PBCA Special Claims
Claims can be submitted to KHC for vacancy loss, tenant damages, and unpaid rent. Please review the guides and forms below thoroughly before submitting a claim.
Key Guides and Forms
General Submission Rules
- All claim requests must be submitted on the required forms and must contain:
- Authorized signatures (as listed on the Property Contact and Signature Authorization Sheet, on file at KHC).
- Dates and proper documentation to justify the claim, as listed below.
- Only claims that are submitted within 180 days of the unit ready for occupancy date will be considered.
- Only one copy of the claim is required.
Required Documentation by Claim Type
Additional information is required depending on the type of claim.
Select a claim below to see the requirements.
Vacancy Claims
The following documentation must accompany vacancy claims:
- Completed HUD 52670-A Part 2 - Claims Schedule form.
- Completed HUD 52671-C - Regular Vacancy form.
- Copy of security deposit disposition.
- Copy of advertising/billing during the vacancy period (for claims over 30 days).
- Copy of waiting list during the vacancy period (for claims over 30 days).
- Verification of the "ready for occupancy" date (e.g., reconditioning/maintenance log).
- If unit transfer, documentation of the reason for transfer.
Units occupied by a police/security officer are not eligible for vacancy payments (HUD Handbook 4350.3, Chapter 9). If the move-in tenant is a market renter, provide the move-in 50059 or lease.
Damage Claims
The following documentation must accompany damage claims:
- Completed HUD 52670-A Part 2 - Claims Schedule form.
- Completed HUD 52671-A - Unpaid Rent/Tenant Damages form.
- Completed security deposit disposition form.
- All inspections (move-in and move-out) signed by the tenant and management.
- Detailed list of actual costs for all damage repairs (see HUD Life Expectancy Chart).
- Copies of invoices for repairs.
- Verification of "ready for occupancy" date.
- Evidence the owner took reasonable steps to collect the debt from the tenant
Damages do not include normal wear and tear, routine cleaning, or turnover. Attorney fees and unpaid utility bills are not considered for payment.
Unpaid Rent Claims
The following documentation must accompany unpaid rent claims:
- Completed HUD 52670-A Part 2 - Claims Schedule form.
- Completed HUD 52671-A - Unpaid Rent/Tenant Damages form.
- Completed security deposit disposition form.
- Copy of tenant's rent ledger.
- Evidence the owner took reasonable steps to collect the debt from the tenant.
After payment of a claim, any subsequent amount collected from the tenant must be refunded to KHC on the next voucher.
PBCA Waivers
Waivers are exceptions to age, income limits, and unit size eligibility requirements. They are effective tools to combat high vacancy rates. Properties that are experiencing continued vacancy issues should refer to HUD Handbook 4350.3, Chapter 3, for guidance.
How to Submit a Request
A waiver must be in place before a property can move in an ineligible applicant.
All requests should be e-mailed to Melissa Corbett and must include:
- The written request.
- Copies of the exhausted waiting list.
- Proof of advertising during the vacancy period.
- Additional marketing efforts.
- Demographic and financial documentation.
The Review Process
Once received, your request is reviewed and a recommendation is forwarded to the HUD Account Executive assigned to your property. Due to this extensive review, all requests should be submitted well in advance of the desired move-in date. We recommend renewal requests be submitted at least one month prior to expiration.
Warning
Note for 202/8 Properties
Requests for 202/8 properties must also be reviewed by the HUD Hub office in Atlanta, Georgia. This process can take an extended period of time, and the final response will come from the HUD Hub office.