Use Project Binder to Organize for HUD MOR

When HUD or Contract Administrators conduct Management & Occupancy Reviews ("MOR"), they will ask for a slew of documents. Failure to have the documents will result in MOR findings that will lower the property’s score. It is a good idea to have a Project Binder where all documents can be kept and easily located. The following documents should be kept up-to-date and in the binder: • Housing Assistance Payments (HAP) Contract or other subsidy contracts; • Regulatory or PRAC Agreement; • Most recent approved rent schedule; • Current Affirmative Fair Housing Marketing Plan; • Management Certification & Management Entity Profile; • Most recent Management Review; • Most recent REAC or Physical Property Inspection; • Most recent audit; • Tenant Selection Plan (TSP); • 504 Self-Evaluation Plan & Procedures; • Application Packet; • Applicant Screening Criteria; • Lease & Addendums/Amendments; • House Rules, Pet Rules, Parking Agreement, Drug Free Housing, etc; • Transfer Policy; • Rent collection policy; • Waiting list procedures; • Insurance Summary Sheets; • Emergency Procedures; • Preventive Maintenance Plan; • Capital Improvements Plan; • Asset Inventory for on-site items; • Vendor list; • Site map with unit plans; • List of employees with phone numbers; • File organization sheet; • Job descriptions; and • Rent roll An excellent website to assist in preparing for HUD inspections is http://www.hud.gov/offices/reac.