Oversight and Support for Property Managers
Property managers can find forms and resources needed for compliance and reporting including
Inspections and Monitoring
Project Based Section 8 and 811 PRA Contracts
The Minnesota Housing TRACS Data Analyst works with Project Based Section 8 Owner/Agents to approve payment of the monthly Housing Assistance Payment (HAP) Voucher. The TRACS Data Analyst role is to verify current accurate assistance is being paid on the monthly HAP Voucher, in order to maximize HUD’s housing resources, assuring maximum participation in HUD’s housing programs by as many eligible families as possible. Learn more about TRACS and Special Claims.
Reporting Tools: Budgets & Operating Reports
Reporting Tools: Budgets & Operating Reports
- Budget and Reporting Tool or BudRep (.xlsm) Revised 8.30.2023 - If using Firefox, you may be prompted to open the file or save the file. Please use “Save As” option to download these files, rather than “Open.”
- Guidance for Submitting a Successful Budget
- Section I - Creating the BudRep (00:08:24) | Presentation
- Section II - Completing the Rent Table and Rent Matrix (00:12:24) | Presentation
- Section III - Expenses and Submission Instructions (00:08:47) | Presentation
*We recommend using headphones and turning on subtitles/closed captions (CC) when watching the tutorials.
- Submissions: Budget and Operating data must be submitted via Box.com. Before attempting to upload files to Minnesota Housing, management companies should check their Box.com account to ensure the specific development is currently included. Or, contact Asset Management staff to have the development added.
Property Online Reporting Tool (PORT)
PORT XML Uploader - Information for Software Providers:
Secure Upload Tool
Compliance team: For owners and managers to submit documents containing private data, including scanned tenant files. You must include the D number, property name and the name of the assigned Compliance Officer in the subject line.
PBCA MOR team: For owners and managers to submit Management and Occupancy Review (MOR) and EIV documents. Include the property name and the name of the assigned housing management officer (HMO) in the subject line.
TRACS team: For management companies and owners to submit Voucher detail.
NOTE: Special Claims packets are submitted via the Multifamily Customer Portal.
Minnesota Housing must receive all operating reports, audits and budget reporting information and documentation through a Box.com account. Management companies are invited to a specific Box.com folder in order to submit their information securely and privately.
The Box.com Access Request Form is sent to the owner when a development is required to submit either Operating Reports, Audits and/or Budgets only. Only those properties will be invited to submit documents through Box.com.
Report of Casualty Loss
Compliance and Monitoring General Training Tutorial
Compliance and Monitoring General Training - This tutorial covers basic information that all owners receiving a Minnesota Housing deferred loan should know, including general information pertaining to deferred loans, an overview of the teams within asset management, and where to find specific compliance required items on the website.
Training Tutorial (46:29)| Slides [PDF]
The following list of trainers is not exhaustive, and Minnesota Housing does not endorse or sponsor any training company.
Contact Our Teams
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Asset Management TeamMoreLess
Asset Management Team
Asset managers are responsible for the physical, financial and operational oversight of our affordable multifamily rental housing. They work with property owners, property managers, service providers and other funding partners.
Compliance officers are responsible for monitoring properties that receive Agency deferred loans, section 42 low-income housing tax credits and certain federal funding sources, such as HOME and National Housing Trust. They coordinate with Asset Management and PBCA staff on property inspections.
If you have compliance or monitoring questions or need information on Housing Tax Credits, HOME or other Minnesota Housing deferred loan programs, check PORT for the compliance officer assigned to each property.
Project-Based Section 8 and 811 Project Rental Assistance (PRA) Monitoring Team
Project-Based Section 8 and 811 Project Rental Assistance (PRA) Monitoring TeamMoreLess
The Project Based Contract Administration (PBCA) Housing Management Officer collaborates with local HUD field office staff to help ensure that management practices, occupancy, physical conditions, and compliance with HUD and fair housing regulations are upheld.
The Housing Assistance Payment (HAP) Contract Officer works with Owners and Management Agents of Section 8 properties to process Initial and Subsequent Contract Renewals, annual funding renewals, budget based rent adjustments, AAF rent adjustments and special rent adjustments.
The TRACS Data Analyst works with Project Based Section 8 Owner/Agents to approve payment of the monthly Housing Assistance Payment (HAP) Voucher. The TRACS Data Analyst reviews and approves Special Claims and Repayment Agreements as well as assists Owner/Agents on correction of TRACS errors and EIV discrepancies.
Federal Rental Assistance Programs