the application.Annualize the most recent weeklybenefit amount and dependencyallowance paid to the individual,before other deductions andadjustments.Record the verification of PUAincome in the applicant file.DRAFT FOR POLICY AND PROGRAM DEVELOPMENT123Look up the individual in the UIOnline Database to verify statedunemployment insurance incomeon the application.Annualize the most recent weeklybenefit amount and dependencyallowance paid to the individual,before other deductions andadjustments.Record the verification of UIincome in the applicant file.33

SELF ATTESTATION OF ZERO INCOMEIf an adult in the household has zero income, it may be self-attested in theapplication, as there is no way to substantiate a lack of incomeAny household with income above zero must be verified by one or more of themeans discussed on the previous slides03/11/2021DRAFT FOR POLICY AND PROGRAM DEVELOPMENT34

UTILITIES03/11/202135

UTILITY ASSISTANCE ERAP will cover up to twelve (12) months of eligible utility arrears forservice on or after March 13, 2020, up to a maximum of 1,500 perhousehold for the following utilities:– Gas– Electricity– Deliverable fuel like oil, propane and wood pellets Documentation requirements: Overdue Notice (formerly shutoff notice) RAAs should refer applicants to LIHEAP and provide information onutility discount rates and Arrearage Management Plans (AMPs)Further ERAP Utilities guidance to come.DRAFT FOR POLICY AND PROGRAM DEVELOPMENT36

REQUIRED DOCUMENTATION03/11/202137

REQUIRED DOCUMENTATIONA file must be retained for all applications that includes any documentation submitted as part of theapplication.The following documentation is required to be on file for all approved applicants:Identification for head of householdVerification of current housing (i.e., lease or tenancyagreement)Verification of eligible housing crisis (i.e., notice ofarrears or balance overdue, court summons, notice toquit, notice of eviction, or letter from host if doubled up)Proof of ownership for unit03/11/2021Verification of income, or verification of presumedincome eligibilityW-9 for property owner or authorized agentAuthorization of agent, if applicableThe file must include mention of which months thehousehold’s arrears are from. If there is no mention inthe rest of the file, extra documentation must berequested.DRAFT FOR POLICY AND PROGRAM DEVELOPMENT38

REQUIRED NOTIFICATIONS03/11/202139

REQUIRED NOTIFICATIONS – APPLICANTS, UTILITIES, AND LANDLORDSApplicants must be notified by email, phone, or mail at the following status changes.These notification requirements apply to all applications received usingthe joint RAFT, ERMA, and RAFT Federal application, regardless of whichprogram the applicant is ultimately served with.Receipt of ApplicationDenial: Applicant is ineligible, RAA’s must use standarddenial notification language provided by DHCDUpon review, if there is missing documentationClose-Out: Missing documentation (tenant or landlord)leading to incomplete application. Must reopenapplication if missing documentation is submitted within30 days of close-outUpon application close-out or denial, stating reasonUpon approval, copying the tenant on landlord terms of agreement to participate03/11/2021DRAFT FOR POLICY AND PROGRAM DEVELOPMENT40

DATA TRACKING, REPORTING & REVIEWS03/11/202141

DATA TRACKING & REPORTINGERAP participation and payments will be tracked in HAPPYRAAs will be required to complete the following 2 new data fields for all households served throughERAP in addition to the regular required RAFT fields: Earliest date of arrears covered (date field) Total number of months spanned by arrears payment (number field)Example: A household receives an arrears payment that covers partial rent for December2020, January 2021, and February 2021 The RAA would fill in “12/1/2020” for “Earliest date of arrears covered” The RAA would fill in “3” for “Total number of months spanned by arrears payment.”RAAs will use the DHCD custom Fiscal Report in HAPPY to provide monthly backup on expenditures toDHCD03/11/2021DRAFT FOR POLICY AND PROGRAM DEVELOPMENT42

HAPPY REPORTINGBelow are the additional fields are required to be filled out in HAPPY for ERAP applications.2New fields:1 Income: new options of zero income, 50-80% AMI, and about 80% AMI2 Arrearage # of months3 Earliest date of arrears1303/11/2021DRAFT FOR POLICY AND PROGRAM DEVELOPMENT43

