Project-based Section 8

The HUD Contract Administration Section (HCA) serves the state of Oregon as the Performance-Based Contract Administrator (PBCA) for project-based Section 8 housing. Each Section 8 project has a Housing Assistance Payment (HAP) contract which provides the project-based subsidy.

If you are a resident with an unresolved health or safety issue, please call the hotline at 1-800-453-5511, option 4, Monday-Friday, 8 a.m. to 5 p.m.

HCA performs contract administration activities for approximately 250 contracts in HUD Section 8 properties in Oregon. We also provide technical support to owners, managing agents, site staff, and residents. In addition, we help provide information to persons seeking housing, who might already be living in Section 8 housing, or who may be experiencing housing problems.

For Section 8 projects with an active OHCS loan (coupled with the original HAP contract), the team performs asset management functions as a separate activity in coordination with the Asset Management section.

HUD properties monitored by OHCS

Resources for property owners

Compliance and Monitoring

Contract Renewals

Contract Renewal Request - HUD Form 9624
Section 8 Renewal Policy Guidebook
Section 8 Rent Grid - HUD 92273
Rent Comparability Study Sample Cover Letter - Refer to Appendix 9-2-1 (Page 122) of the Section 8 Renewal Policy Guidebook
Unique Entity Identifier

Health and Safety Resources

For building posters and more information about HUD tenant health and safety resources, go to the HUD Health and Safety webpage.

Housing and Assistance Payments (HAPs)

The Tenant Rental Assistance Certification System (TRACS) is a HUD computer system designed to improve program management and financial oversight for the federal Office of Multifamily Housing Programs (MFH). It supports rental assistance programs, such as Section 8, by replacing manual procedures with automated processes and controls. Below are links to common resources used by property owners and management agents in Oregon.

TRACS 203A/MAT
202D MAT Guide, which includes:

MAT User Guide
Calculating tenant rent
Imputed income proration
Certification data entry

TRACS Mail ID Request and Registration

TRACS External User Access, User Recertification, and Security Training Requirements

Management change

Previous Participation Certification HUD 2530
Project Owner's Certification HUD 9839A (owner managed property)
Project Owner's/Management Agent's Certification HUD 9839B (agent maanged property)
Management Entity Profile HUD 9832

Rent Adjustments

Utility Allowance:

Budget-based Rent Adjustments

Rent Schedule HUD 92458
Budget Worksheet HUD 92547-A
Resident Services Coordinator Budget worksheet HUD 91186A
HUD-4350.1, Chapter 7, Processing Budgeted Rent Increases
Remember to include a 5 year and/or 20 year Reserve for Replacement Analysis if required for your rent adjustment/contract renewal.

Special Claims

The special claim process is an opportunity for owners to be reimbursed for financial loss when a tenant vacates a unit. Claims may be submitted to help cover the costs of vacancy loss, damages, and unpaid rent.

OHCS is now able to accept special claims with signatures by email. OHCS has set up a direct email address to send all special claims. Please send special claims to ohcs_hca_specialclaims@hcs.oregon.gov. From this email box your HAP specialist will review your claim. However, because of personally sensitive information in the special claim packets, social security numbers and birth dates of all household members must be redacted before submitting a special claim.

Special claim resources:

Questions regarding HUD Project-based Section 8 in Oregon? Contact hca.support@hcs.oregon.gov.