Revised: 08/27/2012
Go to Maintain>>Applicants (Active)
This program is used to enter and maintain Applicant records, perform rent calculations, create and print 50058 forms, assign waiting lists to applicants, and other applicant functions.
See Also:
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.
The following programs are available under Quick Link:
Create 50058 Record - this program will not be available if the applicant file is in "Read Only" mode.
Unlock Applicant File - this program is only available when the applicant's file is "Read Only"
Lock Applicant File - this program is only available when the applicant's file is in "Edit Mode"
To see help file information on programs available under the Household Composition Quick Link menu click here.
The window displays the possible housing options to which the applicant will be housed. For example, an application for Public Housing or Section 8. The Application For option must be chosen when entering a new applicant or searching for an existing applicant. See Application For Master for more information.
The Application For may be set to a default in Waiting List Settings.
A unique tracking number is assigned to every applicant in the Waiting List.
When entering a new applicant, the number may be auto-assigned by the computer or manually assigned by a user, dependent upon settings. If your system is setup to allow manual entry of tracking numbers enter a unique tracking number for a new applicant. Otherwise allow the system to assign the tracking number.
1. Auto-assigned = Hit the tab key to skip to the next text box. A number will fill in based on the last tracking number used
2. Manually assigned = Click in the text box to activate and type in the appropriate number. Hit the tab key.
For an existing applicant, enter or select the tracking number. If you do not know the tracking number you may use the Last Name field to locate the applicant.
If "Enhanced Edit Mode" is checked in Waiting List Settings, then the applicant file will open in "Read Only" mode. When unlocked the file will display "Edit Mode" in the header.
When a file is unlocked, users will be asked to select a Tracking Code and/or enter a modified description
The file will automatically return to "Read Only"
when a Save and clear is done
when the file is closed
after a 50058 has been created without errors
"Read Only" mode
"Edit Mode"
For a new applicant enter their last name in this field.
For an existing applicant this field may be used to locate an applicant by entering or selecting the last name. The information in this field may be edited.
If an existing applicant has been selected, their last name will appear in this field.
For a new applicant enter their first name in this field.
For an existing applicant the first name will be displayed in this field. The name may be edited.
For a new applicant enter their middle name in this field.
For an existing applicant the middle name or initial will be displayed in this field if it has been previously entered. The middle name may be edited.
For an existing applicant this area displays the following information:
Gross Income
Family income limit status
Total Tenant Payment (TTP)
The families gross income is displayed in this field. This information is pulled from income information entered for the family.
Displays one of the following, based upon where the families gross income falls 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.
Stands for the Total Tenant Payment and is the portion of the total unit rent that will be paid by the applicant. The TTP will automatically fill in when the applicant’s income information is recorded in the Household Composition Screen and a Rent Calculation is 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.
The rest of the Applicant Master Screen is separated into thirteen tabs which can be accessed by clicking on the tab pages.
This is the current status of the applicant in terms of being Active on the Waiting List, 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.
Select one of the following:
Active
Housed
Inactive
Ineligible
Withdrawn
This is the date the applicant was placed on the Waiting list.
When entering a new applicant, the date will default to the current date. The default date may be changed.
For an existing applicant, the date of the original application will be displayed. The date displayed may be changed if needed.
This information should reflect the time the applicant was entered onto the waiting list.
When entering a new applicant, the time will default to the current time but may be edited.
For an existing applicant, the time of the original application will be displayed. The time may be changed.
Check this box to indicate that Household Composition information will not be entered for the applicant at this time.
When checked, the Family Size and Dependents fields will open to allow entry of the information. Rent calculation is not pulled from the income / asset/ deduction information, instead the rent calculation figures need to be added in manually in the rent calculation program.
Displays the number of dependants in the Family.
This field is updated by the program for each dependant household member entered and made active/inactive in Household Composition. (field may not be updated until a save is preformed and file is reopened) When the Preliminary field is checked this field will be available for manual entry.
Enter the number of bedrooms requested by the applicant.
Click the button to begin the process of adding the applicant to one or several waiting lists for the desired bedroom size.. Once the appropriate waiting lists have been selected and the "Add" button has been clicked, the selected waiting lists will appear in the grid at the bottom of the Applicant Master Screen. The cancel button may be used to close the window without adding the applicant to a waiting list.
With the "Add Applicant to Waiting List(s)" program up the following fields are shown:
The Tracking Number of the applicant is displayed and should not be changed
The Application Date and Time is displayed
Select the appropriate Classification Code by clicking on the Browse Box (Box with Dots) and select from the list.
Bedroom Size check boxes are displayed for sizes zero through eight. The Bedroom Size entered on the main screen will be checked and may be changed.
Click on Build Available Lists…A list of available Waiting Lists for the bedroom size entered will appear on the Left Hand side. Any lists the applicant is currently on will not be displayed for selection.
Check all Lists that the Applicant wishes to be on or use the "Select All" button to select all the available waiting lists.
Click on the "Unselect All" button to remove any check marks
Click on the "Add button" to add the applicant to the selected waiting lists or click "Cancel" to close this view without adding waiting list information at this time. This information will be added to the grid at the bottom of the main screen in the Applicant Master.
The window will close at this point
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This window is in the middle of the Applicant Master 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 member’s 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 and new members added.
If no members are displayed in the grid the Household Composition program must be accessed through the Quick Link menu.
Enter any notation regarding the applicant. The note field is an available variable that may be added to merge templates for forms and letters.
The grid displays the waiting list(s) the applicant has been added to. Although information may be updated within the grid, it is preferable to do the updating through Add an Action Item on the Actions tab. 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.
Waiting Lists are added with the Add to Lists button.
Displays the applicant's numeric position on the waiting list(s). A zero is displayed if the "Calculate Waiting List Positions" program has not been run since the applicant was entered.
When an applicant is withdrawn from a list, the position number will be reset to zero for that list for the Applicant.
Displays preference tracking information for the waiting list.
Displays the waiting list code(s) the applicant is on. The button in the header will open a browse of available waiting list(s).
Displays the description for the displayed waiting list code.
Displays the applicant's preference for each waiting list. Click on the word Rank (header) to activate a drop down arrow and select an appropriate ranking from the list of the following:
None
1st
2nd
3rd
4th
5th
6th
N/A - Lists that are made ineligible or withdrawn using Add Action Item are ranked as N/A and moved to the bottom of the grid.
Can be setup in Waiting List Settings to default to Pending when lists are added to the grid. May also click on the field to activate the drop down arrow and select a status for the list from the following options:
Active/Eligible
Pending (position will be zero and the applicant will not show on the waiting list)
Housed
Withdrawn (position will be changed to zero)
Inactive
Ineligible
Note: If a list is not Active/Eligible it will not be available when transferring an applicant and will not show on some lists/reports.
Displays the bedroom size that the applicant has requested. Each waiting list in the grid may have different bedroom sizes selected.
Displays the Effective Date. When an effective date is changed in the grid a confirmation box will be displayed asking the user to confirm Yes or No for the change.
Displays the original application time entered on the main applicant view.
May be setup in Waiting List Settings to default to Verification Pending.
Dependant upon how the program is setup, this field may be updated when an Action is entered. 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
Port Out
Enter or select a date for the Cstatus if applicable. When the CStatus is Issued (Voucher) the date will be used as the effective date on a type 10 "Issuance of Voucher (VO only)" 50058.
