Mich. Admin. Code R. § R 125.199
Records.
Operative Text
Rule 199. Records maintenance requirements for applicants and recipients include the following: (a) In addition to any regular reporting obligations provided under R 125.193, applicants, recipients, or both are required to maintain records on each of the following issues and shall, upon the written request of the authority, submit information to the authority on any program activity or administration issues, which may include, but are not limited to, the following: (i) Information as may be necessary to determine whether a project is benefiting low- income, very low-income, and extremely low-income households. (ii) The monthly rent or mortgage payment for each dwelling unit in each structure assisted. (iii) Information as may be necessary to determine whether the applicant or recipient, or both, has carried out housing or community development activities in accordance with the requirements and primary objectives of the Michigan housing and community development fund program and implementing regulations. (iv) The size and income of the household for each unit occupied by a low-income, very low-income, and extremely low-income households. (v) Data on the extent to which any demographic groups and households of a type identified by the authority have applied for and benefited from any project or activity funded in whole or in part with funds made available under the Michigan housing and community development program. This data must be updated annually by the applicant or recipient. (vi) A final statement of accounting upon completion of the project. (vii) Other information reasonably within the applicant's or recipient's ability to determine and to report to the authority, requested by the authority, related to the grant or loan. (b) Applicants and recipients shall maintain records pertinent to the tenant's files for not less than 3 years. (c) Applicants and recipients shall maintain records pertinent to program grants or loans, or both, including, but not limited to, project costs and certification work papers for not less than 5 years. (d) Applicants and recipients shall maintain records in an accessible location. History: 2008 AACS; 2023 AACS; 2026 MR 11, Eff. June 8, 2026. PART 10. IDENTITY OF INTEREST WITH VENDORS TO AUTHORITY-FINANCED DEVELOPMENTS
Rule 199 of the Michigan Administrative Code (Mich. Admin. Code R. 125.199) establishes what records applicants and recipients of Michigan Housing Development Authority (MSHDA) program funds must keep and for how long. Covered parties must document tenant household sizes and incomes, rent and mortgage amounts, demographic data, project costs, and overall compliance with program objectives—updating certain data annually. Tenant-related records must be kept for at least three years, while grant- and loan-related records (including project costs and certification work papers) must be kept for at least five years, all stored in an accessible location.
Plain English — not legal advice.
Property owners and managers who receive MSHDA program funds under Mich. Admin. Code R. 125.199 generally maintain organized, up-to-date files covering tenant income levels, unit rents, household sizes, and demographic participation data. Compliant operators also preserve project cost records and certification work papers for the full five-year minimum and keep tenant files for at least three years, storing everything in a location that can be readily accessed upon the authority's written request. Operators typically treat the annual demographic data update as a recurring compliance milestone and respond promptly when the authority requests information about program activity or administration.
General guidance for property managers — not legal advice for your specific situation. Consult an attorney for advice on your case.
Tenants living in housing assisted by MSHDA funds benefit from Mich. Admin. Code R. 125.199 because it requires the property's applicant or recipient to document household income, unit size, and rent amounts—records that can be relevant if questions arise about whether a project is properly serving low-income households. If a tenant believes a landlord is not maintaining required records or is misreporting household information, they may raise this concern with MSHDA directly or consult a tenant-rights organization familiar with Michigan housing programs. Understanding that these records must be kept for a minimum of three years (tenant files) can be useful context when exploring any compliance-related concerns under this provision.
General guidance for tenants — not legal advice for your specific situation. Consult a tenant-rights organization or attorney for advice on your case.
Generated October 13, 2026 — auto-generated, not yet human-reviewed. See /transparency for methodology.
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