Revised: 11/07/2018
Go to Activities>>Applicants (Active)
Leave Tracking Number blank. The system will assign this number. Hit tab.
Enter the Last Name of the Applicant and tab.
Enter the First Name of the Applicant and tab.
Enter the Middle Initial of Applicant and Hit Tab Key
Main tab
Status will default to Active, press Tab
The Date is going to default to the Current Date…User can enter a different date if applicable in this format (mmddyy)…Hit Tab Key when correct date is entered.
The Time is going to default to the Current Time…The time may also be changed in this format (10:00A or P).
The Last Save/Contact field will be updated when the file is saved.
A checkmark may be entered in the Preliminary box if member income, assets and deductions will not be entered at this time - this will open Family Size and Dependents boxes for entry.
Enter Family Size, when available
Enter the number of Dependents, when available
Enter the number of Bedrooms the applicant will need
Click the down arrow by the Save icon and select "Save without Clearing" - a tracking number will be assigned and the applicant will be in "Edit Mode" if enhanced edit is used.
The file will automatically be locked and "Read Only" when the file is closed or when a Save and clear is done. The file may be unlocked by going to Quick Link>>Unlock Applicant File, which will put the file back in "Edit Mode".
If enhanced editing is not used, the file will always be unlocked.
Click on the ADD TO LISTS button.
Checkmark the Bedroom Size that the Applicant is applying for. Note: The bedroom size entered on the main screen will be checked by default. Additional bedroom sizes may be checked.
Select the appropriate Classification Code by clicking on the Browse Box ( Box with Dots). Note: When there is only one classification Code, it will be selected by default.
Click on Build Available Lists…A list of available Waiting Lists will appear on the Left Hand Side
Check all Lists that the Applicant wishes to be on. Note: When there is only one waiting list available, it will be selected by default.
Click on the Add button
The Grid Area will now Display the selected Waiting Lists
User can Add to Lists at any point in the future following the same procedure
Assign a Caseworker, if applicable, using the CW field.
Current Address
Applicant AddressEnter the applicant's address and zip code
If the zip code is not recognized, enter the city and state and Tab
Enter the applicant's main Phone Number and Hit Tab Key
Enter Phone 2 if applicable and Hit Tab Key
User may select what type of Phone Number this is from the Drop Down Arrow beside Desc: (For Example, Phone 2 may be a Cellular Number)
Enter How Long the Applicant has lived at this Address…Hit Tab Key
Enter Current Rent…Hit Tab Key
Enter Current Bedroom Size…Hit Tab Key
This information is only necessary if the Mailing Address is different than the Current Address
Enter Address 1 and Hit Tab Key
Enter Address 2 and Hit Tab Key
Enter Zip Code
If the zip code is not recognized, then enter the city and state.
Landlord
Enter Landlord Name…Hit Tab Key
Enter Landlord Address…Hit Tab Key
Enter Landlord Zip Code…Hit Tab Key
If the zip code is not recognized, enter the city and state and tab.
Enter Landlord Phone Number
At this point the user may want to do a Save Without Clearing View…Click on the Down Arrow beside the Save icon and select Save Without Clearing View
General
Admission CodesCheck the appropriate admission code
Place a checkmark in applicable preferences, preferences are customizable, but may include the following:
Substandard; Homeless; Displaced; Rent; Local or None.
Displacement - select the correct displacement code from the following options: Governmental Action; Natural Disaster; Not Applicable; Not Displaced; Private Action.
First Applied - enter the date the applicant first applied for housing in a mmyydd format.
County Code - select the appropriate county code
Citizenship - select the applicable citizenship information from the following list: Citizen - rule does not apply; Continuation of Full Assistance; Eligible for Full Assistance; Eligible for Full Assistance Pending Verification; Prorated Assistance.
Date - enter a date if it applies to the citizenship information in a mmyydd format.
If applicable, place a checkmark in the appropriate accessibility box.
Previous Address
Enter the Applicants Previous Address and hit Tab Key
Enter Zip Code and Hit Tab Key
If the zip code is not recognized, enter the city and state.
