Important Facts for Owner/Landlords
Request for Tenancy Approval (RTA/RFTA)
The RTA must be completed by the landlord. Both the landlord and the applicant/family must sign the RTA; however, it is ultimately the family’s responsibility to submit the completed RTA to THDA. The family may be denied participation in the Housing Choice Voucher (HCV) program if the RTA is not received timely, as outlined in their information packet.
Moving Into the Unit
Participating families are not permitted to move into the prospective unit until all of the following have occurred:
- The RTA is approved.
- The unit has been inspected and approved.
- Both the lease and Housing Assistance Payment (HAP) Contract are in place.
Supplier Portal / Direct Deposit
Once a payment account is set up, landlords can track payments by registering on the State of Tennessee Supplier Portal.
Landlords may also complete an Email Deposit Notification form to receive remittance advices for their participating HCV units via email.
For assistance accessing the Supplier Portal, please contact Edison at (615) 741-HELP.
For portal registration help, contact Supplier Maintenance at supplier.maintenance@tn.gov.
If landlords do not receive payments by ACH or cannot provide an email for deposit notifications, they should use the Supplier Portal to view past payments.
Inspections
Sign up for the HQS Inspections Portal for direct access to inspection results and real-time updates. This helps avoid mail delays and possible HAP abatements. Landlords can also request repair extensions through this portal.
Important Note: Only the owner or the delegated agent (not both) will receive alerts from the HQS Inspection Portal. Make sure your business has a process to receive these alerts to stay informed.
Self-Certifications and Affidavits
Landlords are encouraged to keep copies of all documentation related to submissions, including Repair Self-Certifications to CGI Federal or Affidavits to THDA (via email, fax, or mail) as proof of submission.
Repair Self-Certifications are considered received on the date CGI Federal receives them (postmarked date if mailed), not the date signed.
Extensions
Landlords must request an extension within 30 days of a unit failing inspection. Requests must include documentation explaining the delay (e.g., tenant unresponsive, vendor delays).
Abatement Process
CGI Federal manages THDA inspections. Landlords have 30 days to complete repairs on an assisted unit after an annual or biennial inspection. The signed Repair Self-Certification must be sent directly to CGI Federal; do not send it to THDA offices.
- If repairs are not made and the form not returned within 30 days, the unit goes into abatement—HAP payments are stopped due to HQS non-compliance.
- During abatement, tenants are not responsible for the HAP portion of rent.
- HAP payments will resume once CGI receives the Repair Self-Certification, provided it is received before any deadlines.
- If overpayments were made during abatement, THDA will recoup those funds.
Housing Assistance Payments (HAP)
HAP payments are not considered late until the 5th business day of the month. Payments are deemed received by the owner once THDA transmits them, but weekends and holidays may cause slight delays.
Unapproved Fees/Charges
Outside the initial one-time rental deposit, landlords may not charge or request additional fees from tenants outside of the signed lease or HAP contract. Violations may result in disqualification from the HCV program for up to three years.
Rent Increase
Landlords may request a rent increase during the tenant’s 120-day re-examination period or no later than 30 to 60 days prior to the annual recertification/lease renewal date. All requests undergo a Fair Market Rent (FMR) comparison, and requests not meeting the FMR will be denied.
Housing Locator – Free to List
THDA’s redesigned housing locator, TNHousingSearch.com, makes it easier to find and list rental properties. The site includes maps, photos, affordability, and accessibility details. It is always free to list and free to search.
Let us help you fill your vacant units with free, detailed listings for all Tennessee rental properties. Start listing and managing your units today at www.TNHousingSearch.com.