Cal. Civ. Code § 380.502
Record Submission and Retention
Operative Text
a)�������� Landlords shall maintain monthly records of the Tenant Contribution and Rental Assistance payments received for each Unit, including Unit vacancies.� Landlords shall submit copies of these records to the LAA at least quarterly unless the contract between the Landlord and the LAA requires more frequent submittals.� Landlords shall also submit the quarterly certification forms described in Section 380.410. b)�������� Copies of all records described in this Section shall be retained by Landlords for the term of the lease plus three years from the date of termination of the lease.
Under 47 Ill. Admin. Code pt. 380 § 380.502, landlords participating in rental assistance programs are required to keep monthly records documenting both tenant contribution amounts and rental assistance payments for every unit, including any vacancies. These records must be submitted to the Local Administering Agency (LAA) at least every quarter, or more frequently if the landlord's contract with the LAA demands it, along with the quarterly certification forms referenced in Section 380.410. All records covered by this provision must be kept for the full lease term plus an additional three years after the lease ends.
Plain English — not legal advice.
Compliant operators under 47 Ill. Admin. Code pt. 380 § 380.502 generally maintain a consistent monthly recordkeeping system that captures tenant contribution amounts, rental assistance payments, and unit vacancy status for each unit in the program. They submit copies of those records to their LAA on a quarterly basis—or on whatever more frequent schedule their LAA contract specifies—and include the Section 380.410 quarterly certification forms with each submission. Operators also establish a document-retention policy that preserves all covered records through the end of each lease term and for three additional years after lease termination.
General guidance for property managers — not legal advice for your specific situation. Consult an attorney for advice on your case.
Section 380.502 of 47 Ill. Admin. Code pt. 380 establishes that landlords in rental assistance programs must keep detailed monthly records of both the tenant's share of rent and any assistance payments, which can be relevant if questions arise about payment history or unit status. Tenants who believe their landlord is not properly tracking or reporting these figures may have grounds to raise the recordkeeping requirements as part of a broader complaint or inquiry. Tenant-rights organizations and local housing agencies can help tenants understand how these records relate to their rights and what options may be available if discrepancies are suspected.
General guidance for tenants — not legal advice for your specific situation. Consult a tenant-rights organization or attorney for advice on your case.
Generated September 18, 2026 — auto-generated, not yet human-reviewed. See /transparency for methodology.
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