Step-by-Step Guide: Applying for HUD-VASH Vouchers Successfully

Step 1: Determine Eligibility

Before starting the application process, make sure you meet the basic eligibility criteria:

• Veteran status: Must be eligible for VA healthcare.

• Homeless or at risk: As defined by HUD or literally homeless.

• Need for case management: Must agree to receive VA case management services.

Contact your local VA Medical Center (VAMC) to confirm eligibility.

Step 2: Connect with a VA Case Manager

Your VA case manager is critical to the HUD-VASH process. They will:

• Assess your needs.

• Verify your homelessness status.

• Refer you for a HUD-VASH voucher if appropriate.

Call or visit the Homeless Program Office at your local VAMC.

What You’ll Need When You Call or Visit

Bring or prepare:

• VA ID or Social Security Number

• Service history (DD-214, if available)

• Current living situation (describe if staying in shelter, car, etc.)

• Willingness to participate in case management

Phone Script: Requesting a HUD-VASH Case Manager

Call: [Nearest VAMC main number — e.g., Jesse Brown VA Medical Center: 312-569-8387] Say:

“Hello, my name is [Your Name], and I’m a veteran seeking assistance with housing. I’d like to speak with someone in the HUD-VASH program or the Homeless Program Office about getting help with a housing voucher and case management.”

Step 3: Referral to Public Housing Authority (PHA)

Once your VA Case Manager determines you're eligible for HUD-VASH, they will submit an official referral to a local Public Housing Authority (PHA). This is the agency that manages housing vouchers in your city or county.

What Happens in This Step?

1. VA Submits Referral

2. PHA Receives & Reviews Your Referral

3. You Get Scheduled for a Briefing

What You Can Do

Even though the VA manages this step, you can stay proactive:

• Ask your case manager: “Has my referral been submitted to the Public Housing Authority yet?”

• Record the name of the PHA you're referred to. (It’s often tied to your county or metro area.)

• Prepare your documents for when the PHA contacts you (e.g., ID, Social Security card, proof of income).

Printable Check List:

Illinios Major VA Medical Centers

Refferal Tracker

Step 4: Complete Housing Voucher Paperwork

You’ll need to provide:

• Proof of identity and income (if any).

• Social Security card.

• Birth certificate or DD-214.

• VA referral documentation.

The PHA will help guide you through the necessary forms.

What Happens Here?

Once the Public Housing Authority (PHA) accepts your referral, you will be invited to complete paperwork for your housing voucher. This voucher helps pay rent for a private housing unit.

Key Tasks:

1. Attend a Voucher Briefing

2. Complete an Application

3. Sign a Housing Assistance Agreement

4. Submit Any Additional Paperwork

Tips for Success:

• Bring All Necessary Documents:

• Ask Questions: Don’t hesitate to ask about the timeline, how to search for housing, and how your voucher amount is calculated.

• Stay in Contact: Keep your case manager and PHA updated on your housing search progress.

Step 5: Attend Housing Briefing

The PHA will schedule a briefing to explain:

• How housing vouchers work.

• Tenant responsibilities.

• How to find eligible housing.

Note: Ask questions during this session to avoid future issues.

What to Ask

When you attend your housing voucher briefing with the Public Housing Authority (PHA), it’s your chance to get all the info you need about using your voucher successfully.

Key Questions to Ask:

1. Voucher Details

• How much is my voucher amount?

• How long is the voucher valid?

• What happens if I don’t find housing within the voucher timeframe?

• Can the voucher be renewed or extended?

2. Finding a Rental Unit

• Are there any restrictions on the types or locations of housing I can choose?

• Do I need landlord approval before applying?

• Can I rent anywhere I want, or only in certain areas?

• What kind of documentation do landlords need from me?

3. Responsibilities & Rules

• What portion of the rent am I responsible for?

• What happens if I can’t pay my share one month?

• What are my responsibilities to maintain the unit?

• What are the grounds for voucher termination?

4. Inspection Process

• How often will the unit be inspected?

• What do inspectors look for during inspections?

• How do I prepare my unit for inspection?

• What happens if the unit fails inspection?

5. Support Services

• Does the VA case manager stay involved after I find housing?

• Who do I contact if I have problems with my landlord?

• Are there resources to help with moving costs or furniture?

6. Additional Tips

• Can I transfer my voucher if I move?

• Are utilities included in the voucher amount?

• What paperwork do I need to submit to the PHA regularly?

Pro Tip: Bring a notebook or phone to take notes, and keep contact info for your case manager and

HUD-VASH Housing Briefing PDF Link

Step 6: Search for Housing

Once you’ve received your HUD-VASH voucher and attended the briefing, you're ready to start looking for a place to live. This is your chance to find stable, affordable housing with support from both the VA and the Public Housing Authority (PHA).

