How Rental Assistance Works

The process of renting to a tenant with a voucher is similar to renting to a family who does not have assistance. You screen and select your tenants using your standard screening criteria. You collect the full amount of rent and maintain your property.

The goal of rental assistance is to expand the housing opportunities for low income individuals or families by helping them pay rent. This allows residents to rent the home that works for them, and for landlords to rent to the tenants who work for their business.

Your participation by providing affordable homes through these programs is key to its success. Thank you.

Frequently Asked Questions for Owners and Managers 

1. What is the benefit to landlords?

In addition to helping individuals and families afford a stable, safe home in our community, there are several benefits from our partnership:

• Timely, guaranteed rent payments. In 2019, the average per-unit rent assistance payment to partner landlords was $865/month ($10,377 per year).
• Reduced turnover and vacancy costs. Twin Cities voucher-holders average 7 years since move-in.
• Responsible tenants. Rental assistance is scarce and few eligible people succeed in securing a spot on a waiting list. After waiting years for assistance, voucher-holders are motivated to care for their apartment and follow lease terms, or they risk losing their assistance and their home.
• Responsive customer service. A single point of contact answers questions and connects you to the best person to provide timely assistance.
• A problem-solving partner. Our staff is trained to support tenants when requested and to remind tenants of their lease obligations, so their problems don’t become your problems. Staff can also help you work through issues or refer you to landlord/tenant mediation.
• Free inspections. A trained professional provides free biennial inspections to ensure the unit is habitable and residents in your unit are safe, helping the property retain its value.
• Satisfaction from helping others. 

2. Why is it important to become a landlord partner?

Our housing resources haven't kept up with our growth, and it is increasingly difficult for individuals and families to find a home:

• Since 2000, renter households have seen more than a 64% rise in monthly rent with only a 42% increase in median income.
• The limited number of affordable housing options has resulted in a 10% increase in families and individuals living without shelter between 2015-2018.
• Wage and fixed income increases haven't kept pace with the high cost of housing; low vacancy rates limit people's housing choices (3.2% vacancy across all rental homes; 0% vacancy for subsidized homes).
• Housing costs burden many Twin Cities residents; one in two households pay more than 30% of their income to have a home.

We need your help. When you become a landlord partner, you ensure that more of our community members can live and work in our community.

3. What happens when a landlord decides to accept a tenant who has rental assistance?

The process of renting to an applicant with a voucher is similar to renting to a family who does not have assistance. There are several rental assistance programs, and all programs work in a similar way. This information references forms and requirements for the most common program, Housing Choice Vouchers, also known as Section 8.

You screen and select tenants using your standard screening criteria. After you approve the applicant for the unit, the voucher-holder will ask you to complete a Request for Tenancy Approval form. The Tenancy Approval form asks questions about the rental unit, including unit address, contract rent amount, security deposit amount, description and year the building was built, utilities that are included and excluded in the rent, and landlord contact information. The tenant must return the completed Tenancy Approval form to the Plymouth Housing and Redevelopment Authority no later than 10th of the month for assistance to be processed for the first of the following.

When the Plymouth HRA receives the completed Tenancy Approval form:

• We check that the rent is affordable for the applicant and is reasonable compared to similar units.
• When the unit rent is approved, we schedule and notify you of the NSPIRE inspection date. The notice includes a guide so you know what to expect and can prepare for the inspection. We cannot release payments to you until the unit passes the inspection.
• Once the unit passes inspection, you sign the lease and collect any remaining security deposit from the tenant. After we approve all paperwork, we send you a Housing Assistance Payment (HAP) Contract with the Plymouth HRA to sign and return and payments begin.

This process takes approximately 10 days, excluding days waiting on landlord paperwork.

4. How does a landlord get involved in a rental assistance program?

A landlord becomes involved when an applicant with rental assistance contacts you. The person looking to rent a home will tell you that they have a voucher and ask if you are willing to work with them and participate in the program.

To advertise a rental unit where you accept rental assistance, include "Vouchers Accepted" or "Rental Assistance Accepted" in your listing. Landlords can advertise for free with HousingLink. You may also notify us of available units.

5. What are the initial and ongoing requirements to accept rental assistance?

We work to make the process as easy as possible. There are three requirements to participate:

• Complete paperwork prior to the initial move-in.
• Promptly report any proposed changes in the rent agreement, lease terms, or lease violations.
• Provide housing that meets NSPIRE Inspection Standards. Inspection occurs at initial move-in and annually or biennially (you will receive a notice). Landlords are not required to attend inspections – only need to attend the initial inspection.

6. What is the process to register a building or get certified to participate? How does a landlord advertise to individuals and families who have rental assistance?

