CARES for Landlords (to pay back unpaid rent)
Landlords: Apply now for emergency rental relief for your tenants who have been impacted by the Coronavirus and have accumulated rent owed since April 1, 2020
The CARES for Landlords Program will provide rental housing providers who agree to participate in the program with financial assistance to cover at least 80 percent of the monthly rent their tenant owes since April 1, 2020, provided that they agree to do the following:
- Not pursue the remaining 20% of rent owed for the months covered under the program.
- Not increase rent for the unit for a specified period.
- Not assess late fees for the past due rent paid by the program
How to Qualify
Any authorized landlord or property owner with a rental unit in Santa Ana is eligible to apply. The rental unit must involve a written lease agreement between a tenant and the landlord. The lease agreement must be signed by both the tenant and the landlord. The rental unit must be a full and complete rental unit (bedrooms, garage units, or accessory dwelling units are not qualified). The impacted tenant must be in a position of not having been able to pay rent due to COVID-19.
Required Documents for Landlord Application
- Impacted Tenants List
- At least one copy of a lease for every 10 tenants listed on the Impacted Tenants List. If less than five tenants are listed on the Impacted Tenants list, please provide all five lease agreements.
- At least one copy of the documentation on file for every 10 tenants listed on the Impacted Tenants List that demonstrates the Impacted Tenants have lost their job, had their work hours reduced, or have experienced a loss of income due to the economic or health impacts of COVID-19 and who have been unable to maintain their rent payments under their lease agreements
- Certification of Loss of Rent due to the Coronavirus
- Landlord/Property Certification Form
Frequently Asked Questions
- When can I apply?
Applications will be available online, at our City offices, in-person or can be requested directly starting at 8:00AM on August 17th. You will need to submit several documents with your application, so make sure you have them ready to go before you start filling it out.
- Do I need to complete the application immediately when the application window opens?
No. However, applications will be processed following an application sorting methodology that prioritizes and sorts applications based upon the amount of assistance requested, starting from the highest to the lowest amount.
- How many people will receive assistance?
The number of people to be served will depend upon how much rent owed some tenants have relative to other tenants. Some tenants may have more rent that they owe than other tenants. For example, one tenant may owe $6,000 in rent arrears (back rent) since April 1, 2020 while another tenant may only owe $300. Both amounts will be paid off through the CARES for Landlord Program. Specifically, 80% of the amount owed for both tenants will be paid by the City directly to the landlord and in return the landlord will forgive the remaining 20%. After application approval and disbursement of funds by the City, the amount of rent owed for both tenants will be zero.
- Can the tenant receive the assistance directly to pay the landlord?
No. These funds will be paid directly to the landlord.
- I received a verbal statement from my tenant that they are unable to pay their rent. Do I need to have them submit something in writing?
Yes. A copy of the letter or written documentation is required to demonstrate that the tenant has been impacted by the Coronavirus. A letter should be provided to the landlord. We provide a template letter on our webpage here: https://www.santa-ana.org/moratorium-evictions-and-foreclosures-english. We do not require this documentation to be provided to the City for every Impacted Tenant. However this documentation should be maintained in the files and records managed by the landlord or property owner.
- Is the application available in languages other than English?
The application is available in English, Spanish and Vietnamese.
- My tenants owe more than $500,000 in back rent. How will that affect my award?
The Coronavirus Emergency Rental Relief Fund for Landlords will pay up to 80% of this amount if you forgive the remaining 20%. There is no cap on the amount of assistance we will provide.
- My tenants owe back rent prior to April 1, 2020. Are those amounts eligible for payment?
No, the assistance is only for rent owed dating back to April 1, 2020. Any back rent accumulated prior to April 1, 2020 is the responsibility of the tenant and is not eligible for a grant through this program.
- I am planning to evict one of the tenants who I am including as part of my application. Is this tenant eligible?
No. If you are planning to file an eviction for one of your tenants due to nonpayment of rent or for any other reason, the tenant is not eligible and you should not include them as part of your application.
- Will I be able to evict a tenant assisted by this program for other reasons not related to nonpayment of rent?
Yes, the limited moratorium to not evict any program participating tenant is only in regards to nonpayment of rent. The agreement to not evict does not relieve program participating tenants of their responsibility to pay rent or for any unpaid rent. Once the agreement is over, a landlord may collect any unpaid rent, but may not charge late fees.
- If I receive an award on behalf of my tenants, do I have to pay it back?
No. This is a grant and does not need to be paid back.
- Do I need to include all of my tenants who owe back rent on the Impacted Tenants List?
No, it is your decision to include which tenants on the Impacted Tenants List. Tenants with a Housing Choice Voucher or who receive other government rental assistance are not eligible. Tenants with a pattern of lease violations not related to nonpayment of rent who you are intending to evict are not eligible. Tenants who previously received rental assistance from the City are not eligible. If you have another reason why you do not want to include a tenant, do not include them. The City does not need to know the reason why you decided not to include one of your tenants and we are not going to respond to tenant inquiries regarding your decision.
- How do I apply?
