On May 7, 2025, leaders from the CMS voucher processing team, Lori Colvin and Tammy House presented to over 70 property owners and management agents in Utah on how to submit special claims to receive reimbursement for vacancy, damages and unpaid rent in qualifying circumstances. The discussion focused on best practices regarding the 180-day rule, maintaining waitlists, and terminations. 

Following this important session, here are some helpful reminders for requesting special claims to supplement any losses that you might incur for your covered HUD-assisted units. 

Submit Special Claims Individually to Maximize Reimbursement Potential 

The easiest precaution to take is to submit claims as soon as all the documentation is ready. Some properties only submit claims at the end of the month – this is not advisable since the property risks going over 180 days while holding the claim.  It may be a bit more work to submit claims individually, the funds recouped make it well worth it. 

Provide Adequate Applicant Information to Prevent Holds 

The number one reason a claim will be placed on hold is due to missing applicant contact information. We need adequate contact information to verify whether the waiting list is being maintained, and applicants are being contacted in timely and proper order.  Since this is a requirement of the HUD Special Claims Guidebook, missing information can lead to the denial of your claim. When it comes to this requirement, it is better to include more information than is necessary than not enough.   

Recommended applicant information to include in your claim request: 

• Initial contact with applicant
• Follow up communication sent to applicant
• Dates applicant contacted regarding vacancies, etc.
• Reasons applicant was skipped for vacant units
• Date the unit included on the claim was offered to the applicant
• Date the applicant accepted this unit (this date is very often left off the waiting list – please make sure to include it or your claim will be placed on hold, and you will be asked to submit an updated waiting list with this date included)
• Date and unit number for the applicant that moved in (we often see the unit number excluded – we need to see the unit number to tie it to the claim) 

Request Special Claims Even If a Lease is Terminated 

There are several reasons for Termination that allow you to submit a claim: 

• Failure to provide the needed information relating to family composition and income
• Failure to provide social security numbers
• Failure to sign consent forms and or verification forms
• Failure to sign the form HUD-50059
• Failure or inability to establish citizenship or eligible immigration status
• Failure to move to a different-sized unit within 30 days after the owner notifies him/her that the unit of the required size is available 

Special Claims: Tools & Resources 

The CMS Voucher Team that reviews, verifies, and processes Special Claims requests has compiled a set of essential resources and forms to help streamline your submissions. Find resources for unpaid rent, resident damages, and vacancy losses available for free on our Special Claims page.