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Bridge Subsidy Program�Refresh Training for Partners �Catholic Charities Processes March 2026

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Introduction: Collaborating across partners

  • Thanks for your time today!

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  • Catholic Charities of the Archdiocese of Chicago (CCAC), as one of the two Subsidy Administrators, strives to provide efficient and effective services on behalf of  Bridge participants.  

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  • We cannot accomplish this without our partners…

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Today’s Agenda and Goals

Agenda

  • Welcome and introductions
  • Review of DMH P4.03 Housing Search and Bridge Subsidy
  • Ways to address common challenges
  • Q&A

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Goal

  • Continue to open lines of communication and surface challenges so we can troubleshoot together

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Policy 4.02 Pair Module

  • All Colbert & Williams Class Members and Front Door Diversion Program (FDDP) Participants must be prescreened for eligibility for Permanent Supportive Housing (PSH). Care Management Agencies must enter applications online on behalf of all Class Members or FDDP Participants through the online Pre-Screening, Assessment, Intake, and Referral (PAIR) Module. This will allow them to be referred to housing units available through the Statewide Referral Network (SRN) or Section 811 Project-Based Rental Assistance (811) waitlists. Applications must be updated regularly and when triggered by specific events.
  • The participant will not be eligible for a Bridge Subsidy until they have been on the Waitlist, for a minimum, forty-five (45) days.

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Policy 4.03 Housing Search and Bridge Subsidy�

Review of Colbert and Williams Consent Decree Programs Policies and Procedures

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https://colbert-williams.nursing.uic.edu/forms-policies/policies/

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Step 1: Inspection Request-Required Forms

After an eligible 0 (studio) or 1 bedroom unit has been identified, Care Management Agency must submit:

  • 4.3 Bridge Subsidy Administrator Referral Form
  • 4.4 Bridge Subsidy Participation Agreement
  • 4.7 Bridge Subsidy Inspection Request
  • 4.10 Bridge Subsidy Waiver Request, if required (over FMR, over eligible bedroom size, over building concentration, etc)
  • 4.11 Bridge Certification of Zero Income, as needed

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Step 2: Inspection Request-Required Documentation �

The Care Management Agency must also submit income verification to the Bridge Subsidy Administrator.

  • Income verification documentation includes a Social Security award letter, other benefit letter, proof of employment income, or proof of other financial support for all household members.
  • If the participant or household member has no income, the Care Management Agency must complete form 4.11 Certification of Zero Income with the participant. This document asks the individual to describe their monthly income and expenses and explain how those needs are or will be met. Additional expectations for this situation are described in P4.08 Bridge Subsidy for Participants with No Income.

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Step 2: Inspection Request - Required Documentation

Additional Household Members and Live-In-Aides

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  • If the participant is the head of a household with multiple members, the Bridge Subsidy Administrator will inform the housing locator of the maximum allowable unit size given the household’s composition.
  • If participant is requesting an additional bedroom for a Live-In-Aide, the Live-In-Aide form and documentation must be submitted.

Note: Only one additional bedroom is allowed for a Live-In-

Aide.

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Step 3: Inspection Request Review by Subsidy Administrator�Incomplete Inspection Requests and/or Missing Forms

Ensure Inspection Requests are completed fully when submitted to Catholic Charities.

  • If the fields are incomplete or information is not clear, the Inspection Request will be rejected and returned for correction.
  • If the unit is not eligible (over FMR, over Concentration, oversized unit) and the required fully completed Waiver Request is not submitted, the Inspection Request will be rejected and returned for correction.

Upon receipt Catholic Charities will send Care Management Agency a Certification Packet which will include Household Composition and Income Statement and other required forms for completion.

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Step 4: Waiver Requests to IDHS

Upon determination that all forms and required waivers are complete, Catholic Charities will submit the waivers to IDHS for review and approval

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Step 5: Scheduling Inspection

Upon receipt of IDHS approval, Catholic Charities will contact the landlord to schedule an inspection. The unit must be vacant and ready for inspection. Once an inspection date has been scheduled, the Care Manager/Housing locator that has been identified on the Inspection Request will be notified of the scheduled inspection date.

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Step 6: Inspection Results- Unit Fails HQS Inspection

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If the unit fails inspection, the landlord will be notified and given a deadline date to complete the repairs. The Care Manager/Housing locator that has been identified on the Inspection Request will also be notified of the inspection result.

Once the landlord notifies Catholic Charities that repairs have been completed a follow-up inspection will be conducted.

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Step 7: Inspection Results –Unit Passes HQS Inspection

If the unit passes inspection the landlord and Care Manager/Housing locator will be notified and the landlord will be sent a Housing Assistance Payments Contract for signature.

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Step 8: Landlord Submits Documents

  • The landlord must return the signed Housing Assistance Payments Contract, vendor (tax ID) information, ownership/property management documentation (as requested) along with a copy of the signed lease before any payments can be issued.
  • Note: Any variation in the lease documents regarding lease terms (amounts, fees, lease term dates) from the original information provided on the Inspection Request may result in needing waivers and cause delays to payment.

