Project-based Section 8: Management and Occupancy Checklist

This checklist is a preparation tool that outlines all documents a Section 8 property owner and/or management agent (owner/agent) must have ready for a Management and Occupancy Review (MOR). By using the checklist, a Section 8 property owner/agent can ensure that all required documents are organized, complete, and accessible before the review begins, which helps the MOR proceed smoothly and reduces the likelihood of delays or follow‑up requests.

The checklist also serves as a self‑audit tool. Reviewing it ahead of time allows the owner/agent to confirm that policies, forms, and procedures are current, that required U.S. Department of Housing and Urban Development (HUD) documents are in place, and that tenant files and operational records meet compliance expectations. This preparation strengthens overall readiness and supports a more efficient, accurate MOR process.

Documents that must be uploaded to Procorem

Procorem is a software OHCS uses to help ensure affordable housing compliance. This software is shared with owners/agents to upload and download required doucments and used as a collaborative space with OHCS staff.

• Current rent roll
• Project’s Tenant Selection Plan (TSP), including any approved residency preference
• Project’s blank application packet
• Copy of property lease (with completed fields i.e. NSF, interest rate for security deposit)
• Project’s House Rules
• All other attachments used (smoke detector maintenance, mold/mildew maintenance, VAWA, etc.)
• Income/Asset/Expense Questionnaire
• Copy of Initial Notice
• Copy of Acknowledgement form (if applicable)
• All Owner created Verifications Copy of Pet Policy/Agreement, if any
• Copy of Assistance Animal Policy/Agreement
• Copy of Applicant Rejection Letter
• Copy of Move-in/Move-out Inspection form
• Annual Unit Inspections
• Income Targeting and Tracking Log for the project’s last fiscal year
• EIV Policies & Procedures
• Copy of property's HUD-approved Affirmative Fair Housing Marketing Plan (AFHMP signed by HUD) and most recent 5-year review
• Owner/agent Violence Against Women Act (VAWA) Emergency Transfer Plan
• Last advertisement and/or copies of apartment brochures
• Work order journals and logs
• Written procedures for inspecting units
• Written procedures for completing work orders
• Grievance policy
• Proof of Utility Reimbursement payments

Documents that must be available during the on-site review

• All tenant files and records, including rejected, transfer and move-out files
• Current waiting list (must include active and inactive applicants); separated by bedroom size
• Unit transfer list, if any
• Current HUD-approved Rent Schedule form HUD-92458
• Fact Sheet “How Your Rent is Determined”
  
• Resident Rights & Responsibilities Brochure
• Enterprise Income Verification (EIV) & You Brochure
  
• EIV Coordinator Access Authorization form(s) (CAAFs) – approved initial and current electronic
• EIV User Access Authorization form(s) (UAAFs) – approved initial and current electronic
• EIV Owner Approval Letter(s)
• EIV Master File
• Rules of Behavior for individuals without access to the EIV system
• Tenant Rental Assistance Certification System (TRACS) Rules of Behavior, signed and dated
• TRACS and EIV requested Security Awareness Training Certificate, signed and dated
• Lead Based Paint Certification (if applicable)

If you would like to print off this checklist, read these tips on printing from a webpage.

Questions? Contact hcs.support@hcs.oregon.gov.

OHCS wants to ensure that everyone has access to its information and programs. If you would like this information in a different language, please email Language.Access@hcs.oregon.gov.