(b) When the recipient is obligated to pay for water as a separate charge to a vendor, an allowance shall be made for the additional amount required to be paid. When the recipient is obligated to pay for sewer, water (except when paid as a separate charge) and/or garbage disposal, an allowance must be made therefor to the extent that the total of the rent allowances plus such charge or charges does not exceed the appropriate maximum amount in the schedule in subdivision (a) of this section. For the purpose of this subdivision, the term "separate charge" refers to a billing made directly to a recipient in his or her name which is limited to charges for his or her utility service.

    (c) An allowance for household expenses shall be made for a period not in excess of 180 days, when essential to retain a housing accommodation and to maintain the home to which a recipient temporarily receiving care in a medical facility is reasonably expected to return upon discharge from such facility. Payments under this subdivision shall not continue for more than 45 days unless, within 45 days following placement in the medical facility, the social services official has reviewed the recipient's status and determined that the recipient is expected to remain in the facility for not more than 180 days and is likely to return to the home following discharge. The basis for these con- clusions shall be documented in the case record.

    (d) (1) Public housing. An allowance for rent must be made for recipients who are tenants of city, State or federally aided public housing up to the amount actually paid or the following schedule, whichever is less, except when a modified schedule of allowances is approved by this department for a specific housing authority or when the housing authority calculates the rent based on a percentage of household income:

    Apartment size                 Monthly rent
    "0" Bedrooms                 $ 65
    1 Bedroom                      77
    2 Bedrooms                     90
    3 Bedrooms                    101
    4 Bedrooms                    107
    5 Bedrooms                    110

            (i) Modified scheduled approved. When a modified schedule is approved by this office for a specific housing authority, the allowance for rent must be the amount actually paid up to the approved schedule amount. A housing authority may request, and the office may grant an increase not to exceed ten percent in a twelve-month period until the modified schedule for the housing authority reaches the maximum allowances for the district found in subdivision (a) of this section.

        (2) (i) Subsidized housing other than section 8 housing vouchers. The rent allowance for tenants of housing subsidized under a housing assistance payments program, except as provided in subparagraph (ii) of this paragraph, is the amount of rent actually paid (exclusive of the subsidy) but not more than the amount in the applicable schedule in subdivisions (a) and (b) of this section.

            (ii) Section 8 voucher program.

                (a) The rent for recipients whose rental housing payments are subsidized under the section 8 voucher program (not including a recipient participating in the program of special allowances for owners of manufactured homes) shall be the amount actually paid, but not in excess of the amount (rounded to the nearest whole dollar) equal to 30 percent of the applicable standard of need by family size and district of residence, considering only the SA- 2a, SA-2b, SA-2c schedules contained in section 352.2(d) of this Part, and the local agency monthly shelter allowance schedule with children, exclusive of any supplement. For the purpose of this subparagraph, the allowance amounts are those in Office regulation and in effect on the filing date of this subparagraph.

                (b) Subparagraph (a) of this subdivision shall not apply to recipients whose section 8 vouchers are provided by public housing authorities or other local section 8 voucher issuing agencies that routinely determined the tenants' share of the rent due and payable for months commencing on or before October 1, 2004 to be the local agency shelter maximum under subdivision (a) of this section.

                (c) The Office shall develop an administrative process to certify whether subparagraph (a) or (b) shall apply to each individual public housing authority or other local section 8 voucher issuing agency.

    (e) Rent allowances for hotel/motel facilities. An allowance for shelter shall be made for recipients temporarily housed in hotel/motel facilities under the following circumstances:

        (1) No other suitable housing either public or private is available to house the recipient.

        (2) Hotel/motel accommodations without cooking facilities shall be utilized only when accommodations with such facilities are not available. An allowance for the actual cost of the rental of a refrigerator, not to exceed $10 per week per room, shall be made when a homeless family is temporarily placed in a hotel/motel which does not have cooking facilities and which provides a refrigerator on a rental basis.

