Section 8 Contract Administrators

• 4350.3 Occupancy Requirements of Subsidized Multifamily Housing Programs
• Affirmative Fair Housing Marketing Plan (AFHMP) - HUD Form 935
• EIV System
• HUD Form 9887/9887A
• HUD Income Limits
• HUDCLIPS
• "Is Fraud Worth It?"
• Resident Rights and Responsibilities
• Race & Ethnic Data Reporting Form
• Student Eligibility Rule
• Violence Against Women Act (VAWA)
• Electronic Signature, Transmission and Storage – Guidance for Multifamily Assisted Housing Partners

• H-2016-09, Streamlining Administrative Regulations

Rent adjustments and/or Renewal submissions should be submitted directly to PMAM.

For more information, please review PMAM's Frequently Asked Questions.

Guides and forms necessary to process a rent adjustment and renewal can be found on HUD's Multifamily Housing Section 8 Renewal Policy Guide web page.

• Multifamily Housing Utility Allowance Methodology
• HUD OCAF Rates - 2024
• HUD Annual Adjustment Factors Rates
• HUD Fair Market Rents
• HUDCLIPS
• Multifamily Utility Allowance Factors

The voucher record and applicable tenant files must be transmitted electronically to PHFA's iMAX address TRACM00722.
NOTE: The submission of paper vouchers is no longer required.

If you need to information to obtain a new TRACS/iMAX ID, please send an email request to casupport@phfa.org.

• General Voucher Submission Requirements

• Rules of Behavior for Tenant Rental Assistance Certification System (TRACS) and Multifamily Enterprise Income Verification System (MF EIV)
• External TRACS Users Access and Training Requirements
• HUD Secure Systems Log-In and Apply for a User ID
• MAT Guide

Special claim packets must be submitted to PHFA for processing, review and pre-approval. Claim packets should be submitted using PHFA's secure portal.

• 01 Guidelines for Paperless Claim Submission
• 02 General Claim Submission Requirements
• 03 Special Claims Schedule form HUD-52670-A Part 2
• 04 Regular Vacancy Claim Checklist (updated April, 2017)
• 05 Special Claims for Regular Vacancies form HUD-52671-C
• 06 Unpaid Rent Damage Checklist
• 07 Special Claims for Unpaid Rent/Damages form HUD-52671-A
• 08 Missing 50059 / MI Lease Statement

• Special Claims Processing Guide
• Special Claims Processing Guide FAQ's
• Special Claims How-To Video (YouTube)

All payments are transferred to the bank account indicated on the Direct Deposit Form 1199A. Electronic email notifications are automatically sent when the deposit is made.

Reminder: PHFA receives payments from HUD on the first business day of the month. Funds are sent to your account the same day and, in most cases, posted the next business day.

Please submit these documents using PHFA’s secure portal at https://mft.phfa.org/form/contractadmindocumentsubmission.

• If you do not receive a monthly notification that the HAP payment was wired to your account.
• A change in your financial institution.
• A change to your direct deposit account.
• A change in any other information on your direct deposit form.

Change of Ownership or Management Agent

If you are a new owner or your property changes to a new management agent, please submit the required documents listed below so PHFA is able to update its system. Please submit these documents to the Secure Portal via the instructions listed above.

If you change ownership of the property, please submit the following:

• Fully executed Assignment and Assumption of HAP Contract
• W-9 Form
• Fully executed Management Agent Certification – HUD Form 9839-A, HUD Form 9839-B or HUD Form 9839-C
• DUNS Certification
• 1199a
• PHFA Contact Sheet

If you change management agent, please submit the following:

• Fully executed Management Agent Certification – HUD Form 9839-A, HUD Form 9839-B or HUD Form 9839-C
• Unique Entity Identifier (UEI)
• 1199a
• PHFA Contact Sheet

Submit all Rent Adjustment, Renewal Requests, Tenant Inquiries, and MOR Responses to the following:

Please forward all Reserve for Replacement Requests and Residual Receipts Requests to your HUD Account Executive:

Residents are encouraged to present their issues, concerns and problems to on-site management first and then to follow any grievance procedure developed by the property before contacting our office, in order to allow management an opportunity to respond to their concerns.

Please be advised that we must refrain from involvement in: disputes involving third parties, lawsuits involving residents and owners and/or management agents, eviction matters, and interpretations of local laws and ordinances.

Resident concerns may be submitted by using our toll free number or by sending an email.

Resident Inquiries (Toll Free) Phone: 1.877.253.7709

Resident Inquiry Email: coordinator@mamhousing.com