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: ACTIVITIES menu > Tenant Master

  1. Enter the new Tenant Number in the following manner:
    1. Enter a valid 3 digit Area Number; press TAB
    2. Enter a valid 3 (or 4 digit) Community Number; press TAB
    3. Enter a valid 4 digit Unit Number (most unit numbers begin with a 0); press TAB
    4. Enter the 2 digit Tenant Suffix; press TAB
  2. Enter the tenant's Last Name; press TAB
  3. Enter the tenant's First Name; press TAB
  4. Enter the tenant's Middle name or initial, if applicable; press TAB

Main Tab

  1. Enter the tenant's Phone number, if available
  2. Moving In?: check the Moving In box
  3. Accessibility Requested: 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.
  4. Current Status: the tenant's Status should default to Active or it may be selected from the menu
  5. Effective Date: enter or select the Effective Date of the tenant's admission
  6. Action: Select an Action of Initial Certification or New Admission (dependent upon the program the unit has been setup for)
  7. Correction: select Not Correction
  8. Click APPLY

Contract Tab

  1. Lease Information - the following information can be entered but is not required
    1. Original Lease: enter or select the date
    2. Tenant Signed: enter or select the date
    3. Owner Signed: enter or select the date
    4. Extend To: enter or select the date; if the lease is to be extended, an Extend To date may be entered.
    5. Lease Number: Enter the Lease Number
  2. Annual Reexamination Information
    1. Current Annual: should be left blank
    2. Next Annual: enter or select the Next Reexam date
  3. Flat Rent Information
    1. Last Flat Review: should be left blank
    2. Next Flat Review: enter or select the Next Flat Review date, if applicable
  4. Family Special Needs: Check one or more of the appropriate special needs boxes, if applicable
    1. Mobility Impaired
    2. Hearing Impaired
    3. Vision Impaired
  5. Citizenship Information
    1. This area does not pertain to U.S. Citizens - for a citizen of the United States leave the field at undefined.
    2. If applicable select one of the following:
      1. Continuation of Full Assistance
      2. Eligible for Full Assistance
      3. Eligible for Full Assistance Pending
      4. N/A
      5. Prorated Assistance
      6. Temp Deferral of Termination
    3. Date enter or select the date the tenant was eligible for assistance.  If citizenship was undefined leave this field blank.
  6. Expected Changes
    1. Leave these fields at zero if there are no expected additions to the household.
    2. Enter or select the expected number of additions to the household due to the following if known:
      1. Adoption
      2. Pregnancy
      3. Foster Children
  7. Special Programs
    1. Program 1: select one of the following special Public Housing Programs:
      1. Resident Opportunities and Self Sufficiency (ROSS)
      2. Home Ownership and Opp for People Everywhere (HOPE)
    2. Program 2
      1. There are no programs at this time to select under program 2.
    3. Income Exc: select one of the following options:
      1. No Exemption
      2. CV=Tenant
      3. 1=Converted from RAP or Rent Supp
      4. 2=Will receive S8 due to Sale of HUD Onwership
      5. EDT=HUD approved who would overwise
      6. EIT=Previously exempted
      7. EAT=Previously exempted
      8. AA=Previously exempted
      9. EP-Admitted under HUD approved project
      10. <Undefined>
    4. Click APPLY

General Tab

  1. Pet Information
    1. Pets: select from the following options:
      1. No Pets
      2. Service Animal
      3. Yes
    2. Pet Notes: Enter information regarding the pet(s) in this area.  This information will print out on the Tenant Pet Listing.
  2. Other Information: Police Tenant
    1. Place a check mark in this field to indicate the tenant is a police tenant.
  3. Make Ready Information
    1. To Maint Date:  enter or select the date the unit is to be in maintenance.
    2. Ready Date: enter or select the date the unit is to be ready for occupancy.
  4. Subsidy Information
    1. Previous: select the tenant's involvement with housing subsidy in the past from the following:
      1. No previous history in the project
      2. Market Rent
      3. Section 8
      4. Rent Supplement
      5. RAP
      6. Section 236
      7. BMIR
      8. Section 202 PRAC
      9. Section 811 PRAC
      10. Section 202/162 PAC
    2. Current: select the tenant's current involvement with housing from the following:
      1. Market Rent
      2. Section 8
      3. Rent Supplement
      4. RAP
      5. Section 236
      6. BMIR
      7. Section 202 PRAC
      8. Section 811 PRAC
      9. Section 202/162 PAC
    3. Tenant receives secondary subsidy: check this box if the tenant does receive a secondary subsidy
  5. Click APPLY

