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Owner Leasing Information
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Please keep this information for your records.
Housing Division Request for Tenancy Approval (RFTA)
Packet and Owner Leasing Information
Thank you for your interest in leasing to a Housing Choice Voucher Program (HCV) participant.
________________________________ is eligible for the HCV program, and qualifies for a ____ bedroom unit.
The Housing Division screens families to determine their eligibility for participation in the program but not for
suitability as a tenant. This is a management or landlord’s responsibility and you should screen the family on
the basis of their tenant history with respect to such factors as:
1. Payment of rent and utility bills.
2. Caring for the unit and premises.
3. Respecting the rights of others to the peaceful enjoyment of their housing.
4. Drug related or other criminal activity that is a threat to life, safety, or property of others.
5. Compliance with other essential conditions of tenancy.
The Housing Division encourages all landlords to collect a security deposit from the family for the same amount
you’d require from any prospective tenant. However, the security deposit cannot exceed one month’s rent.
The Housing Division assumes no liability for tenant rent or damages and cannot reimburse you for such costs
caused by an HCV participant.
Regulations require that we provide you with the family’s current landlord’s name, address, and phone
number(s), if known.
Present Address:___________________________________________________________________
Present Landlord:__________________________________________________________________
Present Landlord’s Address:__________________________________________________________
Present Landlord’s Phone Number:____________________________________________________
Families already on the program and relocating may have information (i.e. landlord notices, memos, etc.)
regarding previous tenant behavior on file. You must contact the appropriate caseworker to request that
information.
Once you have determined that a participant is a suitable
candidate to lease from you, please follow the steps on the next
two pages to determine whether he/she will be eligible to receive
subsidized assistance at your unit.
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Owner Leasing Information
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Please keep this information for your records.
Step 1: Return RFTA Packet to the City of Mesquite Housing Division located at 1616 N. Galloway
Avenue, Mesquite, Texas 75149
You must complete the following documents from the attached Request for Tenancy Approval (RFTA) Packet:
(1) Request for Tenancy Approval (RFTA)
(2) City of Mesquite Housing Division Owner Information
(3) Completed IRS Form W-9 for Property Owner(s) and Agent (if applicable) (Must contain physical
address; P.O. Box is not acceptable)
Property owners and landlords that currently have tenants participating in the HCV program administered by
the City of Mesquite Housing Division may not need to provide items 2 and 3 listed above. If you do not have
any current HCV program participants or you are a new property owner/landlord, we will not be able to process
your Request for Tenancy Approval (RFTA) if all three items are not returned. We will not accept incomplete
RFTA packets if you are a new property owner or landlord. This will delay the inspection and lease up process.
Step 2: Is unit rent reasonable and affordable for the HCV client?
The Housing Division will determine if the unit is affordable for the specific income levels of the clients. HCV
clients are not allowed to pay more than 40% of their annual income towards housing expenses (rent and/or
utilities). The Housing Division will also determine if the unit rent is reasonable for the current market.
If it is determined that the unit does not qualify for any of the above reasons, the Housing Division will contact
you to determine if the rent can be negotiated in order to qualify. It is your choice to accept the negotiated rent
or not.
Step 3: Prepare the Unit for Inspection
The unit that you identify in the enclosed RFTA Packet will be inspected to ensure that it meets the federal
standards for subsidized units on the Housing Voucher Program. Your unit must pass this inspection, known as
the Housing Quality Standard (HQS) Inspection, before the Authority can execute a Housing Assistance
Payment (HAP) Contract with you. More information on the HQS Inspection can be found at
www.cityofmesquite.com/housing/.
The City of Mesquite Housing Division will contact you within 3-5 business days of receipt of RFTA packet to
schedule an inspection.
In order for our inspector to perform the inspection, the property must meet the following criteria:
• All utilities must be turned on at the property (electric, water, gas)
• All owner-provided appliances must be in the property and functional
• For properties located in the City of Mesquite, the unit must have passed the Certificate of Occupancy
Inspection.
Inspections will be performed within 3-5 business days after the “date unit available for inspection” listed on the
RFTA form, or within 3-5 business days after the unit has passed the Certificate of Occupancy inspection,
whichever is later.
If the unit fails the initial inspection, the Housing Division will only conduct one more unit inspection before
canceling the RFTA and informing the client that a new unit will need to be leased. It is your responsibility to
contact the Housing Division when the unit is ready for re-inspection.
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Owner Leasing Information
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Please keep this information for your records.
Step 4: HAP Contract Execution
Once unit passes inspection, please contact the client’s caseworker to set up a HAP contract execution
appointment. We will try to schedule your appointment as soon as possible, but plan for at least 3 business
days between the date of the final inspection and the appointment date. Both you and your client will attend the
HAP Contract execution appointment. Please bring the following:
(1) Proof of ownership (warranty deed and/or copy of property tax statement)
(2) Lease (may be executed with your tenant prior to the appointment)
(3) (If applicable), copy of management agreement. The agreement must authorize the Housing Division to
conduct business with the management agent.
The Housing Division will work directly with apartment managers to execute the HAP and the lease documents.