QUALITY REVIEWS Each application file should be reviewed by at least two individuals. The second reviewer does notnecessarily need to be a supervisor, unless the benefit amount is greater than 10,000 perhousehold For benefits awards greater than 10,000, a manager or supervisor must date and annotate theirreview using the following language:“I, First and Last Name, attest that I have reviewed this file (file number)and recommend approval/disapproval. If disapproved, here is why.” RAAs should develop a review process that is compliant with the new Administrative Plan and anyother guidance administered by DHCD or the Treasury DHCD will make an effort to conduct periodic file reviews Benefit awards that exceed 35,000 per household will be restricted in HAPPY03/11/2021DRAFT FOR POLICY AND PROGRAM DEVELOPMENT44

QUESTIONS03/11/202145

PROCESS / PROCEDURAL GUIDANCE03/11/202146

ERAP, RAFT, & ERMA PROGRAM MATRIXERAPERMARAFTBenefit CapsLimited to 12 months of assistance (no dollar cap), withadditional three months as needed 10,000 in any 12-month period through the end ofthe state of emergency 10,000 in any 12-month period through the end ofthe state of emergencyIncome Eligibility80% AMI50% AMI80% AMI Income Eligibility: Verified by 2020 Tax Return, or 2months of income documentation (to be used if available,if not RAFT standards for presumed eligibility and incomedocumentation) Income Eligibility: MassHealth/DTA presumedeligibility, or documentation from last 60days, verifiable in DUA/DOR systems Income Eligibility: MassHealth/DTA presumedeligibility, or documentation from last 60days, verifiable in DUA/DOR systems Hardship: Must demonstrate one of 10 housingcrises with documentation list Hardship: Must demonstrate one of 10 housingcrises with documentation listEligibility Documentation Hardship: Unemployment qualification or verificationCOVID 19 impactProspective RentLimit initial payment for prospective rent to three months,applicant will reapply to receive additional aidProspective rent assistance may be spread outover up to 12 months to solve crisisProspective rent assistance may be spread out overup to 12 months to solve crisisPublic Housing and VoucherHoldersYes, but funds are not applied to costs that have been or willbe reimbursed under any other federal assistanceYes, but cannot be more than 6 months of arrearsYes, but cannot be more than 6 months of arrears Yes, utilities accrued 3/13/20 or later Yes, utility arrears (not applicable during wintermoratorium) Yes, utility arrears (not applicable during wintermoratorium) Documentation: Utility shut off notice orverification that service is at risk or alreadyshutoff Documentation: Utility shut off notice orverification that service is at risk or alreadyshutoffUtilities Documentation: “Bill, invoice, or evidence of payment tothe provider”InternetNoNoNoMoving ExpensesYesYesYesPrioritization Priority for 50% AMI & lower and applicants unemployed90 daysAt least 50% of RAFT spending must go tohouseholds at 30% AMI or lower03/11/2021DRAFT FOR POLICY AND PROGRAM DEVELOPMENT47

APPLICATIONS IN PROCESS GUIDANCEThe below guidance should be followed for applications that are currently in process. These scenarios are forapplications in process between 3/15-3/21; on and after 3/22, all applications will follow federal rules.If Then Application denied and communicatedNo actionApplication denied but not communicatedReview for Federal eligibilityApplication is timed outContinue with timeoutsApplication approved (both in or not in HAPPY)Continue as is (distribute payments)Applications before they are approvedContinue to process for RAFT / ERMA03/11/2021DRAFT FOR POLICY AND PROGRAM DEVELOPMENT48