        (3) The continued need for hotel/motel accommodations shall be reviewed, evaluated and authorized monthly by the social services district.

        (4) A detailed report of that review, evaluation and authorization shall be submitted to the department's division of income maintenance on the form prescribed by the department, on or before the 10th working day of the fourth month of temporary residence, and at monthly intervals thereafter.

    (f) Reimbursement for shelter costs and restaurant allowances and rental fees for refrigerators as provided for in paragraph (e)(2) of this section is available to social services districts for expenditures made by such districts on behalf of recipients temporarily living in hotels or motels for so long as the recipients are actively seeking permanent housing, but in no event for a period in excess of six months unless the local commissioner of social services determines on an annual basis that housing other than hotels or motels or facilities regulated under Part 900 of this Title is not readily available in the social services district and the commissioner submits such determination to the department on an annual basis. Upon such a determination and submission, the social services district will continue to be reimbursed for shelter costs, restaurant allowances as appropriate and rental fees for refrigerators provided to public assistance recipients beyond such six month period. A recipient's continued need for hotel/motel accommodations must be reviewed and evaluated monthly. The maximum reimbursable amount for shelter costs after August 1, 1984 is $16 per day for the first person in each hotel room, and $11 per day for the remaining occupants in each room. Restaurant allowances, if necessary, must be provided in accordance with department regulations.

    (g) Standards. No family shall be referred to a hotel/motel, nor shall any reimbursement be made for costs incurred from such referral unless all of the requirements set forth below are met:

        (1) Primary consideration shall be given to the needs of children. Specific factors considered must include but shall not be limited to educational needs, security, the nature of the facility in which the children would be placed, and factors which will insure the minimum disruption of community ties.

        (2) The hotel/motel shall have appropriate contractual or other arrangements for maintenance, repair and sanitation in the hotel/motel. The hotel/motel must have available for review by the local social services district information verifying the above-mentioned arrangements or record of such. Such information would include, for example, contracts with private carters, bills, receipts, or other evidence of performance. Such arrangements shall include but not be lim- ited to agreements for provision of the following services:

            (i) removal of garbage;

            (ii) maintenance of floor coverings, draperies and furniture;

            (iii) repainting of the facility at least once every five years;

            (iv) maintenance and inspection of the electrical system;

            (v) maintenance of plumbing and plumbing fixtures;

            (vi) maintenance and inspection of heating, ventilation and air conditioning systems;

            (vii) a regular vermin control program; and

            (viii) provision to insure that entrances, exits, steps and walkways are kept clear of garbage, ice, snow and other hazards.

        (3) Rooms shall be cleaned at least every other day by hotel/motel staff.

        (4) Furniture necessary for daily living, including but not limited to tables, bureaus, chairs, beds and cribs shall be in each room.

        (5) No more than two adults shall be placed in the same room.

        (6) When children are placed in the same room as adults, there shall be sufficient beds so children shall not have to share single beds.

        (7) All mattresses and bedding material shall be clean. Each bed shall have at least two clean sheets, adequate clean blankets, clean pillows and pillowcases. A complete change of linens shall be made by hotel/motel staff at least once a week and more often where individual circumstances warrant or when a new family occupies the unit. Each unit shall be supplied with towels, soap and toilet tissues. A clean towel shall be provided daily to each resident.

        (8) Each unit must have operational door and window locks. All windows at and above the second floor must have window guards in place unless windows are sealed and the air conditioning works.

        (9) A heating system shall be permanently installed and operated in accordance with applicable local law. Where local law or code does not govern the provision of heat, the system will provide heat to maintain a temperature of 69°F (20°C) in all occupied parts of the building, including corridors. Where windows do not open, proper ventilation, including but not limited to air conditioning, shall be operational.

        (10) Each family must have a private bathroom. At a minimum, this must include a toilet, a sink and a shower or bathtub, all of which must be properly maintained with hot and cold running water. Couples without children may be placed in rooms with common bathroom facilities.

