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CHAPTER 1Move-In Procedures for Affordable Properties

Section 1 Add Guest

Section 2 Guest Card

Section 3 Preferences

Section 4 Occupants

Section 5 Select Unit/Compliance

Section 6 Prospect Certification

Section 7 Income

Section 8 Applicant Screening

Section 9 Assets

Section 10 Expenses

Section 11 Verifications

Section 12 Validation

Section 13 Select Unit (second step)

Section 14 Rental Options and Concessions

Section 15 Application Form

Section 16 Application Charges

Section 17 Application Status

Section 18 Moving In the Applicant

Section 19 Unit Transfers

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Section 1: Add Guest

Every move-in must begin with adding a Guest. This step is necessary to make sure that all future reports such as HAP Vouchers and demographic data is correct.

From the Community Manager Dashboard select your Property (located on the right side under the date) and use the Tab Key to force the program to show your property information.

Select the underlined Add Guest located on the Dashboard under your property name. This will bring up the Prospect Guest Card screen.

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Section 2: Guest Card

This is the guest card screen. You will need to fill in only the highlighted areas.

Enter First Name of Applicant The Middle Initial of applicant as shown on the social security card. Enter Last name of Applicant (Note: Make sure you are entering the applicant’s

name as it appears on their social security card, including middle initial if applicable.) Enter the address information as written on the application. Enter the First Contact by selecting from the drop down menu and select the type of

contact Enter the Agent by selecting from the drop down menu and either select the agent or

N/A Enter the Source by selecting from the drop down menu and choose the source the

applicant heard about your property The Date will automatically fill in the correct date Click the Next tab

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NOTE: If you have another Guest Card already entered with the same last name the program will prompt you to verify information.

Click the “first” underlined Here to continue adding the new quest If your information is incorrect click the “second” underlined Here to start over Or click the underlined Name to select the other guest that Yardi located. Click the Next tab

Section 3: Preferences

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Enter the Expected Move In date at the bottom of the screen under Preferences section. This can be today’s date if that is the anticipated move in date.

Enter the number of Bedrooms that the applicant is requesting. For example, if your property only has one bedroom, enter 1. If you have efficiencies, enter 0.

Click the Next tab

Section 4: Occupants

*At this time, skip this section: you will add other occupants in another section.

Click the Next tab

Section 5: Select Unit / Compliance

This function is very important. If you choose select unit in the upper right corner without first going through Compliance steps, you will be entering this person as a market rent.

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This will automatically default to the 50059. If for some reason it does not, click the box next to 50059.

Click the Compliance tab under the checked 50059 box. You will select the unit later.

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Section 6: Prospect Certification

Click the Edit tab at the middle of your screen under Family Members

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Make sure that you have entered the applicant’s Name as it appears on their Social Security Card.

Enter the Ethnicity of the applicant be selecting the appropriate ethnicity from the dropdown menu.

If your property’s Subsidy Type in not already filled in select the appropriate subsidy type from the dropdown menu. If this box is already filled in DO NOT CHANGE! If you are unsure of your property type, contact your Regional Property Manager.

Enter the Sex of the applicant by selecting the appropriate sex from the dropdown menu.

Enter the applicant’s Date of Birth and hit the Tab key on your keyboard. This will force the program to calculate the age of the applicant.

Enter the applicant’s Social Security Number directly from the Social Security Card. If applicable enter the applicant’s Alien Registration number If applicable select the box for F/T Student If applicable select the box for Disabled. If your property is an 811/PRAC or

202/HAP and this is a non-elderly applicant, you must check disabled in order for them to get the $400 Elderly/Handicap allowance.

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Select the appropriate Race by checking the box for the race the applicant states they belong to

If applicable select the box for Elderly The Member Citizenship code should default to EC-Eligible Citizen, if you need to

change it, select the appropriate eligibility code from the dropdown menu Childcare-school/yr will most likely be 0’s At this time we do not use the Verification Letters so skip this step. Click the Save tab

If there is another applicant that will be living in the apartment, click the Add New Member tab and repeat the above steps for all household members.

Click the Next tab

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Section 7: Income

Click the Add New Income at the middle of the screen under Income

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This will open the Income Record screen If there is more than one family member, make sure you have selected the correct

family member

Enter the Payment Frequency from the dropdown menu, then hit the Tab key to

force the program to calculate the Pay Periods Per Year Enter the current $/Hours – Hours /Period then hit the Tab key to force the program

to calculate the amounts entered. If the resident is going to receive an increase during the recert period and you know the increase amount, enter the Anticipated Wage Change information

Enter the Date Verified. Please note that we do not use the verification letters so you can skip this section

which is located at the bottom of this screen. Click the Save tab. This takes you back to the Income screen. If there is new income to enter, click the Add New Income tab and follow the above

steps. When all income has been added click the Screening tab

Section 8: Applicant Screening

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Be sure that the Photo ID portion has been marked yes and that all information on this page matches the application

Check that the address info tab is correct.

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Choose Full Screening package and click select.

Enter your username and password. From the next screen you will be able to click print reports to determine if the applicant is accepted or denied.

Section 9: Assets

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Click Add New Asset at the middle of the screen under Assets This will open the Asset Record screen

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Select the appropriate Family Member from the dropdown menu Type in a Description on the Asset Select the appropriate Status (C-current or I-imputed)from the dropdown menu Type in the current Market Value of the asset Type in the Annual Interest % then hit the Tab key to force the program to calculate

the amounts entered If entering Real Estate type in DVST Cost/Sale Price. If you are not entering real

estate type 0.00. Enter the Date Verified Click the Save tab. This takes you back to the Asset screen. If there is more Assets

to add, select and repeat the above steps. When all assets have been added click the Next tab.