If a voucher has been assigned to a Section 8 applicant, it will be displayed in this field. A voucher number may be selected for the line by clicking on the header which will open the voucher browser. Select a project and a voucher number and click OK.
One of the following informational banners will be displayed when an applicant has been issued a voucher.
A yellow "Voucher issued" banner will display the date issued and expiration date
A red "Voucher issued" banner will display the date issued and the date the voucher Expired
Displays the applicable class 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 the description for the selected class.
Displays the applicant's tracking number.
Displays or allows entry of comments.
When a Section 8 waiting list has a CStatus of Issued (Voucher) and has not yet expired, a flag/banner will be displayed at the bottom of the Applicant Master in yellow showing the date the voucher will expire:
When a Section 8 waiting list has a CStatus of Issued (Voucher) and the Voucher issued date is over the expiration or extension period setup in Waiting List Settings a flag/banner will be displayed at the bottom of the Applicant Master as shown below:
Enter or edit the applicant's current address information and mailing information if different than their current address on this page.
Displays or allows entry of the applicant's current address in the address, city, state, zip code and phone number fields.
Fields for entering address information:
Address 1
Address 2
City (information may be pulled in using the zip code field)
State (state may be automatically filled in using the zip code field)
Zip Code
Phone Number
Enter an additional phone number in this field. This field may be left blank.
Select a description for phone 2 from the following:
Cellular
Home
Office
Pager
If there is no second phone, these fields may be left blank.
Displays or allows entry of the amount of time the applicant lived at the current address.
Displays or allows entry/editing of the applicant's current rent.
Displays or allows entry of the number of bedrooms the applicant has at their current address.
Displays or allows entry of a mailing address for the applicant in the appropriate fields. If the applicant receives mail at the current address that is already entered, leave these fields blank.
The mailing address will be updated to the unit address when an applicant is transferred to Tenant Management or Section 8.
Enter the following mailing address information if applicable:
Address 1
Address 2
City (may automatically fill in based on zip code entered)
State (may automatically fill in based on zip code entered)
Displays or allows entry of the applicant's current landlord name, address, city, state, zip code and phone number.
The following fields are available:
Landlord Name
Address1
Address2
City (may automatically fill in based on zip code entered)
State (may automatically fill in based on zip code entered)
Zip Code
Phone Number
Displays and allows entry of additional information on the 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. Check an admission code. If none apply, leave the boxes unchecked. The admissions codes are as follows:
Homeless at Admission - check this box if the applicant was without a home at the time of admission
Min Rent Exemption - check this box if the applicant will 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 - check this box to indicate the family qualified for the program even though their income exceeds the very low income limit.
Continuously Assisted under 1937 Housing Act - Check this box to indicate that the household is assisted by another housing program at the time of application.
HUD Approved Income Targeting Disregard - only applies to Welfare to Work households. HUD needs 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.
Checkmark preferences shown that apply to the applicant.
Used if household is seeking housing due to an unforeseen circumstance at their current unit. One of the following may be chosen from the drop down box or the field can be left as Undefined.
Select one of the following:
Governmental Action
Natural Disaster
Not Applicable
Not Displaced
Private Action
Displays or allows entry of the date the applicant previously applied for placement on the waiting list.
Displays or allows selection of the appropriate county from the drop down menu. If no County Codes are listed you may leave this field blank.
County Codes are setup and maintained by the user in the County Master program.
Pertains to the citizenship status of the household. Found on the 50058 under Family Subsidy Status Codes on Section 3 Household.
If a default code has been setup in the settings file, it will be displayed here. If no code is displayed or if the code shown is not appropriate, select one of the following from the drop down menu:
Citizen - Rule does not apply - select this option when all members of the household are U.S. citizens.
Continuation of Full Assistance - click this option if the household has eligible and ineligible members otherwise known as a Mixed Family. This option appears as a C in field 3u on the 50058 form.
Eligible for Full Assistance - click this option if the entire household has documentation of citizenship, national status or eligible immigration status. This option appears as an E in field 3u on the 50058 form.
Eligible for Full Assistance pending Verification - click this option if the family has provided citizenship or immigration documentation and is waiting for USCIS verification in reference to their ineligible non-citizen status. This option appears as an F in field 3u.on the 50058 form.
Prorated Assistance - click this option if one or more members do not provide documentation of citizenship or immigration status. An assistance amount is based on the number of members who provide t his documentation. This option appears as a P in field 3u on the 50058 form.
The date the family originally qualified for the continuation of full assistance. Only applies to continuation of full assistance households. Leave the date blank if the applicant does not have "Continuation of full Assistance" selected.
Check Requested Accessibility, if applicable.
Available Reasons (should only be checked if Requested Accessibility has been checked):
Vision
Hearing
Mobility
Displays or allows entry of the following previous address information:
Address
City
State
Displays or allows entry of how long the applicant lived at the previous address.
Displays or allows entry of the number of bedrooms for the previous address.
Displays or allows entry of the amount of rent paid at the previous address.
Displays or allows entry of the following information regarding the applicant's previous address:
Landlord Name
Address
City
State
Phone Number
Place a check in the box if the applicant reports that he/she has participated in a public housing program in the past.
If the "Has applicant ever lived in public housing before" has been checked, fill in the following information:
HA Name (housing authority name)
Address
City
State
Phone Number
Enter how long the applicant participated in the previous housing authority program.
Displays or allows entry of the following information for up to 3 references the applicant has provided:
Name
Type/Relation
Address
Phone Number
City
State
Displays or allows entry of the following emergency contact information:
Name
Address 1
Address 2
City
State
Note
Displays or allows entry of the following information:
Doctor - and doctors phone number
Ambul - and ambulance phone number
Hospital - and hospital phone number
Minister - and minister's phone number
Place a check mark in the box if the applicant has pets.
Enter information regarding the applicant's pet in the text box.
For example:
Toy poodle, pit bull, cat.
Enter the following information on lines provided for up to two vehicles. These fields are optional and may be left blank.
Enter 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.
This area stores tracking information of changes and actions taken in the applicant's file. Tracking items cannot be edited or deleted once they are in the grid.
Tracking occurs for some of the following:
Unlocking the file - when using Enhanced Edit Mode
Changing names, mailing address, status, waiting list information, preferences
Changes made to income, assets or deductions
Printing letters or forms that have been setup with a Tracking Code in Applicant Merge Form Setup
The tracking grid stores the following information for changes or actions taken:
Date
Time
Desctirption
User ID
For some tracked items, further detail will be displayed in this area when the tracking item is highlighted in the grid.
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 be recorded in the grid. When an applicant is housed an action may be automatically entered here.
Press the Add Action Item button to open the Add a Applicant Action Item view.
The following information will be displayed for the applicant:
Applicant For
Tracking Number
Last Name and First Name
Select an Action Code
Enter a Modified Description
Select an Effective Date or accept the current date
The Effective Time will default to the time the action screen was opened
Select one or more Waiting Lists to apply the action code to
Press Save to save the information and close the view
Press Close to close without saving the action item
The Action Item will be shown in the grid if the information was saved.
Note:
Action Codes can update the CStatus and Status and remove a Voucher Number in the Waiting List grid when setup to do so.
