HUD HCV Guidebook § 5.10

Monitoring families searching for a unit within the receiving PHA’s jurisdiction is sound management of the
portability process. Exhibit 2: Incoming Portability, is a processing log for families moving into the PHA’s
jurisdiction. Using a log allows the HCV program manager to establish accountability, ensure procedures are
completed, and that the initial PHA is notified before deadlines have passed. The log can be maintained
manually or electronically. PHAs are not required to use this log. This log is meant as a suggestion and PHAs
may choose to use a different log or make revisions to the one suggested in this guidebook. The log tracks
the following information and activities:
              •   Participant name;
              •   Voucher number (if applicable)
              •   Date voucher expires;
              •   Date extension expires (if applicable)
              •   Date form HUD-50058 and form Part I of HUD-52665 received from initial PHA;
              •   Date Request for Tenancy Approval (RFTA) received;
              •   Date HAP contract executed;
              •   Name of initial PHA;
              •   Date Billing Due;
              •   Date Part II of the Form HUD-52665 was sent.
Using a processing log in combination with monitoring by the supervisor will provide staff with information
about what has been completed, what remains to be done, and where priority needs to be placed.
The receiving PHA may choose to create a separate tracking log for families that have leased a unit in its
jurisdiction (for whom the receiving PHA will bill) to track when the annual submission of the family’s 50058 to
the initial PHA is due and whether it has been sent to the initial PHA. Alternatively, receiving PHAs may choose
to continue to track this information under the same log used while the family was searching for a unit in the
receiving PHA’s community, or as part of the initial PHA’s billing system.
Different housing software options may provide a platform for PHAs to track the portability information. PHAs
may want to consider the cost-effectiveness of such options in relation to factors such as the volume of
portability transactions, the PHA’s financial capability, staffing, etc.