    (h) Inspection. Local social services districts which make hotel/motel referral must inspect at least once every six months the hotels/motels in which families are placed. In addition to verifying that the hotel/motel meets the requirements set forth in subdivision (g) of this section, the local district shall make appropriate inquiries to determine whether the hotel/motel is in compliance with all applicable state and local laws, regulations, codes and ordinances. Any violation found during the on-site inspection shall be reported to appropriate authorities. Further, each inspection shall at least review arrangements for hygiene, vermin control, security, furnishings, cleanliness and maintenance and shall include a review of any applicable documents pertaining to compliance with any local laws or codes. A written report shall be made of each such inspection and shall be maintained at the office of the local district together with such other information as the district may maintain concerning the families placed in the hotel/motel.

    (i) When an employable recipient is required to receive his grant in person from the State Employment Service on a semimonthly basis, the social services district may provide the full amount of any shelter allowance in one of the semimonthly grants.

    (j) (1) To the extent that units of housing are available and subject to department approval based upon the housing conditions in the region, social services districts may provide an allowance to secure housing to any homeless family:

            (i) residing in a municipality having a rental vacancy rate for low-income housing less than three percent;

            (ii) for whom no housing can be located at a rent within the shelter maximum under this section; and

            (iii) in which at least one member of the family has resided in a hotel or motel and/or a shelter (including, but not limited to, facilities operated under Part 900 of this Title) at public expense for a period exceeding 12 weeks. Social services districts may consider decreasing this length of stay requirement if a long term temporary placement in a hotel or motel or shelter would be detrimental to the health and welfare of families, including families with immediate medical needs.

        (2) In determining priority for placement in housing units for which an allowance is paid under this subdivision, the district must consider factors affecting need such as:

            (i) the length of stay in a hotel or motel and/or a shelter (including, but not limited to, facilities operated under Part 900 of this Title) at public expense,

            (ii) the size of the family, and

            (iii) the location of schools in relation to the temporary housing where the family is residing.

        (3) Social services districts must submit to the department for approval annual plans for the operation of programs to make allowances available under this subdivision. Plans must be submitted within 45 days after funds have been authorized in the State budget for allowances for this program.

            (i) indicate the number of units of housing for which the allowance will be made available pursuant to this subdivision, identifying the number that would be privately owned units and the number that would be publicly owned units, and the amount of funds being requested,

            (ii) describe the housing to be utilized,

            (iii) indicate the number of months that the allowance will be available (not to exceed eight months in the case of privately owned units or four months in the case of publicly owned units),

            (iv) set forth the procedures for assuring local housing code compliance,

            (v) set forth the procedures to identify those families likely to be long-term residents of hotels and motels and/or shelters (including, but not limited to, facilities operated under Part 900 of this Title)

            (vi) indicate the criteria to be used in determining priorities for placement,

            (vii) indicate the services available in the social services district to assist persons to remain in housing after placement under this program;

            (viii) indicate the number of homeless families in the social services district that requested emergency housing each month during the most recent 12-month period and the number of families that resided in hotels and motels and/or shelters during the most recent 12-month period; and

            (ix) indicate the number of months that the social services district will require participating landlords to make specified apartments available to selected families.

        (4) The allowance consists of a rent supplement in an amount to be determined by the social services district, with the prior approval of the department, but cannot exceed the difference between the maximum shelter allowance and the hotel/motel rate for the family. Social services districts must submit claims for State reimbursement for such allowances on forms and in the manner prescribed by the department.

        (5) No allowance will be paid under this subdivision for housing developed for the homeless financed partially or wholly with public funds.

        (6) No allowance under this subdivision will be paid unless the social services district documents that such allowance will not be used to replace funds previously used, or designated for use, to secure housing for homeless families.