Enter How Long the Applicant lived at this Address…Hit Tab Key
Enter Bedroom Size…Hit Tab Key
Enter Previous Rent…Hit Tab Key
Enter Previous Landlord Name…Hit Tab Key
Enter Previous Landlord Address…Hit Tab Key
Enter Previous Landlord Zip Code and Hit Tab Key
If the zip code is new, enter the city and state.
Enter Previous Landlord Phone Number
Previous HA
Check the box if Applicant has ever lived in Public Housing Before…Hit Tab Key
Enter Housing Authority Name…Hit Tab Key
Enter HA Address…Hit Tab Key
Enter HA Zip Code…Hit Tab Key
If the zip code did not pull in the city and state, enter them in.
Enter HA Phone Number…Hit Tab Key
Enter How Long
References
Enter up to 3 references. The user may enter name, address, city, state and zip for each reference along with type/relationship and phone number. These fields may be left blank if no reference information is given by the applicant.
Emergency
Enter the name, address, city, state, zip, phone number and any noted information for an emergency contact. All or some of these fields may be left blank if no emergency contact information was given.
In the appropriate fields enter contact names and phone numbers for the tenant's doctor, ambulance, hospital and minister. These fields may be left blank if no information is given by the applicant.
Pets/Vehicles
Check the pets box if the applicant has pets
Enter any information regarding the pet in the text box.
Mem# - Enter the household composition member number of the person owning the vehicle.
Enter the make, model, year, license and registration information for the vehicle(s)
Tracking
Some tracking information is added automatically. Other information may be entered manually, by the user, using the Add Tracking Item button. This area may be skipped when adding the applicant.
Actions
Enter any actions relating to the applicant.
Select Action Code by clicking on the arrows by Action Code… Hit Tab Key
Description will come up… Hit Tab Key
Select Waiting List by clicking on the arrows by Waiting List… Hit Tab Key
Time will default to current time…User can overwrite this time… Hit Tab Key
Enter any Comments… Hit Tab Key
A second, third, or Fourth Action can be added the same way
Notes
To Add a Note, Click on the New Note button
System will add a Note Date (Current Date)
Hit Tab Key
Enter a Subject…This is NOT to be detailed
Click in the area below the Grid…Enter a detailed note
User can Print Note by clicking on the Print Note Button
If multiple Notes exist, user can click the Print All Notes Button…Enter a Starting and Ending Date and click OK
After entering any notes, user can click on the Main Tab
User should do a Save Without Clearing by clicking on the arrow beside the Save Icon and selecting Save Without Clearing from the menu
Click on Quick Link
Select Household Composition
DO NOT ENTER A MEMBER #...The system will number the members…Tab to Last Name Field
System will bring up Last Name of the person who Applied…Hit Tab Key if the last name is correct. If not correct, enter the correct last name for the member.
Enter First Name…Hit Tab Key
Enter Middle Initial or Middle Name… Hit Tab Key
Select Relation to Head by clicking on the Down Arrow
If the Relation to Head is a C or E, a J-Stat field will be displayed to the right of the Sex field. Select a J-Stat option from the lsit.
