HUD HCV Guidebook § 7.2

The initial PHA must86 enter the date by which the initial billing must be received by the initial PHA on Part I,
line 9 of the form. The receiving PHA must87 complete and send Part II of Form HUD-52665 with sufficient
time so that it is received by the initial PHA on or before the initial billing deadline.
The receiving PHA must88: (1) complete and send Part II of the Form HUD-52665 and (2) attach a copy of the
new Form HUD-50058. See Section 8 of this chapter for more information on communications between PHAs,
including requirements for transmittal of PII via email. Part II-B of form HUD-52665 has several options and
more than one of those options may be applicable to each receiving PHA submission of the form. As it relates
to the initial portability billing submission, both options 3 and 10 under Part II-B must89 be completed.
Billing Deadline: The initial billing submission must90 be received by the initial PHA no later than 90 days
following the expiration date of the initial PHA’s voucher. For example, if the initial PHA’s voucher expires
10/30/2019, the initial billing deadline is 01/28/2020.
In cases where suspension of the term of the voucher will delay the initial billing submission, the receiving
PHA must91 notify the initial PHA of the delayed billing before the billing deadline and document that the delay
is due to the suspension of the voucher term. If the receiving PHA meets these requirements, the initial PHA
must92 extend the billing deadline by 30 days. If the initial PHA has not received the portability form within the
new 30-day deadline, the initial billing is late.
Late Initial Billings: The initial PHA is generally not required to honor initial billings that are not received by the
initial billing deadline. If the initial PHA has not received a billing notice by the deadline and determines that it
will not accept a late billing, the initial PHA must93 inform the receiving PHA of this decision in writing. If the
initial PHA still subsequently receives a late billing notice on behalf of the family, it returns the late Form HUD-
52665 to the receiving PHA. A receiving PHA that failed to send the initial billing by the billing deadline is
generally required to absorb the family into its own program unless the initial PHA is willing to accept the late
submission.
HUD may require the initial PHA to accept the late billing in certain cases (such as where the receiving PHA
does not have the funds to support the voucher and the family would be terminated if the initial PHA refused
to accept the late billing). In such cases, HUD may subsequently transfer units and funding from the receiving
PHA to the initial PHA when it is feasible. The initial PHA may contact HUD to report the receiving PHA’s failure
to submit the bill in accordance with these procedures. HUD may take action to address the receiving PHA’s
failure to submit the bill on time, including reducing the receiving PHA’s administrative fee.
Mid-month Moves: If the effective date of the HAP is on a date other than the first of the month, the receiving
PHA cannot bill for administrative fees for that month. This is because administrative fees are earned for each
program unit under HAP contract on the first day of the month. Receiving PHAs may bill for the pro-rated HAP
amount to the new landlord for a partial month. Receiving PHAs may also bill for the full HAP paid to the
previous landlord, if the receiving PHA has a policy of paying full HAP to the previous landlord on the move-out
month. This is because ported vouchers are administered in accordance with receiving PHA policies.

86
   24 CFR § 982.355(e)(1) & (5); PIH Notice 2016-09(14)
87
   PIH Notice 2016-09(14)(a)
88
   PIH Notice 2016-09(14)(a)
89
   PIH Notice 2016-09(14)(a)
90
   PIH Notice 2016-09(14)(b)
91
   PIH Notice 2016-09(14)(b)
92
   PIH Notice 2016-09(14)(b)
93
   PIH Notice 2016-09(14)(c)

Moves and Portability                                                                                        24

Example: The family leases a unit and the HAP is effective on 10/13/19. The receiving PHA cannot bill for
administrative fees for the month of October. The receiving PHA starts billing for administrative fees in
November. The receiving PHA may bill for the pro-rated HAP amount for October and for the full October
amount paid to the previous landlord (based on the receiving PHA’s policies).