The information in the grid may be filtered to allow only the selected waiting list's action codes to be displayed.
Only waiting lists that have been added for the tenant will be available as a filter option.
Action Items can also be entered directly into the grid.
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.
Letters or forms can be set to automatically enter an action code when the letter/form is printed in Applicant Merge Form Setup.
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.
Enter a reference date in a mmddyy or mmddyyyy format.
A number can be entered in the days column.
Record information and correspondence with the applicant in this area.
Clicking here will activate the note screen by dropping the cursor into the subject column while at the same time inserting today’s date in the Note Date column. This adds a new note to the applicant’s file.
Enter a check mark in the Special Notes Only box to have the grid display only notes that have the "Spec" box checked.
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 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.
Enter a check mark in the "Spec" box to indicate that the note is a special one. Only notes that have a check mark in the "Spec" box will be displayed when the "Special Notes Only" box is checked.
Will display the name of the user who was logged in when the note was created.
Will display the name of the user who was logged in when the note was created or 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.
Print Standard Application - Open this program to preview or print the application.
Applicant Rent Worksheet - Opens the applicant rent worksheet window where you may choose to print one of three different rent worksheets. Selecting one of the scenarios will print a hard copy of a public housing, section 8 or section 8 voucher worksheet. The worksheet shows household composition, income, calculation of rent and the rent information for the scenario selected.
Create 50058 - Clicking here will generate the HUD 50058 and if downloaded from HUD will perform error checks using the 50058tool.
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.
Quick Letter Design - Opens the Horizon Quick Letter Designer to assist the user in creating a letter to the applicant.
New Application Wizard - Enter basic information on an applicant to do a quick eligibility check 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.
Applicant Survey - Runs a survey program. Questions are setup in the Question Master by the user.
Print Applicant Survey - Prints out the results of the Applicant Survey.
Unlock Applicant File - available when the applicant file is "Read Only"
Lock Applicant File - available when the applicant file is in "Edit Mode"
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>>Household Composition
Enter and maintain household member information through this program. Information that has been entered may be viewed in the Applicant Household Composition program or in the Applicant Household window of the Applicant Master.
This program may also be accessed from the Household Composition Grid/Window by double clicking on a displayed member. This will open the Applicant Household Composition program with the clicked upon member's information displayed.
At the top of the Household Composition Screen are the standard function options to assist with the operation of the program. Click here for more information on the functions available in most modules.
The Household Composition's Quick Link menu has the following programs listed:
This area displays the head of household and tracking number information the member(s) are associated with. If the file is "Read Only" this information will be displayed in red. If the file is in "Edit Mode" the information will be displayed in green.
Every member of the household entered here is assigned a member number by the system in consecutive order starting with number one. The designated head of household should be entered first which will assign the number one, followed by the spouse and then dependants.
When the program is opened from the Applicant Household window in the Applicant Master, the member number and member information for the member clicked on will be shown.
When the program is opened from the Quick Link menu an applicant must be entered or selected from the list.
To enter a new household member, leave the Member # field blank and tab.
For an existing member the last name will be displayed.
For a new member this field will pre fill with the last name of the head of house. Overwrite the last name information, if necessary, or tab to accept the default last name.
For an existing member the first name will be displayed.
For a new member enter the member's first name.
Displays the existing member's middle name, if any, or enter a middle name for the member.
Assign a coded relationship description to each member as they pertain to the head of house. This information is required for reporting on the 50058 form. Relationship codes are:
C – Child – other youth under 18 – Select this option if the member is a child of the head of the household and is under the age of 18
E – Full Time Student 18+ - Choose this option if the member is a dependant of the head and is over the age of 18 but, is considered by the school a full-time student. This includes students of vocational schools who have a diploma or certificate program as well as degree granting institutions.
F – Foster Child/Foster Adult – Choose this option if the member is under the age of 18 or is a full time student and is under the parental control of the head rather than his/her mother and father. A Foster Adult signifies a member who is over the age of 18, is not a full time student and who is not capable of living on their own.
H – Head – Choose this option for the one adult member of the household designated by the family and/or the housing authority to be responsible for the rent payment and the lease.
Note: if the head of household is under 18 years of age, an Alert message will be displayed when a new member's file is saved. Press Yes to save the information or No to return and edit information.
K – Co-head – Choose this option if the member is equally responsible with the head for the lease and the rent. This member cannot also be listed as a spouse he/she must be one option or the other and cannot be a dependent.
L – Live-in Aide – Choose this option if the member is living in the household with a head who is disabled in order to care for and give medical attention and is not obligated to support the head. This also includes children of the live-in aide.
O-Other adult – Choose this option if the member is not the head, spouse or co-head but, is over the age of 18 regardless of disability status.
S – Spouse – The marriage partner of the head.
Displays or allows selection of the gender for each member. Select either Female or Male
Type in the nine digit social security number without entering dashes of the member. Must be entered for every member over the age of six. If a member does not have a social security number an alternate identification number must be generated. This is a short term solution.
Displays or allows entry of a member's date of birth. Enter the member's date of birth in a mmddyy format.
Birthdates that are prior to 1930 will be validated if entered in a mmddyy format. They will return a date in the future. If a birthdate is entered as 123129 the date will be shown as 12/31/2020 and the following validation message will be displayed:
This box is not accessible by the user. The program will automatically calculate and fill in the member's age.
Displays the member's status for an existing member or select one of the following:
Active
Inactive
Pending
Enter the email address for the member, if available.
This window displays a list of income and assets associated with the member number selected. The Income Information and Asset Information entry program may be accessed through the information displayed in the window. If there is no information displayed, the Income Information and Asset Information entry programs may be accessed through the Household Composition Quick Link Menu.
To enter a new income or asset go to the Household Composition Quick Link Menu and open the appropriate Information program or double click on an existing line of information to open one of the programs and clear the screen to enter a new income or asset.
A line of income information when clicked upon will open the Applicant Master - Income Worksheet program.
A line of asset information when clicked upon will open the Applicant Master - Asset Worksheet.
If no information is displayed for a worksheet (income or asset) then the Income Information and Asset Information programs may be accessed through the Household Composition Quick Link Menu
To view an existing asset already in the window, double click on the appropriate asset or income line to open either the Income or Asset Worksheet program. Changes may be made to the income or asset in the worksheet program and saved.
NOTE: If income or asset line numbers are not numbered correctly save the line you are currently working on, close the worksheet program and the household composition program and open/run the Renumber/Update Applicant File program found under the Applicant Master (Active) Quick Link menu.
This window displays a list of deductions that have been previously entered and associated with the selected member The Applicant Master - Deduction Worksheet program may be accessed through any of the deduction lines shown in the window. If no deduction information is displayed, then Deduction Information will have to be opened from the Household Composition Quick Link menu.
To enter a new deduction for the selected member open Deduction Information from the Household Composition Quick Link menu and enter the new deduction information.
Users may also double click on an existing line of deduction information to open the Deduction Worksheet. Clear the view and enter and save the new deduction.
To view and edit an existing deduction, double click on the appropriate line to open the Applicant Master - Deduction Worksheet program with the selected deduction up in the entry/edit area.
NOTE: If the deduction line numbers are not numbered correctly save the line you are currently working on, close the worksheet program and the household composition program and open/run the Renumber/Update Applicant File program found under the Applicant Master (Active) Quick Link menu.
