PHB Annual Reporting Process Flow – PHB Funded Projects

Information

When is reporting due?

Refer to the project's fiscal year end (FYE) date to determine its reporting due date.

FYE December 31 ⇢ Reporting due April 1 of the following year.
FYE June 30 ⇢ Reporting due October 1 of the same year.

Process Flow for PHB Funded Projects

Overview of the major steps.

New Project View full size image of teal arrow pointing down	Project is funded/developed Certificate of Occupancy (COO) received PHB sends Welcome Letter with reporting requirements information Ownership communicates unit mix, affordability requirements, and reporting requirements to Property Manager (PM) PM completes required TICs throughout reporting year (move-in, move-out, recerts, etc.)
Annual Reporting	PM enters Tenant Data into the Web Compliance Management System (WCMS) prior to annual reporting deadline PM downloads ACT Workbook and completes tabs 1-4 PM attaches all required documents to a single email and sends to asset.management@portlandoregon…
View full size image of teal arrow pointing down Reporting Completion	PHB reviews Reporting Submission PHB responds to compliance contacts with action items/questions and sets due date for response Compliance contacts respond to those items by listed due date PHB reviews responses: If incomplete or more info is needed, PHB will send back for additional response If complete, PHB finalizes the ACT and bills for cash flow due (if applicable)

New Project

View full size image

Project is funded/developed
Certificate of Occupancy (COO) received
PHB sends Welcome Letter with reporting requirements information
Ownership communicates unit mix, affordability requirements, and reporting requirements to Property Manager (PM)
PM completes required TICs throughout reporting year (move-in, move-out, recerts, etc.)

Annual Reporting

PM enters Tenant Data into the Web Compliance Management System (WCMS) prior to annual reporting deadline
PM downloads ACT Workbook and completes tabs 1-4
PM attaches all required documents to a single email and sends to asset.management@portlandoregon…

View full size image

Reporting Completion

PHB reviews Reporting Submission
PHB responds to compliance contacts with action items/questions and sets due date for response
Compliance contacts respond to those items by listed due date

PHB reviews responses:

If incomplete or more info is needed, PHB will send back for additional response
If complete, PHB finalizes the ACT and bills for cash flow due (if applicable)

For more information on reporting, please go to our Risk Analysis and Compliance (RAC) Forms and Reporting Tools page. There you will find all items necessary to complete your compliance reporting including,

To schedule a compliance requirements overview meeting with a RAC Program Coordinator, please send an email to asset.management@portlandoregon.gov. Be sure to include, names, email addresses, and phone numbers for all who should be included in the meeting, project name, ownership name, and any specific questions you would like to have addressed.