Oversight and Support for Property Managers

Property managers can find forms and resources needed for compliance and reporting including

Property Management

Relevant documents, forms and resources for Property Management

Inspections and Monitoring

Information on monitoring and inspections

Project Based Section 8 and 811 PRA Contracts

Details for Project Based Section 8 and 811 PRA Contracts

Reporting

TRACS

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.

Audits

Minnesota Housing Audit Guide - Updated 10.2018
Appendix to Audit Guide - Updated 10.2018
Computation of Surplus Cash Form (.xls)
Computation of Surplus Cash Instructions

Reporting Tools: Budgets & Operating Reports

Budgets

Updates to the Multifamily Housing Budget Submission Process (eNews published September 1, 2023)
Reminder: Multifamily Housing Budget Submission Process Updates (eNews published October 2, 2023)
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.

Operating Reports

Form 258A, B, C & D - Instructions (available in pdf format only)

Reporting Systems

Property Online Reporting Tool (PORT)

The Property Online Reporting Tool (PORT) was developed by Minnesota Housing for compliance reporting and monitoring of Housing Tax Credits, HOME, National Housing Trust Fund and deferred loan programs.

PORT (Compatible with Microsoft Edge or Google Chrome.)
PORT User Guide

PORT XML Uploader - Information for Software Providers:

The PORT XML Uploader XSD and schema requirements are linked below. Port Users: Refer to Chapter 11 of the PORT User Guide for more information.

Secure Upload Tool

Multifamily Secure Upload Tool and Upload Tool Instructions

This tool allows organizations to securely upload and download documentation to:

mhfa.compliance@state.mn.us
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.mhfa@state.mn.us
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.

mhfa.tracs@state.mn.us
TRACS team: For management companies and owners to submit Voucher detail.
NOTE: Special Claims packets are submitted via the Multifamily Customer Portal.

Box.com

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.

Submission Instructions

Box.com login

Insurance Claims

Report of Casualty Loss

Report of Casualty Loss - Submit this form following any casualty loss (including units out of service for more than one rental period) for all properties financed by Minnesota Housing.

Training

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]

PORT

Introduction to PORT Tutorial (4:40) | Slides [PDF]
Owner Login Tutorial - (8:28)
OAA and Management Account Tutorial (8:17) | Slides [PDF]

Other Opportunities

The following list of trainers is not exhaustive, and Minnesota Housing does not endorse or sponsor any training company.

Affordable Housing Connections
Compliance Solutions, Inc.
Grace Hill Solutions
Janken Housing Solutions, Inc. (Dakota County Monitoring)
Minnesota Multi Housing Association

Contact Our Teams

Use URL Anchor "##Teams" to link to this location. This component only appears in the site builder.

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.

Multifamily Portfolio Manager

Eric Thiewes
eric.thiewes@state.mn.us
651.296.6527

Compliance Teams

Compliance TeamMoreLess

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.

Multifamily Compliance Manager

Renee Dickinson
renee.dickinson@state.mn.us
651.296.9491

Southeast & Southwest MN

Twin Cities Metro

jessica.hehling@state.mn.us 651.296.7991

sue.morrison@state.mn.us
651.215.1083

Northwest & West Central MN

Twin Cities Metro & St Cloud

kate.norman@state.mn.us
651-284-3180

marisa.myhre@state.mn.us
651.297.3741

Northeast & Central MN

Twin Cities Metro & St Cloud

connie.montgomery@state.mn.us
651.296.9802

susan.bucko@state.mn.us
651.296.8093

tere.hopponen@state.mn.us
651.297.5709

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

Manager, Federal Rental Assistance Programs

Cassie Gordon
cassie.gordon@state.mn.us
651.296.9546