This area displays totals for entered information, or if no information has been entered for the category - zeros. The following totals may be displayed:
Net Income
Asset Value
Asset Income
Deductions
Displays or allows entry of the city and state the member was born in.
If this member has taken over as head of house from a previous head, enter the previous head of household's social security number here. This information is required for the 50058 and the 50059; otherwise, leave this field blank.
Select one of the following:
62 or older
Disabled/Handicapped
(if the member is both over 62 and disabled/handicapped, select 62 or older and check the disabled box on the Needs/Service tab)
Near Elderly
Non-Elderly
Choose a code associated with the member’s U.S. citizenship. This code will factor into the rent calculations for eligibility. Click the drop down box to view available options. Leave blank for Live –In Aide or Foster Child/Adult.
Eligible Citizen – Choose this option if the member is a U.S. citizen or national.
Eligible Noncitizen – Choose this option if the member has an alien registration number that has been verified by USCIS
Ineligible Noncitizen – Choose this option if the member is unable to verify registration or has not yet provided an alien registration number.
Not Determined – Choose this option if the housing authority is unsure of member’s citizenship.
Pending Verification – Choose this option if the member has an alien registration number that is pending.
For all citizenship options except Eligible Citizen this field appears to allow entry of a tenant's alien number.
If applicable, enter the member's Alien Number.
This is a requirement for all public housing members. Members must participate in 8 hours of community service a month, 8 hours of self sufficiency a month or a combination of both for 8 hours a month. Choose the status of community service from the drop down box.
Yes – Choose this option if the member is meeting his or her 8 hours of monthly community service.
No – Choose this option if the member is not meeting the required 8 hours of community service. Lease should be terminated immediately.
Pending – Choose this option if user is in the process of verifying the member is meeting the community service standards.
Exempt – Choose this option if member is one of the following:
62 years or older
The member is under 18 years of age
The member is disabled
The member is engaged in a work-related activity
The member is receiving assistance benefits or services under the state program Part A Title IV of the Social Security Act.
Place a check mark next to the box that best represents the member’s race. More than one box may be checked. Options are:
White
Black/African American
American Indian/Alaska Native
Asian
Native Hawaiian/Other Pacific
Choose Hispanic or Non-Hispanic from the drop down.
Place a check mark in this field if the race/ethnicity information was filled out based on observation instead of information from the applicant.
Outlines disability and armed services veteran information
Check the disabled box if it applies to the applicant for one of the following:
Has a disability as defined by Section 223 of the Social Security Act.
Physical, mental or emotional impairment of a long-continued and indefinite duration and it impedes his/her ability to live independently. Could be improved by more suitable housing conditions.
Developmental disability as defined in Section 102 of Developmental Disabilities Assistance and Bill of Rights Act.
AIDS or any condition that arises from the etiologic agent.
Type in any special needs or information on the applicant's disability if the disabled box is checked.
Check the box if member has applied for disability benefits
If the Applied for Disability Benefits box is checked, enter the type of benefit applied for.
If the Applied for Disability Benefits box is checked, enter the date the disability benefit was applied for.
Check the box if the member is a veteran.
If the veteran box is checked, enter the term of service.
If the veteran box is checked, enter the branch of service for the member.
This page must be filled in if the member is a full time student.
Enter the grade the student member is currently in. 99 may be entered for a student over 18 who is a student in a full time higher degree program.
Check this box if the student is a full time student.
Enter the name of the student's school and the school's address. This information will be available to merge into Full Time Student Verification letters.
Fill in the following medical verification information on this tab if the member has established that he/she is disabled:
Name
Address 1
Address 2
City
State
Fill in criminal and alias information on this tab.
Check this box if the member has had any convictions other than a traffic violation. If the box is checked, proceed to fill out the remaining information on the page.
If the box regarding convictions is checked, enter a brief explanation regarding the conviction.
For the first explanation regarding convictions, enter the location where the records can be found.
If there is a second conviction, enter the explanation for the second conviction.
For a second conviction, enter the location where the records can be found.
If there is a third conviction, enter the explanation for the third conviction.
For a third conviction, enter the location where the records can be found.
If the applicant is on probation, enter the name of the probation officer.
If the applicant has indicated that he/she has had another name in the past, check this box.
If the applicant has been known by another name, enter a brief explanation for the alias.
This tab is optional and may be filled in at the discretion of the user/housing authority.
Check the box if the applicant is married. This is optional and may be left blank.
Enter the number of times the applicant has been married. This field may be left blank.
Enter the applicant's maiden name, if applicable. This field may be left blank.
Users may enter the following information for up to 3 previous marriages. These fields are not required by the program and may be left blank.
Name and Address
From and to
Status (Married, Separated, Divorced)
Social Security #
This tab is optional and may be filled in by the user if the spouse/parent does not reside with the spouse or child.
Enter the following information for an absent parent or spouse. These fields may be left blank.
Name
Social Security Number
Address 1 and 2
City, State and Zip Code
Relation
Last Contact
Enter and update any other relevant notational information for the member. This is an optional area and may be left blank.
Go to Maintain>>Applicants (Active)>>Quick Link>>Applicant Tasks
This program is used to assign and track tasks related to the applicant household.
As tasks are completed, they may be checked and a completed date may be entered.
At the top of this view are functions such as save and delete. For more information on standard functions click here.
The header record identifies the Applicant and lists the Tracking Number.
ApplicantTasks may be entered manually or an entry may be generated automatically when a letter or form is printed for the applicant that has the "Add to Tasks to Complete" field checked in its merge template.
The following columns are shown in the grid:
X - This column contains a check box. Clicking in the text box will insert a check mark and enters the current date in the completed column. Removing the check mark will remove the completed date.
Completed - This field is automatically filled in with a current date when a check mark is entered in the X column.
Description - Users can enter a description of the task assigned to the household member or a description can be entered automatically when a letter/form is printed for the applicant.
Effective Date - Enter or select the effective date for the task.
Comment - Enter a comment regarding the task.
Member Information - Select a valid household member from the list.
Clicking the archive tasks button will remove tasks that have been checked and dated as completed from the grid.
Clicking the Create Default Tasks button will bring up the following information box:
Click Yes to add all tasks that have been setup in the Task Code Master with the Waiting LIst Default Task box checked.
Click No to close the box without adding tasks
Click this button to open a preview/print info box where you may select one of the following report options:
Preview - view the report on screen
Print Setup - brings up a print dialog box
Print - brings up a print setup dialog box
Cancel - closes the print information box
Go to Maintain>>Applicants (Active)>>Quick Link>>Rent Calculation
Complete a rent calculation for each applicant to factor the applicant's income, assets, and deductions and arrive at projected rent payment(s).
Note:
Income, Asset and Deduction Information should be entered or updated before calculating rent unless the Preliminary box is checked. If the Preliminary box is checked, information for the rent calculation is manually entered instead of pulled from other areas of the program.
At the top of the Rent Calculation Screen are the standard function options to assist with the operation of the program. Click here for more information on the functions available in most views.
Displays the applicant head of household and tracking number information this rent calculation will be associated with.
