- Board Meeting Notice: The next board meeting will be held Thursday, November 14, 2024 at 10:30 am. Registration can be found under Public Meeting Notice.
Section 8 Contract Administrators
Pennsylvania Housing Finance Agency (PHFA) serves as the Section 8 Performance Based Contract Administrator (PBCA) for the Commonwealth of Pennsylvania. As the PBCA, PHFA is responsible for the following tasks:
- Conduct Management and Occupancy Reviews (MORs)
- Process and Approve Rent Adjustment Requests
- Process and Approved Monthly HAP Vouchers
- Process and Approve/Adjust/Deny Special Claim Requests
- Process Section 8 Contract Renewals
- Respond to Resident Inquiries
PHFA has partnered with Pennsylvania Multifamily Asset Managers (PMAM) to perform certain tasks. PMAM, in its role as PHFA’s subcontractor, conducts MORs, processes rent adjustments and contract renewals and responds to resident inquiries.
PHFA is implementing a secure portal to submit documents. This applies to owner and management agents of Section 8 (PBCA), Section 8 (TCA special claims only) and Section 811 contracts in Pennsylvania. Please review the instructions below for submitting documents using the portal. Please email all questions to casupport@phfa.org.
- Guidelines for Secure and Paperless Special Claim Submission
- Guidelines for Secure Document Submission
Forms and Instructions
Management and Occupancy Reviews
- 4350.3 Occupancy Requirements of Subsidized Multifamily Housing Programs
- Affirmative Fair Housing Marketing Plan (AFHMP) - HUD Form 935
- EIV System
- HUD Form 9887/9887A
- HUD Income Limits
- HUDCLIPS
- "Is Fraud Worth It?"
- Resident Rights and Responsibilities
- Race & Ethnic Data Reporting Form
- Student Eligibility Rule
- Violence Against Women Act (VAWA)
- Electronic Signature, Transmission and Storage – Guidance for Multifamily Assisted Housing Partners
- H2024-09 – HOTMA Revised Compliance Date
Rent Adjustment and Renewals
Rent adjustments and/or Renewal submissions should be submitted directly to PMAM.
For more information, please review PMAM's Frequently Asked Questions.
Guides and forms necessary to process a rent adjustment and renewal can be found on HUD's Multifamily Housing Section 8 Renewal Policy Guide web page.
Voucher Processing
The voucher record and applicable tenant files must be transmitted electronically to PHFA's iMAX address TRACM00722.
NOTE: The submission of paper vouchers is no longer required.
If you need to information to obtain a new TRACS/iMAX ID, please send an email request to casupport@phfa.org.
Special Claims
Special claim packets must be submitted to PHFA for processing, review and pre-approval. Claim packets should be submitted using PHFA's secure portal.
- 01 Guidelines for Paperless Claim Submission
- 02 General Claim Submission Requirements
- 03 Special Claims Schedule form HUD-52670-A Part 2
- 04 Regular Vacancy Claim Checklist
- 05 Special Claims for Regular Vacancies form HUD-52671-C
- 06 Unpaid Rent Damage Claim Checklist
- 07 Special Claims for Unpaid Rent/Damages form HUD-52671-A
- 08 Missing 50059 / MI Lease Statement
Housing Assistance Payments
All payments are transferred to the bank account indicated on the Direct Deposit Form 1199A. Electronic email notifications are automatically sent when the deposit is made.
Reminder: PHFA receives payments from HUD on the first business day of the month. Funds are sent to your account the same day and, in most cases, posted the next business day.
Please submit these documents using PHFA’s secure portal at https://mft.phfa.org/form/contractadmindocumentsubmission.
- If you do not receive a monthly notification that the HAP payment was wired to your account.
- A change in your financial institution.
- A change to your direct deposit account.
- A change in any other information on your direct deposit form.
Change of Ownership or Management Agent
If you are a new owner or your property changes to a new management agent, please submit the required documents listed below so PHFA is able to update its system. Please submit these documents to the Secure Portal via the instructions listed above.
If you change ownership of the property, please submit the following:
- Fully executed Assignment and Assumption of HAP Contract
- W-9 Form
- Fully executed Management Agent Certification – HUD Form 9839-A, HUD Form 9839-B or HUD Form 9839-C
- DUNS Certification
- 1199a
- PHFA Contact Sheet
If you change management agent, please submit the following:
- Fully executed Management Agent Certification – HUD Form 9839-A, HUD Form 9839-B or HUD Form 9839-C
- Unique Entity Identifier (UEI)
- 1199a
- PHFA Contact Sheet
Requires a new 1199A form.
Contact Information
Pennsylvania Housing Finance Agency
PO Box 8029
Harrisburg, PA 17105
717.780.1889
Pennsylvania Multifamily Asset Managers
Submit all Rent Adjustment, Renewal Requests, Tenant Inquiries, and MOR Responses to the following:
4520 East-West Highway, Suite 310Bethesda, MD 20814
Phone: 301.652.8778
Fax: 877.807.2021
https://mamhousing.com
HUD
Please forward all Reserve for Replacement Requests and Residual Receipts Requests to your HUD Account Executive:
HUD – PhiladelphiaThe Wanamaker Building
100 Penn Square
Philadelphia, PA 19107-3380
Phone: 215.656.0500
Fax: 215.656.3427 HUD – Pittsburgh
William Moorhead Federal Building
1000 Liberty Ave, Suite 1000
Pittsburgh, PA 15222-4004
Phone: 412.644.6428
Fax: 412.644.5872 HUD – West Virginia
405 Capitol St, Suite 708
Charleston, WV 25301-1795
Phone: 304.347.7000
Fax: 304.347.7050 HUD – Baltimore
City Crescent Building
10 S Howard St, 5th Floor
Baltimore, MD 21201-2505
Resident Inquiries
Residents are encouraged to present their issues, concerns and problems to on-site management first and then to follow any grievance procedure developed by the property before contacting our office, in order to allow management an opportunity to respond to their concerns.
Please be advised that we must refrain from involvement in: disputes involving third parties, lawsuits involving residents and owners and/or management agents, eviction matters, and interpretations of local laws and ordinances.
Resident concerns may be submitted by using our toll free number or by sending an email.
Resident Inquiries (Toll Free) Phone: 1.877.253.7709
Resident Inquiry Email: coordinator@mamhousing.com