Section 10: Expenses

Select Add New Expenses at the middle of the screen under Expenses This will open the Expense Record screen

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Select the appropriate Family Member from the dropdown menu Select the appropriate Expense Type from dropdown menu Type in a Description of the expense Enter the Expense Amount – Times/Period then hit the Tab key to force the

program to calculate the amounts entered Select the appropriate Expense Frequency from the dropdown menu and hit the Tab

key to force the program to calculate the annual expense amount Click the Save tab. This takes you back to the Expense screen. If there are more

Expenses to add, select Add New Expense and repeat the steps above. When all Expenses have been added click the Next tab

Section 11: Verifications

This function is currently not used. Click the Next tab to move to the Validation screen

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Section 12: Validation

This screen will show the information that you have entered this far. Compare the information on the screen with the TTP (total tenant payment) on your income worksheet. If the amounts are not correct, select that function from the Qualifications Steps on the upper right side of the screen and correct the information following the steps for that section. (We are currently not using the Occupancy Check feature, if we do so in the future, we will send out instructions). If everything is correct on this screen, click the Next tab.

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Section 13: Select Unit

Enter the Lease From Date (same as Move In Date) and hit the Tab key Lease Term (months) should default to 12. If not type 12. Hit the Tab key to force

program to enter the Lease To Date. Select the Move In Date, if this has not automatically filled in: enter the correct move

in date Remember to check your Move In Date and Lease Terms. Yardi does not always

calculate the correct lease terms. Select the number of bedrooms and type in correct number of bedrooms for the unit

you will be selecting You should see a list of vacant units at the bottom of the screen. If there is not a list

of units, unselect the dropdown # of bedrooms and click Refresh tab to show your properties vacant unit list.

Click the Select tab for the unit you wish to assign to this applicant. This will change that column to Deselect. If you selected the wrong unit, click Deselect and then Select the correct unit.

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Click the Done tab to move to the next screen If it will not let you select the unit, you have probably forgotten to complete the move

out process for the past resident, and have not completed the Make Ready from your Dashboard

Section 14: Rental Options and Concessions

These functions are not used. Click the Next tab twice to move to the Application Form screen

Section 15: Application Form

This function is also currently not used

Click the Next tab

Section 16: Applicant Charges

This function is currently not used Click the Next tab to move to the Application Status screen

Section 17: Application Status

The Ledger tab will not show any charges until after the applicant has been moved in.

The Assign Unit tab will take you back through the Assign Unit steps in Section 12 if for some reason you need to make changes or assign this applicant to a different unit

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Select the Approve tab to approve the applicant. (Make sure you have previously done the necessary background screening)

If for some reason at this time the Applicant does not qualify Select Deny If the Applicant decides they are no longer interested, cancel If the Move In Date you previously entered is changed, Select Adjust Move In Date

and correct the move in date. Click the Next tab to get back to this point

The Approval Date will default to the current date. If this is not correct, type in the correct date and click the Save tab

Click Ok to approve the prospect

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The Execute Lease tab will allow you to enter the date the applicant and Community Manager sign the lease.

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The Lease Sign Date will default to the current date. If this is not correct type in the correct date and click the Save tab

Click Ok to execute the lease This takes you to the Resident screen for this applicant At this point the person is still Future; they have not been moved into the unit yet

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Section 18: Moving In the Applicant

You will notice on this screen that Status of the Applicant is Future, so they are not moved into the unit. To move in the applicant complete the following steps.

Select the Move In option from the Functions Menu on the Top of your screen This will open the Move In Record

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Enter the Owner and Tenant Sign Dates This should be the same date the lease was executed and the same date as the actual move in.

Click the Save tab Click the Quick Post Preview to ensure the charges are

Correct. If the charges are not correct, stop and contact your Accounting Specialist or your Regional Property Manager to correct the charges

Click Post to post the charges to ledger.

This takes you back to the Resident Review Screen and the Status should now show Current.

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Scroll to the bottom of the screen and make sure that the 50059 and the Do Not Apply Rent Charges box is checked

If this resident has a phone number or email address, make sure that you enter that information on this screen and click Save tab

Click on the MI tab to go to Resident Information screen and print the 50059 Full Pack and Lease from the report menu on the right side of screen

Click on the dropdown Reports menu Select the appropriate reports you need and click the print icon to print reports On this screen you should also make sure that your Transaction Type, Subsidy

Type and Eligibility Universe ae correct. You can also double check the Income, Assets and Expenses are correct. If not click on the Family Info tab at the top of the screen and follow the steps in sections 7, 8 and 9

Click the Save tab, then click on the box in upper right corner of your screen to close the window

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Section 19: Unit Transfers

From the menu on the left side of your Dashboard, select 50059 Functions.

Then select Transfer Unit.

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A new page will open, fill in the following information:

Enter the unit or choose from the menu by clicking the Unit tab. Enter the resident’s name or choose from the menu by clicking the Resident tab.

Note: Once resident is selected, To Property will fill in automatically. Enter the unit the resident will be transferring to or choose from the menu by clicking the

Unit tab. Enter the UT Effective Date of the unit transfer. Then click SUBMIT.

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The next page will have all the resident’s information at the top.

Under Existing Lease Information: Intended Move Out Date: Will always be the day before the transfer is effective.Notice of Transfer Date: Should always be at least 30 days prior to transfer effective date. Transfer Reason: Select the reason for transfer from the drop down menu. Then click FINISH

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The next page will be the Unit Transfer Summary of Resident.

Review and make sure everything is correct. Then click POST TRANSFER

A dialogue box will pop up to make sure you want to post the unit transfer, click OK.

The next page will be the Unit Transfer Report

If everything is correct it will say, “Unit transfer has been completed successfully.”

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