If the file is "Read Only", the information will be displayed in red
If the file is in "Edit Mode", the information will be displayed in green
Click the Recalculation button when the tenant’s effective date changes or when income, assets or deductions change or when the tenant transfers. Clicking the Recalculation tab will pull information for each member from the Income, Asset and Deduction Worksheets, for all the tab pages in the rent calculation program.
When the Preliminary box has been checked on the Main tab page and member income, asset or deduction information has not been entered, users must enter the information into the proper areas of the Rent Calculation program.
Displays the income limit information based on the limit information entered in the program for the applicant's family size for the following levels:
Low
Very Low
Extremely Low
Displays an income code for the applicant based on the applicant's income information entered, family size and the applicable income limits. Possible codes are:
L
VL
EL
Over
Displays the sum total of assets entered for members in the Asset Worksheet.
Note:
In member's Asset Information (worksheet) the cost to sell the asset, if applicable, should be entered against its value. It is the difference of the Cash Value minus the cost that will be totaled in this field.
When total asset cash value is greater than $5000.00, the cash value is multiplied by the HUD Passbook Rate and the result is shown in this field.
This is the sum total of wages and other income from the income and asset worksheets.
The program will pull wages/income earned by disabled members and indicated in the Income Worksheet by using an Income/Asset code and checking the "Assistance Made Possible" box in details.
Displays the total from all the income fields.
Displays deduction amounts that have been entered in member's Deduction Worksheets. Deductions should be entered manually when Preliminary has been checked on the Main tab page.
Displays the total annual unreimbursed disability assistance expenses. Pulls from the Deduction Information entered in the Applicant Master - Deduction Worksheet. Appears in section 8 of the 50058 form.
These are reasonable expenses that are anticipated for attendant care and auxiliary apparatuses for a disabled family member to be employed provided the expenses are neither paid to a member of the family nor reimbursed by an outside source.
When Preliminary is checked on the Main tab page of the Applicants (Active) program, assistance information should be entered manually.
Displays the sum total of the annual, unreimbursed doctor, insurance, prescription, or hospital expenses entered. Pulls from the Deduction Information entered in the Applicant Master - Deduction Worksheet. Appears in Section 8 of the 50058 form.
When Preliminary is checked on the Main tab page of the Applicants (Active) program, medical deduction information should be entered manually.
The deductions that are determined as allowable for public housing only by the housing authority but, are not transmitted to HUD. Total permissible deductions allowed for the year must be less than $90,000.00 per year. Appears in section 8 of the 50058 form.
The sum total of the unreimbursed expenses associated with child care that the family estimates to be paid during the annual income period. The amount deducted may not exceed the amount of income that the employment generates. The expenses may only be for a child under the age of 13 and the expenses necessary for the member to be gainfully employed. Pulls from the Deduction Information entered in the Applicant Master - Deduction Worksheet. Appears in section 8 of the 50058 form.
This sum represents the total annual disability assistance and medical expenses. Appears in section 8m of the 50058 form.
This sum represents the amount of the family’s allowance for medical expenses and disability assistance expenses. It is calculated by taking the medical/disability threshold (total annual income x .03) minus the total annual disability assistance and medical expenses (Subtotal). Appears in section 8n of the 50058 form.
The total of the adjusted amount plus the permissible amount plus the child care amount.
The monetary reimbursements for minors under 18, disabled adults and full time students. Each line begins with a field to display or enter the number of members affected and displays the amount allowed for each member and the total.
When Preliminary is checked on the Main tab page in Applicants (Active) and Household Composition information has not been entered, the member numbers should be entered manually.
First box shows the number of members who are under 18 and are not the head, co-head or spouse and are, therefore, considered a dependent. Pulls from information entered in the Household Composition Screen. The next box displays the amount of the allowance established by HUD . The next box displays the sum total of the allowance for the members that fall in this category.
Enter manually if Household Composition member information has not been entered.
The first box shows the number of members marked as disabled in Household Composition, regardless of age, and are not the head, co-head or spouse and are, therefore, considered a dependent. The next text box shows the amount of the allowance established by HUD. The next text box shows the total amount of the deduction (number of members x deduction amount).
Enter manually if Household Composition member information has not been entered.
The first box shows the number of members who are disabled or elderly and are the head, co-head, or spouse. Pulls information entered in the Household Compositions Screen. The next box shows the amount of the allowance established by HUD. The next box shows the sum total of the allowance for the members that fall in this category. This number is not doubled if both head and co-head and spouse are disabled or elderly.
Enter manually if Household Composition member information has not been entered.
This number represents the total of all allowances and the total of the deductions.
This number represents the difference between the Total Income from the Assets/Income section and the Total deductions from the Deductions section. This number appears in section 8y of the 50058 form.
This tab shows the Total Tenant Payment which is the amount per month the housing authority requires the household to pay unless the family pays a flat or ceiling rent. This tab shows the numbers for the 5 ways the TTP can be calculated.
This number is calculated based on a percentage of the adjusted monthly income and is the maximum amount the housing authority can charge for renting the unit.
The calculation uses Total Adjusted Income divided by 12 months times the percentage.
The program calculates and displays the Maximum Rent based on rules for 50059s.
Displays the percent figure used in the calculation of the Monthly Max Rent.
This number is calculated based on a percentage of the adjusted monthly income. This is the TTP for the household and becomes the gross rent in the public housing scenario.
The calculation uses Total Adjusted Income divided by 12 months times the percentage.
Displays the percent figure used in the calculation of the Monthly Total Rent.
The program calculates and displays the monthly total rent based on rules for 50059s.
This number is a percentage of the adjusted monthly income and is the minimum amount the housing authority can charge for renting the unit.
Displays the percent figure used in the calculation of the Minimum Gross Rent.
The calculation uses the Total Income Amount divided by 12 months times the percentage.
The program calculates and displays the Minimum based on rules for 50059s.
If the household is receiving welfare assistance, enter the amount the welfare agency specifically designates for shelter and utilities.
The public housing authority established minimum rent amount per month. Minimum rents are entered and maintained in Waiting List Settings on the Rent Calculation/Defaults tab.
Displays the Section 8 housing authority established minimum rent amount per month, if any. Minimum rents are entered and maintained in Waiting List Settings on the Rent Calculation/Defaults tab.
Displays the 50059 minimum rent amount per month, if any. Minimum rents are entered and maintained in Waiting List Settings on the Rent Calculation/Defaults tab.
Enter amount for Enhanced Voucher holders only. Enter the monthly rent that the family was paying on the date of the eligibility event for the project
Check this box if the household has been determined by the housing authority’s policy to not be able to pay the minimum rent due to financial hardships.
The required monthly amount the household should pay to the housing authority for the unit.
The required monthly amount a Section 8 applicant should pay to the housing authority for the unit.
The required monthly amount a 50059 applicant should pay to the housing authority for the unit.
Units are setup in the Section 8 and Tenant Management Modules and associated with a Utility Allowance Table.
This information is not available if the company is not setup to use Rent Reasonableness in the Section 8 module.
Select a Rent Reasonableness unit, if applicable.
Clicking the drop down box opens the Utility Allowance Browse, enabling the user to choose a prospective unit type in order to better gauge the applicable utility allowance.
Area, Community and Units are setup and maintained in the Horizon Tenant Management module. Select the information based on where the tenant may rent.
