Participant files are an important data source when monitoring TBRA activities. When reviewing participant files during a site visit,
grantee staff should carefully examine each file to ensure that all of the expected documents are present and up to date.
Participant files may be in hard copy or electronic form. A complete file for a TBRA participant should contain items
that fully demonstrate that the client is eligible for the HOPWA services received. Key items include verification of HIV/AIDS status,
proof of the client’s income, and an individualized housing and services plan. For a client receiving TBRA services, a copy of the lease,
completed habitability inspection checklist, copies of correspondence with the landlord, and documentation of the amounts paid
on the client’s behalf are also very important. Other documents to look for during a file review are listed on this slide.
You can also find a comprehensive checklist of items in the HOPWA Rental Assistance Guidebook.