Revised: 09/18/2013
Go to Inquiries>>View Inactive Applicants
This program is used to view Applicants who have been housed or have been given a status of "inactive"
At the top of the Applicant Master Screen are functions to assist with the operation of the program. Click here for more information on the functions available in most modules.
Click on any of the following for more information:
Enter or select the tracking number of an inactive applicant. If you do not know the tracking number you may use the Last Name field to locate the inactive applicant.
If an inactive applicant was selected using their tracking number, their last name will be displayed. Otherwise, enter or select the inactive applicant's last name to select them. The information in this field may be edited.
The selected inactive applicant's first name will be displayed .
The selected inactive applicant's middle name or initial will be displayed.
The following information is displayed in this area.
The number of members included in the family (family size).
The families gross income is displayed in this field. This information is pulled from income information that has been entered for the household.
Displays one of the following, based upon where the families gross income fell within the income limits setup in the software.
Over - applicant is over the income limits
L - Low Income The total annual income of the household does not exceed 80% of the median family income for the area as determined by HUD with adjustments for smaller or larger families.
VL - Very Low Income The total annual income of the household does not exceed 50% of the median family income for the area as determined by HUD with adjustments for smaller or larger families.
EL - Extremely Low Income The total annual income of the household does not exceed 30% of the median family income for the area as determined by HUD with adjustments for smaller or larger families.
Total Tenant Payment, the portion of the total unit rent that will be paid by the applicant. The TTP was automatically filled in when the inactive applicant's income information was recorded in the Household Composition Screen and a Rent Calculation was performed.
The TTP is determined by the greater amount of one of the following:
30% of the monthly adjusted income, 10% of monthly gross income, welfare rent, or $25 of the minimum rent of Section 8.
The rest of the Applicant Master (Inactive Applicants) program is separated into eleven tabs and can be accessed by clicking on the tab pages.
This is the current status of the inactive applicant in terms of being Housed to one of the selected housing options, Inactive on the Waiting List, Ineligible to be placed on a Waiting List, or Withdrawn from the Waiting List.
One of the following will be displayed. The status of an inactive applicant may be changed to:
Housed
Inactive
Ineligible
Withdrawn
If an inactive applicant's status is changed to Active, the applicant will be moved back to the Applicants (Active) program.
This is the date the applicant was originally entered into the program.
Time displayed was the inactive applicant's original time of entry.
This window is in the middle of the Applicant Master (Inactive Applicants)Screen and shows the relevant information for the head of household and other members of the household that have been entered in the Household Composition program. It displays information on the Member Number, the members Status, the Name, the Relation to the head, the Sex, the Age, the Date of Birth, and the Social Security number. Scroll bars exist at the right and at the bottom to enable viewing of all information. Click here for information on Household Composition.
Double clicking on any of the members listed in this screen will open the Applicant Household Composition program. In Applicant Household Composition member information may be edited.
Enter or view any notation regarding the inactive applicant. The note field is available to merge into forms and letters.
The grid displays the waiting list(s) the applicant had been added to. Most of the information may be updated within the grid. Lists may be deleted from the grid by highlighting one of the waiting list's fields in the grid and clicking the Delete button in the menu across the top of the view. The information box should read "Delete this Line? Yes or No. If it reads "delete this record" do not click Yes.
Displays the applicant's numeric position on a waiting list. A zero is displayed if the "Calculate Waiting List Positions" program has not been run since the applicant was entered or for inactive applicant's.
Displays the waiting list code(s) the applicant was on. The button in the header will open a browse of available waiting list(s).
Displays the description of the selected waiting list code.
Displays the inactive applicant's preferences for the list.
Displays the inactive applicant's status for each list. Click on the field to activate the drop down arrow and select from the following:
Active/Eligible
Housed
Withdrawn
Inactive
Ineligible
Displays the bedroom size that the applicant had requested.
Displays the original application date.
Displays the original application time.
Displays Cstatus information that was entered when the inactive applicant was active. Clicking in the field activates the ability to view and/or select from the following list:
Verification Pending
Owes Money
Criminal Check
Complete
Waiting on Voucher
Issued (Voucher)
Expired (Voucher)
Public Housing
Displays the applicable class code for the waiting list(s). Chosen in the Add Applicant Screen and set up by users in the Classification Master. Clicking on the button activates a drop down menu showing all classes available.
Displays a description for the selected class.
Displays the inactive applicant's tracking number.
Displays or allows entry of comments on the inactive applicant's waiting list.
Displays the inactive applicant's address information entered when the applicant was active or updated since the applicant became inactive.
Displays the address information entered when the applicant was active or updated to their current information in the address, city, state, zip code and phone number fields.
Displays or allows entry of the inactive applicant's landlord name, address, city, state, zip code and phone number.
Displays and allows entry of additional information on the inactive applicant and the household that will print on the 50058 HUD form under Section 4 Background at Admission.
