Cover Page

Table of Contents i

Table of ContentsTable of Contents..............................................................................................................................iIntroduction......................................................................................................................................3

Before You Begin........................................................................................................................3Limits to Use................................................................................................................................4Equipment Needed.......................................................................................................................4

How to Complete the Pre-Screening Process..................................................................................7What to Do When Applicants Call..............................................................................................7How to Complete Required Pre-Screening Documents..............................................................7How to Submit Personal Information..........................................................................................7How to Submit Background Check and Verification Forms.......................................................8How to Submit Government Information....................................................................................9How to Complete the Budget Expense Verification....................................................................9

How to Complete the Application Process....................................................................................13How to Complete the Family Review Process..........................................................................13How to Complete Home Visitations..........................................................................................13How to Recommend the Family to the Board of Directors.......................................................13What to Do Once the Family is Completely Reviewed.............................................................14Family Services Liaison............................................................................................................14

How to Collect and Record Sweat Equity Hours..........................................................................17What Are Sweat Equity Hours..................................................................................................17How to Collect Sweat Equity Hours..........................................................................................17How to Enter Sweat Equity Hours Online.................................................................................17After Sweat Equity Hours Are Completed................................................................................18

Index..............................................................................................................................................19

Introduction 1

Introduction 3

IntroductionIn this manual we will explain the processes of: Pre-screening applicants Checking pre-qualification requirements Following up with approved applicants Sending and filing documents Scheduling and conducting home visitations Assigning a family services liaison Assisting applicants in earning sweat equity hours

The manual will address the most common questions that typical applicants’ tend to have, as well as any limitations that would cause Habitat for Humanity Denton County (HFHDC) to consider an applicant ineligible for our services.

Before You BeginThe Habitat for HFHDC application process will be completed within a sixty to ninety day timeframe.

The applicant must meet the following requirements for HFHDC to consider the applicant eligible for the homeownership program. The applicant: Must reside in Denton County for at least one year prior to applying Must provide proof of US citizenship or permanent residence Must be a first-time homeowner Must provide proof of stable income from the last six months Must have a satisfactory credit rating Must pass a criminal background check Must have family debt lower than forty percent of the family income Must not have unpaid judgements or wages garnished from bankruptcy Must be able to earn 350 to 400 sweat equity hours Must currently live in substandard housing

Provide deadline dates and schedule appointments throughout the application process to ensure the applicant will be able to assume the responsibilities of homeownership. Applicants may have their application process discontinued due to non-compliance. In addition, the applicant may be denied acceptance into the homeownership program if the applicant does not: Provide requested documentation on or before the given deadlines without explanation or

warning Attend scheduled appointments punctually Call in advance (preferably, one hour) to reschedule appointments in the event of an

emergency or unavoidable circumstance

4 How to Complete The Application Process

Limits to UseDate of Revision: May 2, 2016

This manual cannot help the employee in interacting with applicants who speak a foreign language. Also, this manual does not include graphic examples of navigating the Keystone system. Lastly, the scope of this manual only covers the application process.

Equipment Needed W-2 Statements or 2010 tax forms Tax returns Proof of income, including:

o Social security incomeo Child supporto Food stampso Alimony

Check stubs dating back two months Bank account statements Addresses and telephone numbers from:

o Landlordso Employerso Bankso Creditors

Bankruptcy papers (if applicable) Divorce or separation papers (if applicable) Government issued photo ID and social security card Proof of residence (Utility Bill) Citizenship/Legal resident status

Application Process 3

How to Complete the Pre-Screening Process 7

How to Complete the Pre-Screening ProcessWhat to Do When Applicants CallDirect the applicant to the Pre-Screen Application on our website: www.hfhdentoncountry.org. The applicant can access the Pre-Screen Application by clicking the “Apply Now” button. If the applicant is denied, the online system will explain the reason why the applicant was denied and suggest how to resolve the issue. Approved applicants are entered into the pre-approved database. When there is a lot and build sponsor available, continue the pre-screening process.

How to Complete Required Pre-Screening DocumentsPlease note that the Habitat for Humanity Denton County’s (HFHDC) online form must place the applicant in the pre-approved database before the applicant can proceed to this stage. Then, follow the steps below to make an appointment with applicant to come to HFHDC’s office. At the appointment, the applicant will complete the following documents: Criminal Background Check Landlord Verification Form Employment Verification Form 4506-T Form from the IRS Habitat International’s Application Form Complete Budget Expense Verification Form

How to Submit Personal Information 1. Notify the family in the “Approved Database” by phone or email.2. Schedule an appointment with the approved family.3. Request that the family bring documentation to the appointment so you may verify the

information entered on the pre-screen application.Note: Some applicants will no longer qualify for our program.

4. Check the returned application against the pre-qualification checklist (income, previous homeownership, citizenship, and so on).

