How To Process a New Admission when the Waiting List Module is Not Used

Make sure that the Area Number, Community Number and Unit Number that will be used have been setup and are available and that they are for the appropriate program.

Enter New Tenant

NAVIGATION: MAINTAIN menu > Tenants (Active)

Enter the new Tenant Number in the following manner:
1. Enter a valid 3 digit Area Number and tab
2. Enter a valid 3 (or 4 digit) Community Number and tab
3. Enter a valid 4 digit Unit Number (most unit numbers begin with a 0) and tab
4. Enter the 2 digit Tenant Suffix and tab
Enter the tenant's Last Name
Enter the tenant's First Name
Enter the tenant's Middle name or initial, if applicable
Enter the tenant's Phone number, if available
Check the Moving In box
If the tenant is handicapped, check mark the Accessibility Requested box and select the appropriate Received option from the drop down menu based on the unit's handicap status; otherwise, leave the box unchecked and the default of Not Selected showing.
Current Status
1. The tenant's Status should default to Active or it may be selected from the menu
2. Enter or select the Effective Date of the tenant's admission
3. Select an Action of Initial Certification or New Admission (dependant upon the program the unit has been setup for)
4. Correction should default to or have Not Correction selected
At this point the user may want to access the drop down menu beside SAVE and select Save without clearing view before continuing.
CONTRACT tab
1. Lease Information - the following can be entered but is not required
  1. Enter or select the dates for Original Lease, Tenant Signed, and Owner Signed, if available. If the lease is to be extended, an Extend To date may be entered.
  2. Enter the Lease Number
2. Reexamination Information tab
  1. Last Reexam should be left blank
  2. Enter or select the Next Reexam date
3. Flat Rent Information tab
  1. Last Flat Review should be left blank
  2. Enter or select the Next Flat Review date, if applicable
4. Family Special Needs
  1. Check one or more of the appropriate special needs boxes, if applicable
5. Citizenship Information
  1. Select the appropriate citizenship status for the family. If unsure of the appropriate selection, please give the Help Desk a call.
  2. Citizen - rule does not apply is the default (families with this option should all be US citizens)
  3. Enter or select a Date, when applicable, for prorated families. Date should be left blank when Citizen - rule does not apply is selected.
6. Expected Changes - for Multi-Family programs enter the following information:
  1. Enter the expected number of children for Adoption, if any
  2. Enter the expected number of children for Pregnancy, if any
  3. Enter the expected number of Foster Children, if any
7. Special Programs/Codes
  1. Select a Special Program that the tenant is enrolled in for Program 1.
  2. Leave at the default of No Special Program if the tenant is not enrolled in any of the listed programs.
  3. Select an Income Exclusion option from the list, if applicable.
General tab
1. Pet Information
  1. If the tenant has a pet, check mark the Pets box.
  2. A description of the pet may be entered in Pet Notes.
  3. Do not check if the tenant does not have pets.
  4. Pet Notes will print out on the Pet Listing.
2. Other Information
  1. If the tenant is occupying the unit for security reasons, check the Police Officer box.
3. Make-Ready Information - should only be entered here if Horizon's Work Order module is not used.
  1. Enter or select a To Maint Date, if applicable and the Work Order module is not used.
  2. Enter or select a Ready Date, if applicable and the Work Order module is not used.
4. Subsidy Information - is only needed if the Community/Unit falls under Multi Family or Rural Development Housing.
  1. Select a Previous option from the menu, if applicable.
  2. Select a Current option from the menu, if applicable.
Contacts tab
1. Contact One and Two
  1. The Name, Address, City, State, Zip Code, Phone Number and a Note may be entered for one or two tenant contacts.
Mailing tab
1. Mailing/Forwarding Address
  1. If the tenant receives their mail at a different address than their unit address, enter the Name, Address 1, Address 2, City, State and Zip Code where they receive their mail. These are optional fields and may be left blank.
Emergency tab
1. Contact Information - Users may enter the optional contact information for a Minister, Hospital, Doctor, Ambulance
Veh/Ref tab
1. Vehicles - In these optional fields enter the Mem#, Make, Model, Year, License, Registration, and Pass Number for one or two vehicles.
2. References - Users have the option to enter the Name, Phone Number, Relation and Address for up to three references supplied by the tenant.
Admission tab
1. Former Address: Enter the tenant's former Address, City, State and Zip Code, if applicable
2. Enter the tenant's former landlord's Name, Address, City, State, Zip Code and Phone number, if applicable
3. Application Information: Enter the tenant's Tracking Number, if applicable
4. Enter or select the tenant's Application Date (required)
5. Select a Displacement Status from the list, if applicable
6. Admission Information
  1. Enter or select the Project Move-In date
  2. Enter or select the Admission date
7. Admission Codes
  1. Check the appropriate Admission Codes
Skip the Move/Transfer tab
Accounting tab
1. Collection Information: Enter the Admission Rent amount
2. Security deposit information will be added later
FSS tab (Family Self-Sufficiency)
1. Check if Tenant is a FSS Participant now or in the last year
2. Enter or select the FSS Start date if the box was checked
3. Enter or select the FSS End date if the box was checked
4. The FSS Extend and FSS Exit Status would not be filled in at this time
Tracking tab
1. This page displays changes that have been made by users, a tracking item may be added at this time, if applicable.
Notes tab
1. This page may be skipped if a note will not be added to the tenant's file at this time. Notes can be added at any time.
2. To add a note, press NEW NOTE. The system will enter today's date in the New Date column. The date may be edited.
3. TAB and enter a brief Subject title for the note
4. TAB and check the Spec box if this is a "Special Note". When the file is saved a Blue alert box will display "See Notes" to the right of the Tenant Number field to indicate that there is a special note.
5. Click in the white window below the title and enter the body of the note
Attachments tab
1. Using the Add button, users can select a document that has been saved in the computer or on the network. Documents can be added to the tenant's file at any time.
2. Using the Scan New button users can scan a document to attach to the tenant's file. A desktop scanner must be available for this process. Documents can be attached at any time to the tenant's file.