Enter or select a Unit. Utility allowance information is setup and maintained in the Horizon Tenant Management>>Unit Master.
Check the boxes next to the utilities that are the responsibility of the tenant to pay. The unchecked boxes are the utilities that are the responsibility of the housing authority/owner to pay. This information will merge into forms and letters.
From the drop down menu, select the appropriate type of "fuel" used to produce heat in the unit.
For example: If the unit is heated with Natural Gas, select Natural Gas from the drop down menu.
Check the box if the tenant is to pay for heating the unit. Leaving the box unchecked indicates that the owner or housing authority will pay for heating.
Check the box if the tenant is to pay for air conditioning in the unit. Leaving the box unchecked indicates that the owner or housing authority will pay for air conditioning or that there is no air conditioning available.
From the drop down menu, select the specific fuel type used in cooking.
For example: If the unit is setup for an electric stove, select Electric from the drop down menu.
Check the box if the tenant is to pay for the cooking fuel. Leaving the box unchecked indicates that the owner or housing authority will pay for the cooking fuel.
Check the box if the tenant is to pay for other electric. Leaving the box unchecked indicates that the owner or housing authority will pay for other electric.
From the drop down menu, select the specific fuel type used to heat the water in the unit.
For example: If the unit has a bottled gas water heater, select "bottled gas" as the fuel type from the menu.
Check the box if the tenant is to pay for the fuel used to heat the water in the unit.. Leaving the box unchecked indicates that the owner or housing authority will pay for the fuel.
Check the box if the tenant is to pay a surcharge amount for gas. Leave the box unchecked to indicate that the owner or housing authority will pay the gas surcharge.
From the listed utilities check those that the tenant will be responsible to pay. Leave those unchecked that are not the responsibility of the tenant to pay.
Utilities available to check are:
Water Allowance
Sewer Allowance
Trash Allowance
Range/Microwave Allowance
Refrig Allowance
This tab contains information of the amounts to be paid by the applicant if he/she chooses to live in a public housing unit.
This section shows the Total Tenant Payment from the TTP tab
The maximum amount to be charged for the unit.
Enter a flat rent if the applicant opts to pay a flat rent amount rather than paying the calculated Total Tenant Payment
From the menu choose Income Base if the applicant is opting for the TTP rent amount or Flat Rent if the applicant will choose the Flat rent amount.
This number is automatically added and is from the amount of the TTP located in the TTP tab.
This number may be changed but is pulled from the Main tab of the Applicant Master Screen
Based on the Unit type selected and the allowance information entered the program will calculate and display a utility allowance figure, if applicable. If the tenant is not responsible for any utilities the figure here will be zero.
Utility allowance information may be entered manually if users are not using the allowance tables or if they were not setup in the Tenant Management>>Unit Master.
This number is calculated by the program and is the gross rent minis any utility allowance.
This tab contains information of the amount to be paid by the applicant if he/she lives in a unit that is subsidized by the 50059 program.
This section shows the Section 8 Total Tenant Payment from the TTP tab
Displays or allows entry of the amount of rent the landlord is asking for the unit.
This number may be changed but is pulled from the Main tab from the Applicant Master Screen.
Based on the unit type and allowance information entered, the system will calculate a utility allowance. If utility tables are not used, users may enter the utility allowance manually.
If the owner is including all the utilities in the rent, the utility allowance will be zero.
This number shows the amount of rent to owner plus the amount of the utility allowance.
This number represents the amount of the Total Tenant Payment minus the amount of the Utility Allowance.
The program will display a utility reimbursement due to the tenant if the utility allowance exceeds the tenant's Total Tenant Payment amount.
This number represents the amount of the Housing Assistance Payment to be paid to the owner of the unit.
Contract Rent minis Tenant Rent.
The maximum monthly assistance payment for a family assisted in the voucher program.
Based on the number of members in a household for a relative bedroom amount. The payment standard is based on the voucher size.
Approved rent for a location based on bedroom size
This number is either the same as the owner rent if the owner rent is lower than the approved standard or the approved amount if the owner rent is higher than the approved standard.
This amount represents the total monthly rent payable to the owner under the lease of the unit. This amount covers payment for any housing services, maintenance and utilities that the owner is required to provide and pay for.
The actual number of bedrooms in the unit.
This number will be calculated based on the unit type and utility allowance table associated with the unit and who is paying for them. If utility tables are not used, the user may enter the utility allowance amount.
This number shows the amount of rent to owner plus the amount of the utility allowance.
This is the amount payable monthly by the family as rent to the owner.
Utility Allowance minus the TTP.
If the utility allowance amount exceeds the TTP, the difference is payable to the tenant.
Housing Assistance Payments to owner.
Rent to owner minus Tenant Rent.
The percentage amount of tenant rent plus utility allowance based on a monthly amount of the adjusted income.
The Rural Developement Scenario tab page allows users to enter and pull information for the calculation of an applicant's rent, should they select a Rural Devleopment unit.
Displays the Total Tenant Payment calculation from the TTP tab.
Enter the bedroom size for the applicant.
Enter the utility allowance amount for the applicant.
Place a checkmark in the box if the applicant will be at Market Rent when they move in.
Enter the basic rent amount for the applicant.
The system will add the utility allowance to the basic rent amount and display the total.
Enter a surcharge amount, if any.
Enter the note rent amount, if any.
The system will add the utility allowance amount to the note rent amount and display the total.
The system will calculate and display the final NTC amount.
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Go to Maintain>>Applicants (Active)>>Quick Link>>Applicant Special Addresses
This program is used to enter additional addresses for an Applicant.
Addresses with a Type of 2nd Party will automatically have a copy of any letter/form printed out when the Merge Template for the letter/form has a Letter Type of Standard Family Letter/Form.
All addresses will be available for selection when an envelope setup with a Merge Template, Letter Type of Addresses Only is used.
At the top of the view are functions such as Save and Clear.
The header will display the Head of Household and tracking number.
Enter the following information in the grid:
Name
Type (select one of the following:)
2nd Party
Other
Address 1
Address 2
City
State
Zip Code
*************
************
Go to Maintain>>Applicants (Active)>>Quick Link>>Print Standard Application
This program will preview or print a standard application.
The information printed on the Application is pulled directly from the Applicant Master. The format for the Application for Admission is assigned in Settings>>Waiting List>>General tab under Waiting List Settings>>Standard App Format.
Click the Preview button to view the application on screen.
Click the Print button to bring up a print dialog box. Select a printer and click OK.
Click the Cancel button to close the program.
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Go to Maintain>>Applicants (Active)>>Quick Link>>Print Waiting List Summary
This program will print out a summary of information entered for the selected applicant and shows the following information:
Tenant Name
Tracking Number
Household Members
Assets
Income
Adjusted Income
Waiting List
Position
Status
Progress
Date
Time
Class
Comments
Preference Information
A partial sample of a summary report is shown below:
Go to Maintain>>Applicants (Active)>>Quick Link>>Rent Worksheet
This menu option will open the Applicant Rent Worksheet window with a choice of three scenario selections. Click in a circle to place the selecting "dot" in one of the following:
Housing Choice Voucher
Conventional Public Housing
Section 8
Selecting one of the scenarios will print a hard copy of the selected scenarios from the public housing, section 8 or section 8 voucher tabs from the rent calculation. The worksheet shows household composition, income, calculation of rent and the rent information for each scenario selected for printing.
