Welcome to another installment of our Tuesday Tip series! This week, we’re discussing an important topic for property owners and managers: HUD’s updated contract renewal forms. With over 30 forms affected, it’s crucial to stay on top of these changes to avoid delays in your contract renewal. Navigate’s Lead Contract Management Specialist, Nitira Mickel, breaks down these updates and explains how to ensure a smooth renewal process.

What’s New in HUD Contract Renewal Forms?

HUD has recently updated all their contract renewal forms, with the most notable change being the expiration date, which now extends to April 30, 2027. Among the updated documents is HUD Form 9624, which now requires the inclusion of the Unique Entity Identifier (UEI), replacing the DUNS number. This small change may seem trivial, but using the old form can cause significant delays in your renewal process.

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Key Tip: Always use the most recent forms when submitting paperwork to avoid delays!

What Happens if You Use Old Forms?

If you submit outdated forms, they will be returned to you for correction. This creates unnecessary delays in the renewal process, and no one wants that! Nitira emphasizes the importance of using HUD’s updated contract forms to ensure everything is processed without delays. Fortunately, if you’re unsure where to find these updated forms, Navigate provides them on our website, and we can even email them directly to you.

You can find the updated forms in this blog post for easy access.

Consequences of Incorrect Submissions

As Nitira explained, the biggest consequence of using the wrong forms is a delay in renewing your contract, which may affect your Housing Assistance Payment (HAP). HUD asks contract owners to submit renewal paperwork 120 days before the expiration date. Missing this window due to incorrect paperwork can potentially cause subsidy delays.

Key Tip: To avoid processing issues, double-check that you’re using the latest HUD contract renewal forms.

The New DocuSign Process

Starting January 1, 2024, HUD is introducing a DocuSign process for contract renewals, which will streamline the signature process. Previously, the PBCA (Performance-Based Contract Administrator) initiated this process by sending the documents to be signed. However, under the new system, HUD will now take over this step, and the correct email address must be provided for the contract signatory.

Nitira noted a common issue with incorrect email addresses for the authorized signer. Since DocuSign emails cannot be forwarded, provide the correct contact details to avoid any delays.

How the New Process Works

The new DocuSign process begins after HUD allocates funds for your contract year. Here’s a brief overview:

1. HUD receives your submitted forms and approves funding.
2. Navigate fills out a PBCA routing slip, including the emails of the management agent and the owner.
3. DocuSign sends the contract directly to the owner’s email for signature.
4. The management agent reviews the document, but only the owner can sign it.

Avoid Common Pitfalls

To ensure your renewal goes smoothly, remember these two key tips:

• Submit the correct forms (updated with the latest expiration dates and the UEI).
• Provide accurate email addresses for the person authorized to sign the contract.

Need Help? Contact Us

If you’re having trouble with the forms or need assistance submitting, don’t hesitate to reach out. Nitira and her team are here to guide you every step of the way. You can contact her directly at N.Mickel@NavigateHousing.com or visit our Contract Renewals page for additional resources.

As always, we are here to support you to make the contract renewal process as seamless as possible. This Tuesday Tip is just part of our commitment to ensuring you have the tools and knowledge necessary to navigate HUD’s evolving processes.

Follow our weekly Tuesday Tips to stay updated, and if you missed last week’s post, check it out on our blog!