What to Do:

1. Understand Voucher Limits

2. Search Within the Approved Area

3. Look for HUD-VASH Friendly Landlords

4. Prepare a Rental Packet

5. Contact Landlords Professionally

6. Coordinate With Your Case Manager

Tips for Success:

• Keep a log of where you applied and landlord contact info.

• Respond quickly to rental ads and follow up after visiting.

• Bring a friend, family member, or VA staff when visiting units if you feel safer.

HUD-VASH_Housing_Search_Log.pdf

Step 7: PHA Inspects the Unit

Before you can move in, your chosen rental unit must pass an inspection conducted by the Public Housing Authority (PHA). This ensures the home meets HUD's Housing Quality Standards (HQS) — meaning it’s safe, decent, and sanitary.

What Happens During the Inspection?

A PHA inspector will visit the unit to check:

• Plumbing: No leaks, proper water pressure, hot water available

• Electricity: Working outlets, lights, no exposed wiring

• Heat & Ventilation: Safe heating system, windows that open

• Structure: No holes in walls, ceilings, or floors; secure doors and windows

• Safety: Working smoke detectors, no pest infestations, secure handrails

• Kitchen & Bathroom: Functioning appliances, clean and safe surfaces

• General Cleanliness & Sanitation

What You Should Do:

1. Tell Your Landlord

2. Inspect It Yourself First

3. Remind the Landlord to Make Repairs

4. Be Present (if allowed)

5. Follow Up Promptly

If it fails, the landlord may fix issues or you’ll need to find another unit

Step 8: Move In and Maintain Compliance

Once your unit passes the PHA inspection, you’re ready to move in. But receiving HUD-VASH support doesn’t end there — you must also follow program rules to keep your housing stable.

Moving In

Sign the Lease

• The lease must match what was approved by the PHA.

• Make sure you keep a copy of your signed lease and any related paperwork.

Set Up Utilities

• Ask your landlord which utilities you're responsible for.

• Set up accounts for gas, electricity, water, etc.

Coordinate With Your VA Case Manager

• They may help with move-in costs, referrals for furniture, or local community resources.

Maintaining Compliance

To keep your HUD-VASH voucher active, you must:

1. Pay Your Portion of Rent On Time

• Always pay your share by the due date listed in your lease.

• If you fall behind, notify your VA case manager immediately.

2. Maintain the Unit

• Keep it clean and safe.

• Report any issues (like mold or plumbing problems) to your landlord ASAP.

• Don’t make unauthorized alterations or sublet your unit.

3. Let the VA and PHA Know of Any Changes

Report Changes in:

1. Income Changes

   Increase or decrease in wages

   New job or loss of employment

2. Changes in benefits (eg, Social Security, VA benefits, SSI)

   Child support, alimony, or other income changes

3. Household Composition

   Someone moves in or out of your home

   Birth or adoption of a child

   Death of a household member

   Marriage, separation, or divorce

4. Assets

   Significant changes in savings, checking accounts, investments

   Acquisition of property (land, vehicles, etc.)

5. Address or Contact Info

   Change of mailing or physical address

   New phone number or email address

6. Rent or Utility Changes

   Change in rent amount (for assisted housing)

   Change in utility responsibility

7. Disability Status

   New disability claim or change in disability rating (for VA)

   Medical condition affecting eligibility or benefits

8. School/Student Status

   Household member becomes a full-time student

   School enrollment changes (relevant for income calculations)

9. Criminal Background or Legal Issues

   Arrests, convictions, or legal actions affecting housing eligibility

10. Changes in Childcare or Medical Expenses

    Start or stop of childcare or eldercare

    Significant changes in medical or disability-related expenses (for deductions)

11. Absence from the Unit

    Plan to be away from the home for an extended period (usually 30+ days)

4. Stay in Touch with Your Case Manager

• Regular check-ins are part of the HUD-VASH program.

• Let them know about any housing or personal issues you’re facing.

5. Allow Inspections

• Your unit may be re-inspected annually or as needed.

• Cooperate with PHA or VA staff when they visit.

Risks for Non-Compliance

Failure to meet the above requirements may result in:

• Termination of your voucher

• Eviction from the unit

• Loss of future HUD-VASH eligibility

List of Change to Report

Ongoing Support

Don’t hesitate to reach out to your VA case manager for:

• Mental health support

• Help with employment or benefits

• Conflict resolution with landlords or neighbors

• Access to food, transportation, or medical car

  Additional Tips

• Be patient but persistent: The process can take time.

• Keep documents organized: Quick access to IDs and service papers speeds up the process.

• Ask for help: Case managers are there to assist—don’t hesitate to reach out