Add Household Members

From the Tenant Master, click the the Main tab and go to Quick Link menu > Household Composition
Main tab
1. Leave Member # blank - the system will assign the member numbers
2. The Last Name will default to the last name that was entered on the Tenant Master (Active) screen. The head of household MUST be entered first and MUST be entered exactly as it is in the Tenant Master.
3. Enter the First Name of the head of household
4. Enter the Middle name or initial
5. Select H - Head as the Relation To Head
6. Select the gender of the Head
7. Enter the Social Security # of the Head
8. Enter the head's Date of Birth
9. Age will be calculated by the system
10. Select a Member Status of Active
11. Enter the E-mail Address, if applicable
Demographics tab
1. Miscellaneous Information
  1. Enter the member's Birth Place, if applicable
  2. Leave Prior Head Soc-Sec # blank at this time
  3. Select the member's Elderly Status from the list
  4. Select the member's Citizenship status from the list. For an ineligible non-citizen, enter the Alien Number.
  5. Select a Community Service option from the list. Enter a community service comment in CS Comments, if applicable
  6. Race Information: Check the appropriate Race box
  7. Select the appropriate Ethnicity
  8. Check the Employee Observed box, if applicable
Needs/Service tab
1. Disability Information
  1. Check the Disabled box if the member is disabled
  2. Enter a comment on the Nature or Extent of Special Needs if applicable. This field may be left blank.
  3. Check the Have You Applied For Disability Benefits? box if the member has applied but has not received disability yet. Enter What Type and When information.
  4. If the member is a Veteran, check the box and enter the Term of Service and Branch of Service information
Education tab
1. School Information - skip this page if the member is not a student
2. If the member is a student, enter the Grade in School
3. Check if a Full Time Student
4. Enter the School Name, School Address, City, State and Zip Code
Medical Professional tab: Enter the doctor's Name, Address, City, State and Zip Code that may be used for disability verifications.
Criminal Info tab
1. This page is for informational purposes only and may be left blank.
2. Check Any Convictions Other Than Traffic Violations? if applicable and enter information as it relates to criminal history for the member.
3. Check Have you Been Known By Another Name? and enter an explanation, if applicable.
Marriages tab
1. This page is for informational purposes only and may be left blank.
2. If the member is Married, check the box and enter information as it relates to previous marriages.
Section 3 Skills tab
1. If the Authority tracks these skills, check mark any of the displayed skills that apply for the member.
Absentee Information tab
1. Absent Parent/Spouse Information
2. This page is for informational purposes only and may be left blank.
3. Enter the Name, Soc Sec #, Address, City, State, Zip Code, Relationship and Last Contact information for the member's parent or spouse who is not part of the household.
Previous HOH tab - should be skipped
Notes/Tracking tab: Enter notes related to this member
Return to the Main tab of the Household Composition program
From the SAVE icon, select Save without clearing view
The member will be assigned a Member #

Enter Member Income

This step may be skipped if the member does not have any income information to enter.

NAVIGATION: Quick Link menu > Income Information

Line# should be left blank, the system will assign line numbers
Select a Class by browsing the listed Income Codes, the default description of the selected Income Code will be displayed below the Class field.
Enter a Modified Description or accept the default. For example: If the selected code is W, the Modified Description will read "Wages". The description may be changed to the member's place of employment, such as "Horizon Information Systems"
Tab and enter a dollar Value for Annual, Semi-Annual, Monthly, Weekly, or Biweekly income.
Tab and enter the number of Periods in which the dollar Value is paid. This would be 1 for Annual, 2 for Semi-Annual, 12 for Monthly, 52 for Weekly or 26 for Biweekly.
Tab to Annual Income which the system will calculate based on the Value and Periods entered. Users should verify before continuing.
Press DETAILS to open the Wage Detail Information view. Enter information relating to the income such as Source Name, Address and contact information if different than the Default Source. Default information and information entered on the Details screen will merge into Verification forms. Information may also be entered for Exclusions and Permissible Deductions. Press SAVE to save entered information and close the Details view.
Add additional lines of income by following the steps above.
After all of the income has been added for the member, click the Save icon and then Close. Asset information for the member may be added next from the Household Composition view.