Please do not allow clients to move into your unit until the unit has passed inspection AND the HAP contract
has been executed.
Step 5: Set up Direct Deposit and email authorization
The Housing Division makes payment using direct deposit and communicates with our landlord vendors using
email. This allows us to save costs on postage, paper, and allows us to track communications for more
effective customer service. We will only use your email for housing purposes (inspection notifications, housing
news, payment information, etc.)
You may choose to opt out of direct deposit and email notification services by completing the opt out form.
Choosing to opt out may delay communication. In cases of lost checks, the City of Mesquite cannot provide a
replacement check for 45 days.
Thank you for choosing to provide affordable and decent housing solutions to our families!
If you have any questions in reference to the RFTA packet, please contact our office at 972-329-8727.
We are at your service…
JoAnn Rodriguez, Manager of Housing jrodrigu@cityofmesquite.com
Rick Smith, Real Estate Services Supervisor rsmith@cityofmesquite.com
Aurora Bueno, Housing Occupancy Supervisor abueno@cityofmesquite.com
Vickie Majors, office coordinator (payment questions) vmajors@cityofmesquite.com
To schedule appointments, or for any client-specific questions, please contact your client’s caseworker:
Terri Burk (last names beginning with the letters A-G) tburk@cityofmesquite.com
Kathy Brumsey (last names beginning with the letters H-O) kbrumsey@cityofmesquite.com
Christina Guenther (last names beginning with the letters P-Z) cguenthe@cityofmesquite.com
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Owner Leasing Information
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Please keep this information for your records.
Vendor Payment News
The City of Mesquite has chosen the Paymode-X™ service through Bank of America to make electronic
payments to valued vendors and suppliers.
The City of Mesquite recognizes the importance of expediting the payment process for our vendors and
suppliers. Our Accounts Payable department utilizes Paymode-X to replace paper checks with electronic
payments. We are strongly encouraging our vendors and suppliers to enroll in Paymode-X so that future
payments are made electronically. Enrollment in Paymode-X is simple and takes less than ten minutes. You
can enroll online at www.paymode.com/cityofmesquite today.* We value your service and support and are
confident that your company will benefit from using Paymode-X.
Your enrollment in Paymode-X offers many benefits:
• Saves time and money – Paymode-X reduces the labor, hassle, expense, and risk associated with
checks and other traditional payment methods. There is no charge to receive a payment from us via
Paymode-X.
• Enhances cash flow – Electronic payments through Paymode-X provide cash flow benefits by
eliminating mail and paper check float.
• Fits with existing systems and banking practices – Paymode-X requires no purchase of software,
no modifications to your existing accounts receivable systems, and no changes to your bank or bank
accounts.
• Includes detailed remittance information – Paymode-X enables delivery of digital remittance
information along with the payment for easier reconciliation. Digital remittance information can be sent
via ACH (CCD, CCD+ or CTX) or accessed via on-line download options. Each time you receive a
payment through Paymode-X, you will be sent an electronic notification.
• History of payments – A detailed history of all Paymode-X payments from The City of Mesquite will
be at your fingertips on the Paymode-X website.
• Going Green – Paperless, electronic payments are more secure, save money and also help conserve
the environment by eliminating printing and mailing paper checks.
Paymode-X offers The City of Mesquite a secure, Internet-based service to make electronic payments to
vendors, suppliers and service providers. We strongly believe that Paymode-X represents a measurable
improvement over other electronic payment methods, as well as a significant enhancement to our on-going
business relationship.
The City of Mesquite would like to begin making electronic payments to you through Paymode-X. Should you
require personal assistance or have any questions, please contact Paymode-X toll free at 1-866-252-7366 or
call the City of Mesquite Accounting Department at 972-216-6205. Paymode-X will notify us of your enrollment
and electronic payments will begin shortly thereafter.
We look forward to continued improvements in our business relationship.
Sincerely,
Debbie Mol
Director of Finance
Promotional Code: The City of Mesquite
* Please note, if you are already a Paymode-X member, please contact Paymode-X toll free at 1-866-252-7366
to validate the details of your membership.
If multi-family complex, include complex name:________________________________
REMINDER:
If the property is located in the City of Mesquite, the property must have passed the Certificate
of Occupancy Inspection before the Mesquite Housing Division will be able to inspect.
The Mesquite Housing Division Inspection will be performed 3-5 business days after the latest
of the following dates:
•
The date unit available for inspection (#8 on this form)
or
•
The date the Certificate of Occupancy was obtained
Certificate of Occupancy Inspections may be scheduled by contacting the City of Mesquite
Building Inspection Division at 972-216-6212 or 972-216-6213.
Print or Type Name of Management Company/Apartment Community:
_____________________________________________________________
Owner Name or Name of Complex
Address
City
State
Zip
Telephone - Business ( )
Telephone - Home ( )
Email
Fax ( )
Social Security #
Federal Employer ID#
Corporation
Partnership
Sole Proprietorship
Male
Female
White
Black
Hispanic
American
Asian Pacific
American
American
Indian/Eskimo
Other
Owner Representative
Name
Address
City
State
Zip
Telephone - Business ( )
Telephone - Home ( )
Email
Fax ( )
Social Security #
Federal Employer ID#
HAP Payments are normally made payable to the owner or, in the case of a corporation, to the company or
apartment complex. Occasionally an owner will authorize payments to be made to the agent. Accurate
information is essential. The payee will generally receive a 1099 at year end in accordance with the IRS
requirements.
