Reporting and Compliance: Loan Programs

All Rental Projects’ Reporting Requirements

Each rental project is governed by the rules in place at the time the funds were awarded or at the time the program came under the Uniform Multifamily Regulations through code, regulation, or guidelines, and by the rules governing any subsequent awards or transactions. Each program is slightly different; however, there are some requirements that apply to all rental projects. All rental projects are required to submit the following documents, reports, and schedules via e-mail.

  1. Annual Operating Budgets (XLMS)* is due no later than 60 days before the beginning of the fiscal year;
  2. Schedules of Rental Income (XLS) is due no later than 60 days before the beginning of the fiscal year;
    • Schedule of Rental Income (SRI) Workshop Presentation (PDF)
    • Occupancy Standards Exceptions Checklist (PDF) - If applicable, the Occupancy Standards Exceptions Checklist should be filled out once, at the beginning of the allowable exception. The checklist should be kept in the tenant file and available for inspection during HCD monitoring site visits. Each year with the Schedule of Rental Income, for as long as the exception remains valid, the sponsor shall enter comments for the unit(s) in the AR column on tab 2 of the SRI indicating that an Occupancy Standards Exceptions Checklist has been approved and is on file. Please contact your assigned Occupancy Representative with any questions.
  3. Annual Reports (XLS) no later than 60 days (for CHRP-R, CALDAP. DPRLP, DDS, MPRROP, SUHRP, and SERA) or no later than 90 days (for all other programs) after the end of the fiscal year. Projects required to submit audited financial statements are not required to submit fiscal annual report forms but must submit the audited financial statement within 90 days of the end of the fiscal year. The instructions for this report contain program-specific additional requirements;
  4. Programs listed in the Audited Financial Statements Handbook (PDF) — revised October 18, 2023, require audited financial statements, and all projects that have been restructured under the Housing Loan Conversion Program (HLCP) or the Loan Portfolio Restructuring Program (LPRP) are required to submit audited financial statements. Click here for a training video for the Sept. 2023 draft Audited Financial Statements Handbook;
  5. Evidence of annual renewal certificates of required insurance (PDF) prior to expiration of coverage must be submitted annually to your AMC representative. If the project is involved in a restructuring or refinancing transaction, or if there is a new project owner, or if the insurance agent/broker changes at any time during the year, the Insurance Guidelines Checklist (PDF) — must be included.
  6. Reserve Withdrawal Requests (XLS) are due no later than 45 days after the fiscal year in which the expenses were incurred and prior to withdrawing funds. Refer to the Replacement Reserve Guidelines (PDF) for additional information. Requests must be submitted to your AMC representative.

*Annual report forms are also available as separate documents as follows: AMC 182—Reserve and Other Account Balances (XLS), AMC 184—Sponsor’s Project Rating (XLS).

Site Visit Compliance Monitoring

In addition to collecting annual report information, the Department also monitors rental projects by conducting routine physical site inspections, which includes but is not limited to an examination of tenant files, unit conditions, property standards (common areas, exterior conditions), as well as review of the Management Plan and/or Property Management Agreement. The goal of the site visit process is to ensure that each rental project adheres to the program regulations and terms of the regulatory agreement.

Management Documents

Due during the loan closing process or at the time of requesting a project management change. Please contact your Occupancy Representative with any questions.

AMC Issued Memo

Utility Allowances Documentation Requirements (PDF)

HCD Memo LA HUD Waiver (PDF) — Memo Date: 10/05/2023

Program-Specific Compliance Requirements

In addition to the requirements for All Rental Housing Projects, the following program-specific requirements must also be met:

Emergency Housing Assistance Program—Capital Development (EHAP-CD)

Emergency Housing Assistance Program—Capital Development (EHAP-CD)

Home Investment Partnerships Program (HOME) for State Recipient (SR) Rental Projects

State Recipients who made loans to HOME rental projects have their own long-term monitoring requirements. Resources are available here to assist SRs in their monitoring efforts, including Income Calculation Guide, required forms, and sample checklists, letters, and other documents.

Management Memos
Sample Monitoring Checklists
Long-Term Monitoring of State Recipients

For the Multifamily Housing Program (MHP), Downtown Rebound Program (MHPDRP), Governor’s Homeless Initiative (GHI), Homeless Youth (HYMHP), Supportive Housing (SHMHP), Transit Oriented Development Program (TOD), and the Veterans Housing and Homeless Prevention Program (VHHP), Farmworker Housing Grant (FWHG)

  1. AMC 187 - Special Needs Populations, Homeless Youth and Governors Homeless Initiative Report (XLS) (must be submitted if project requires any units to be restricted to Special Needs Populations, Homeless Youth, or if Governor's Homeless Initiative units are identified in Exhibit B of the HCD Regulatory Agreement): MHP, GHI, HYMHP
  2. MHP Lease Addendum (DOC) (Must be attached as an addendum to all Assisted Unit rental agreements whenever the lease addendum is modified): MHP, MHPDRP, GHI, HYMHP, SHMHP
  3. Third-Party Homeless Verification form (DOC): MHP, GHI, HYMHP, SHMHP
  4. Third-Party Disability Verification for Supportive Housing Projects (DOC): MHP, GHI, HYMHP, SHMHP
  5. AMC 185 - Supportive Housing Report (XLS) (must be submitted if Supportive Housing units are identified in Exhibit B of the HCD Regulatory Agreement): SHMHP
  6. Schedule of Rental Income (XLS) for SERNA Migrant Projects

Mobilehome Park Rehabilitation and Resident Ownership Program

Rental Housing Construction Program – Original (RHCP-O) and Housing Loan Conversion Program (HLCP)

No Place Like Home (NPLH)

ProgramCCR*UMR*GuidelinesRegulatory Agreement
CALDAP—RentalRegulations (PDF) Guidelines (PDF) 
DPRLP—RentalRegulations (PDF)   
FMTWRegulations  Guidelines (XLS) 
HOME  Which rules apply? (XLS)  
JSJFWHGRegulations Check with your AMC rep.  
MPRROP Regulations   Regulatory agreement (DOC)
MHP Which rules apply? (XLS)  
GHI Which rules apply? (XLS)  
HYMHP Which rules apply? (XLS)  
OMSRegulations (PDF)   
SHMHP Which rules apply? (XLS)  
SERA—Rental  Guidelines (PDF) 

*California Code of Regulations and Uniform Multifamily Regulations