CASE STUDIES03/11/202149

CASE STUDY 1 PROGRAM PRIORITIZATIONScenario:My name is Alex Sullivan. I live in an apartment in Fall River with my wife and our two children, who areboth under 18. We have been renting this apartment for 4 years now. My wife didn’t lose her job, butwe can’t afford our rent on her salary alone. Alex Sullivan“I lost my job due to COVID back inJune of 2020. I need help paying myback and future rent so that myfamily and I can stay safe.”03/11/2021 I certify that I am applying for emergency housing assistance because of a financial hardship duedirectly or indirectly to COVID-19.Between my wife and I, our household makes 19,000 annually – which is below 80% AMI. Our children do not contribute to the household income.I have provided the following documentation: Proof of identity Proof of income My unemployment benefits Wife’s recent paystubs Proof of housing Lease agreement Evidence of my housing crisis Notice from my landlord saying I have only made partial rent payments every monthfrom July 2020 through March 2021I am applying for assistance because . . . I am behind on rent and I can't afford future rent I have received a Notice to Quit that says my lease will be terminated if I do not pay all rentowed within the allotted timeframeDRAFT FOR POLICY AND PROGRAM DEVELOPMENT50

WORKING TOGETHER ACTIVITY - MENTI LIVE POLL (ANONYMOUS) Is this person eligible to receiveassistance through ERAP?How to Participate1. Go to Menti.com on your smartphone or computer browser.2. Enter the code03/11/20217180 3310 into the field shown to the rightDRAFT FOR POLICY AND PROGRAM DEVELOPMENT51

CASE STUDY 2 PROGRAM PRIORITIZATIONScenario:My name is Rebecca Morrison. I live with my father and my son in my home in Fitchburg. I have lived inmy house since I bought it 6 years ago. When COVID hit, unfortunately, I eventually had to permanentlyclose my restaurant in October of 2020. Since closing the restaurant, I have had trouble making mymortgage payment. Rebecca Morrison“My restaurant closed because ofCOVID in October of 2020. I can’tafford my mortgage on my house”.03/11/2021 I certify that I am applying for emergency housing assistance because of a financial hardship duedirectly or indirectly to COVID-19.With the side-jobs I have taken on, my household makes 70,000 – which is 60% AMI for the area. My son doesn’t work, and my father only receives retirement benefitsI have provided the following documentation: Proof of identity Proof of income My recent paystubs My father’s retirement benefits Proof of housing Ownership documents Evidence of my housing crisis Proof of unpaid mortgage from October – December 2020I am applying for assistance because . . . I can’t make my mortgage payment and the bank is threatening to foreclose.DRAFT FOR POLICY AND PROGRAM DEVELOPMENT52

WORKING TOGETHER ACTIVITY - MENTI LIVE POLL (ANONYMOUS) Is this person eligible to receiveassistance through ERAP?How to Participate1. Go to Menti.com on your smartphone or computer browser.2. Enter the code03/11/20217180 3310 into the field shown to the rightDRAFT FOR POLICY AND PROGRAM DEVELOPMENT53

FEDERAL EMERGENCY RENTAL ASSISTANCE PROGRAMIn many ways ERAP is aligned to RAA current processes!ERAP Program highlights: COVID-19 impact required The benefit is capped at 12 months of arrears or combination of arrears/stipend, plus additional 3months of assistance potentially available if funding allows and need is demonstrated (documented inHAPPY and on file at the RAA) Stipends are initially awarded for three months at a time at 100% of rent Will pay utilities up to 1,500 even though moratoriums extended Differentiation between Close Outs and Denials Supervisor review required over 10,000 Additional methods to verify income03/11/2021DRAFT FOR POLICY AND PROGRAM DEVELOPMENT54

NEXT STEPS & ADDITIONAL LEARNING OPPORTUNITIESOffice HoursJoin weekly Office Hours sessions to dive into specific policies that DHCD has received a lot of inquiries aroundMarch 19 & 26: 1:00 PM – 2:00PMThe Federal Emergency Rental Assistance (ERAP) Admin PlanPlease read and become familiar with the new Federal Emergency Rental Assistance (ERAP) Admin Plan, which canbe found on the RAA Resource Portal. Also, please review the new ERMA Admin Plan.Ensure RAA Staff Attend RAA-specific Training Next WeekEnsure your staff has received the invite for training next week and plans to attend.RAA ReadinessContinue to work with your designated Accenture/DHCD Point of Contact to complete readiness activities. Pleasereview the checklist of readiness activities and ensure you are prepared.03/11/202155

