Regional Long-Term Rent Assistance Program

To add a person to the voucher, participants need to complete an add a Household member packet and submit the forms required below to RLRAOccupancyTeam@clackamas.us

• Add a Household member packet
• Photo identification
• Proof of income, this may include TANF, Child Support, or 60-days of recent consecutive pay stubs if employed
• Complete a zero-income form if new members do not receive any income
• Lease addendum

Note: Adding Minors requires legal custody documents (if applicable), birth certificate, along with a Child Custody Letter by HACC- please include any income the child receives.

Once Completed, a lease addendum will be requested and lease rider with the changes will be sent to the household and landlord.

Income changes must be reported to the RLRA program within 10 working days by emailing  RlraOccupancyTeam@clackamas.us. The following are accepted income verifications:

• Letter from employer with details including income reduction/loss/increase, effective date reduction/loss/increase occurred, and employer contact information
• A signed Self-Declaration of Zero Income form and a signed statement from the participant with employer contact information and date employment was loss
• 60 days of most recent consecutive paystubs
• RLRA Employer Verification Form
• Updated benefit award letter

If you can’t obtain a letter from your employer, email the RLRAOccupancyTeam the following:

• A dated signed Self-Declaration statement with details of income reduction/loss, effective date of reduction/loss, employer contact information, and an RLRA Zero Income Form. 

RLRA will only reschedule an orientation twice. If the participant does not attend on the second attempt, the application will be automatically cancelled or exited from the program. 

An active voucher can be extended up to two times. Please submit a signed Voucher Extension Request form a month before the voucher is set to expire to RLRAextensions@clackamas.us.
 

RLRA was part of a voter-approved Supportive Housing Services Act in 2020 and will sunset in 2030, unless it is renewed by voters. Additionally, participants must maintain eligibility and abide by the RLRA Policy. The RLRA policy can be located by visiting the Clackamas County website.

Please allow up to 14-HACC Business Days for processing time. To reduce processing time, ensure all required documents are submitted. This includes the following requests

• Changes in Household Composition
• Income increase/decrease
• Special inspection request
• RLRA general questions
• Requests for a move

Participants are responsible for paying all utilities stated on their lease. RLRA provides participants with a utility allowance based on their voucher size or unit size (whichever is smaller) and the utility responsibility stated on the lease. Only those without income or very low income will receive monthly utility reimbursement checks.

Yes, the RFTA must be filled out and all pages submitted at the same time. 

• The first page must include all household members who will be living in the unit. Please ensure any additional household members are added/removed before submitting an RFTA, as failure to do so will delay the process
• The second page must be filled out completely, including rental unit information (apartment number, if any), unit type, amenities, utilities (commonly missed section), landlord and owner information, and a signature at the bottom
• The third page is the Disclosure of Information on Lead-Based Paint and Lead-Based Paint Hazards, which must be fully completed and signed (another commonly missed signature)

Any missing information will delay the RFTA process; a 5-7 HACC business-day processing time should be expected for a response.

Any new RFTA submission requires RLRA to request the following documents from Landlords:

• W9
• Agent Authorization
• Optional: Direct deposit form and a voided check or bank letter displaying the account and routing number
• Additional Documentation

Note: Established landlords already working with HACC must provide the required documents listed above. 

Yes, adding or removing a household member will impact the RFTA process. The RFTA will be paused until the process is completed. Additionally, if the voucher size changes, the new voucher size will take effect, which may impact the unit’s eligibility. 

• If it is a new participant, please email RLRAReferrals@clackamas.us
• For current participants, email RLRAOccupancyTeam@clackamas.us 

The RFTA processing time varies due to several factors, including:

• Unit eligibility
• Required or missing documentation
• Discrepancies
• Passing or failed inspection

Any one of these factors can delay or pause the RFTA process. The quicker the RLRA team receives the requested documents or information, the faster the turnaround time will be.

If the participant qualifies for a security deposit, an Eligible Costs Disbursement Form must be submitted to RLRA@clackamas.us. The funds will be released when the following is complete: 

• The ARA contract is signed by the landlord
• RLRA receives the signed ARA Contract from the landlord

Participants who qualify include those new to RLRA and current participants whose moves are considered involuntary, or have not previously received one. Involuntary moves encompass the following:

• Evictions
• Eviction Prevention  
• Non-renewal of lease by landlords
• VAWA
• Rent Increase does not pass rent reasonable screenings 

RLRA does not issue payments until the RFTA process is complete. 

