Virtual assistant support for affordable housing compliance

Compliance

• Initial income certification: pulling income and assets from pay stubs, benefit letters, bank statements and third-party verifications, annualizing income, filling in the TIC or HUD-50059 fields, and listing every verification and adult signature still outstanding before the effective date.
• Income recertification: keeping each household's anniversary and cutoff dates, drafting the reminder notice series, and setting reported income beside the EIV report and third-party verifications so the new certification and rent are ready ahead of the anniversary.
• Interim recertification: working from the household's change report, requesting verification of a new job, a member moving in or out or a drop in income, recalculating rent against the current certification, and drafting the new one.
• Waitlist management: entering each application with its date and time, income level, preference status, accessibility needs and unit size, drafting update mailings and rejection notices, and summarizing list order against the TSP.
• Compliance file review: auditing move-in, recertification and interim files against the checklist for missing verifications and signatures, assembling the HUD-9834 and pre-review document package, and drafting finding response letters.

Leasing

• Application processing: confirming every application arrives complete, pulling income from the documents the applicant submitted and comparing it with your rental criteria, and drafting status updates, so the household's file reaches the initial certification whole.
• Renewal outreach: drafting renewal offers and follow-up messages from the lease expiration list, tracking which households have not answered, and logging notices to vacate.

Property management

• Delinquency follow-up: working open balances from the receivables aging and resident ledger, drafting reminders, demand letters and the notices your state requires, and keeping the daily delinquency tracker that feeds the monthly report.
• Reserve escrow draws: building the item list from paid invoices or bids, drafting Form HUD-9250 with the current reserve balance, and answering servicer and HUD questions until the funds reach the operating account.

Accounting

• Invoice processing: capturing vendor, property, amount and PO number, suggesting the GL code, matching each invoice to its purchase order, and flagging spend above the owner's approval threshold.
• Management fee calculation: reading each management agreement's receipts definition and exclusions, applying them to cash collected in the month, counting the subsidy payments HUD treats as residential income, and drafting the fee entry.

• Move-ins and move-outs: lease execution, the move-in inspection with the household and the key handover happen at the property, once the TIC is effective.
• The certification and recertification interviews, where the household brings its documents and every adult signs.
• Unit and common area observations during an MOR, HUD's NSPIRE inspection and the state agency's physical inspections, plus access for any servicer or HUD visit to completed reserve work.

The move-in file pre-check is reading work done before anything is keyed into the affordable module: pay stubs, benefit letters, pension and bank statements, set against the certification form. A model can do that first read so your compliance specialist starts from a worksheet.

You are pre-checking a move-in certification file for an income-restricted
unit at a [LIHTC / HUD-assisted] property.
Program: [program type]. Household size: [n].
Move-in income limit for this household size: [limit].
Certification effective date: [date].

Using only the attached income documents, asset statements and third-party
verifications:
1. For each adult, list every income source with the annualized amount and
   the arithmetic behind it. Show overtime, bonuses and tips separately.
2. List each asset with its type, cash value and any actual income it pays.
   Give the total cash value so the reviewer can decide actual or imputed
   asset income.
3. Give the date of every verification and mark any you would question
   against the effective date.
4. Note anyone who appears to be a full-time student and any exemption
   document in the file.
5. List missing documents and every adult whose signature is not yet in
   the file.
Do not decide eligibility. Return one table, then the gap list.

Nothing from this prompt goes onto a TIC until your compliance specialist has checked it against the source documents. The checks that matter most:

• Annualized income. Overtime or bonuses that appear on one stub and not the next can fall out of the annual total.
• Asset income. The actual or imputed decision, and the imputed figure itself, are where the arithmetic most often goes wrong, and a missing statement page hides an account.
• Student status. A school name on a document says nothing about full-time enrollment or which exemption applies.
• Verification age and signature order. The model can list dates and names. Only a person can confirm every verification is current and every adult signed after the last one came back.