The following information must be maintained for at least three years after each owner of the property and each person displaced from the property have received final payment to which they are entitled.
General Information:
- Name and address of all persons occupying real property at the beginning of the project.
- Name and address of all persons moving into the property on or after the date the project began.
- Name and address of all persons occupying the property upon completion of the project.
For Displaced Persons:
- Identification of person, displacement property, racial/ethnic group classification, age, sex and income of all members of the household, monthly rent and utility costs for displacement and replacement housing; type of enterprise, relocation needs and preferences.
- Evidence that the person received a timely statement describing available relocation payments and basic eligibility conditions, available advisory services, and right to comparable replacement housing (or suitable replacement housing under section 104(d) policies).
- Evidence that the person received timely written notice informing him or her of eligibility for relocation assistance and the location and cost of the comparable replacement dwelling used to establish the upper limit of the replacement housing payment.
- Evidence and dates of personal contacts; a description of services provided.
- Identification of referrals to replacement properties, date of referral, sale price or rent/utility costs (if dwelling), date of availability, 90 day notice and reason(s) for declining referral.
- Copy of 90 day notice and vacate notice if issued.
- Identification of actual replacement property, sale price or rent/utility costs (if dwelling) and date of relocation.
- Replacement dwelling inspection report showing condition and date of inspection.
- Copy of approved claim form(s) and related documentation; evidence that person received payment.
- Copy of any appeal or complaint filed and response.
For Persons Not Displaced:
- Evidence that the person received timely written notice that they would not be displaced by the project.
- Evidence that the person received a timely offer of an opportunity to lease a suitable dwelling in the building upon completion of the project under reasonable terms and reimbursement of any out-of-pocket expenses incurred in connection with any temporary relocation or move to another unit.
- For each person that is not displaced and is provided the information above, but elects to relocate permanently, an indication of the reason for the move and evidence of personal contact to explain available alternatives and that they do not qualify for relocation payments.
- Racial/ethnic and gender information.
- A copy of any appeal or complaint filed and agency response.
This section is provided as a means of information only, if your project involves relocation, refer to the HUD Handbook 1378 entitled "tenant assistance, relocation and real property acquisition", which contains sample letters and claim forms as well as complete information regarding requirements of URA and Section 104(d) of the Housing and Community Development Act of 1974.