Recertification Process for Current Tenants Prior to Lease Expiration (if using SEB)
All tenants in affordable apartments must be annually recertified for program eligibility. When a current tenant’s lease is expiring within 120 days, SEB will reach out to each household to notify them of their need to recertify prior to their lease expiring but the Leasing Office should take the following actions:
1. When an affordable tenant’s lease is 120 days from expiration, put a Recertification Application in each tenant’s mailbox and/or send them an email reminding them of their need to recertify.
2. Check the list that SEB sends every two weeks to confirm that all of the households with leases expiring within 120 days are listed. If the rent roll given to SEB was incomplete or changed since given to SEB, some households might not be listed meaning they are not being properly notified. If any household is missing, notify SEB immediately.
3. All households on the list SEB sends over should be sent a generic notice by the Leasing Office every 1-2 weeks to remind the household to complete the process. Current tenants who miss their recertification deadline must be sent the notice that their unit will increase to market-rate rents at the end of the Lease Term (see Notices To ALL Applicants Undergoing Certification With SEB on pg 4). Please check the current Affordable Housing Lease Addendum in place for each tenant to see when the deadline is for recertification. Applicants using the SEB Lease Addendum must complete the certification 60 days prior to lease expiration, but if another addendum was used the deadline might be different.
SEB Review: When SEB concludes that an application is incomplete, they will contact the applicant directly with a specific checklist of information of documentation that is missing and will cc the Leasing Office so that the Leasing Office knows what documentation is missing. If/When the applicant has questions about the missing documentation, they should be told to contact SEB directly. The checklist that SEB provides will be based on the documentation that has been submitted to date. Upon the submission of missing documentation, SEB may become aware of additional undisclosed documentation that needs to be provided and may amend the missing documentation checklist. When SEB determines that a file is complete and the applicant is eligible, they will notify both the applicant and the Leasing Office.
4. Once the household is approved by SEB, SEB will send the applicant and the Leasing Office the Tenant Income Certification Worksheet and Approval. Make sure that the information on the Tenant Income Certification is consistent with the information the applicant provided on their lease as this is the best and easiest way to ensure that we are reviewing the materials for the same household composition that will be moving into an affordable unit. The Leasing Office will need to complete the Tenant Income Certification Worksheet and have the tenant sign it, and the Leasing Office will have to complete a Tenant Income Certification Approval form and sign it. After the TIC Worksheet and Approval forms have been completed and signed, a new lease can be signed.
5. When the lease is signed, please have the applicant sign an Affordable Housing Lease Addendum.
6. If the tenant is not eligible, they must be sent a notice that their rent will change to market-rate rent at the end of their current lease term.