HRA field workbook
Download the 30-page printable field pack (PDF)
Proposed staff working aids. Use current TDHCA forms for official submissions. Do not enter actual applicant information in this training page. Print a blank copy and handle completed records in approved restricted storage.
Field checklist 1
What HRA is and how the money flows
Training case ID: __________________ Reviewer/date: __________________
| Check | Evidence / location / status |
|---|---|
| ☐ Verify the current HRA agreement and funding source. | |
| ☐ Identify the address and proposed activity type. | |
| ☐ Explain reimbursement and owner obligations accurately. | |
| ☐ Record the next action without promising approval. | |
| ☐ Keep sensitive records out of routine inquiry messages. |
Unresolved condition and next action: ____________________________________________________
Release approved by / date: _____________________ ☐ Hold ☐ Ready for the next authorized step
Field checklist 2
The current rules map and source control
Training case ID: __________________ Reviewer/date: __________________
| Check | Evidence / location / status |
|---|---|
| ☐ Record issuing agency and exact section. | |
| ☐ Confirm adopted status and effective date. | |
| ☐ Match the rule to the activity date. | |
| ☐ Capture the document version used. | |
| ☐ Escalate unresolved conflicts before authorizing the affected step. |
Unresolved condition and next action: ____________________________________________________
Release approved by / date: _____________________ ☐ Hold ☐ Ready for the next authorized step
Field checklist 3
Administrator readiness and reservations
Training case ID: __________________ Reviewer/date: __________________
| Check | Evidence / location / status |
|---|---|
| ☐ Verify HRA agreement and authorized signatory. | |
| ☐ Document reserve capacity under the current rule. | |
| ☐ Confirm exact service area and funding availability. | |
| ☐ Track county reservation count and extremely low-income service. | |
| ☐ Calendar every notice and agreement deadline separately. |
Unresolved condition and next action: ____________________________________________________
Release approved by / date: _____________________ ☐ Hold ☐ Ready for the next authorized step
Field checklist 4
Outreach, fair housing and language access
Training case ID: __________________ Reviewer/date: __________________
| Check | Evidence / location / status |
|---|---|
| ☐ Use approved area and accurate funding language. | |
| ☐ Document AFHMP contacts and notice distribution. | |
| ☐ Offer language assistance and accommodations. | |
| ☐ Use only authorized preferences. | |
| ☐ Evaluate barriers before closing intake. |
Unresolved condition and next action: ____________________________________________________
Release approved by / date: _____________________ ☐ Hold ☐ Ready for the next authorized step
Field checklist 5
Intake, selection and written decisions
Training case ID: __________________ Reviewer/date: __________________
| Check | Evidence / location / status |
|---|---|
| ☐ Date every intake application on receipt. | |
| ☐ Apply the approved selection method and preserve results. | |
| ☐ Track both decision and denial-notice requirements. | |
| ☐ Explain the specific basis for each decision. | |
| ☐ Retain notice delivery and any authorized correction. |
Unresolved condition and next action: ____________________________________________________
Release approved by / date: _____________________ ☐ Hold ☐ Ready for the next authorized step
Field checklist 6
Household eligibility and income verification
Training case ID: __________________ Reviewer/date: __________________
| Check | Evidence / location / status |
|---|---|
| ☐ Use the current table and documented method. | |
| ☐ Resolve inconsistent household and income information. | |
| ☐ Obtain required certification signatures. | |
| ☐ Check the six-month timing and near-limit submission rule. | |
| ☐ Document ownership, principal residence, taxes, debt and benefit coordination. |
Unresolved condition and next action: ____________________________________________________
Release approved by / date: _____________________ ☐ Hold ☐ Ready for the next authorized step
Field checklist 7
Property eligibility and the reconstruction decision
Training case ID: __________________ Reviewer/date: __________________
| Check | Evidence / location / status |
|---|---|
| ☐ Identify parcel, unit and all occupants. | |
| ☐ Support reconstruction with the required condition evidence. | |
| ☐ Resolve ownership, liens, taxes and consents. | |
| ☐ Confirm site and PJ eligibility. | |
| ☐ Distinguish value, cost and subsidy limits. |
Unresolved condition and next action: ____________________________________________________
Release approved by / date: _____________________ ☐ Hold ☐ Ready for the next authorized step
Field checklist 8
Environmental review and the stop-work gate
Training case ID: __________________ Reviewer/date: __________________
| Check | Evidence / location / status |
|---|---|
| ☐ Define the complete connected project. | |
| ☐ Identify the authorized environmental roles. | |
| ☐ Keep choice-limiting actions on hold. | |
| ☐ Document clearance and mitigation. | |
| ☐ Reassess changes before releasing affected work. |
Unresolved condition and next action: ____________________________________________________
Release approved by / date: _____________________ ☐ Hold ☐ Ready for the next authorized step
Field checklist 9
Design, construction standards and energy requirements
Training case ID: __________________ Reviewer/date: __________________
| Check | Evidence / location / status |
|---|---|
| ☐ Create a requirement-to-plan compliance matrix. | |
| ☐ Use the current 23.28 text, not removed size provisions. | |
| ☐ Resolve federal, Texas and local energy applicability. | |
| ☐ Specify compliance evidence and inspections in the contract. | |
| ☐ Control plan revisions and product substitutions. |
Unresolved condition and next action: ____________________________________________________
Release approved by / date: _____________________ ☐ Hold ☐ Ready for the next authorized step
Field checklist 10
Cost limits, match and defensible procurement
Training case ID: __________________ Reviewer/date: __________________
| Check | Evidence / location / status |