5. Make copies of the following original documents provided by each applicant: Driver’s License Social Security Card Proof of Citizenship or Permanent Residency Filed W-2 or 2010 tax forms Child support documents (if applicable) Bank Statements Check stubs from the applicant’s current employer(s)Note: Submit all documents in person, not by fax or e-mail.Note: Two income families must provide original documents for each individual applicant.

6. Collect a $25.00 money order or check for the applicant’s credit report.Note: Allow credit reports that have been processed within the previous three months.Note: Do not accept cash.

How to Submit Background Check and Verification Forms 1. Run a Criminal Background Check.

8 How to Complete The Application Process

a. Search the shared drive for the “criminal background check” form.b. Print the “criminal background check” form.c. Complete the “criminal background check” form.d. Give the “criminal background check” form to the Office Manager to run the background

check.

2. Complete Landlord Verification Form.a. Open the “Family Support Committee” folder in shared documents.b. Print the Landlord Verification Form.c. Call the applicant’s landlord as provided on the Landlord Verification Form.d. Ask the landlord to provide their name and contact information.e. Ask the landlord for a residence verification form.f. Fax, email, or mail Landlord Verification Form to the landlord.g. Check the information on the Landlord Verification Form for accuracy when the landlord

returns the form.h. File the Landlord Verification Form in the applicant’s file.

3. Complete Employment Verification Form.a. Open the “Family Support Committee” folder in shared documents.b. Print one of the two forms provided below.

i. Select “employment verification” form if the applicant has worked at this location for more than six months.

ii. Select “employment-pres-past” form if the applicant has worked at this location for six months or less.

Note: If there are two applicants, each must fill out separate forms.c. Call the employer provided on the Employer Verification Form.d. Fax, e-mail, or mail the Employment Verification Form to the employer.e. Check the information provided on the Employment Verification Form for accuracy. f. Place the completed form in the applicant’s file when the employer returns the form to

the office.

How to Complete the Pre-Screening Process 9

How to Submit Government Information1. Collect income tax information from the applicant.2. Verify that all the information provided matches the pre-screening application.3. File Request Transcript Form (4506-T) to the IRS for previous tax information.4. Print Request Transcript Form (4506-T).5. Request that the applicant fill in the Request Transcript Form (4506-T).6. Mail the Request Transcript Form (4506-T) to:

RAIVS TeamStop 6716 AUSCAustin, TX, 73301

7. Give the applicant the Habitat International Application.8. Give the applicant the Budget Expense Verification Form to complete.

a. Search for “financial qualifications” in shared documents.b. Select “budget sheet_Eng_Spanish.”c. Print the Budget Expense Verification Form .d. Give the Budget Expense Verification Form to the applicant to complete.

How to Complete the Budget Expense VerificationRequest that the applicant complete the Budget Expense Verification Form. A designated Family Support Services Committee member will review all credit reports to identify faults and credit usage patterns that applicants may need to address before moving to the application process. If the applicant’s debt ratio is less than forty percent of their monthly income, allow the family to continue to the application process. Otherwise, notify the family that they must adjust their spending habits by working with a support network such as “Giving Hope Inc.” to develop a budget that supports HFHDC’s debt ratio requirements.

How to Complete the Application Process 13

How to Complete the Application ProcessHow to Complete the Family Review Process 1. Present families that have successfully completed the previous requirements and the pre-

screening process to the Family Support Services Committee (F/S Committee) for consideration of acceptance into the Habitat for Humanity Denton County (HFHDC) homeownership program.

2. Receive the review of each individual family’s file from the F/S Committee and the F/S Manager.

3. Prepare any questions that families would need to address before the F/S Committee further considers their request for homeownership.Note: If you have any questions for the family, you may extend the family’s timeline for consideration.

4. Schedule a home visitation for families who have successfully completed the F/S Committee review process.

How to Complete Home VisitationsIf the file review process is successful, the F/S Committee will select and schedule a family or families, for home visitations. A F/S Committee member or a HFHDC employee will visit the applicant to confirm current substandard living conditions. The F/S Committee member or HFHDC employee will schedule the visit in advance to allow applicants time to prepare.

If the F/S Committee’s home visitation successfully verifies a family’s substandard housing conditions, the family’s completed file is reviewed and voted on for recommendation to the Board of Directors (BOD) by the F/S Committee. Otherwise, the F/S Committee will review the home visit report and may vote to deny the family acceptance into the program.

How to Recommend the Family to the Board of DirectorsSteps to the Recommendation Process by the Board of Directors (BOD):1. Recommend all families chosen by the F/S Committee to the BOD to be voted on for final

approval.2. Present families to the BOD.3. Conduct a vote by the BOD after the presentation.4. Send an acceptance letter, welcoming and explaining the family’s new “Family Partner”

status in the program along with the next steps to homeownership with HFHDC.

