Landlord Portal
If you are an active landlord with this agency participating with HACSJ and you can register for our Landlord Portal. The Landlord Portal will allow you to:
- Confirm/edit your information, such as email address and phone numbers, to ensure quality communication.
- Make direct requests to Case managers, Inspectors, and Supervisors.
- View your billing and payment transactions.
- View your unit inspection data.
- Self-certify for failed items on inspections.
You can create your user account by visiting the www.hacsjonline.org. If you need your registration code, please email landlordhl@hacsj.org.
How the HCV Program Works
Landlords must be willing to rent their property to a participant of the HCV program. HACSJ must approve the rent and ensure the rental property meets housing quality standards (HQS) / National Standards for the Physical Inspection of Real Estate (NSPIRE). A contract is executed between the landlord and HACSJ and the housing subsidy is paid to the landlord directly. The household then pays the difference between the contract rent charged and the amount of the subsidized portion, which is generally 30% of their adjusted income. Households who participate in the HCV program are selected from the HACSJ’s waitlist.
Rental Listing
To list your property for participants of the HCV program, you may use affordablehousing.com, a free rental listing service. Premium membership options are also available. HACSJ no longer manages rental listings.
How Rent is Calculated?
The rent landlords can charge (the contract rent) is based on two (2) factors:
- The reasonable rent for the unit; and
- The family’s household income
The gross rent for the unit, which is the sum of the contract rent and the utility allowance that HACSJ credits to the family, has to be reasonable. This means that no more than the gross rent for the comparable unassisted unit in the area of the unit proposed to be assisted. In addition, if the unit is in a multi-unit building, the landlord can charge no more for it than what is currently charged for comparable unassisted units in the building. HACSJ will conduct a rent reasonable determination by comparing its rent to that of, at least, two comparable unassisted units in your unit’s area.
Landlord’s may be asked to complete the Unit Profile form or Request for Tenancy Approval, which is provided directly to the voucher holder for additional details for the prospective unit when completing conduct a rent reasonable determination.
How Much Rent (Housing Assistance Payment) Do I Get From HACSJ? How Much Rent Do I Get from the Tenant?
HACSJ administers the Housing Choice Voucher (HCV) program, which provides housing assistance payments (HAP) directly to the landlords on behalf of eligible participants. The eligible participant pays around 30-40% of the contracted rent and the HAP covers the remaining portion.
To determine HACSJ’s payment to you, HACSJ performs a HUD prescribed calculation:
- Calculates the gross rent (the sum of the contract rent and the utility allowance that HACSJ credits to the family).
- Calculates 30% of the family’s income
- Subtract 30% of the family’s income from lesser of the payment standard or gross rent.
- The difference between 30% of the family’s income and the lesser of the payment standard or the gross rent is the HAP paid to the landlord. The family is responsible for the remainder.
HACSJ submits the HAP via direct deposit or mail, on the 1st business day of each month.
HACSJ makes every effort to assure that the landlord receives timely payment of the HAP share of the rent.
If you need to enroll in direct deposit, please contact landlordhl@hacsj.org to receive the necessary forms.
Payment Standards
The U.S. Department of Housing and Urban Development (HUD) uses an in-depth exposition of methodology to generate Fair Market Rents for a given geographic area which are used by public housing agencies to determine payment standard amounts for the HCV rental assistance programs. Payment standards are generally the maximum rent allowed.
Landlord FAQ
Is there a lot of paperwork for a landlord to participate?
The landlord and prospective tenant will need to complete a Request for Tenancy Approval (RTA) packet, which includes providing details of the units. Address, bedroom size, structure type, the utilities the tenant pays, and proposed monthly rent. In addition to the RTA packet, a copy of the lease agreement will need to be provided.
Evaluation of the RTA packet will be completed within 14 days of receipt. The landlord and tenant will be notified upon completion of the evaluation.
