2002:

2003:

MEMO #1049: Eviction Procedures - 07/27/03

Safeguard is dedicated to providing its clients with complete, accurate, and timely work order updates. Unfortunately, we've recently observed a significant number of incomplete updates, and these are affecting the workflow process for Safeguard's clients, staff, and contractors. Since evictions can be very costly to our clients, each eviction order is scrutinized and reviewed for compliance by our clients (HUD). We must therefore ensure that all evictions updates are complete and that all pertinent information is included on each update. This memo will outline the procedures Safeguard has in place to prevent incomplete eviction updates.

1. Effective immediately, it is mandatory that all partial updates for evictions be phoned into the office on the day of the scheduled eviction. Our clients are advised that this information will be sent to them the day of the eviction. If we do not comply with this requirement, it effects our clients compliance conveyance time frame and can cause the client not to file a claim and not make a payment to us.
   
   
2. When you receive an eviction order, please carefully read the entire work order. Clients have specific instructions that we are required to follow, and these specifications will be included in your work order. For example, some of our clients require bids for work regardless of whether the sheriff signs off for the work to be completed. It is imperative that we follow the client's instructions.
   
   
3. If any unusual, unforeseen, or problematic situations arise during at an eviction, you must call the office from the site to request directions regarding how to proceed.
   
   
4. When calling the office with partial update information, please have all of the following information ready:
   • Did the sheriff meet you at the property?
   • Was the eviction completed?
   • Did the sheriff sign the eviction form?
   • Did you observe personal property?
   • Were personals removed from the property taken to storage or to the curb?
     
     
5. If an eviction does not take place as scheduled, notify Safeguard immediately. We must contact the client and allow them to have their attorneys immediately prepare the necessary paperwork to reschedule the eviction.
   
   
6. The HUD guidelines require our clients to obtain a pre-eviction inspection 72 hours prior to the scheduled eviction to verify if the property is still occupied before proceeding with the eviction. If the property is found vacant on the eviction date and the pre-eviction inspection is not documented in the file, the eviction fees can be disallowed. The pre-eviction inspection information must be phoned into the office and followed up in writing via e-mail.
   
   
7. The eviction form must be completed and submitted to Safeguard even if the sheriff did not sign the form.
   
   
8. You must provide a photo of the eviction crew and a rental receipt for truck rental or storage fees. If the sheriff signs the eviction form requiring that you return to the property to remove debris, you must bill the debris in man-hours only. Photos must justify all work completed at the property.
   

Each of the above points must be fully complied with before the order can be closed out and invoiced to our client.

If you have any questions regarding an eviction, please contact your coordinator in the eviction department.

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