No weighted preferences with regards to waiting list position. One or more of the following may have been checked
Homeless at Admission - if the applicant was without a home at the time of admission this box may have been checked.
Min Rent Exemption - if the applicant may not pay the minimum rent due to hardships. This information does not print on the 50058 form but appears on the rent calculation and will be included.
Does Family Qualify for Admission over the VL Income Limit - this box may have been checked to indicate the family qualified for the program even though their income exceeds the very low income limit.
Continuously Assisted under 1937 Housing Act - this box may have been checked to indicate that the household was assisted by another housing program at the time of application.
HUD Approved Income Targeting Disregard - only applied to Welfare to Work households. HUD would have had to approve the household to be disregarded in voucher count.
Preference Controls are setup and maintained by users in Maintain>>Waiting List Tables>>Application For Master. If no preferences have been setup, this area of the program will be blank.
Will display any preference information previously entered for the inactive applicant.
Used if household was seeking housing due to an unforeseen circumstance at their current unit. One of the following may have been chosen from the drop down box or the field may have been left as Undefined.
Governmental Action
Natural Disaster
Not Applicable
Not Displaced
Private Action
Displays the date the applicant applied for placement on the waiting list.
Displays the number of bedrooms the household had requested.
Displays or allows selection of the appropriate county from the drop down menu.
County Codes are setup and maintained by the user in the County Master program.
Displays or allows entry/editing of the following emergency contact information for an inactive applicant:
Name
Address 1
Address 2
City
State
Zip Code
Note
Displays the following information on lines provided for up to two vehicles. These fields are optional and may have been left blank.
Displays the household composition member number of the person owning the vehicle.
Enter the make of the vehicle. For example: Ford, Chevy, or Volkswagon.
Enter the model of the vehicle. For example: Tarus, Impala, Beetle.
Enter the year the vehicle was built.
Enter the license number of the vehicle.
Enter the registration number for the vehicle.
Displays or allowed entry/editing of the following information for up to 3 references the applicant had provided:
Name
Address
Relation
A check mark may have been placed in the box if the applicant reported that he/she had participated in a public housing program in the past.
Displays the following previous address information:
Address
City
State
Zip Code
Displays the following information entered for a previous landlord:
Landlord Name
Address
City
State
Zip
Phone Number
Tracking information that was recorded while the applicant was active will be displayed. Tracking information may be printed or additional tracking information may be added.
Users may manually add a tracking notation to the file by clicking this button. The "Add a Applicant Tracking Item" view will be brought up. Tracking items cannot be deleted or edited once they have been saved.
Tracking Code
Enter or select a tracking code for the entry or leave this field blank and just enter a Modified Description for the entry.
Description
If a tracking code is used, its description will be displayed. The description may not be changed here.
Modified Description
Enter a description for the entry. A modified description can be entered for a selected tracking code or just a description can be entered without a tracking code.
Click Save or Cancel to close the view
Click this button to bring up the "Date Range for Tracking Item Printing" view. Enter a Start and Ending Date for the printing range and click OK to bring up a print dialog box. Select a printer and click print to send the report to the printer.
Actions for the applicant may have been recorded in the grid. When an applicant is housed the action may have been automatically entered here.
A waiting list may be selected as a filtering option for the displayed action codes. Only codes associated with the selected waiting list will be displayed.
Note: Only waiting lists that are shown in the waiting list grid on the Main tab page will be available as a filtering option.
Click on the button to display a list of action codes. Select the desired action code to begin entry. Action Codes are setup and maintained in the Action Code Master.
The description for the selected action code will be displayed in this field.
Click on the button to view all the waiting lists available for the applicant and select the individual waiting list to apply the action to or select the "Applies to all Lists" option.
The date should reflect the date the action occurred. The date will default to the current date but may be changed to reflect the actual date.
The time will default to the current time but may be changed to reflect the actual time the action occurred.
Click in the box to type any additional information needed in reference to the action.
Displays notes that were entered for the applicant:
Clicking here will activate the note screen by dropping the cursor into the subject column while at the same time inserting todays date in the Note Date column. This adds a new note to the applicants file.
Enables user to print a specific note selected. Clicking here will open the Print Screen and enable user to print the desired note.
Enables user to print the notes from a specified date range. Clicking here will open the Date Range for Note Printing Screen. Enter the Start Date and End Date or choose the desired dates from the drop down by clicking the box. Then, click OK.
When the New Note button is clicked the current date is displayed in the column. The date may be changed.
Also any previous dates for notes that are entered will be in this column. Users may scroll down through the dates and when one is selected the note's subject and body will be displayed for viewing.
If no notes have been entered the grid will be blank.
Displays or allows entry of a subject for the note dates on the left. Subjects already entered are displayed on the same line as their note date.
Displays the name of the user who was logged in when the note was created.
Displays the name of the user who was logged in when the note was updated.
This is the text box into which the user may type detailed information for the note. It is constrained by note date and subject.
The attachment window will display a list of attached documents and the date they were added.