Enter Member Assets

This step may be skipped if the member does not have any assets.

NAVIGATION: Quick Link menu > Asset Information

Line# should be left blank, the system will assign line numbers
Select a Class by browsing the listed Asset Codes, the default description of the selected Asset Code will be displayed below the Class field.
Enter a Modified Description or accept the default. For example: If the selected Class is AI, the Modified Description will show "Asset Income" which may be changed to describe where the member has their bank account such as "Horizon Bank".
TAB and enter the Market Value of the asset
TAB and enter the Interest Rate
TAB to enter the Annual Income field. The system will calculate the Annual Income based on the Market Value and Interest Rate entered. Users should verify the amount before continuing.
Press DETAILS to open the Asset Source Detail Information view. Enter information relating to the asset such as Source Name, Address and contact information if different than the Default Source. Default information and information entered on the Details screen will merge into Verification forms. Amounts may also be entered for Loans and Costs and an Asset Status may be selected. Enter any other relevant information for the asset on this screen. Press SAVE to save entered information and close the Details view.
Add additional lines of asset information by following the steps above.
After all of the asset information has been added for the member, click the Save icon and then Close. Deduction and medical information for the member may be added next from the Household Composition view.

Enter Member Deductions

This step may be skipped if the member does not have any deduction or medical information to enter.

NAVIGATION: Quick Link menu > Deduction Information

Line# should be left blank, the system will assign line numbers
Select a Deduction Class by browsing the listed Deduction Codes, the default description of the selected Deduction Code will be displayed below the Deduction Class field.
Enter a Modified Description or accept the default. For example: If the selected Deduction Class is CC, the Modified Description will show "Child Care" which may be changed to name the organization such as "Horizon's Day Care".
TAB and enter the Amount of the deduction
TAB and enter the Frequency. This would be 1 for Annual, 2 for Semi-Annual, 12 for Monthly, 52 for Weekly or 26 for Biweekly.
TAB to enter the Annual Deduction field. The system will calculate the Annual Deduction based on the Amount and Frequency entered. Users should verify the amount before continuing.
Press DETAILS to open the Tenant Deduction Source Detail Information view. Enter information relating to the deduction such as Source Name, Address and contact information if different than the Default Source. Default information and information entered on the Details screen will merge into Verification forms. Press SAVE to save entered information and close the Details view.
Add additional lines of deduction information by following the steps above.
After all of the deduction information has been added for the member, click the Save icon and then Close.
After adding all income, asset and deduction information for the member, the Save icon in the Household Composition view may be pressed which will save and clear the screen.
Additional household members and their income, asset and deduction may be added at this time.
Once all members have been created, Save and close the Household Composition view which will return you to the Tenant Master.

Rent Calculation

NAVIGATION: Quick Link menu > Rent Calculation

The Effective Date will display the same Effective Date from the Tenant Master screen. The date should not be changed at this time.
Press the Auto Calculation button to pull all of the income, asset and deduction information that was entered for the household members.
Review the information on the Main screen
1. Verify the listed Assets/Income
2. Verify the listed Deductions
3. Verify the number of Allowances
Open the TTP tab
1. Verify the Total Tenant Payment amount
Open the Rent Calculation tab
1. Verify the Gross Rent, Utility Allowance, and Contract Rent
2. If applicable, change the Type from Income to Flat Rent if the Contract Rent exceeds the Flat Rent.
After the Rent is verified, click on the Save Icon and Close the Rent Calculation screen.

Create 50058 Record

NAVIGATION: Quick Link menu > Create 50058 Record

50058 information will be verified using HUD's 50058 tool and if no errors are found the 50058 Validation box will display: No Validation Errors - Print 50058 Now. Press YES to open the 50058 Forms view.
If errors are found, an error report will be displayed which may be printed. Users should review the report and fix the errors and then create the 50058 again until all errors have been fixed. Users may also go to Quick Link > Print 50058 and review the 50058, checking the fields specified in the error report.
The following how to files are available if needed:
1. How to Read HUD's 50058 Error Report
2. How to Fix Common 50058 Errors
The 50058 should be printed out for the tenant's file. Other forms may also be checked for printing at this time.
After the 50058 is printed, the Tenant Master may be saved and closed.
The tenant should now be charged for the Admission Rent, Security Deposit and a Pet Security, if applicable.

Enter an Adjustment

Please review the instructions in How to Enter an Adjustment.
Listed below are the Accounting Codes that should be used:
1. 03-00 to charge the Dwelling Rent
2. 05-00 to charge the Security Deposit Required
3. 05-01 to charge the Pet Security Deposit Required
After the Adjustments have been posted, the payments for Admission Rent and Security Deposits should be entered using the following instructions:
1. How to Process Cash Receipts or
2. How To Process Cash Receipts in Class Mode

4/2021

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