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Local Housing Offices Resources

Base Seattle

For Members:

Application for Assignment to Military Housing, CG-5267
BAH/ Housing Worksheet, CG PSC-2025
Request for Assignment Determination, MLCPHSG Form-003
UPH Agreement

Leasing:

Lease Unit Information
Leased Housing Waiver Request Form
Housing Referral Form for Lessors
Utility Audit

Inspections:

Condition Inspection Report


Owned:

CG Environmental Health Hazards Disclosure Letter


HMIS:

HMIS User Acknowledgement

 

For Management:

Assignment Determination Log

Publications:

Critical Housing Areas Instruction, COMDTINST 11101.15
Leased Housing Procedural Guide, P11101.14
Leased Housing General Provisions, CG-5571A
Assignment/ Release From Owned Quarters, MLCPAC HSGPOL 001-07
Pacific Northwest Resident Occupancy Guide, ISCSEAINST M11101.13A
ALSPO O/05; Assignment/Termination of Gov't Quarters

Tables and Matrices:


LHP Management Matrices: includes LHP Eligibility Matrix, Number of Rooms Required, Max and Min Net Floor Area Per Dwelling, and Unit Type Priorities
LHP Cost Matrix
Minimum Bedroom Requirements

BAH Code Table
E-mail Format for Assignment to Government Quarters
E-mail Format for Termination to Government Quarters


Assignment / Release From Government Quarters:

Ref: Assignment and Release From Government Owned Quarters, MLCPAC HSGPOL 001-07

All members reporting to units in PACAREA are required to obtain a release from mandatory assignment to government quarters prior to receiving BAH.  A release is required before members may rent, lease, or purchase community housing.  Failure to obtain a release from mandatory assignment to government housing will result in the forfeiture of BAH until all government owned housing in the local commuting area exceeds 95% occupancy.  MLCP has created a form to replace the Status of Housing  Availability, DD-1747.  That form is Request for Assignment Determination, MLCPHSG Form-003.  The Status of Housing  Availability, DD-1747 should only be used in cases where a member is buying a home and his/her mortgage company will not accept the MLCPHSG Form-003.

Every member that is coming into your AOR shall be contacted by the LHO or Housing Rep (Stations).  You may use the Airport Terminal on Direct Access or establish some sort of "in-house" communication with, SPOs, and/or the unit's sponsor assignment coordinator.  All members must fill out a Request for Assignment Determination, MLCPHSG Form-003 and an Application for Assignment to Military Housing, CG-5267 and return to LHO.  LHO will use the MLCPHSG Form-003 to determine housing availability for that member.   LHO's must keep all MLCPHSG Form-003's on file.  This information should be reported to AHO Seattle quarterly.  AHO Seattle has created an Assignment Determination Log to help you manage this information.  You may fax this log quarterly to 206-217-6485.

HMIS Help:


   How can I get help with HMIS?

For password resets and/or account information
You may contact the  OSC Help Desk or call the Help Desk at 304-264-2500 password resets and/or account information.
For database/program issues
Please submit a trouble ticket from HMIS.  This will be sent directly to HQ for review.  Reported problems will be reviewed, evaluated, and if possible, solved.   Any programming problems will be forward by CG-1223 to OSC for addition to the workload of the programmers on a priority based system.

To reinstate your account (HMIS-FY07-002)
Effective immediately, the following policy for re-instating a terminated HMIS User account is as follows:

In order to reinstate an account that has been terminated, the HMIS User shall submit a request for reinstatement (e-mail is fine) to document the reason for non-use.  The request should come to MLCPAC, via your office/housing chain of command. MLC will forward to CG-1223.  If the account terminates for a second time, the User will be required to submit a request for activation as well as attend HMIS training. 

Future updates to the HMIS User Manual will reflect this policy.   

The policy for being removed from the system after 135+ days is mandated by DHS security requirements (ref: Department of Homeland Security, Sensitive System Handbook, 5.1.1.4), and is not new.  The process for reinstating a user that has been terminated is not addressed in the DHS directive; however, documenting a reinstatement is both prudent and in keeping with established security guidelines.   

For user help
You may contact by email at Mr. Charles Anderson or at 206-217-6494.