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Step 9: Housing Assistance Payment Issued to Landlord

When all landlord documents are submitted and determined complete, Catholic Charities will issue payment via FedEx delivery if the landlord is a new vendor. If the landlord is already working with Catholic Charities the payment will be issued via Electronic Funds Transfer.

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Common Failure Areas (HQS & NSPIRE)

  • Egress: Blocked bedroom windows, exterior /bedroom doors not opening freely
  • Electrical: Missing GFCI outlets near water, exposed wiring, missing switch plates
  • Fire Safety: Missing or non-functioning smoke detectors/CO detectors
  • Pests/Infestation: Evidence of mice, rats, roaches, bedbugs, fleas
  • Plumbing: Leaking fixtures, missing P-traps, non-functioning toilets or tubs, standing water
  • Structural/Surface: Holes in walls/ceilings, peeling paint
  • Appliances: Missing owner provided appliances

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Successful Submission Tips for Prime Agencies

  1. Ensure Inspection Request forms are completed fully when submitted to CCAC.  This will prevent delays in scheduling inspection.

This includes:

    • The SRN/811 waitlist question and application ID and Date of Application
    • Indicating Decree: Colbert or Williams/FDD
    • Housing Locator /Care Manager must sign the Inspection Request and required form submissions
    • Rent Amount, Additional Fees
    • Number of Units in the Building
    • Utility information

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2. Ensure that the Waiver Request is fully completed when submitted to CCAC.

  • Reminder: This includes the Rationale and Substantiated Justification sections.

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* See Form 4.10 and policies 4.03, 4.04 and 4.09 for more information.

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Successful Submission Tips for Prime Agencies 2

3. Commonly failed items.

    • Remember to check smoke detectors, mis-wired electrical outlets or cleanliness issues.

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  1. Ensure that the Waiver Request is fully completed when submitted to CCAC. All waivers must be reviewed by DMH.
  2. Reminder: This includes the Rationale and Substantiated Justification sections.

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5. The unit must be eligible (at or under FMR –including any and all fees, at or under 25% unit concentration, 0 or 1 bedroom)

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Please Communicate to Property Managers and Landlords…

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  1. The unit must be ready for inspection when the inspection form is submitted.
    • Unit must be vacant and ready for new tenant.

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3. CCAC is not a guarantor or a party to the lease.

    • The participant signs the lease.

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  1. CCAC cannot pay for ‘dynamic’ utilities/ utility bundles If the utility charge will be changing monthly, then the participant will be responsible for paying the utility.

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* See policies 4.03 and 4.09 for more information.

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Please Communicate to Property Managers and Landlords…

  1. The Bridge Subsidy will not pay for:

Cable Insurance (guarantee or renters) Package Holding

Pet Fee Service Fee/Administration Fee Parking Fee

Additional Storage Locker Fee

Common Space Utility Fees

The Participant will be responsible for these fees. The Fees must be included in

determining FMR.

Other Fees not paid for by the Bridge Subsidy:

Tenant Late Fees

Tenant Lease Violation Charges

Tenant Caused Damages

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5. Documents that must be submitted before payments can be released.

    • They must return the signed Housing Assistance Payment (HAP) contract, vendor documentation (W-9), and a signed copy of the lease. The participant should not move into the unit until this step is completed.

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Seamless Processing �Inspection Request through Payment Processing

Submit Inspection Request 4.7

Submit Required Income Documentation

Subsidy Administrator Reviews Inspection Request for Completeness

Subsidy Administrator Schedules Inspection

Inspection Results-PASS

Landlord Submits Leasing and Ownership Documents

Housing Assistance Payment Issued to Landlord

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Actual Processing�Inspection Request through Payment�

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Actual Processing�Inspection Request through Payment

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Actual Processing�Inspection Request through Payment 2

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Actual Processing�Inspection Request through Payment 3

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When to Contact CCAC

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1. If the participant changes their mind about transitioning and does not move into the unit.  

    • Also let CCAC know if there is a transition delay or participant decides to withdraw from the Bridge Subsidy program.

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2. Inform CCAC when a participant is deceased or moves out of the unit.

    • Be sure to let CCAC know when there is a change in occupancy status.

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  1. Inform CCAC when there is an issue with the unit.
    • Be sure to inform the landlord so that landlord can address the issue first.

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4. Inform CCAC when there is a change in household composition or income.

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* See policy 4.03 for more information

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Get ahead of a Couple Common Issues…

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1. Ensure that participants do not sign a lease or move into a unit prior to a Passed

Pre-Inspection or CCAC inspection.

  • Bridge-subsidized units must pass an HQS/NSPIRE inspection first.

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2. Send in income documentation (Social Security Award Letters) after the participant

has the payments released to them again.

  • When the HAP Contract is initially executed, CCAC will calculate the participant’s rental share based on their income at that time.
  • For most individuals in nursing facilities, that income is $30/month, yielding a tenant portion of $0.

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*See policy 4.03 for more information

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Let’s Clarify

  • Catholic Charities does not pay landlords 90 days “upfront”
  • There is no 90 day “grace period” for participants paying $0 rent portion

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Catholic Charities �Bridge Subsidy Supervisory Contact Information

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Discussion / Q & A

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References

tools/housing/

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Thank you for your time today and we

appreciate your commitment and

painstaking efforts in supporting the

Colbert and Williams class members.