Tips on Requesting Reserve for Replacement Funds

When you need to use your reserve funds for your property, you’ll want to be sure to submit your request properly.  Here are some tips:

1. Use the current version of Form HUD-9250.  If you’re not sure the one you have is the latest version, check HUD Clips to see if there’s a more recent one available.  Look at the expiration date, and don’t use a form that’s no longer valid.
2. Attach the Mortgagor/ Management Agent Certification – it’s required. There’s no official HUD form for this, but your HUD Field Office can give you a sample format.
3. Provide a narrative describing, in detail, the work to be performed with these funds.
4. If you’re requesting a reimbursement for work already done, include copies of paid invoices.  Be sure to keep them on file for three years.
5. Your HUD Field Office may require copies of the bids, for work exceeding $25,000.
6. If you’ll be replacing appliances (or major components), attach a complete list, along with notes about the unit numbers/locations in which they’ll be located.  Note whether or not the replacement is an energy efficient product. If it isn’t, you must provide a justification for purchasing it.
7. If you have questions about what’s required, check with your Project Manager before you submit your request.

More guidance can be found in the HUD Handbook 4350.1, Chapter 4 and in HUD Notice H 99-13.