Landlords should screen and select tenants in the same manner they utilize to select unassisted tenants.
Vacancy Listing: You may complete the form (under Landlords, Vacancy Listing Form) and click submit to add it to our available unit listing. A unit is removed from the list after 90 days unless the owner asks us to keep it active. Tenants looking for available units can now access them from this web site. We will remove the listing prior to 90 days if notified that the unit is rented. We also print out copies of the available unit listing and have them available in our office lobby. Although we update the list often, we have no control over old lists that tenants might utilize.
Security Deposit: The security deposit is the tenant's responsibility. RACB does not pay or reimburse security deposits. RACB only pays rent after the unit is approved by the Inspection Department. If a tenant moves into the apartment before it is approved, the tenant is responsible for the full amount of rent.
Request for Tenancy Approval: The Request for Tenancy Approval (RTA) is the document that informs RACB that the tenant wants to rent your unit and triggers the inspection process. The form must be filled out completely and signed by both the landlord and tenant. A IRS W-9 form must be completed by the owner each time they submit an RTA for inspection.
Inspections: Once the RTA is complete, RACB schedules an inspection within fifteen (15) business days of receipt of the RTA. The unit must pass an inspection before any rental payments will be made. Units rarely pass an inspection the first time. A list of repairs is sent to the owner, giving a time to make the repairs and call for a re-inspection. Generally, RACB allows thirty (30) days to complete all necessary items. After the first year, the unit will be inspected annually to ensure compliance. In addition, either landlord or tenant may request an inspection at any time if a problem arises. We are also able to send you the repair letter via email. Please contact the inspection department at 882-0063 ext 150 to supply us with your email address and request your correspondence via email.
Effective Dates: Once the unit passes inspection, a lease and Housing Assistance Payments Contract (HAP) will be executed. The effective date shall be either:
• the first day of the upcoming month (if the unit passed from the 16th of the previous month to the first day of the current month);
• or the fifteenth of the current month (if the unit passed from the 2nd to the 15th of the current month).
Rent Reasonableness: RACB must determine the rent to the owner is reasonable and comparable to other unassisted rents in the area. When a rent is determined to be not reasonable, the owner is asked to lower the rent. When a rent can not be lowered, the tenant may not rent the unit.
Lease: The owner leases the contract unit to the tenant and supplies the lease. RACB attaches HUD's Tenancy Addendum to the lease. If there is any conflict between the owner's lease and the Tenancy Addendum, the Tenancy Addendum overrides the lease.
Housing Assistance Payments (HAP) Contract: The HAP Contract is between the owner and RACB. The contract is for one year, and may be renewed annually. The contract becomes null and void if the tenant vacates the unit. Click here for Parts B & C of the HAP Contract.
Payments: Checks are mailed directly to the landlord, usually on the first business day of the month (or when HUD makes the funds available). RACB does a courtesy check run in the middle of the month to "catch up" with those who missed the earlier run. Owners are encouraged to utilize direct deposit. Your payments arrive sooner and with greater security. You may e-mail a request for direct deposit to kew@racbny.org.
Landlord Briefings: We now offer landlord briefings on Thursday mornings. Please confirm your attendance by calling Cynthia Johnson at (716) 882-0063 extension 113. If mornings are not convenient, please discuss a good time with Ms. Johnson.
