Add a Household Member

Enter the Member

NAVIGATION: ACTIVITIES menu > Tenant Master

  1. Locate the Tenant by entering the Last Name and selecting the appropriate tenant from the list, if applicable
  2. If tenant file is "Read Only" go to Quick Link menu > Unlock Tenant File
  3. Select a Tracking Code or enter a Modified Description and press SAVE
  4. Go to Quick Link menu > Household Composition
  5. Do not enter a Member #, tab to Last Name
  6. Last Name will default to the same name as the head of household, tab to accept or enter the member's last name
  7. Fill in the member's information on the MAIN tab for the following
    1. First Name
    2. Middle initial or name
    3. Select a Relation to Head option.  If a new member is under the age of 18 and Head is selected, an alert message box will be displayed when the record is saved.  Press Yes to save and continue or press No to edit the record.
    4. Sex
    5. J-Stat - only available for Relation to Head options C and E.  For 59 properties the options will control the child deduction.  Select one of the following:
      1. C Custody Option - Dependent whose custody is jointly shared by more than one family but who does not receive a dependent allowance and lives in the unit less than 50% of the time.  Such a person's child care expenses count toward the child care allowance.
      2. CK Custody Option - Dependent whose custody is jointly shared by more than one family and lives in the unit 50% or more of the time.  Count for unit size and income limit purposes.
      3. JK Custody Option - Dependent whose custody is jointly shared by more than one family and who receives a dependent allowance along with a child care allowance where applicable.
      4. No Joint Custody - A dependent that is assumed to be a full-time resident of the unit.
    6. Social Security Number
    7. Date of Birth
    8. Member's Status
    9. E-mail Address
  8. Click the DEMOGRAPHICS tab
    1. Enter the member's Birth Place
    2. Prior Head Soc-Sec # should be left blank
    3. Select the member's Elderly Status and Citizenship (if the member is not a citizen, enter the Alien Number for the member)
    4. Select a Community Service option
    5. Check the member's Race and select their Ethnicity
      1. Check Employee Observed only when Race and Ethnicity information was not provided by the tenant.
  9. Click the NEEDS/SERVICE tab
    1. Fill in Disability Information, if applicable
    2. Fill in Veteran information, if applicable
  10. Click the EDUCATION tab
    1. Enter applicable School Information or leave blank if the member is not a student.  The school name and address may be used on verification letters.
    2. Check Full Time Student if the member is 18 or over and attending school
  11. Click the MEDICAL PROFESSIONAL tab
    1. Enter the name and address information, if needed, for Disability verification or leave blank if not applicable
  12. Click the CRIMINAL INFO tab
    1. Enter all applicable information or leave blank if not applicable
  13. Click the MARRIAGES tab
    1. Enter all applicable information or leave blank if not applicable
  14. Click the SECTION 3 SKILLS tab
    1. Check any skills that apply for the member, if applicable
  15. Click the ABSENTEE INFORMATION tab
    1. Enter Absent Parent/Spouse Information, if applicable, or leave blank
  16. The Previous HOH tab may be skipped
    1. This information is filled in when there is a new head of household for an existing tenant family
  17. Click the NOTES/TRACKING tab
    1. Enter any notes on the member
  18. Click the MAIN tab
    1. Press the arrow beside the SAVE icon and select SAVE WITHOUT CLEARING VIEW
    2. During the save without clearing process, the system will assign the member a number
    3. If the member DOES NOT have any Income/Asset/Deduction information, close the Household Composition view and go to Quick Link menu > Lock Tenant File if in "Edit Mode"
    4. If the member DOES have Income/Asset/Deduction information, click on Quick Link and select the applicable source option (Income Information, Asset Information, Deduction Information)

Enter Income Information

  1. Click the HOUSEHOLD tab
  2. Click the radio button for INCOME
  3. Click ADD/UPDATE INCOME
  4. Tab to CLASS
  5. Select the income class and tab
  6. Enter a Modified Description, if applicable, and tab
  7. For a Wage income type, the Value, Periods and Annual income can be left blank.
  8. Press the Details button to enter the Wage Information on the details page 
  9. Enter the value of the wage income and tab
  10. Enter the number of periods and tab:
    1. For a weekly income, enter 52
    2. For a biweekly income, enter 26
    3. For a monthly income, enter 12
  11. The system will calculate the Annual Income based on the Value times the Periods
  12. Press DETAILS 
  13. Enter any applicable information for the member's employer, wages and exclusions on this page and press OK
  14. Income Source Detail view
    1. If the Default Source Information is correct, leave the Source Name and Address information blank.  
    2. If the default information is blank or incorrect, enter the Source information for the income.
    3. For a wage income type:
      1. Enter the Rate of Pay - this is the member's hourly, weekly, daily, etc pay rate.
      2. Select one of the following Per options: Hour, Day, Week, 2 Week, Semi-Month, Month or Year
      3. There are two other Rate fields and Per fields that can be utilized if needed or leave them blank if they are not needed.
      4. The system will calculate the Annual wage from the information entered in the three rate areas. 
      5. There is also a space for Comment, Emp # and Occupation.  These are provided for informational purposes and are not used by the system and may be left blank.
    4. For Other Income types:
      1. Enter a Claim Number, if applicable (this is a variable that is available for an Income Verification Letter Type)
      2. Enter a Comment, if applicable (this is also a variable that is available for an Income Verification Letter Type)
    5. Enter an Exclusion Amount, if applicable or leave blank
      1. If you enter an exclusion amount, press the EXCLUSION DETAILS button to open the Exclusion Details view
      2. Enter the following information for the exclusion: Description, Expiration date, Initial Date, 100% Start and Stop dates, 50% Start and Stop dates
      3. Save the entries
    6. Enter a Deduction, if applicable or leave blank
      1. Enter a Description for the deduction, if applicable
      2. Enter an Expiration date for the deduction, if applicable
      3. Press SAVE to close the Detail view
  15. Enter additional Income information, if applicable or close the Income Worksheet
  16. Close Household Composition when you are done entering member information 

Enter Asset Information

  1. Click the HOUSEHOLD tab
  2. Click the radio button for ASSET
  3. Click ADD/UPDATE ASSETS
  4. Tab to CLASS
  5. Select the appropriate asset Class and TAB
  6. Edit the Modified Description, if applicable
  7. Enter the Market Value of the asset and TAB
  8. Enter the Interest % on the asset and TAB
  9. The system will calculate the Annual Income (Market Value times Interest)
  10. Press the DETAILS button
  11. Enter any applicable information on the Details tab and press OK
  12. The asset information should be displayed in the window at the bottom of the view.  Enter any additional assets or press CLOSE to return to Household Composition
  13. Close Household Composition when you are done entering member information

Enter Deduction Information

  1. Click the HOUSEHOLD tab
  2. Click the radio button for DEDUCTIONS
  3. Click ADD/UPDATE DEDUCTION
  4. Tab to DEDUCTION CLASS
  5. Select a Deduction Class and TAB
  6. Edit the Modified Description, if applicable and TAB
  7. Enter the Amount of the deduction and TAB
  8. Enter the Frequency of the deduction and TAB
  9. The system will calculate the (Amount times Frequency)
  10. Press the DETAILS button
  11. Enter the name and address information if not available in the Default Source Information and press OK.  Press CANCEL to close without entering or saving information.
  12. The deduction should be shown in the window at the bottom of the view.
  13. Continue to enter additional deductions or press CLOSE to return to Household Composition

7/2023

NEED MORE HELP?  Submit a ticket to the Help Desk or call (814) 535-7810 or (800) 889-3388