RESOURCES1RAA Resource PortalCentral resource to provide RAA staff with key updates,training and learning opportunities, and helpful information tosupport programsReference Guides2 Reference all training materials related to ERAP on the RAAResource Portal. Reference guides cover topics including: Quality AssuranceReviews, Required Documentation, Application Flow and ProgramGuidance Matrix, HAPPY Data Entry, and ERMA ProgramGuidance.3Further QuestionsContact the RAA support inbox (dhcdraaraft@mass.gov) as apoint of escalations for questions. A member of the RAA SupportTeam will respond.5603/11/2021

QUESTIONS03/11/202157

THANK YOU! 03/11/2021DRAFT FOR POLICY AND PROGRAM DEVELOPMENT58

APPLICATION FLOWApplicationReceivedHas the applicant beenaffected by COVID-19?Is the applicant’s AMIbelow 50% or between50% and 80%?YesNoBelow 50%RAFT is typically forrenters and homeownerswho have not beenimpacted by COVID orarrears before 3/13/20.Between 50% and 80%Is the applicant ahomeowner?NoYesERMA03/11/2021ERMA is for a small subsetof applicants who cannot beserved by federal funds orRAFT. Homeowners behind onmortgage due to COVID.Does the applicant haverent arrears from before3/13/2020?No, applicant has no rent arrears orhas rent arrears from after 3/13/2020Federal EmergencyRental AssistanceProgram (ERAP)Yes, applicant has rentarrears from before3/13/2020RAFTThe Federal EmergencyRental AssistanceProgram (ERAP) willcover most renters whohave been impacted byCOVID-19 Homeowners will not beeligible Federal ERAPbut should beconsidered for ERMADRAFT FOR POLICY AND PROGRAM DEVELOPMENT60

Federal Policy Roll Out Training Calendar – In ProgressMONDAYTUESDAYMarch 1WEDNESDAY2THURSDAY3FRIDAY45Send Invites for RAA Trainings8910Distribute ERAP Policy Admin Plan11122 – 3:30pm RAA ERAP TrainingManager / SupervisorOffice Hours 1 – 2pmPreview of Federal Policy & RolloutWE ARE HERE153:00 – 4:30pm RAA ERAP TrainingMetro Session 11612:30 – 2:00pm RAA ERAP TrainingMetro Session 217181910 – 11:30am RAA ERAP TrainingNeighborWorks & RAP Centers9:30 – 11am RAA ERAP TrainingSMOC, HAC, FranklinsOffice Hours 1 – 2pmFederal Policy Q& A Session3 – 4:30pm RAA ERAP TrainingWay Finders & CTI2 – 3:30pm RAA ERAP TrainingLHAND RCAP, CMHA, BerkshireRAA Reset, Prep and Readiness Activities22232425Kickoff RAA Training ChallengeFEDERAL POLICYEFFECTIVE293026Office Hours 1 – 2pmFederal Policy Q&A Session(policy topic TBD)31April 12Office Hours 1 – 2pmFederal Policy Q&A Session(policy topic TBD)DRAFT FOR POLICY AND PROGRAM DEVELOPMENT61

RAA Support RAA Readiness Moving from RAA support to Readiness DHCD and Accenture are here to support the RAA’s through this new phase The RAP Center will continue to process applications and support the RAA’s tomanage application volume / capacity past the 3/22 federal policy roll out We expect an additional influx in applications once the Federal Policy is liveRAA Readiness LeadsGroup 1Group 2Group 3Group 4RAAsHACMetroFCRHRALHANDWay FindersBHDCCMHARCAPCTINeighborWorksSMOCDHCD LeadBrendan Goodwin /New DHCD StaffTanya RaymondJeremy JacobsonLiz Stanfield (Kristin vliz.stanfield@mass.govChelsea EverettCaroline GrayAntezia Glenn / Paul ay@accenture.comAccenture Lead Joel Chasejoel.chase@accenture.com01/04/2021DRAFT FOR POLICY AND PROGRAM DEVELOPMENT62

The Federal Emergency Rental Assistance Program (ERAP) is a federally funded emergency housing assistance program for renters impacted by COVID-19 DRAFT FOR POLICY AND PROGRAM DEVELOPMENT 9 Massachusetts will administer a portion of its ERAP funding through: Massachusetts has received 457M use-it-or-lose-it federal emergency rental assistance .