How can I get an HMIS password?  Email or fax the following forms to Mr. Charles Anderson:

- Short Term Training Request, SF-182
- HMIS User Acknowledgement

Housing Folder Organization:

The following information is guidance for organizing and archiving Government Leased and Owned Housing folders for LHOs whose program oversight is provided by AHO Seattle.  Please refer to tables below:

  Leased Family, 6 part folder

Part 1: Modifications to lease
Part 2: Lease packet, current and past leases
Current Resident
Part 3: Residential Log Sheet, inspections, resident occupancy acknowledgement, ERA disclosure letter (if applicable)
Part 4: BAH notifications to SPO, housing application, miscellaneous correspondence to member
Historical
Part 5: Previous residents' inspections and ERA information from part 3
Part 6: Correspondence to Lessor (utility audits,
termination letter), damage claims

  Leased Unaccompanied, 6 part folder

Part 1: Modifications to lease
Part 2: Lease packet, current and past leases
Part 3: Bedroom 1 current and historical data (Residential Log Sheet, BAH notifications to SPO, inspections, correspondence to members, resident occupancy acknowledgements)
Part 4: Bedroom 2 current and historical data (Residential Log Sheet, BAH notifications to SPO, inspections, correspondence to members, resident occupancy acknowledgements)
Part 5: Bedroom 3 current and historical data (Residential Log Sheet, BAH notifications to SPO, inspections, correspondence to members, resident occupancy acknowledgements)
Part 6: Correspondence to Lessor (utility audits,
termination letter), damage claims

  Owned/UPH, 4 part folder

Current Resident
Part 1: Residential Log Sheet, inspections, resident occupancy acknowledgement, ERA disclosure letter (if applicable)
Part 2: BAH notifications to SPO, housing application, miscellaneous correspondence to member
Historical
Part 3: Previous resident's Part 1 and 2
Part 4: Inspection sheets and ERA disclosure information from Part 3.  NOTE: Information in this section should be retained infinitely.

Archiving Leased Housing Folders:

In accordance with the Leased Housing Procedures, LHO's should maintain their leased housing records for 1 year after the lease cancellation date and then forward to Area Housing Office.  Please adhere to Area Housing Office Seattle requirements before mailing your records: each lease and its renewals should be in one folder; each folder should be organized according to the tables above; the most current lease number shall be labeled on the top left (see diagram below); and the cancellation month and year shall be labeled on the top right (see diagram below).

 0513012                               10/08
 

Archives should be mailed to:
Commanding Officer
CG Base Seattle (Housing)
1519 Alaskan Way South
Seattle, WA 9813
 
Utility Audits:

AHO Seattle recommends that the Local Housing Office conduct a utility audit 12 months after each lease has begun and just prior to renewing (August) the lease contract.  A sample utility audit has been provided for you.  If you would like to recommend a Modification of Contract as a result of the utility audit, please forward your request via email to AHO Seattle with a copy of the utility audit.

Critical Housing Areas:

Title 37 U.S. Code Section 403 authorized that the Secretaries concerned for the Uniformed Services may authorize BAH at rates other than for the member's Permanent Duty Station (PDS) when it has been determined that amounts of Government or civilian family housing are insufficient to meet requirements in the vicinity for military installations.  For more information about designated critical housing areas see the COMDTINST 11101.15 for Critical Housing Areas.

  Assignment / Termination Notification Process:

Step Action
1 The Housing Representative, on the date of assignment, (and not later than 24 hours after date of assignment/termination), notifies the servicing SPO of the assignment/ termination via E-mail.  For assignment, see step 2.  For termination, see step 3.

Provides copy of notification to Area Housing Office, Local Housing Officer (LHO), and Member
2 E-mail Format for Assignment to Government Quarters (can be cut and copied into an email):

From: Local Housing Office Representative
To: Servicing Personnel Office (See SPO list below)
Cc: Member, Local Housing Officer, Area Housing Office (edward.livingstonjr@uscg.mil)
Subj: PSC-2025 IN: YN3 JOE R. JONES, USCG

    Member's name/ rate:
    Employee ID Number (EMPLID) or last four of SSN:
    Member's Duty Station:
    Date of assignment: (MM/DD/YYYY)
    Quarters Address:
    HMIS Data Entry: (complete or pending)
    Assigned BAH Code: (A, B, C, D, or E, see BAH Code Table)
    FOR SPO: Please indicate by return email (Reply To All) when personnel action has been completed and date of effective pay cut.

