Special Claims

If a subsidized unit becomes vacant, the Owner/Agent may file a claim for vacancy loss and compensation for unpaid tenant rent and damages.  The special claims are submitted to the WVHDF where they are analyzed, verified, and approved, adjusted, or denied.

Notes 

  • Special Claims must be submitted to the WVHDF for approval with the appropriate checklist (see below) and all required supporting documents, for each unit listed on the claim.
  • All forms must be signed.
  • Claims must be received within 180 calendar days following the date the unit becomes available for occupancy.
  • The move-out or unit transfer out must be in TRACS when a claim packet is submitted.
  • If the unit was re-rented within 60 calendar days after the “date unit ready for occupancy,” the move-in or unit transfer-in must be viewable in TRACS when the claim is submitted.
  • If the move-in tenant is a market renter, provide the signed move-in HUD-50059 or lease.
  • Damages do not include normal wear and tear, routine cleaning, and turnover costs. In addition, attorney fees and unpaid utility bills are not eligible for claim reimbursement.
  • Payment requests for approved/adjusted claims must be made on a voucher within 90 calendar days of the claim approval date.
  • After a property has received payment of tenant damages and/or unpaid rent claim, any subsequent amount collected from the tenant through collection efforts should be returned on the property’s next HAP voucher submission as a Miscellaneous Accounting Request (RSPC-Recouped Special Claims Funds).

Helpful Links 

Special Claims - Documents

Checklist – Unpaid Rent Damages Claim (6.11.18) (2.8 MB)
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Checklist – Vacancy Claim (6.11.18) (1.5 MB)
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Life Expectancy Chart (72.8 KB)
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List Of Normal Wear & Tear Vs Tenant Damages (468.3 KB)
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Sample Reconditioning Maintenance Log ()
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Security Deposit Required (76.2 KB)
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Special Claims Processing Guide FAQs (HUD) (187.1 KB)
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