HUD Handbook 4350.3 § 5-18

A.     Key Requirement

                Owners must include verification documentation in the tenant file.

         B.     Documenting Third-Party Verification

                *All third-party verification documentation must be put in the tenant file, e.g., EIV
                Income Reports or verifications received from sources via mail, etc.*

         C.     Documenting Telephone Verification

                When verifying information by phone, the owner must record and include in the
                tenant’s file the following information:

                1.       Third-party’s name, position, and contact information;

                2.       Information reported by the third party;

                3.       Name of the person who conducted the telephone interview; and

                4.       Date and time of the telephone call.

         D.     Recording Inspection of Original Documents

                Original documents should be photocopied, and the photocopy placed in the
                tenant file. *Originals of tenant-provided documents are to be returned to the
                tenant.* If the original document cannot be copied, a clear note to the file must
                describe the type of document, the information contained in the document, the
                name of the person who reviewed the document, and the date of that review.

                .

E.     Documenting Why Third-Party Verification Is Not Available

                When third-party verification is not available, owners must document in the file
                efforts made to obtain the required verification and the reason the verification
                was not obtained. The owner must include the following documents in the
                applicant’s or tenant’s file:

                1.       A written note to the file explaining why third-party verification is not
                         possible; or

                2.       A copy of the date-stamped original request that was sent to the third
                         party;

                3.       Written notes or documentation indicating follow-up efforts to reach the
                         third party to obtain verification; and

                4.       A written note to the file indicating that the request has been outstanding
                         without a response from the third party.

         F.     Reasonable Accommodation

                If an applicant or tenant cannot read or sign a consent form because of a
                disability, the owner must provide a reasonable accommodation. See Chapter 2,
                Section 3, Subsection 4 for a description of the requirements regarding
                reasonable accommodations.

                                Examples – Reasonable Accommodation
                                Provide forms in large print.

                                Provide readers for persons with visual disabilities.

                                Allow the use of a designated signatory.

                                Visit the person’s home if the applicant or tenant cannot
                                 travel to the office to complete the forms.