3 E-mail Format for Termination to Government Quarters (can be cut and copied into an email):

From: Local Housing Office Representative
To: Servicing Personnel Office (See SPO list below)
Cc: Member, Local Housing Officer, Area Housing Office (edward.livingstonjr@uscg.mil)
Subj: PSC-2025 OUT: YN3 JOE R. JONES, USCG

    Member's name/ rate:
    Employee ID Number (EMPLID) or last four of SSN:
    Member's Duty Station:
    Date of termination: (MM/DD/YYYY)
    Quarters Address:
    HMIS Data Entry: (complete or pending)Matrices\BAH_Codes.PDF
    Assigned BAH Code: (G or L, see BAH Code Table)
    FOR SPO: Please indicate by return email (Reply To All) when personnel action has been completed and date of effective pay cut.

4 A copy of the notification email goes into the housing folder.  Upon receipt of the notification, the SPO/PERSRU will acknowledge receipt of the assignment via return e-mail to the Housing Rep within 24 hours and submit the appropriate Direct-Access transactions.  A copy of the confirmation email from the SPO/PERSRU will also be placed in the housing folder.  Both notification and confirmation emails should be retained in the housing folder.
5 The Local Housing Office will run the BAH Verification Report contained in the Housing Management Information System (HMIS) about every two weeks, the day after pay-cut dates.  See Payroll Processing Schedule.
6 The Local Housing Office will review all discrepancies and correct HMIS data entry errors within 3-5 days of running the BAH Verification Report.  Upon completion, the Local Housing Office will notify the SPO/PERSRU, via e-mail, of any remaining discrepancies involving incorrect BAH codes.

  PACNORWEST SPO / PERSRU Offices

LHO SPO/PERSRU Email and Servicing Units
Base Seattle SPO 1301, email D13-PF-D13 SPO1301
D13 Staff, FD&CC, CGC Henry Blake, Lorsta George and Havre
SPO3312, email D13- SG-ISCSeattleCSBPay
Polar Sea, Polar Star, Midgett, Mellon, ESU, VTS, ISC, Armory, Recruiters, ATGPAC NW Det
GROUP/AIRSTA Port Angeles PERSRU 1327, email D13-SG-PERSRU1327
Sector,
STA Neah Bay, STA Quillayute River
GROUP/AIRSTA Astoria

PERSRU 1325, email D13-SG-PERSRU1325
Sector Astoria, STA Grays Harbor, STA Cape Disapointment, STA Tillamook Bay

Sector Portland

SPO 1369, email D13-SG-SPO1369
Sector Portland, STA Portland, ANT Kennewick, CGC BlueBell

Sector North Bend

PERSRU 1320, email D13-SG-PERSRU1320
Sector North Bend/Coos Bay/Charleston Housing Areas, STA Depoe Bay, STA Yaquina Bay, STA Siuslaw River, STA Umpqua River, STA Chetco River

BAH Verification Supporting Documentation:

ALSPO O/05; Assignment/Termination of Gov't Quarters
BAH Code Table
E-mail Format for Assignment to Government Quarters
E-mail Format for Termination to Government Quarters

Waiver Requests:

Lease Housing Waiver Requests (for vacancy waiver requests, see email format below) 

Please submit the MLCPAC Leased Housing Waiver Request Form form via the Area Housing Office (charles.w.anderson@uscg.mil)

Leased Housing Vacancy Waiver Requests

  Please submit an email to Area Housing Office using the following format:

Request authorization to keep following unit vacant until (estimated date unit will be occupied):
1. Reason for Waiver: Authorization for vacancy beyond 10 days.
2. HU#:
3. LHA:
3. Address/City/State/Zip:
4. Type/Style/#BR:
5. Justification: (example:  Currently, there are no available applicants to fill either of the vacant rooms.)

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Last Modified 9/19/2013