Enter an M for Male or F for Female… Hit Tab Key
Enter the Social Security Number…User does not need to enter dashes… Hit Tab Key
Enter Date of Birth in this format 102180 or mmddyyyy… Hit Tab Key
Note: If the household member is under 18 years of age and is made head of house, the system will display an Alert message
Member Status should be active, but user can make a Household Member Inactive by clicking on the Down Arrow and selecting Inactive
Enter an E-Mail Address for the member, if known
Enter Birthplace of Member… Hit Tab Key
Leave Prior Head Soc. Sec # blank… Hit Tab Key
Select Elderly Status by clicking on the Down Arrow and selecting the appropriate status… Hit Tab Key
Citizenship will default to Eligible Citizen…User can change this selection by clicking on the Down Arrow…If Eligible Noncitizen is selected, an Alien Number field will appear…User can enter an Alien Number… Hit Tab Key
Click on the Down Arrow to see Community Service options…Make selection and Hit Tab Key
Check the correct Race box
Select Ethnicity
If the Member is disabled, check the Disabled box…Enter Nature or Extent of Special Needs
If the Member has ever applied for Disability Benefits, check the box…Enter What Type and When
If applicable, check the Veteran Box and enter Term and Branch of Service
User would enter information for Members that are over 18 but full time Students
The Name and Address of the School would then Merge for Verification purposes
Enter Medical Information for Disabled Persons
This information would then Merge for Verification purposes
Enter all applicable information
Remember that the Tab Key takes the user from field to field
Enter all applicable information for the member
User can enter all applicable information as it relates to a absent Parent/Spouse for the member
Click in the White area and enter notes about the individual member
Click on the Arrow beside the Save Icon and select Save and Clear View
Please follow the same steps to add other members
Income Information
Select Member by clicking on the Browse Box beside Member # field
Click on Quick Link
Select Income Information
Tab to Class field…User does not need to enter a Line #
Select a Class by clicking on the Browse Box…Hit Tab Key
User can edit the Modified Description (Not necessary)… Hit Tab Key
Enter the Value (This can be a weekly, biweekly, monthly, or annual figure)…Hit Tab Key
Enter the # of Periods (This can be a weekly, biweekly, monthly, or annual figure)… Hit Tab Key
The computer will calculate Annual Income
Hit Tab Key
Click on the Details Button
User can enter the Name of the Source and Address if different than the default source shown on the right. (Merge will use the default unless the user enters the information here)
This is also the area where Exclusions (MEIDS) and Deductions are entered
When finished entering all applicable information, click OK
The entry will now be in the Grid Area
Follow the same procedure for adding another Income
To Edit an incorrect Line, DO NOT MAKE CHANGES IN THE GRID AREA…Change the Line Number to correspond with the Line Number that needs edited and hit the Tab Key…Make correction and Hit Tab Key until the entry falls in the Grid Area
After completing Income for this Member, Save and Close the view
Asset Information
Select Member in Household Composition by clicking on the Browse Box beside Member # field
Click on Quick Link
Select Asset Information
Tab to Class field…User does not need to enter a Line #
Select a Class by clicking on the Browse Box…Hit Tab Key
User can edit the Modified Description (Not necessary)… Hit Tab Key
Enter the Value of the Asset
Enter the Interest %
The program will calculate the Annual Income
Click on the Details Button
User Can Add the Name and Address of the Asset
Add any of the following:
Market Value
Loans
Costs
Cash Value
Comments Regarding the Asset can also be added
Click OK when finished
Follow the same procedure for all other Assets
To edit an incorrect Line, DO NOT MAKE CHANGES IN THE GRID AREA…Change the Line Number to correspond with the Line Number that needs edited and hit the Tab Key…Make correction and Hit Tab Key until the entry falls in the Grid Area
Click Save and Close when finished entering Assets
Deduction Information
Select Member by clicking on the Browse Box beside Member # field
Click on Quick Link
Select Deduction Information
Tab to Deduction Class field…User does not need to enter a Line # and select a Deduction Class code…Hit Tab Key
User can edit the Modified Description (Not necessary)… Hit Tab Key
Enter the Amount of the deduction…Hit Tab Key
Enter the Frequency… Hit Tab Key
The computer will figure out the Annual Deduction… Hit Tab Key
Click on the Details Button
User Can Add the Name and Address of the Deduction or view the default
Enter Contact information if applicable
Click OK when finished
Follow the same procedure for all other Deductions
To edit an incorrect Line, DO NOT MAKE CHANGES IN THE GRID AREA…Change the Line Number to correspond with the Line Number that needs edited and hit the Tab Key…Make correction and Hit Tab Key until the entry falls in the Grid Area
Click Save and Close when finished entering Deductions
After All Members, Income, Assets, and Deductions are complete, Close the Household Composition View…User will now be at Applicant Master Screen
Rent Calculation
Click on Quick Link
Select Rent Calculation
Hit Recalculate Button One Time
Review Main Tab
Review TTP Tab
Review Public Housing Scenario, Section 8 (59) Scenario and Section 8 Voucher Scenario
Save and Close
Rent Worksheet
Click on Quick Link
Select Rent Worksheet
Select appropriate Scenario…Preview or Print
Click on the X to close the Preview