This process and guidance is only for individuals applying for HCV via DBHDD with settlement preference.
Guidance Meeting on New Application Email Protocol (3/20/26):
- We must retire the use of group emails and email sub-addressing for applications to HCV via Yardi. This was causing some providers access issues despite doing everything correctly.
- All HCV applications will now have to utilize the individual applicant's email address to meet the requirements for a unique address being attached to the application.
- Individuals without an email will require assistance to create one for the purpose of the application process. It may be beneficial to create a separate one even for those who do have a personal email so that the application emails can be separated from regular email.
- All notifications and communications, as well as codes/links for login will be sent to the individual's email attached to the application. There is no way for the Yardi system to include a secondary email. You can discuss the option of forwarding emails received from "rentcafe.com" to the applicant's email to your agency's group email in order to be notified and then follow up with them about next steps.
- Case managers should continue to work with and alongside the individual for gaining access to the portal and completing the application process. With, not for. Any work done with the individual on the housing process is considered case management and can be billed as such for enrolled individuals, per the requirements of the Provider Manual of course.
DBHDD Explanation of New Process and DCA Walkthrough of Yardi Portal (12/3/25)
On 12/3/25, DBHDD and DCA conducted a training on how the new HCV application process will work via the Yardi portal for DBHDD supportive housing referrals with a settlement preference.
Application portal walkthrough by DCA (application process only):
For a quicker walkthrough of the application process in the portal by DCA conducted on a separate training, you can also review the below:
New data fields required for HCV process
DBHDD has begun collecting these data points during the supportive housing referral process in order to be able to initiate the HCV referral process with DCA. Please ensure the individual's SSN is accurate.
- SSN
- Race
- Ethnicity
- Group email to use for the HCV application -- if you are not sure, STOP and confirm you understand the process, as this is essential to being able to move forward.
Critical Documents to Submit with Application
All applications should include the upload of the GHVP-24(A) Disability Verification Form which is explicitly for the HCV process with DCA.
HCV Yardi Application Timeline
Once DBHDD has initiated the HCV referral process and an email has been sent with a unique link and registration code for the individual's application, the provider will have 20 business days to complete the application. After 10 business days, you will receive a reminder and notice of another 10 days remaining. This is a total of four weeks. If you have a need for an extension, you can request some additional time prior to the expiration of the time from the HCV specialist that approves the application.
If your time expires, the application will be cancelled and you will need to make a request via ZenDesk to restart the HCV process, but you won't have to restart the eligibility determination process with DBHDD.
Application Submission and Review Steps:
- Once a DBHDD Supportive Housing referral has been submitted, DBHDD will determine the household's settlement eligibility. Individuals found eligible who can qualify for federal resources will be issued a Status 1 Notice to Proceed with the HCV application with preference.
- DBHDD initiates the referral in the Yardi system utilizing basic info: Name, DOB, Race, Ethnicity, SSN. DBHDD identifies the unique email address to be utilized for the application based on the group email provided and the individual's CID number. (For DBHDD hospital teams, we will use the Avatar number and this will switch to CID when the application is transferred to a community provider.
- DCA must "release" one of the HCV vouchers from the managed waitlist and it is this action that sends an email to the provider with a link and registration code associated with that individual's application. The email will be sent to the unique address associated with the individual but will arrive in the group inbox.
- Provider must register the account and log in to begin and complete the application. Progress can be saved if you need to stop halfway. Applications must be submitted within 20 business days (see above guidance about timeline).
- The same HCV documentation guidance applies but these will be uploaded or signed electronically through the guided workflow in the Yardi portal now.
- If DCA identifies missing information, it will be requested within Yardi and the system will send a notification email regarding the request. If requested information is not provided, the application will be considered incomplete and eventually be denied automatically.
- Upon approval by DCA, the individual will need to watch the HCV orientation and sign a document verifying completion and acceptance of the voucher. This will be affirmed via Yardi.
- The voucher will be fully activated and DBHDD will be notified by DCA regarding the approval so that a Housing Support Program referral can be made to begin the housing search. This referral will happen via ZenDesk and not via Yardi.