Starting August 17, 2020 at 8 a.m., please visit www.santa-ana.org to download and complete an application. The application is available in English, Spanish and Vietnamese. The following documents are required for your application package: Landlord Application including: Impacted Tenants List. This will become Exhibit A of the Agreement. Tenants with a Housing Choice Voucher or who receive other government rental assistance are not eligible. Tenants with a pattern of lease violations not related to nonpayment of rent who you are intending to evict are not eligible. Tenants who previously received rental assistance from the City are not eligible. It is your decision to include which tenants qualify on this list. At least one copy of a lease for every ten tenants listed on the Impacted Tenants List. If less than five tenants are listed on the Impacted Tenants List, please provide all five lease agreements. At least one copy of the documentation on file for every ten tenants listed on the Impacted Tenants List that demonstrates the Impacted Tenants have lost their job, had their work hours reduced, or have experienced a loss of income due to the economic or health impacts of coronavirus and who have been unable to maintain their rent payments under their lease agreements. Certification of Loss of Rent due to the Coronavirus. This will become Exhibit B of the Agreement. Landlord/Property Certification Form
Please e-mail your complete Application to:
City of Santa Ana
Attention: Claudia Shaw, Loan Specialist
- How long will it take to process my application?
Processing time depends on each applicant. The average length of time for processing is expected to be two weeks from the date the application is submitted until payment has been processed and sent to the landlord. If funds have been exhausted or if there are multiple applications submitted all at one time, the two-week turnaround time may turn into six to eight weeks.
- I manage multiple properties and I am unable to provide a W-9 for all of the properties together. How do I submit my W-9s in this case?
If a property management company has multiple properties and the company is unable to receive one payment for all of their properties, an Agreement and W-9 will be required for each individual property. However, only one application is needed for all the properties.
- If I manage multiple properties, do I need so submit an application for each property?
No, we only need one application. However, the Impacted Tenants List and the Certification of Loss of Rent due to the Coronavirus (Exhibit B) will need to be provided for each separate property for which you are requesting a payment. We will also need a separate W-9 and Vendor Packet after your application is approved and before we process payment.
- How will I receive payment?
Payment will be issued directly to the landlord by direct deposit only.
- I have a tenant with a Housing Choice Voucher. Is this unit eligible for the program?
No. Households with a Housing Choice Voucher, also known as Section 8, or those who receive other government rental assistance are not eligible.
- Are citizenship documents required for this program?
No. We are not asking about the citizenship status of your tenants.
- Should I tell my tenant(s) that I am applying to this program on their behalf?
Yes. Communication between renters and landlords is important. Most landlords do not want to lose good tenants and communication can go a long way to help maintain a good relationship.
- How will I be notified if I am approved to receive CARES for Landlords assistance?
Landlords or property owners will be sent the template Agreement for their review including a request for further documentation which will include the City’s new Vendor Packet (W-9, ACH) and the information required for Exhibit B, including any clarifications needed for Exhibit A. Following their review and execution of the Agreement, the City will issue a payment directly to the landlord. The landlord will then be required to submit documentation back to the City in compliance with their agreement. If the landlord fails to provide the documentation back to the City, they will be in violation of their agreement and the City will request repayment in full. The tenant will be notified after the landlord receives their payment and notifies the tenant in writing that their back rent has been fully paid off with 80% coming from the City and 20% from the landlord.
- May I request revisions to the template Agreement?
No, the City will not negotiate the template Agreement. The same Agreement will be executed for all landlords and property owners who participate in this Program.
- What if my tenants missed entire months of rent or made partial payments?
The reason for the back rent must be tied to the Coronavirus pandemic. The amount and/or if the tenant missed an entire month or made partial payments does not matter.
- If the City is going to pay off my back rent now, can I depend on the City to pay off my tenant’s rent again in the future?
No. Your tenant is responsible for the full amount of rent due under your lease agreement. This program is only to pay the rent arrears that the tenant has accumulated since April 1, 2020.
- Will there be inspections on the property to confirm quality standards?
No, but the landlord will need to certify that the property does not have any quality standards issues. If the City’s Code Enforcement Department confirms otherwise, the landlord’s application will be determined to be ineligible.
- Is there a penalty for unspent/unused funds?
No, but any unspent/unused funds will need to be paid back to the City.
- What if my tenant moves out before or immediately after I receive payment from the City (before I notify them of the forgiveness)?
The funds for that tenant must be returned to the City.
- Are W-9s required for the landlord to apply?
Yes, a W-9 must be provided to the City together with the application.
- What do I do if I do not have a valid Social Security Number?
You may utilize a valid Individual Tax Identification Number in lieu of a Social Security Number. An Individual Tax Identification Number is obtained from the IRS and information submitted for obtaining an Individual Tax Identification Number is not shared with any other agencies.
- Does CARES for Landlords assistance cover any rent that was owed prior to April 1, 2020?
- Do landlords waive their right to collect rent owed prior to April 1, 2020?
No, landlords will only waive their right to collect the rent that they forgive in partnership with the City.
- If I have questions, who do I contact at the City?
The City of Santa Ana is administering this program directly. Please contact:
City of Santa Ana