Contacts Tab

  1. Enter the name, address and phone number information for the tenant's contacts.  
  2. In the note area enter any additional information for the contacts.
  3. Click APPLY

Mailing Tab

  1. Name: Enter the tenant's name for the mailing /forwarding address.  
    1. This name will also be used for the tenant statements.
  2. If the tenant receives mail at the unit address, leave this field blank.
  3. Address 1 and 2: Enter the street address for mailing/forwarding information.  
    1. If both address lines are not needed, leave Address 2 blank.
  4. City, State and Zip Code: Enter the city, state and zip code for mailing/forwarding information.
  5. Click APPLY

Emergency Tab

Enter the name, address, and phone number for the tenant if available. Contacts include:

  1. Minister
  2. Hospital
  3. Doctor
  4. Ambulance
  5. Click APPLY

Veh/Ref Tab

  1. Vehicles: In the two lines available enter the following vehicle information for the tenant:
    1. Mem# (member number)
    2. Make
    3. Model
    4. Year
    5. License
    6. Registration
    7. Pass Number
  2. References: enter up to three references for the tenant with the following information:
    1. Name
    2. Phone Number
    3. Address
    4. Relation
  3. Click APPLY

Admission Tab

View/update the information pulled over from the Horizon Waiting List when the tenant was transferred to the Tenant Master.

  1. Former Address Section
    1. View, update or enter the tenant's former address information.
    2. Landlord: View, update or enter the former landlord's address and phone information for the tenant.
  2. Application Information: Application information should come over from the Waiting List program when a tenant is transferred.
    1. Tracking Number: View, update or enter the tenant's tracking number.
    2. Application Date: view, update, or select the tenant's application date.
    3. Previous Housing: view, update, or select from the following:
      1. Conventional Public Housing
      2. Fleeing/Attempting to Flee Violation
      3. Lacking a Fixed Nighttime Res..
      4. Standard
      5. Substandard
      6. W/O or soon W/O Housing
    4. Displacement Status: view, update, or select  the tenant's displacement status from the following:
      1. Governmental Action
      2. Natural Disaster
      3. Not Applicable
      4. Not Displaced
      5. Private Action
  3. Admission Information
    1. Project Move-In: view, update, or select the date the tenant moved into the project.
    2. Admission Date: view, update, or select the date the tenant was accepted into the program.
    3. Transfer In Date: view, update, or select the date the tenant was transferred into the unit.
  4. Area, Comm, Unit, TS
    1. The tenant number the tenant transferred from should automatically be entered by the system when a tenant is transferred using the transfer wizard.  
    2. This information may be edited if necessary.
  5. Admission Codes: Check mark the following admission statements that apply:
    1. Homeless at Admission
    2. Does Family Qualify for Admission over the VL Income Limit
    3. Continuously Assisted under 1937 Housing Act
    4. HUD Approved Income Targeting Disregard
  6. Click APPLY