A sample or part of the worksheet is shown below:
Go to Maintain>>Applicants (Active)>>Quick Link>>Create 50058 Record
This program will create a 50058 for the Applicant based on the information entered into the Applicant Master (Active).
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 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.
Click on a 50058 to print or preview and then print the form. 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.
For letters/forms that have been linked to an Action Code, a selection box comes up during the printing process. Checkmark the waiting list(s) that apply.
Place a checkmark in the "Create Action Items for Selected Lists (None Selected will Create an Action Item for ALL Lists)" box to have the system create Action tracking entries for the Applicant.
Go to Maintain>>Applicants (Active)>>Quick Link>>Quick Letter Design
Opens the custom form and design window to enable the user to create a letter.
Change the sort order to display the letters/forms in a different order (optional)
Select the quick letter to print
Change the letter date if necessary (note: the letter date field must be in the quick letter field selected for printing in order to be effective) This is optional.
Click the Preview/Design button to open the letter/form
Click the formatted text icon on the upper left side of the program
In the letter/form left click and drag to place the text field in the letter
A quick letter can only be one page in length
Double click the formatted text box/rectangle to open it and type in the information for the letter. Click OK to close the text box.
You may open a variable folder and drag and drop information into the letter (note: Do not drop a variable directly into a text field as it will delete the text) The variable information may be dragged onto a blank area of the letter and then pulled over the text box.
If you need to merge variable information in the text it may be placed from within the text box by clicking the edit function icon while in the formatted text box (note: variable that have the A symbol insert easily the # variables will need some additional setup.
Open a variable folder and double click the information and click the OK button to insert into the text.
When the letter is finished press the print icon and answer "yes" to all layers will be printed. The letter will be sent to the user's default printer.
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Go to Maintain>>Applicants (Active)>>Quick Link>>Applicant Survey
This program is also available as part of the New Application Wizard.
This program is used to ask the applicant questions that are setup by the Housing Authority in the Question Master.
Insert answers to the questions asked and click "Next" to continue to the next page of questions.
Click the "Finish" button at the end of the survey
Go to Maintain>>Applicants (Active)>>Quick Link>>Print Applicant Survey
This program will preview or print the results of the Applicant Survey.
Select one of the following:
Preview
or click the "X" to close the program
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
This program is used to enter or edit income information for a household member.
Go to Maintain>>Applicant's (Active)
Select a Member
From within the Applicant's file use one of the following to access the Income Worksheet:
Quick Link>>Household Composition>>Select a Member>>Quick Link>>Income Information
Double Click on a Household Member in the Household Composition Grid/Window>>Quick Link>>Income Information
While in Household Composition, click on a line of income in the Income/Asset grid/window.
Across the top of this view are the function options such as save and delete. for more information on functions that may be available click here.
This area of the Income Worksheet will display the Head of House Information and the Household Composition member information whose income information is being viewed, added or edited.
Enter income information or edit existing information for the family member.
You may double click on a line in the grid to pull the information up into the entry area for editing.
The next available line number for entry should be showing in this area. If the line # is blank tabbing to the Class field should insert the next number and allow you to begin entering information for the new line.
Enter an existing line number displayed in the grid/window at the bottom of the program to pull that line into the entry area for editing.
If line #s shown in the grid/window are incorrectly numbered, run the Renumber/Update Applicant File program.
Enter or select an income code for the line. Income codes are setup and maintained by the user in the Income/Asset Master File.
When a valid class code has been entered or selected its name will be displayed in the display field below the class field.
When a valid class code (income code) has been selected, its description will be displayed in this field and may be edited by the user to more accurately reflect the income entered or the default description may be accepted.
Enter the amount of income.
Clicking on the prompt button to the right of the field or using the F4 key will bring up a calculator.
Enter the amount of periods the income amount is for, if applicable. The program will multiply the value by the periods entered and show the results in the annual income field.
Clicking on the prompt button to the right of the field or using the F4 key will bring up a calculator.
For example:
If a value of 2000.00 is entered with a period of 12 the annual income would be shown as 24000.00
If you are tabbing through the line, the details screen will not open unless you press the enter key when the button is active (has dotted lines around it).
Clicking with the cursor on the details button for the line of data will open the Wage Detail Information screen as shown below:
At the top of the screen the Class (Income/Asset) code selected for the line is displayed as well as the Annual Income amount.
The program has fields for entering employer information for the income. The employer information does not need entered here if the default source information is correct (shown on the right side circled in red). The employment source (default or entered) information will merge into forms/letters for verification purposes.
Enter the employer name for the income if it is different from the default employer source shown on the right side of the screen.
Enter the employer's address if different than the default source shown on the right. If Address 2 is not needed it may be left blank.
Enter the employer's city, state and zip code information if different than the default source shown on the right.
Enter the employer's phone number if different than the source information displayed on the right side of the view.
Enter a start date for the employment, if applicable.
Enter how long the member has been employed, if applicable.
This area displays default employer or income information. The default information is entered in the Income/Asset Codes program for the income code and is available every time the income (class) code is selected for a line. The Default Source Information displayed is superceded by employer information entered on the left side of the screen.
Depending on how the Income code used was typed when it was setup in Income/Asset Codes, Wage Information may not be shown and Comments/Other Information may be shown in its place.
Enter Rate and Period information for the member, if applicable.
Enter the member's pay rate, if applicable. Clicking on the prompt button to the right of the field or using the F4 key will bring up a calculator.
Select one of the following options:
Hour
Day
Week
2 Weeks
Semi-Month
Month
Year
Enter the number of hours, days or a rate in this field.
If Hours was selected in the previous Per field, the system will display Hours. Enter the number of hours the member worked.
If Day was selected in the previous Per field, the system will display Days. Enter the number of days the member worked.
For all other selections in the previous Per field, the system will display Rate. Enter a rate for the second line of calculation.
Clicking on the prompt button to the right of the field or using the F4 key will bring up a calculator.
Select one of the following options for the calculation:
Week
2 Weeks
Semi-Month
Month
Year
Enter a Rate amount for a third line of information to be included in the member's Annual pay. This field may be left blank if there is no additional pay information to enter.
Select one of the following options:
Hour
Day
Week
2 Weeks
Semi-Month
Month
Year
The system will calculate the information entered in the three lines of Wage Information and display the member's annual wage.
Place a check mark in the field, if applicable.
Enter a comment or leave this field blank.
Enter the member's employee number, if known.
Enter the member's occupation, if known.
Depending on how the Income code used was typed when it was setup in Income/Asset Codes, Comments/Other Information may not be shown and Wage Information may be shown in its place.
Enter a claim number for the income, if applicable. The entered claim number may be merged into letters or forms.
Enter a comment for the income, if applicable. The entered comments may be merged into letters or forms.
If a portion or all of the income should be excluded enter the dollar amount to exclude, if applicable.
Food stamp dollar amounts that have been excluded will not appear on a 59 as income.
Clicking on the prompt button to the right of the field or using the F4 key will bring up a calculator.
Enter a brief description for the excluded income if applicable.
Enter an expiration date for the exclusion if applicable.
If a portion or all of the income should be deducted, enter the dollar amount of the deduction in this field if applicable.
