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Annual Rent Registration Application Instructions

General Application Information:

General Instructions:

All rent stabilized housing accommodations in the State of New York must be registered annually with the Division of Housing and Community Renewal (DHCR). Registrations are accepted starting April 1 of the registration year and must be submitted no later than July 31 of the registration year.

For individual coop owners (proprietary lessees or holders of unsold shares) and condo unit owners, it is recommended that the Cooperative Board or Condominium Association, or the managing agent acting on behalf of such entity, file with DHCR all of the Annual Apartment Registrations along with the Annual Registration Summary for the building. If this is not possible, the individual owner, or his/her managing agent, should file the registrations with DHCR.

Note: Owners of buildings containing housing accommodations being registered for the first time must file an Initial Registration.

It is important to remember that the information asked for is for rents, tenancy and services in effect on April 1 of the year being registered. Please check each registration carefully after completion to make sure all information has been entered correctly.

If after reading the instructions you still have questions concerning registration, contact the Processing Services Unit via email at PSU@nyshcr.org or via phone at (518) 486-3367.

You will need to complete an Annual Registration Summary for each building in which there are rent stabilized housing accommodations.

You will need to complete an Annual Apartment Registration for each stabilized housing accommodation in New York City and in the municipalities covered by the Emergency Tenant Protection Act. This includes vacant and temporarily exempt apartments as well as permanently exempt apartments that became exempt since the last registration.

Change of Ownership/Managing Agent:

If there is a change of ownership or managing agent after the annual registration has been submitted, the successor owner is required to notify DHCR within thirty days by filing form RA-44: Report of Change in Identity of Owner/Agent.

Annual Registration Summary:

Select the Registration Year from the drop down and use the Select button. A list of buildings that were previously registered using your assigned provider code will be displayed. If you are a new provider you will need to add all of the appropriate buildings that you are required to register.

To add a new building, enter the Building ID Number and select the Add button. Verify that the address displayed for the Building ID Number is correct. If the address information is correct continue with entering the registration information for the building. If the address information is not correct, use the Rent Regulated Building Search to search for the correct Building ID Number for the address. If you still cannot find the building, contact the Processing Services Unit via email at PSU@nyshcr.org. Do not continue with the registration until the correct Building ID Number and address are located.

If your building is listed, select the building from the list that you need to register by using "select" under the Options column. Once the building has been selected the building address information that is on file with DHCR will be displayed. Verify that this is the correct information for the building that you are registering. If the address information is correct continue with entering the registration information for the building. If the address information is not correct, contact the Processing Services Unit via email at PSU@nyshcr.org.

To list just a specific building, enter the Building ID Number and use the Select button. If the building was displayed on the original list it will be displayed by itself on the shortened list. To return to the full list remove the Building ID Number and use the Select button.

Once you have selected a building the following tabs will allow you to enter the registration information: the Owner/Managing Agent tab is used to enter/modify Owner and Managing Agent information; the Status/Financing tab is used to enter/modify the Building Status, Building Description and Financing Programs information; the Units tab is used to enter/modify the Types of Units in Building Detail.

Owner Information

Managing Agent Information

Building Status

Building Description

Financing Programs

Types of Units in Building

How to register Vacant and Decontrolled Apartments:

See Annual Apartment Registration section below for how to get to an individual apartment registration.

For apartments that are vacant on April 1 of the registration year.

For apartments that became decontrolled since the last annual registration (formerly rent controlled apartments now subject to rent stabilization), the owner must file an Initial Registration decontrolling the apartment within 90 days of the date the first Rent Stabilized tenant took occupancy and thereafter, Annual Apartment Registrations must be submitted.

Annual Apartment Registration:

To get to the apartments for the building from the Building List select "apartments" under the Options column. To get to the apartments from the Building Detail page, select the word "apartments" within the "View the apartments associated with this building." sentence. Select the apartment from the list of apartments or select Add an Apartment if the apartment is not listed.

Once you have selected an apartment the following tabs will allow you to enter the registration information: the Address tab is used to enter/modify the street address for the individual apartment; the Tenants tab is used to enter/modify the tenants, vacant status, tenant succeeded status for the apartment; the Exempt Status tab is used to enter/modify the temporary or permanent exempt information for the apartment; the Rent/Changes tab is used to enter/modify the legal regulated rent, actual rent paid and reasons, lease began and expire dates, and rent change reasons; the Changes without DHCR Order tab is used to enter/modify the reason for a rent adjustment that occurred without a DHCR order; the Owner/Managing Agent/Coop-Condo Owner tab is used to enter/modify the owner or managing agent of the apartment.