Landlord is required to have a rental dwelling license, but there is no preapproval or certification process to participate.  Become a partner landlord by advertising units with "Vouchers Accepted" or "Rental Assistance Accepted," and advertise on the free HousingLink listing service. You may also notify Plymouth HRA of available units if the property is located in Plymouth. To learn more, please call 763-509-5410 or email housing@plymouthmn.gov.   

The initial inspection happens before the tenant first moves in. We will send you an inspection date notice. The annual recertification process may include an inspection scheduled directly with residents. Landlords are not expected to attend recertification inspections.

7. What kind of inspection is it?

The inspection follows federal protocol, and the official name NSPIRE (National Standards for the Physical Inspection of Real Estate). The purpose of the inspection is to ensure that the people moving into your rental unit are safe. View the “Inspections Information” section (collapsible tab below) on this page for more information.

8. What if the unit fails the inspection?

We will notify you of the failed items and we will schedule a re-inspection. Missing smoke detectors and CO2 detectors are the most frequent inspection fails. If the unit is a life threatening fail the inspector must come back within 24 hours to ensure that the fail item is corrected. If a fail item is not life threatening, then the HRA requests that repairs are completed within 10 days.

9. Are there limits on rents?

Landlords have full discretion setting rents, and you should set rent at a reasonable level for the location and condition of your unit. Each person with rental assistance can afford a different amount, and applicants know what rents they can afford. The Plymouth HRA reviews the rent and utility allowance to determine if we can approve the rent for a particular applicant.

The Plymouth HRA looks at two factors. First, some rents may not work for families with very low incomes, as residents generally cannot pay more than 40% of their income in rent and be eligible for the assistance. This review considers resident-paid utilities. Second, the rent must be reasonable when compared to similar nearby rental homes. We typically complete and contact you with the review results within three days of receiving the Request for Tenancy Approval form.

10. How does the Plymouth Housing and Redevelopment Authority assess if rent is “reasonable?”

“Reasonable” is assessed based on federal rules. The Plymouth HRA compares the rent in your lease to rent for similar units within in Plymouth with same zip codes. Units are similar if they are the same size and type, and if they have similar amenities, services, age, or maintenance. Rent is reasonable if it is in line with rent in similar units. Rents may not be approved if similar homes nearby rent for less.

11. Is the Payment Standard the maximum allowable rent?

No, the purpose of the Payment Standard is to guide the Plymouth Housing and Redevelopment Authority in situations where program participants have no or extremely low incomes. Many individuals and families with rental assistance work or receive other income. Many can afford rents above these amounts.

12. How much does the tenant pay for rent and how much does the Plymouth Housing and Redevelopment Authority pay?

Housing Choice Voucher tenants typically pay 30% of their monthly income in rent directly to the landlord. This will vary for each family and the rent portions may fluctuate during the year. The Plymouth HRA pays the rest of the rent directly to the landlord each month. How rent is shared varies by program. For example, some rental assistance programs pay a fixed amount of assistance on behalf of all participants. In all cases, the Plymouth Housing and Redevelopment Authority will let you know what portion of the rent you will collect from the tenant and what you will collect from the agency.

13. The rent is higher than the Plymouth Housing and Redevelopment Authority will allow. The family has offered to pay the difference. Is that ok?

No. That is considered fraud. All payments between a landlord and tenant need to be disclosed in your lease. The Plymouth HRA sets the portion of rent the tenant is responsible for. In this case, you can choose to lower the rent or tell the family you are not able to work with them.

14. What should a landlord do if the rent changes?

If the rent changes after the initial term of the lease, you must provide 45-day written notice to the Plymouth Housing and Redevelopment Authority.

15. Does the Plymouth Housing and Redevelopment Authority screen individuals or families for the landlord?

No. The Plymouth HRA does not screen residents for rental or credit history. Screening and selection is the responsibility of the landlord. Screen prospective tenants using your standard screening criteria. We recommend you check references of all applicants (assisted and non-assisted) for past rental history. We may be able to provide known contact information for the resident’s current and previous landlord.

16. When and how are landlords paid rent by the Plymouth Housing and Redevelopment Authority?

You can expect the Plymouth HRA payment on the 1st business day of the month. We pay rent via direct deposit.  

17. Who decides which utilities are or are not included in the rent?

The landlord decides who pays for which utilities. If the tenant is responsible for some or all utilities, list it on the Request for Tenancy Approval form. Utilities are part of assessing whether the rent is affordable to the family and whether the rent is reasonable.

18. What happens if residents damage their unit, violate their lease, or “skip” or vacate a unit without proper notice?

Landlords enforce lease terms as with any tenant. Our staff work to improve the success of every tenancy. Tenants who violate their lease can lose their rental assistance. Plymouth Housing and Redevelopment Authority staff enforce program rules, protecting both tenants and landlords. For tenants, one of those rules is complying with the lease. We require that landlords copy the Plymouth HRA any time they issue a lease violation to a tenant with rental assistance.

