Special Claims at HUD Properties – Getting Money Your Property Needs

Special Claims are one of the most overlooked opportunities available to HUD-assisted properties, yet they can provide critical reimbursement for revenue losses that would otherwise be absorbed by the owner. Unfortunately, many eligible claims are never submitted, are submitted incorrectly, or are denied due to missing documentation, missed deadlines, or misunderstandings of HUD requirements. This session provides a practical, step-by-step guide to navigating HUD's Special Claims process, with a primary focus on the two most common claim types: Regular Vacancy Claims and Unpaid Rent/Tenant Damage Claims.

Participants will learn when claims are allowable, how claim amounts are calculated, what documentation HUD and Contract Administrators expect to see, and how to avoid the most common reasons claims are reduced or denied. The session also reviews less common claim types, including Vacancy During Rent-Up and Debt Service Claims, while providing detailed instruction on required forms, submission timelines, waiting list documentation, security deposit requirements, collection efforts, life expectancy calculations, appeals, and voucher payment procedures.

Through real-world examples and completed claim forms, attendees will gain the knowledge needed to maximize claim recovery, improve claim approval rates, and ensure compliance with HUD requirements. Whether you are new to Special Claims or looking to strengthen your current processes, this session will provide practical tools and guidance to help your organization recover every dollar it is entitled to receive.

Webinar Objectives

Many HUD-assisted properties lose thousands of dollars each year because Special Claims are not submitted, are submitted late, or are denied due to documentation deficiencies. Staff often struggle to determine eligibility, calculate claim amounts correctly, maintain supporting documentation, meet HUD deadlines, and understand how Contract Administrators review claims.

This session provides practical solutions by walking participants through claim eligibility requirements, required forms, supporting documentation, calculation methodologies, collection requirements, submission deadlines, appeals procedures, and common mistakes that cause claims to be denied. Participants will leave with a clear roadmap for preparing complete, approvable claim packages and maximizing reimbursement opportunities.

Webinar Agenda

The session begins with an overview of the different types of HUD Special Claims and explains which claims are most common, with primary focus on Regular Vacancy Claims and Unpaid Rent/Tenant Damage Claims. From there, participants are walked through the general submission requirements, including required forms, checklists, TRACS/IMAX verification, supporting documentation, claim IDs, and critical submission deadlines. The session then moves into Regular Vacancy Claims, explaining eligibility, allowable claim periods, required waiting list documentation, unit readiness requirements, security deposit treatment, and how to complete the required HUD forms. Next, the training covers Unpaid Rent and Tenant Damage Claims, including collection requirements, certified letters, allowable and non-allowable charges, damage documentation, life expectancy calculations, and the difference between tenant damage and normal wear and tear. The session concludes by showing attendees how to assemble a complete claim package, respond to incomplete claim notices, appeal reduced or denied claims, and properly request payment on the voucher so approved claims actually result in money back to the property.

Webinar Highlights

• Determine whether a vacancy, unpaid rent, or tenant damage situation qualifies for a HUD Special Claim. 
• Calculate Regular Vacancy Claims for Section 8, 202/8, 202 PAC, 202 PRAC, and 811 PRAC properties. 
• Properly calculate Unpaid Rent and Tenant Damage Claim limits, including the impact of security deposits and interest. 
• Identify the supporting documentation required for each claim type and assemble complete claim packages. 
• Avoid the most common mistakes that result in claim reductions, denials, or delayed payments. 
• Document waiting list activity, marketing efforts, and unit readiness to support vacancy claims. 
• Apply HUD life expectancy guidance when calculating tenant damage charges and replacement costs. 
• Understand certified letter and collection agency requirements for unpaid rent claims. 
• Navigate incomplete claim notices, appeals, and claim reconsiderations. 
• Successfully request approved claim payments through TRACS vouchers and avoid payment processing errors.

Who Should Attend

HUD Multifamily Funded Properties:

• Executive Directors
• Housing Directors
• Regional Property Managers
• Regional Compliance Managers
• Compliance Specialists
• Occupancy Specialists
• Asset Managers
• Property Managers
• Multifamily Housing Administrators
• Finance and Budget Staff
• HUD Multifamily Owners and Agents
• Management Company Leadership
• Preservation and Development Staff
• Section 8 Renewal Coordinators