Make Housing Assistance Payable and Mail to:
Name
Address
City
State
Zip
Telephone - Business ( )
Telephone - Home ( )
Email
Fax ( )
Social Security #
Federal Employer ID#
This is to certify that the above information is correct.
Signature of Owner or Agent
Date
INSTRUCTIONS TO PRINTERS
FORM W-9, PAGE 1 of 4
MARGINS: TOP 13mm (
1
⁄2 "), CENTER SIDES. PRINTS: HEAD to HEAD
PAPER: WHITE WRITING, SUB. 20. INK: BLACK
FLAT SIZE: 216mm (8
1
⁄2 ") 279mm (11")
PERFORATE: (NONE)
Give form to the
requester. Do not
send to the IRS.
Form W-9
Request for Taxpayer
Identification Number and Certification
(Rev. November 2005)
Department of the Treasury
Internal Revenue Service
Name (as shown on your income tax return)
List account number(s) here (optional)
Address (number, street, and apt. or suite no.)
City, state, and ZIP code
Print or type
See Specific Instructions on page 2.
Taxpayer Identification Number (TIN)
Enter your TIN in the appropriate box. The TIN provided must match the name given on Line 1 to avoid
backup withholding. For individuals, this is your social security number (SSN). However, for a resident
alien, sole proprietor, or disregarded entity, see the Part I instructions on page 3. For other entities, it is
your employer identification number (EIN). If you do not have a number, see How to get a TIN on page 3.
Social security number
––
or
Requester’s name and address (optional)
Employer identification number
Note. If the account is in more than one name, see the chart on page 4 for guidelines on whose
number to enter.
–
Certification
1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me), and
I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal
Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has
notified me that I am no longer subject to backup withholding, and
2.
Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup
withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply.
For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement
arrangement (IRA), and generally, payments other than interest and dividends, you are not required to sign the Certification, but you must
provide your correct TIN. (See the instructions on page 4.)
Sign
Here
Signature of
U.S. person
䊳
Date
䊳
Purpose of Form
Form W-9 (Rev. 11-2005)
Part I
Part II
Business name, if different from above
Cat. No. 10231X
Check appropriate box:
Under penalties of perjury, I certify that:
3
I.R.S. SPECIFICATIONS
TO BE REMOVED BEFORE PRINTING
DO NOT PRINT — DO NOT PRINT — DO NOT PRINT — DO NOT PRINT
TLS, have you
transmitted all R
text files for this
cycle update?
Date
Action
Revised proofs
requested
Date Signature
O.K. to print
U.S. person. Use Form W-9 only if you are a U.S. person
(including a resident alien), to provide your correct TIN to the
person requesting it (the requester) and, when applicable, to:
1. Certify that the TIN you are giving is correct (or you are
waiting for a number to be issued),
2. Certify that you are not subject to backup withholding, or
3. Claim exemption from backup withholding if you are a
U.S. exempt payee.
3. I am a U.S. person (including a U.S. resident alien).
A person who is required to file an information return with the
IRS, must obtain your correct taxpayer identification number
(TIN) to report, for example, income paid to you, real estate
transactions, mortgage interest you paid, acquisition or
abandonment of secured property, cancellation of debt, or
contributions you made to an IRA.
Individual/
Sole proprietor
Corporation
Partnership
Other
䊳
Exempt from backup
withholding
Note. If a requester gives you a form other than Form W-9 to
request your TIN, you must use the requester’s form if it is
substantially similar to this Form W-9.
● An individual who is a citizen or resident of the United
States,
● A partnership, corporation, company, or association
created or organized in the United States or under the laws
of the United States, or
● Any estate (other than a foreign estate) or trust. See
Regulations sections 301.7701-6(a) and 7(a) for additional
information.
For federal tax purposes, you are considered a person if you
are:
In 3 above, if applicable, you are also certifying that as a
U.S. person, your allocable share of any partnership income
from a U.S. trade or business is not subject to the
withholding tax on foreign partners’ share of effectively
connected income.
Special rules for partnerships. Partnerships that conduct a
trade or business in the United States are generally required
to pay a withholding tax on any foreign partners’ share of
income from such business. Further, in certain cases where a
Form W-9 has not been received, a partnership is required to
presume that a partner is a foreign person, and pay the
withholding tax. Therefore, if you are a U.S. person that is a
partner in a partnership conducting a trade or business in the
United States, provide Form W-9 to the partnership to
establish your U.S. status and avoid withholding on your
share of partnership income.
The person who gives Form W-9 to the partnership for
purposes of establishing its U.S. status and avoiding
withholding on its allocable share of net income from the
partnership conducting a trade or business in the United
States is in the following cases:
● The U.S. owner of a disregarded entity and not the entity,
City of Mesquite Housing Division
1616 N. Galloway Avenue
Mesquite, Texas 75149