• Once a unit passes inspection, the participant is permitted to move in and sign a lease.
• RLRA requests a copy of the lease, screens it for discrepancies, and sends over an Agreement for Rental Assistance Contract (ARA Contract).
• Once RLRA receives the signed contract, we will issue all payments, including rent, security deposit (if requested), and utility checks.
• RLRA releases payments at the middle and beginning of each month. Payment will depend on the date the contract is received.

If the notice is due to the landlord not receiving Housing Authority payments, reach out to the RLRA team. Landlords should not issue non-payment notices due to delayed HAP payments. All prorated payments will be initiated once RLRA receives a signed ARA contract.

Follow the steps below to add a Household member to my voucher.

• The new member must be added first to the lease through a lease addendum.
• A copy of the addendum showing the newly added members, along with a photo ID that includes their full name and date of birth, must be submitted to RLRAOccupancyteam@clackamas.us.
• Once received, the occupancy team will issue RLRA forms requiring details from the new adult, as well as signatures from both the new member, the head of household, and the landlord.
• Income verification is also mandatory, which includes the most recent 60 consecutive days of pay stubs, pension, SSI, and other benefits (if applicable). If the individual has no income, a zero-income form must be completed.
• Please note that adding minors requires submitting their birth certificates and a child custody form.

Follow the steps below for reporting new income:

• RLRA requires 60 consecutive days of the most recent pay stubs, an employer letter (which can include an offer letter), or a self-certification.
• The self-certification must detail the employer's name, start date, pay rate/hours, and frequency of pay. It must also be signed, dated, and include the Employer contact information, like phone number and email.
• Please submit the necessary documentation to RLRAoccupancyteam@clackamas.us.

Note: If the income change leads to an increase in the tenant's rent portion, participants will be provided with a full month's notice.

New income should be reported within 10 working days. If your current income has significantly increased, please report it as well. While certain income increases will not be factored into your rent portion until recertification, the RLRA team will document it to prevent discrepancies when reviewing reports from our income screening systems. Failure to report new income in the household may result in a repayment agreement to recover overpaid Housing Assistance Payments.

Please follow the steps below for participants who would like to move. 

• Submit a request to the Occupancy team at RLRAOccupancyTeam@clackamas.us with the reason why you want to move.
• RLRA will determine if the move is voluntary or involuntary, which will help establish if the household qualifies for a security deposit.
• Participants must attend orientation to receive a new voucher and RFTA.
• When you find a unit that does not exceed your budget and is inside the Urban Growth Boundary, have the Landlord complete the RFTA.
• The completed RFTA must then be submitted to RLRA@Clackamas.us for eligibility.
• Once an RFTA is approved by HACC, participants must submit a copy of their notice to vacate to the Occupancy Team and Landlord. RLRA can double-subsidize two units for thirty days to allow participants time to move.

RLRA permits up to two involuntary moves per household if evicted or relocating to avoid eviction under Option 2 of the RLRA End of Participation policy. Each move request is individually reviewed, and all involuntary moves will be tracked to ensure compliance with RLRA policies.

Any changes to the household composition or income must be reported within 10 business days.

Participants can move without submitting a reasonable accommodation request. For reasonable accommodations, a disability must be connected to an RLRA or HACC policy that hinders the participant. If the reasonable accommodation is to request additional security deposit funds, participants can submit the request to RLRAOccupancyTeam@clackamas.us or HACC@clackamas.us.

For missing utility checks, please reach out to the RLRA Occupancy Team. They will contact HACC accounting to check for any returned checks and confirm if the missing check is outstanding. If the check is outstanding or returned to HACC, RLRA will issue a new check or schedule a time for pick-up. RLRA strongly encourages participants to enroll in the Utility Payee Program (formerly known as Money Management) to reduce the likelihood of lost UA checks and to assist with bill management. To enquire about the Utility Payee Program, you can request information from your caseworker or the RLRA Occupancy Team.

The remaining voucher funds are reserved for future rent increases. This flexibility allows participants to remain in their unit even as rent prices rise.

RLRA participants receive an annual letter and recertification packets every two or three years. Please ensure the following is complete:

• The recertification packet is fully completed and includes the required income verification documents.
• Provide current benefits or award letters, along with 60 consecutive days of the most recent pay stubs. RLRA will only accept current documentation.
• The participant's assigned Case Worker must sign the recertification packet. Once completed, please email the packet to RLRARefferals@clackamas.us or deliver it to the Housing Authority of Clackamas County. 

Note: A copy of the annual letter and reminder letter is emailed to the assigned Case Manager. If the packet is not received by the requested date, a reminder letter is sent.