One of the biggest challenges for Section 8 landlords isn’t the inspection—it’s the paperwork timing. Miss the calendar, and you risk collecting the wrong tenant share or missing your rent-increase window. This guide shows you what recertifications and interims really mean, the exact actions to take, and the mistakes to avoid—so you stay compliant and paid on time.
Why This Matters
Every family on HCV is rechecked at least once a year. Mid-year, the PHA may also adjust rent if income or household makeup changes. Understanding effective dates and notice rules keeps you from billing errors and back-and-forth corrections.
HUD’s Requirements, Simplified
What the rules boil down to (plain English):
- Annual reexamination is required: PHAs must reexamine family income and composition at least annually.
- Interim (“mid-year”) changes: When income or household size changes, the PHA must process an interim within a reasonable period—generally not longer than ~30 days after the change is reported (time needed to verify).
- Annual effective date: The annual recert effective date is within 12 months of the prior one and on the first of the month (PHAs often align to the HAP anniversary).
- When amounts change: At the effective date, the PHA adjusts the HAP and tenant share per the program’s payment rules.
- Notice timing (interims):
- If the family reported on time and tenant share increases, the family must get 30 days’ advance notice; the increase starts the 1st of the month after that period.
- Tenant share decreases start the 1st of the next month after the reported change (once verified).
- Late reporting: increases can be retroactive; decreases must start no later than the first rent period after completion (PHAs may allow retro decreases per their Admin Plan).
Your Step-by-Step Timeline (Annual Recert)
Think of this as your owner countdown.
T-120 days (best practice)
- Expect the PHA to open the annual cycle (document requests/verification).
- Put the anniversary month on your calendar for every voucher household.
T-60 to T-90 days
- Tenant submits documents; PHA verifies income and composition.
- Owner decision point: if you plan a rent increase, many PHAs require written notice ~60 days before the effective date (check your Admin Plan).
T-30 days
- If the tenant share will increase, the family must receive 30 days’ advance notice.
- Do not change what you collect until you receive the official owner notice showing the new tenant portion/HAP.
Month 0, Day 1 (Effective Date)
- New amounts start. File the PHA notice with your ledger so staff bill correctly from the first of the month.
Owner mini-checklist (Annual)
- Calendar each tenant’s anniversary.
- If increasing rent, send your request by the PHA’s required lead time.
- Wait for the official PHA notice before changing the tenant portion.
Interim Adjustments (Mid-Year Changes)
What triggers an interim?
- Income goes down or up (job loss, new job, reduced hours) or household composition changes (birth/adoption; someone moves in/out). Families must supply information the PHA requests and report changes per policy.
How fast does it happen?
- PHAs must act within a reasonable period—generally ≤ ~30 days after a timely report, allowing for verification.
Effective-date rules that affect your ledger
- Increase in tenant share (timely report): 30-day advance notice to the family; starts the 1st of the month after that period.
- Decrease in tenant share: 1st of the next month after the reported change (once verified).
- Late report by family: increases retroactive; decreases effective no later than the first rent period after completion (retro decreases at PHA discretion per Admin Plan).
Owner mini-checklist (Interim)
- If a tenant says they reported a change, expect a notice—don’t guess new amounts.
- Keep collecting the old tenant share until the written notice arrives, then switch on the notice effective date.
- If weeks pass with no notice, follow up (verification may be pending).
Avoid These Common Pitfalls
- Missing the rent-increase window. Use 120/60-day reminders.
- Charging the tenant early. Start new amounts only on the effective date in the PHA notice.
- Assuming interims take effect immediately. Remember the 30-day notice for increases to the family; decreases start next month.
- Late tenant reporting blind spot. Retroactive increases can apply; decreases timing is set by regulation/Admin Plan.
Tools & Resources for Landlords
- Section8Training.com – Practical checklists and landlord training for recerts/interims.
- Section8Karim.com – Case studies on real-world interim scenarios and what to expect.
- KarimNaoum.com – Policy angles (e.g., why effective-date rules exist and how HOTMA shapes timelines).
HOTMA note (quick heads-up): HUD affirmed key HOTMA provisions tied to reexams with compliance dates around July 1, 2025; because annuals start 90–120 days early, some PHAs began applying those policies in spring 2025. Check your PHA’s updates so your calendar matches theirs.
Final Word
Recerts and interims don’t have to be stressful. Live by the calendar, wait for the PHA notice, and switch amounts on the notice’s effective date. That’s how you stay compliant and avoid messy corrections. Save this page, set reminders, and you’ll be ahead of the curve.