A document may be added or scanned into the list using the Add or Scan buttons to the right of the window
Scanned documents may have pages added or removed using the Edit Scan button.
A document may be deleted by highlighting the document and clicking the Delete button
Documents may be opened by highlighting the document and clicking the Open button
Click the Add button to bring up a "Select a file" box. Select a file from the displayed folder or "browse" for a file in a different location. Highlight the file and click open to attach the document to the applicant's record.
Click the Scan New button to open up a scanning interface.
Click the Scan button to scan a document.
Enter a name for the document in Document Title and
Click the Save button
Click the Close button if you are not going to save the scanned document or to exit the program without scanning.
Highlight a scanned document in the Attachment window and click the Edit Scan button to add pages to a previously scanned document.
Highlight a document shown in the Attachment window and click the Delete button to remove it.
Highlight a document in the Attachment window and click the Open button to open the document.
Drag a file from a folder onto the drag and drop symbol to attach a document.
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Programs found on this menu are:
Household Composition - Contains all the details associated with each member of the household of the applicant. This information may also be viewed and accessed from the Applicant Master Screen on the right hand side.
Household Composition is comprised of nine tabs: Main, Demographics, Needs/Service, Education, Medical Professional, Criminal Info, Marriages, Absentee Information, Notes/Tracking.
Rent Calculation - Pulls information from Household Composition, Income, Asset and Deduction Information to arrive at a rent payment.
If the Preliminary box is checked on the Applicant Master screen then the Household Composition, Income, Asset and Deduction Information will need to be entered manually in the Rent Calculation program.
Create 50058 - Clicking here will generate the HUD 50058
Print 50058 - Clicking here will open the 50058 window and will display all the created forms for the household. The window displays the Social Security Number, name of head of household, effective date, action type, created date, initials of the user, and a check box if the form has been sent or not. Click on the 50058 to print or preview and then print. The selected form may also be deleted by clicking the Delete 50058 button at the bottom of the screen.
Print Applicant Card - Sends a half page report directly to the users default printer with information on the applicant household.
Custom Forms and Letters - Opens the Horizon Applicant Letter Merge where forms/letters may be selected to print.
New Application Wizard - Enter basic information on an applicant to do a quick eligibility check for an applicant on the first page of the wizard. Users may continue entering applicant information in the wizard instead of in the Applicant Master. Information entered in the wizard will transfer into the Applicant Master when the applicant is created in the final steps of the process.
Renumber/Update Applicant File - Runs a program that will fix some errors, such as Household Composition members that are numbered incorrectly in the program.
Go to Maintain>>Applicants (Active)>>Quick Link>>Create 50058 Record
This program will create a 50058 for the inactive applicant based on the information entered into the Applicant Master (Inactive Applicant).
While creating the 50058, information is checked with HUD's 50058 Tool if it is installed. If an error is detected using the 50058 Tool a 50058 Error report will be generated. The error report will display information about the error and will list the field number or numbers. The 50058 can still be previewed even though it has errors (go to Quick Link and select the Print 50058 option) to view the information on the 50058.
Correct the errors and run Create 50058 Record again.
If no errors are detected when the 50058 is created the system will display a "No Validation errors - Nice Work" message. The 50058 may then be previewed or printed.
When the 50058 is uploaded to PIC further validations are made against their database and further errors may be detected.
Go to Maintain>>Applicants (Active)>>Quick Link>>Print 50058
Select this option from the Quick Link menu to open the 50058 Forms window. For all the 50058s created for the inactive applicant, the window displays the Social Security Number, name of head of household, effective date, action type, created date, initials of the user who created the 50058, and a check box indicating if the form has been sent or not.
Highlight a 50058 and click print or preview. The selected form may also be deleted by clicking the Delete 50058 button at the bottom of the screen.
Go to Maintain>>Applicants (Active)>>Quick Link>>Print Applicant Card
Select this option to send a half page of information directly to the user's default printer.
Example of the Applicant Card:
Go to Maintain>>Applicants (Active)>>Quick Link>>Custom Forms and Letters
Clicking here will open the Letter Merge window from which the user may select applicable forms and letters to print. Letters/forms are setup in Tools>>Merge Setup>>Merge Template. Information from the Applicant Master will merge into the selected letter/form based on variables/fields inserted in the template.
If needed, change the letter date to a desired date to insert into a letter/form (note: the letter date field must be in the letter/form selected for printing in order to be effective) This is optional.
Change the sort order to display the letters/forms in a different order (optional)
Click in the check box next to the desired letter(s)/form(s) and select preview or print.
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Go to Maintain>>Applicants (Active)>>Quick Link>>Renumber/Update Applicant File
This program may be run at any time a problem has occurred in an Applicant's file. The program should be run if Household Composition members are numbered incorrectly or if Income, Asset or Deduction lines are out of sequence or begin with zero.
When the program is selected from the Quick Link menu the following info box will be shown as the program is running:
When the program is done, the info box will go away.
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Household Composition's Quick Link Menu