To navigate to another apartment within the building select the appropriate apartment number from the Apartment Number drop down list and use the select option to retrieve the apartment information. To add a new apartment choose the blank value from the drop down list and use the select option, enter the new apartment number and then select the Update button.

Apartment Street Address

Apartment Number

Tenant(s) in Occupancy

Temporary Exempt

Permanent Exempt

Legal Regulated Rent

Actual Rent Paid

Reason(s) for Difference

Lease in Effect

Provide information for Rent Changes only for rent adjustments that became effective after April 1 of the last registration through April 1 of the year being registered.

Rent Changes

Rent Changes Due to DHCR Rent Adjustment Order

Rent Changes Without DHCR Order

Owner/Managing Agent/Coop-Condo Owner

How to Submit Completed Registrations to DHCR:

Registrations are accepted starting April 1 of the registration year and must be submitted no later than July 31 of the registration year.

From the Building List page select the "submit" option for the building that you have completed entering the registration information for and are ready to submit.

If there aren't any errors in the building's or the associated apartments' registration information, you will be transferred to the Affidavit and Certification page. Please verify that the correct building has been selected and read the affidavit text carefully. If you can affirm to the text, select the appropriate "Status of person affirming". If you select Officer or Partner you are required to enter the Name of Corporation or Partnership. Enter your password that you used to log into the Annual Rent Registration system and select the Submit button. See the section below on Printing the Tenant Copy of the Annual Apartment Registration.

If there are errors in the building's or associated apartments' registration information, each error will be listed along with a link to the first tab page for the building or apartment. All errors must be resolved before the building and the associated apartments can be submitted.

DHCR will return a receipt to the registered owner via the United States Postal Service showing the date received and the apartments registered for the building. Retain the receipt for your records, it will serve as proof of registration.

Printing the Tenant Copy of the Annual Apartment Registration:

Once the registration information has been submitted, you are required to print a copy of each apartment's Annual Apartment Registration and provide it to the tenant who was in occupancy on April 1 of the registration year. This copy must be hand delivered or mailed to the tenant. If the tenant in occupancy on April 1 of the registration year is not in occupancy at the time of registration, the owner should attempt to forward it to the tenant. If this attempt is unsuccessful, keep the copy together with the postal notice of non-delivery for your records.

To print copies of the Annual Apartment Registrations, select the Forms tab in the upper right of the page. A list of available print options will be listed, e.g. print all apartment forms for a building, print a form for a single apartment. Select the appropriate print option and enter the necessary Building ID Number and/or Apartment Number.

The apartment form printing options will print the apartment form along with the Tenant information, in English and Spanish. The Coop or Condo Owner Affirmation page will be printed for each apartment that has Coop/Condo Owner contact information entered on the apartment's Owner/Managing Agent/Coop-Condo Owner tab.

Building Summary forms will also be available for printing.

Payment of Administrative Fees:

For NYC Rent Stabilized Apartments

For ETPA Apartments

For Both New York City Rent Stabilized and ETPA Apartments

If you have a question as to whether an apartment is temporarily or permanently exempt, review DHCR Policy Statement 89-7.

The administrative fees discussed in this section are in addition to late-filing surcharges, which are discussed below under "Penalties for Failure to Comply with Rent Registration Requirements".

Penalties for Failure to Comply With Rent Registration Requirements:

The Rent Regulations provide for a retroactive "rent freeze" for failure to comply with the initial or annual rent registration requirements. The late filing of a registration will result in the prospective elimination of this penalty.

The Rent Regulations provide that for proceedings docketed by DHCR on or after July 1, 1991, where all rent increases were lawful but for the owner's failure to register, and where the owner files and serves upon the tenant a late registration, DHCR shall not thereafter find that the owner has collected an overcharge at any time prior to the filing of the late registration. If, however, that late registration is filed subsequent to the filing of a rent overcharge complaint, DHCR shall assess the owner a late-filing surcharge for each apartment affected in the amount of fifty percent of the current rent registration fee for timely-filed registrations. The surcharge, based upon the current administrative fee in both New York City and ETPA counties is $5.00.

DHCR may impose a penalty of up to $250 upon owners for each knowing violation of the Rent Regulations. Owners include, but are not limited to, rental building owners, cooperative corporations, condominium associations, individual cooperative owners (proprietary lessee or holder of unsold shares) and condominium unit owners who have rent regulated tenants, and the owner's managing agents.

Pursuant to the Rent Regulations, rent registration issues involving rental events occurring more than four years prior to the filing of a tenant's rent overcharge complaint may no longer be investigated by DHCR.

Owners of rent stabilized apartments in Nassau, Westchester and Rockland Counties must comply with these registration requirements in addition to filing the required financial and operating expense statements with the County Rent Guidelines Board.

Last updated on 02/22/11