        (7) No allowance provided under this subdivision will be paid for housing which does not comply with or which is not brought into substantial compliance with the local housing code or which has been occupied by a family receiving AFDC or Home Relief within one year prior to the payment of an allowance hereunder; provided, however, that such allowance may be held in escrow by the district pending correction of existing code violations. Moreover, no allowance will be paid unless the participating landlord agrees to make a specified apartment available to the selected family for a period of not less than 32 months, except as provided herein. The landlord must agree that, in the event that a selected family does not remain for any reason in the specified apartment for the period for which it is to be available, the landlord will return a pro rata portion of the allowance reflecting the balance of the period. In such event, the district may provide an allowance with respect to a subsequently selected family for the balance of the period, provided further that such family meets the eligibility criteria set forth in this subdivision.

        (8) Allowances provided under this subdivision must be paid for a maximum period specified by the district and approved by the department.

        (9) Social services districts providing allowances under this subdivision must submit information on a monthly basis in a manner prescribed by the department, including but not limited to:

            (i) the number of units rented that were privately owned and the number of units rented that were publicly owned and the addresses of such units;

            (ii) the individual allowances issued; and

            (iii) the number of families leaving apartments funded with allowances under this subdivision.

    (k) Emergency shelter allowances:

        (1) An emergency shelter allowance must be provided, upon request, to a household composed of an applicant for or recipient of public assistance, who has been medically diagnosed as having AIDS or HIV-related illness as defined from time-to-time by the AIDS Institute of the State Department of Health, and any family members residing with such person. Such household must be homeless or faced with homelessness and have no viable and less costly alternative housing available. The social and medical needs of the household members must be considered in making a determination concerning the availability of alternative housing.

        (2) An emergency shelter allowance must not exceed $480 for the first person in the household and $330 for each additional person in the household, and in no event be greater than the actual monthly rent due. A person with AIDS or HIV-related illness is considered to be the first person in the household. Except for cases specified in paragraph (3) of this subdivision, the emergency shelter allowance is considered to be the household's public assistance shelter allowance for public assistance budgeting purposes.

        (3) When a household comprising both public assistance and SSI eligible persons requests an emergency shelter allowance, the social services district must compute the amount of the allowance as follows:

            (i) determine the public assistance grant of the public assistance eligible persons using the appropriate rent schedule amount in section 352.3(a) of this Part;

            (ii) calculate the net amount of actual household shelter costs by subtracting the appropriate rent schedule amount, as determined by referring to section 352.3(a) of this Part, from the total actual household shelter costs;

            (iii) calculate the maximum amount of emergency shelter allowance available to the household by subtracting the appropriate rent schedule amount, as determined by referring to section 352.3(a) of this Part, from the maximum allowance authorized by paragraph (2) of this subdivision for the total number of persons in the household; and

            (iv) subtract the SSI benefits and other income of the SSI eligible persons from the sum of the amount calculated in accordance with the provisions of subparagraph (ii) or subparagraph (iii) of this paragraph, whichever is less, and the incremental non-shelter public assistance standard of need of the SSI eligible persons. The resulting amount, if greater than zero, is the household's emergency shelter allowance. This allowance is added to the public assistance grant determined in accordance with subparagraph (i) of this paragraph.

        (4) When necessary, social services districts must:

            (i) address the social services needs of a person in receipt of an emergency shelter allowance through the direct provision of services or through the provision of appropriate information and referral services; efforts should be made to ensure that an applicant for or a recipient of such an allowance has established appropriate social and medical support networks;

            (ii) assist an applicant for or a recipient of an emergency shelter allowance to secure the required documentation so that eligibility for such allowance can be determined; and

            (iii) arrange for required face-to-face interviews to be conducted during home visits or at other appropriate sites. In accordance with department regulations, designated representatives may file and sign application and recertification documents on behalf of an applicant for or a recipient of an emergency shelter allowance.

    (l) Shelter allowances in excess of the standards. A shelter supplement plan under paragraph (3) of subdivision (a) of this section may include provisions for treatment of SSI family members that differ from the requirement of section 352.2(b) of this Part, but only with respect to the shelter supplement and only if approved by the Office.