|---|---|
| ☐ Identify current base limits and any authorized adjustment. | |
| ☐ Calculate the lesser-of test with documented conditioned area. | |
| ☐ Support each additional category and cost classification. | |
| ☐ Verify match rate, eligibility and timing. | |
| ☐ Retain the independent estimate, competition and award rationale. |
Unresolved condition and next action: ____________________________________________________
Release approved by / date: _____________________ ☐ Hold ☐ Ready for the next authorized step
Field checklist 11
Relocation, labor standards and conflicts
Training case ID: __________________ Reviewer/date: __________________
| Check | Evidence / location / status |
|---|---|
| ☐ Identify every occupant and affected move. | |
| ☐ Resolve the relocation decision and payer before promising assistance. | |
| ☐ Assess bundled contracts and Section 3 project scope. | |
| ☐ Clear conflicts through the authorized process. | |
| ☐ Keep applicability decisions and exclusion checks with evidence. |
Unresolved condition and next action: ____________________________________________________
Release approved by / date: _____________________ ☐ Hold ☐ Ready for the next authorized step
Field checklist 12
Assistance documents, liens and affordability
Training case ID: __________________ Reviewer/date: __________________
| Check | Evidence / location / status |
|---|---|
| ☐ Match assistance type to the approved activity. | |
| ☐ Resolve title, liens and required consents. | |
| ☐ Verify value evidence and approved terms. | |
| ☐ Track execution, recording and returned documents. | |
| ☐ Explain and calendar continuing obligations. |
Unresolved condition and next action: ____________________________________________________
Release approved by / date: _____________________ ☐ Hold ☐ Ready for the next authorized step
Field checklist 13
Construction, inspections, draws and retainage
Training case ID: __________________ Reviewer/date: __________________
| Check | Evidence / location / status |
|---|---|
| ☐ Verify written start authorization and prerequisites. | |
| ☐ Inspect and document each draw. | |
| ☐ Reconcile cumulative work, previous payments and retainage. | |
| ☐ Check match and title or lien evidence. | |
| ☐ Release final payment only after all required conditions. |
Unresolved condition and next action: ____________________________________________________
Release approved by / date: _____________________ ☐ Hold ☐ Ready for the next authorized step
Field checklist 14
Closeout, monitoring and the full-file review
Training case ID: __________________ Reviewer/date: __________________
| Check | Evidence / location / status |
|---|---|
| ☐ Reconcile all financial and construction evidence. | |
| ☐ Track completion-report and final-draw deadlines separately. | |
| ☐ Confirm submission and acceptance, not just upload. | |
| ☐ Complete the household handoff. | |
| ☐ Apply retention schedules, holds and corrective-action follow-through. |
Unresolved condition and next action: ____________________________________________________
Release approved by / date: _____________________ ☐ Hold ☐ Ready for the next authorized step
Decision and source log
| Decision / criterion | |
|---|---|
| Applicable authority and version | |
| Relevant event and date | |
| Evidence location | |
| Reviewer and conclusion | |
| Unresolved question and owner |
Intake and notice tracker
| Training case ID | |
|---|---|
| Application received | |
| Selection policy / result | |
| Decision and specific basis | |
| Receipt-based written-notice deadline | |
| Denial date and notice deadline if applicable | |
| Notice delivery evidence | |
| Accommodation / language-access handling |
Inspection and photo register
| Area / item / location | |
|---|---|
| Observed condition / limitation | |
| Photo ID and date | |
| Required correction / standard | |
| Qualified inspector and signature/date | |
| Reinspection and result |
Budget and procurement reconciliation
| Approved scope revision | |
|---|---|
| Independent estimate | |
| Solicitation and criteria | |
| Bids / exclusions / conflicts | |
| Evaluation and award rationale | |
| Budget limit sources and approvals | |
| Match source and proof | |
| Required program approval |
Construction release and change log
| Environmental clearance / scope / mitigation | |
|---|---|
| Assistance execution or closing | |
| Preconstruction conference | |
| Notice to proceed if applicable | |
| Permits / relocation / hazard controls | |
| Requested change and reason | |
| Cost / time / compliance effects | |
| Authorized approval before affected work |
Draw and retainage ledger
| Cumulative eligible hard work | |
|---|---|
| Cumulative retainage | |
| Prior payments | |
| Current proposed payment | |
| Match evidence and draw percentage | |
| Inspection and title / lien evidence | |
| Administration and soft-cost support | |
| Completion date and retainage-release evidence |
Closeout and retention schedule
| Activity completion date | |
|---|---|
| Completion report due / accepted | |
| Contract termination and final-draw due date | |
| Warranty / occupancy / final documents | |
| Household handoff evidence | |
| Affordability end date | |
| Record category and retention trigger | |
| Minimum destruction date / holds / authorization |
Fictional capstone file
Case Cedar-01: an owner seeks same-site reconstruction. Income was certified seven months before the planned grant date and was $1,800 below the applicable limit. A second owner has not signed the required consent. Environmental clearance is pending. The contractor proposes 1,100 conditioned square feet at $172,000 in ordinary base costs and wants to demolish using private funds now. A later draw draft lists $60,000 cumulative eligible hard work and $36,000 prior payments with no retainage deduction. The completion file shows an HCS draft and no household warranty receipt.
- Identify every hold and the evidence needed to resolve it.
- Apply the unadjusted base-cost exercise and explain its limits.
- Calculate the draw example before other required adjustments.
- Build the closing, handoff and retention checks.
- Explain which decisions require TDHCA or a qualified professional.
Use fictional information only. Facilitator answers are in the instructor guide.