14 How to Complete The Application Process

What to Do Once the Family is Completely Reviewed The F/S Manager and a member of the Habitat Staff will conduct a home visit to check for

signs of substandard living conditions. The F/S Committee will consider the family for a Family Partnership after you present the

family to them. The F/S Committee hears about each family, they vote on the family they want to

recommend to the BOD. The F/S Manager prepares a summary of the family based on the information provided and

presents it to the BOD. The BOD will then vote to accept the family. The F/S Committee will send an acceptance letter to the family that contains a schedule of

the following:o Meet/Greet the F/S Committeeo New Partner Family Orientation which teaches about sweat equity hours and moreo Tentative Workshop Dates that include several need-to-know items that new homeowners

need

Family Services LiaisonAfter the family has been accepted and we identify the Build Sponsor, ask if the family has someone who is willing to serve as the family services liaison. The family services liaison will: Work closely with the family to ensure that sweat equity hours are completed and submitted

to the Habitat Office in a timely manner Help with babysitting the children while the applicant works on his or her sweat equity hours Help the family pick out the color of cabinets, light fixtures, and flooring at a hardware store Reach out to our partners that assist with providing furniture and household items to the

family

How to Collect and Record Sweat Equity Hours 17

How to Collect and Record Sweat Equity HoursWhat Are Sweat Equity HoursSweat equity hours are hours of labor completed by the applicant and his or her partners in order to earn their home. Sweat equity hours promote partnership, pride in ownership and development of knowledge and skills. The applicant must complete:• 350 sweat equity hours for single applicant families• 400 sweat equity hours for dual applicant families• 150 of those hours on their own home

The family services liaison will work closely with the family to ensure that sweat equity hours are completed and submitted to the Habitat for Humanity Denton County (HFHDC) office in a timely manner.

How to Collect Sweat Equity Hours1. Check the sweat equity worksheet for missing information. 2. Check for legibility in all blanks on the sweat equity worksheet.3. Make a copy of the applicant’s sweat equity worksheet.4. Stamp the copy of the applicant’s sweat equity worksheet.5. File the applicant’s sweat equity worksheet in the homeowner binder. 6. Return the original sweat equity worksheet to the applicant.

How to Enter Sweat Equity Hours Online1. Log into Keystone at: http://morethandata.org/affiliates/. 2. Click on the “Families” Tab.3. Click on “Family Partners.”4. Find the “selection” menu.5. Click on the “Family Partners” dropdown box in the “selection” menu.6. Select your family.7. Click the (S/A/F/)/ Demographics/ Family Partnership tab.8. Look in the box that says “Hours” located in the fourth quadrant.9. Click on “detail” in the “Hours”.

Note: the next screen will show three sections where hours can be entered.10. Enter sweat equity hours completed by the people listed on the deed, such as the husband and

wife, in the “By Family Partner(s) for Self” section. 11. Enter sweat equity hours completed by additional family members and friends working on

behalf of the applicants in the “By Others for Family Partner(s)” section. 12. Enter sweat equity hours completed by family partners on another partner family’s home in

the “By Family Partner(s) for Others” section.

18 How to Complete The Application Process

After Sweat Equity Hours Are CompletedThe family must pay a $1000 deposit prior to moving into their home. The family can pay this deposit in a lump sum or in installments. After the family completes sweat equity hours, pays the deposit, attends the workshops and orientation, and helps to complete the house, HFHDC will hold a dedication ceremony where HFHDC formally presents the house to the family. HFHDC will present them with the keys, invite city officials and the build sponsors to speak, and thank those who have helped on the home. After the family completes the program, the family will move into their new house.

Index4506-T, 7, 94506-T Form, 7Alimony, 4Board of Directors, 13, 14BOD, 13Budget Expense Verification Form, 9build sponsor, 7Build Sponsor, 14build sponsors, 18Check stubs, 4, 7Child support, 4, 7credit rating, 3criminal background check, 3, 8Criminal background check, 7Criminal Background check, 8debt ratio, 9Dedication Ceremony, 18document, 17Employers, 4Employment Verification form, 7Employment Verification Form, 8F/S Committee, 13, 14Family Partner, 13, 17Family Partners, 17Family Partnership, 14, 17Family Selection/Support Committee, 14family services liaison, 3, 14, 17Family Support Services Committee, 9, 13first-time homeowner, 3Food stamps, 4Habitat for Humanity Denton County, 7Habitat International, 7, 9Habitat Office, 14, 17

Habitat Staff, 14home visit, 13, 14home visitation, 13home visitations, 3, 13homeownership, 3, 7, 13homeownership program, 3, 13Keystone, 4, 17Landlord Verification form, 7Landlord Verification Form, 8Landlords, 4Monthly Living Expense Sheet, 7, 9new homeowners, 14New Partner Family Orientation, 14non-compliance, 3Office Manager, 8preapproved databased, 7pre-qualification, 3, 7pre-screen application, 7Pre-Screen Application, 7pre-screening, 7, 9, 13Pre-screening, 3Social security, 4social security card, 4Social Security Card, 7substandard housing, 3, 13substandard living conditions, 13, 14sweat equity hours, 3, 14, 17, 18sweat equity worksheet, 17Tax returns, 4The Family Services Manager, 14US citizenship, 3W-2, 4, 7