PHB Annual Reporting Requirements Information

All annual tenant certifications/recertifications must be entered into WCMS by the annual reporting due date for your project.

Download ACT Workbook and complete the following tabs

• Tab 1 – ACT certification tab with all fields filled out.
• Tab 2A – Operating Statement Detail including all operating income and expenses with GL codes and any clarifying comments in the appropriate fields. Include debt service in the appropriate section.
• Tab 2B – Operating Statement. The values on this tab refer to tab 2A – DO NOT ENTER ANYTHING ON THIS TAB.
• Tab 3 – Reserves. Only complete if the project has PHB reserve agreements e.g. Replacement Reserves, Operating Reserves, Other Reserves that are required by PHB Agreements.
• Tab 4 – Resident Services – Only required if the project provides resident services and they are an allowed expense on the loan documents and/or the project's approved Proforma.

If the project is required to submit audited financials, it will be written into the project's loan documents. For initial reporting submissions, please submit the financials used to complete 2A of the ACT workbook. If we need additional financials we will request them.

For projects with a PHB reserve agreement, also submit the FYE reserve account statement and balance sheet.

Required every 5-years for projects with 5 or more units (unless the project has a facility use waiver). To check the last PHB accepted AFHMP or AFHMP update, check the property section of the most recent Final ACT.

• AFHMP 
• 5-Year Acknowledgment Letter

Current Property and Liability insurance certificates for the project with PHB listed as Additional Insured. The certificates must be in-force at the time of submission and cover the entirety of the project's fiscal year.

Required at least every three years. PHB will accept any agency inspection and closing letter showing final inspection score after findings were resolved. 

It is required that 10% of ALL units (with a minimum of one unit in each building), common areas, and project exteriors be inspected.

For self-inspections, use any form you like but it must clearly show which areas and units were inspected, who inspected, date of inspection, findings, and the clear resolution date of any findings. There is a PHB inspection template is available for use.

To check the last PHB accepted inspection date, check the property section of the most recent Final ACT.