Upon both HACSJ and the landlord agreeing to the contract rent, HACSJ will schedule the prospective unit for Housing Quality Standards (HQS) / National Standards for the Physical Inspection of Real Estate (NSPIRE) initial inspection. If the tenant is given possession to the unit prior to the passed inspection and executed Housing Assistance Payment (HAP) Contract, the tenant will be responsible for agreed upon rent.
Upon passed inspection and the HAP Contract being executed by both the landlord and HACSJ, payments will be processed. If applicable, HACSJ may require the landlord to complete the ownership packet which includes completion of a W-9 before payments are processed.
HACSJ submits the HAP via direct deposit or mail, on the 1st business day of each month.
HACSJ makes every effort to assure that the landlord receives timely payment of the HAP share of the rent.
If you need to enroll in direct deposit, please contact landlordhl@hacsj.org to receive the necessary forms.
Am I required to enroll in the Direct Deposit program?
Landlords are encouraged to enroll into the Direct Deposit program. Within the Ownership Change Packet, instructions and forms for direct deposit are available. If the landlord does not enroll in direct deposit, a paper check will be mailed to the address provided on the owner verification form.
What happens if I don’t receive my payment?
The Housing Authority will not stop payment without notification. Generally, payments are stopped when the contract has been terminated. Payments may be placed on hold if Housing Quality Standards (HQS) / National Standards for the Physical Inspection of Real Estate (NSPIRE) deficiencies are not repaired by the date prescribed by the Housing Authority. It is recommended that landlord’s login to their landlord portal at www.hacsjonline.org to review their ledger. Upon login, click on “My Ledger” to review payment details.
How often are you required to inspect my unit?
The Housing Authority is required to conduct a Housing Quality Standards (HQS) / National Standards for the Physical Inspection of Real Estate (NSPIRE) inspection at least biennially from the initial inspection anniversary.
Who should I report landlord changes to?
Landlord changes can be made in the landlord portal at www.hacsjonline.org. Login to your account and click on the “My Profile” tile. At the bottom of the profile form, there is a button to “Edit Profile”. After clicking “Edit Profile”, you can made changes. You can also report changes to landlordhl@hacsj.org, if you are unable to make changes in your profile.
Are rent increases allowed?
After the lease’s initial term, the owner may request to increase the rent with a 60-day notice to the family and the Housing Authority. The proposed increase must be reasonable. Remember, your lease must allow for rent increases after the initial term. Any increase cannot make the rent greater than that charged for comparable, unassisted units.
May landlords collect a security deposit?
Yes, the landlord is not required to but may collect a security deposit from the tenant. Security deposits charged by landlord may not exceed the maximum prescribed by State or local law.
Who selects and screens the tenants?
Even though a family is determined by the Housing Authority to be eligible for the program, the landlord must approve the tenant as a suitable renter. The Housing Authority knows that the landlord has approved a family when a Request for Tenancy Approval form is submitted. It is the landlord’s responsibility to screen families who are interested in renting their units.
The Housing Authority DOES NOT screen families for their suitability as renters. That is the responsibility of the landlord.
On what grounds should I evaluate a prospective renter?
When a prospective renter contacts you, evaluate him or her as you would any other renter. Make sure that your tenant selection standards are based on objective, business-related considerations, such as:
- Paying rent and utility bills
- Caring for property
- Respecting the rights of others to peaceful enjoyment of their residences
- Engaging in drug-related criminal activity or other illegal activity that is a threat to life, safety, or the property of others
- Compliance with other essential conditions of tenancy
Landlord must apply the same tenant selection standards to any family that applies, whether the family is a prospective Section 8 renter or not. Tenant selection must not be based upon:
- Race
- Color
- Age
- Religion
- Gender
- Familial Status
- Disability
- Or any other discriminatory factors
Tenant is violating the lease agreement, can I evict the tenant?
Yes, as long as you follow California (and any other local) eviction laws, you can evict the tenant, as you would for any other tenant, for non-payment of rent or other serious or repeated lease violations. Landlord must give HACSJ a copy of any landlord eviction notice(s) at the same time the owner notifies the tenant.
The landlord can enforce the lease to evict the tenant. HACSJ is not permitted to do so.