Move/Transfer Tab

Skip this tab

Accounting Tab

  1. Security Deposit Information
    1. Descriptions: The descriptions for up to six different security deposits or interests may be shown in this area.
    2. Required: This area displays the required amounts for the security deposits.
      1. Security Deposits required are entered through an Adjustment Entry or during a transfer using the wizards.
    3. Held: Held security deposit and interest information is shown in this area.
      1. Security Deposits held are entered through Cash Receipts Entry when recording the tenant's payment
      2. Security Deposit information may also be transferred over from one unit to another using the wizards
      3. Interest is distributed through Security Deposit Interest Processing
  2. Collection Information
    1. Previous Rent: Enter the tenant's previous rent amount.
    2. # of NSF Checks: enter the number of NSF checks from the tenant.
    3. Collection Loss: Enter the amount of collection loss.
    4. Bad Debt Amount: Enter the bad debt amount for the tenant.
  3. Billing Note: Enter a note for the tenant's bill.
  4. Late Charge/Legal Status
    1. Status Code
    2. Status Date
    3. Reset Status
    4. Portal Update
    5. Late Charge Exemption
  5. ACH Receipts
    1. ACH Setup
    2. ACH Date
    3. Amount
  6. ACH UR Payments
    1. UR Setup
    2. UR Date
    3. Amount
  7. Click APPLY

FSS Tab

This area of the Tenant Master deals with the Family Self Sufficiency program.  If the tenant does not participate in this program, this area may be skipped.

  1. Family Self-Sufficiency
    1. FSS Rule: select one of the following options:
      1. New FSS Regulations 2022
      2. Not FSS Participant
      3. Old FSS Regulations
    2. FSS Start: enter or select the tenant began FSS.  Leave this field blank if the tenant is not an FSS participant.
    3. FSS End: enter or select the tenant's FSS participation will end.  Leave this field blank if the tenant is not an FSS participant.
    4. FSS Extend: If the tenant's FSS participation has been extended, enter or select the extended ending date if applicable.  Leave this field blank if the tenant is not an FSS participant.
    5. FSS Exit Status: Select one of the following exit status when the tenant has ended their FSS participation if applicable:
      1. Asked to Leave
      2. Completed
      3. Expired
      4. FSS Service Unavailable
      5. Homeownership
      6. Left Voluntarily
      7. Not Applicable
      8. Port Move-Out
  2. FSS Accounting Information
    1. FSS Escrow: This field is updated by the system from the FSS worksheet.
    2. FSS Balance: This information is updated by the system from the FSS worksheet.
    3. FSS Disbursed: This information is updated by the system from the FSS worksheet.
  3. FSS Caseworker
    1. Pick Caseworker: click the button to see the list of FSS caseworkers. Select and click OK.
  4. Click APPLY

Tracking Tab

The tracking grid displays a list of the changes made to the Tenant Master information. The list includes:

  1. Date, Time, Description, User ID
  2. Click on a line to see available details
  3. Click ADD TRACKING item to add a tenant tracking item.
    1. Tracking Code: Select a tracking code; the description will populate
    2. Modified Date: enter or select a modified date
    3. Click SAVE
  4. Print Tracking Items: click the icon to print a list of tracking items by date range
  5. Click APPLY

Notes Tab

  1. New Note
    1. Click the new note button to enter the current date in the Note Date field.  The date may be changed for the note you want to enter.
    2. Click on any previous note date to review the subject and note that was entered.
    3. Subject: Enter a subject for the note or edit an existing note subject.
    4. Note Window: Once you have entered a date and a subject, click in the window at the bottom and enter the body of the note.  Previously entered notes may be edited.
  2. Print Note: Click the print note button to print the highlighted/selected note.
  3. Print All Notes: Click this button to bring up the date range box.  
    1. Select the start and ending date for the notes to be printed
    2. Click OK.

Attachments Tab

  1. Add
    1. Click this button to open a browse window where a document may be selected to attach to the tenant's file.
    2. Browse to the drive/folder where the document is stored.
    3. Double click the document to attach or highlight the file and click the open button.
    4. The document will be attached with the current date as the date added.
  2. Scan
    1. Click this button to open the scanning interface.  
    2. A scanner needs to be installed and setup with the program in order to scan a document.
  3. Delete: Click the delete button to delete a highlighted attached scan or document.  Be careful there is no confirmation before it is deleted.
  4. Open: Click the open button to open the highlighted document.

See Add/Update Household Member

7/2023

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