We are available to help tenants and landlords communicate about tenant or property concerns. We may provide a referral to landlord/tenant mediation services, such as those found at Community Mediation Minnesota or HOME Line. Our staff can also connect tenants to resources beyond rental assistance.

19. Who can answer other questions?

We are available to assist you, whether you are considering accepting rental assistance or are a current partner landlord. Please contact us at 763-509-5410 or email at housing@plymouthmn.gov.

Learn more about the rental assistance program by watching this HousingLink video:

NSPIRE Inspections

Plymouth Housing and Redevelopment Authority participates in the HUD UPCS-V REAC, now called NSPIRE (National Standards for the Physical Inspection of Real Estate) demonstration. This demonstration involves a diverse, representative group of stakeholders, including other HUD offices, public housing authorities, and property owners and agents. During the demonstration, volunteer properties around the United States participate in inspections using the new protocol and provide feedback.

When a Housing Choice Voucher participant chooses a home, the unit must be inspected by a Plymouth HRA inspector to confirm the unit meets NSPIRE Standards. These standards ensure that families moving into your rental units are safe. Other rental assistance programs use similar requirements.

NSPIRE inspections take place before a family moves in and biannually after that. Plymouth HRA will schedule the inspection and notify tenants and landlords of the inspection date and time. If you need to reschedule, please call 763 509-5408.

This NSPIRE Inspection Presentation (PDF) will help you understand everything that an NSPIRE Inspection entails.

Commonly Failed Items

The most commonly failed items are:

• Missing or nonfunctioning smoke detectors and carbon monoxide detectors
• Cracked and/or broken window panes
• Missing or damaged window screens
• Peeling and/or chipping exterior and interior paint
• Burner on kitchen stove/range not operating as designed
• Leaking faucets or plumbing
• Inoperable bathroom fan (when present)
• Carpet and vinyl conditions create tripping hazards
• Missing handrail for 4 or more steps
• Loose, missing, or cracked outlet or light switch plates
• Garbage disposals not operating or missing flanges
• Missing globes on light fixtures or missing bulbs
• Broken toilet seats
• Missing tiles in bath, slow drains, and mold

The Plymouth HRA cannot pay rent until a unit passes NSPIRE Inspection and a resident moves in.

Resources

• NSPIRE Inspection Presentation (PDF)
• NSPIRE Inspection Checklist (PDF)
• NSPIRE Inspection Guide (PDF)

Below are the steps necessary for landlords to lease to tenants and receive a voucher payment through participation in the Housing Choice Voucher Rent Assistance Program.

1. The landlord fills out the Request for Tenancy Approval and other forms. Both the landlord and family head of household must sign the forms.
2. The family or landlord returns the forms to the Plymouth Housing and Redevelopment Authority through one of these methods:
   • Scan and email form to rmelillo@plymouthmn.gov or cmonson@plymouthmn.gov
   • Fax to 763 509-5407 (fax front and back of all pages)
   • Drop off in person at Plymouth City Hall, 3400 Plymouth Blvd., Plymouth, MN 55447
3. The Plymouth HRA approves the unit and rent amount as affordable for the family and reasonable compared to similar units.
4. The Plymouth HRA inspects the unit. We will notify landlords of the inspection date by phone or mail.
5. After the unit passes inspection, sign the lease agreement and collect the security deposit. The security deposit should be the same amount charged to tenants without a voucher. Damages and unpaid rent are the tenant’s responsibility.
6. Provide the signed lease agreement and any other required forms to the Plymouth HRA. The lease must include:
   • Names of all family members
   • Unit address
   • Contract rent amount, which must match the Tenancy Approval form
   • Security deposit amount
   • Lease terms
   • Start and end dates of a one-year term; the start date must match the approved subsidy start date
   • Utility responsibilities, which must match the Tenancy Approval form

1. The Plymouth HRA creates and sends the Housing Assistance Payments (HAP) Contract to the landlord.
2. The landlord signs the HAP Contract and returns it to the Plymouth HRA.
3. The subsidy starts on the approved lease-up date after the unit passed inspection AND the family takes possession of the unit. If the family moves in before the unit passes inspection, the family is responsible for paying the full rent amount prior to the passed inspection. Payments are released after the Plymouth HRA receives the signed lease and HAP contract. Payments are deposited on the 1st of the month via direct deposit.

Additional information regarding the tenancy addendum, lead-based paint, inspections and VAWA can be found in the Plymouth HRA Administrative Plan for the Housing Choice Voucher Program (PDF).

Resources

• Accepting Rental Assistance Overview Sheet (PDF)
• NSPIRE Inspection Checklist (PDF)
• Housing Assistance Payments (HAP) Contract (PDF)
• Request for Tenancy Approval Form (PDF)
• Utility Allowances (PDF)
• ACH Form (PDF)
• W-9 (PDF)