Management HandbookForm Instructions

TC-37hrOVER-THE-COUNTER MEDICATIONS/SUPPLIES VERIFICATON

NEVER ask for or accept information regarding the applicant/resident’s

medical condition or history!!

In order to qualify for Over-the-Counter Medications/Supplies Expense deductions the head, co-head or spouse must be age 62 years or older; or, age 18 years or older and handicapped/ disabled by Social Security standards. (Refer to the TC-8 form for these standards.) If the household qualifies for medical deductions, the Property Manager must offer the household the opportunity to claim these deductions. Claiming this benefit is the applicant’s/resident’s choice. They are not required to claim these deductions.

The resident must include receipts that are dated, with the store name and the name of the product for non-prescription and/or personal use items that have been prescribed as medically necessary by the medical providerand,that are listed on the form,will be counted. See HUD 4350.3 REV-1, Chapter 5, Exhibit 5-3, page 5-89 for information regarding nutritional supplements.

NOTE: Over-the-counter medications and/or supplies are “only” counted if they are “not” covered or reimbursed by medical insurance or other person/agency.

Over-the-counter medications and supplies “cannot” be anticipated. The storereceipts will serve to verify the expense.

Instructions for Page 1:

  1. Ensure that the first half of the form is completely filled out with all pertinent information. Be sure to include the complete address of the verifying party, their telephone and fax number, and, your property address stamp, telephone and fax number.
  1. Enter the Applicant/resident name, dependant name (if applicable) and the relevant social security numbers. Social Security numbers are often the actual patient account numbers so be careful that the numbers are listed accurately.
  1. Enter the time frame you would like the form returned to you. Then sign the form and list the Office telephone number again. You can use “ASAP” or a “specific” date.

Instructions for Page 2:

  1. Fill in the Apartment Community name at the top of the form.
  1. Review the RELEASE section with the Applicant/resident and ask them to sign, date and print their name on the lines provided. This shows the verifying personthat the applicant/resident authorizes him/her to release the information. Parents or legal guardians will sign the form on behalf of dependents.
  1. Mail, Fax or Scanthe original verification to the medical provider for completion. If you mail the form be sure to keep a photocopy in your pending file. It is often best to CALL the provider before sending the form. This is your opportunity to explain the form to them and to get the name of a “contact” person. Verifications are never hand-carried to the VERIFYING PARTY by an applicant or resident.
  1. If you do not receive a reply within the specified time frame, call the provider’s office and request the information again. It may be necessary to re-send the verification form. Always re-verify the mailing address, fax number, e-mail address and the name of the person who will complete the form.
  1. If the medical provider will not return the verification form, please call your Occupancy Compliance Supervisor for assistance.
  1. When the verification form is returned to you, please check it for completion. If the form is not filled out completely, comments are unclear, or information has been altered, you must call the provider and clarify the information in question. Use form TC-12 “Clarification Record”, sign and date.
  1. Once the verification is complete, the medical expenses can be determined. Remember that the applicant/resident will need to provide receipts for the items listed.

Only medical expenses NOT covered by medical insurance or other person/agency that EXCEED 3% of the household’s gross annual income are deducted as a medical deduction. This medical expense deduction affects the adjusted income used to calculate the resident’s portion of the rent.

For questions regarding allowable medical expenses, please contact the Occupancy Compliance Department for assistance.

Over-the-Counter Med/Supplies (8/10)Page 1 of 2TC-37hr