Clicking on the prompt button to the right of the field or using the F4 key will bring up a calculator.
Enter a brief description for the deduction.
Enter an expiration date for the deduction if applicable.
Click the ok button to save the entries and close the screen.
Click the cancel button to close the screen without saving the changes you have entered.
Income lines that have been entered are saved when they are in the window (grid). The following information is shown and information that is not grayed out may be changed within the window. Information may also be brought back up into the edit area to change or view/edit detail information.
Line
Class
Description
Value (may click on the header with >> to bring up the calculation program)
Periods
Income (may click on the header with >> to bring up the calculation program)
The following totals for the lines entered are displayed at the bottom of the Income Worksheet:
Total Income
Exclusions
Deductions
Net Income
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Go to Maintain>>Applicants (Active)>>pull up an applicants>>Quick Link>>Household Composition>>pull up a member>>Quick Link>>Asset Information
Or
Click on an Asset line in the Income/Asset grid in Household Composition
This program is used to enter asset information for members.
At the top of the view are functions such as save and delete. For more information on functions click here.
The header displays the name of the head of house, the tenant number and the member number and name that you are entering/viewing asset information for.
The entry area is used to enter or edit individual lines of asset information. The information is not saved until the line has been entered completely and has dropped down into the display window.
Enter an existing line number from those displayed in the window to edit or view the information.
When entering a new line, this field may be left blank and the system will assign the next available line number.
Note:
If the displayed lines are numbered incorrectly, run the Renumber/Update Tenant File utility.
Select a class (asset code) for a new line entered. For a previously entered line the class will be displayed and may be edited.
When a class has been selected, its description will be displayed in the field under class.
Class codes are setup in Income/Asset Codes.
When a class code has been selected its description will be displayed in the field under class and in the modified description area. The modified description may be edited/changed for this member only to more accurately reflect the asset information being entered.
Enter the market value of the asset. Clicking on the prompt button to the right of the field or using the F4 key will bring up a calculator.
Enter the interest amount for the asset.
The program will calculate the annual income by taking the Market Value times the Interest percentage entered. Users may also enter the annual income from the asset.
Clicking on the prompt button to the right of the field or using the F4 key will bring up a calculator.
If you are tabbing through the line, the details screen will not open unless you press the enter key when the button is active (has dotted lines around it).
Clicking on the details button for the line of data will open the Asset Source Detail Information screen as shown below:
The Class and description that were selected for the detail line are displayed at the top of the view.
The program has fields for entering asset name and address information. The asset information does not need entered here if the default source information is correct (default source is on the right side). Information that is displayed or entered in this area will be merged into forms or letters. If this area is left blank the Default Source Information will merge into forms or letters.
Enter a name for the asset if it is different from the default asset source shown on the right side of the screen.
Enter the asset's address if different than the default source shown on the right. If Address 2 is not needed it may be left blank.
Enter the zip code to auto fill in the city and state or leave this field blank to accept the default source displayed on the right of the screen.
Enter a phone number if different than the source information displayed on the right side of the view.
Information displayed in this area is entered in Income/Asset Codes. If the information displayed is not correct for the asset information being entered, enter the correct name and address on the left side of the screen. Default Source Information will merge into forms/letters for the asset unless the name and address information is filled in on the right side of the view.
The fields have a calculator which may be brought up using the prompt button or using the F4 key.
Displays and allows editing of the market value entered on the front screen.
Enter a loan amount, if applicable.
Enter a cost amount for the asset, if applicable.
The system will calculate the cash value based on the market value minus loans and costs.
Select one of the following for the asset status:
Current
Imputed
Enter contact information for the asset, if applicable.
Enter an account number for the asset, if applicable.
Enter a comment regarding the asset or leave this field blank.
Enter the date the asset was disposed, if applicable.
Click the ok button to save the information entered and close the view.
Click the cancel button to exit the view without saving any changes entered.
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After a line has been entered, it will "drop" into the display window. Information that has not been grayed out may be changed in the window, or the line may be brought back up into the Entry Area for editing of information.
The asset display window has the following information:
Line
Class
Description
Value>> (clicking on the header will open the calculation program)
Interest
Income>> (clicking on the column header will open the calculation program)
At the bottom of the view are displayed the following totals from all lines:
Value
Income
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Go to Maintain>>Applicants (Active)>>pull up an applicant>>Quick Link>>Household Composition>>pull up a member>>Quick Link>>Deduction Information
or
Double click on a line of deduction information in the Household Composition Deductions window.
This program is used to enter or edit deduction information for members.
At the top of the view are functions such as save and delete. For more information on functions click here.
The header displays the name of the head of house, the tenant number and the member number and name of the household member that you are entering/viewing deduction information for.
The entry area is used to enter or edit individual lines of deduction information. The information is not really saved until the line has been entered completely and has dropped down into the display window.
Enter an existing line number from those displayed in the window to edit or view the information.
When entering a new line, this field may be left blank and the system will assign the next available line number.
Note:
If the displayed lines are numbered incorrectly, run the Renumber/Update Applicant File utility.
Select a Deduction Class (deduction code) for a new line entered. For a previously entered line the deduction class will be displayed and may be edited.
When a class has been selected, its description will be displayed in the field under deduction class.
Deduction Class codes are setup in Deduction Codes.
When a Deduction Class has been selected its description will be displayed in the field under Deduction Class and in the modified description field. The modified description may be edited/changed for this member only to more accurately reflect the deduction information being entered.
Enter the dollar amount of the deduction. Clicking on the prompt button to the right of the field or using the F4 key will bring up a calculator.
Enter how often the amount is paid.
The program will calculate the annual deduction by taking the Amount entered times the Frequency entered. Users may also enter the annual deduction amount.
Clicking on the prompt button to the right of the field or using the F4 key will bring up a calculator.
If you are tabbing through the line, the details screen will not open unless you press the enter key when the button is active (has dotted lines around it).
Clicking on the details button for the line of data will open the Applicant Deduction Source Detail Information screen as shown below:
The Deduction Class and Description that was entered for the line are displayed at the top of the view.
If the Default Source Information displayed on the right side of the view is correct, this area may be left blank. The Default Source Information can be merged into forms and letters unless the Name and Address Information is filled in. When the Name and Address is filled in on the left side that is the information that will merge for this member only.
If the deduction name is different than the Default Source Information, enter it here. Otherwise leave this field blank.
In address 1 and 2 enter the address for the deduction if it is different than the Default Source Information on the right. Otherwise, leave these fields blank.
Enter the zip code to auto fill the City and State information or enter the City, State and Zip Code if different than the Default Source Information.
Enter a phone number for the deduction line if it is different than the phone number displayed in Default Source Information.
The default source is entered in the Deduction Code Master. Changing a default source would affect every member the deduction code has been entered for.
Click the ok button to save information that has been entered and close the view.
Click the cancel button to close the view without saving information that was changed or entered.
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The deduction window displays the information that was entered through the entry area for each line. Some of the displayed information may be changed in the grid or the line may be brought back up into the Entry Area for editing by double clicking on a line in the window.
The following information is shown in the window:
Line (number)
Class (code)
Description
Amount >> (click on the header button to activate the calculator)
Frequency
Deduction>> (click on the header button to activate the calculator)
The total of all the deduction lines entered is displayed.
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