How To Enter a New Applicant

NAVIGATION: ACTIVITIES menu > Applicant Master

Click in the box labeled Application For. Enter value and press TAB on your keyboard.
1. Leave Tracking Number blank. The system will assign this number. Press TAB.
Enter the Last Name of the Applicant and press TAB.
Enter the First Name of the Applicant and press TAB.
Enter the Middle Initial of Applicant and press TAB.
Enter Main Information
1. Within Applicant Master, the Information Tabs are listed from left to right beneath the applicant name fields. By default, the Main Tab is displayed first.
2. The Date is going to default to the Current Date when the user clicks inside the box or saves the application. User can enter a different date, if applicable, in this format (mmddyy). Press TAB key. when correct date is entered.
3. The time is going to default to your device’s current time. The time may also be manually entered in this format (10:00A or P).
4. Status will default to Active. Press TAB.
5. The Last Save field will be auto populated when the file is saved.
6. Please assign a Caseworker (CW Code) if applicable.
7. In the Preliminary box, a checkmark may be entered if member income, assets and deductions will not be entered at this time - this will open Family Size and Dependents boxes for entry.
  1. Enter Family Size, when available.
  2. Enter the number of Dependents, when available.
  3. Enter the number of Bedrooms the applicant will need.
8. Press the down arrow by the SAVE icon and select "Save without Clearing" - a tracking number will be assigned, and the applicant will be in "Edit Mode" if enhanced edit is used.
9. The file will automatically be locked and "Read Only" when the file is closed or when a Save and clear is done. The file may be unlocked by going to NAVIGATION: QUICK LINK menu > Unlock Applicant File, which will put the file back in "Edit Mode".
10. If enhanced editing is not used, the file will always be unlocked.
11. On the Main Tab, below Bedrooms, press the ADD TO LISTS button.
  1. Check the Bedroom Size that the Applicant is applying for. NOTE: The bedroom size entered on the main screen will be checked by default. Additional bedroom sizes may be checked.
  2. Select the appropriate Classification Code by clicking on the Browse Box (Box with Dots).
    1. NOTE: When there is only one classification Code, it will be selected by default.
  3. Click on BUILD LISTS. A list of available Waiting Lists will appear on the Left-Hand Side
  4. Check all Lists that the Applicant wishes to be on.
    1. NOTE: When there is only one waiting list available, it will be selected by default.
  5. Press the ADD button at the bottom of the window.
  6. The Grid Area will now Display the selected Waiting Lists.
  7. User can Add to Lists at any point in the future following the same procedure.
  8. Assign a Caseworker, if applicable, using the CW field.
Enter Household Information
1. Within Applicant Master, the Information Tabs are listed from left to right beneath the applicant name fields. By default, the Main Tab is displayed first.
2. Press the HOUSEHOLD Tab.
3. Select HOUSEHOLD COMPOSITION.
4. DO NOT ENTER A MEMBER NUMBER.
  1. The system will number the members automatically.
5. Press TAB to get to Last Name field.
6. System will bring up Last Name of the person who Applied. Press TAB if the last name listed is correct. If incorrect, manually enter the correct last name for the member.
7. Enter First Name. Press TAB.
8. Enter Middle Initial or Middle Name. Press TAB.
9. Select Relation to Head by clicking on the Down Arrow.
  1. If the Relation to Head is a C or E, a J-Stat field will be displayed to the right of the Sex field. Select a J-Stat option from the list.
10. Enter an M for Male or F for Female. Press TAB.
11. Enter the Social Security Number. User does not need to enter dashes. Press TAB.
12. Enter Date of Birth in this format 102180 or mmddyyyy. Press TAB.
  1. NOTE: If the household member is under 18 years of age and is made head of house, the system will display an Alert message.
13. Member Status should be active, but user can make a Household Member Inactive by clicking on the Down Arrow and selecting Inactive.
14. Enter an Email Address for the member, if known.
Enter Address Information
1. APPLICANT ADDRESS: Within Applicant Master, the Information Tabs are listed from left to right beneath the applicant name fields. By default, the Main Tab is displayed first.
2. Press the ADDRESS Tab.
3. Enter the applicant's street address and zip code. City and State will populate when zip code is recognized.
  1. If the zip code is not recognized, enter the city and state and press TAB.
  2. Enter the applicant's main Phone Number and press TAB.
  3. Enter Phone 2 if applicable and press TAB.
  4. User may select what type of Phone Number this is from the Drop Down Arrow beside “Desc:” (For Example, Phone 2 may be a Cellular Number).
  5. Enter How Long the Applicant has lived at this address. Press TAB.
  6. Enter Current Rent. Press TAB.
  7. Enter Current Bedroom Size. Press TAB.
4. MAILING ADDRESS:This information is only necessary if the Mailing Address is different than the Current Address
  1. Enter Address 1 and Press TAB.
  2. Enter Address 2 and Press TAB.
  3. Enter Zip Code
  4. If the zip code is not recognized, then enter the city and state.
Enter Landlord Information
1. Within Applicant Master, the Information Tabs are listed from left to right beneath the applicant name fields. By default, the Main Tab is displayed first.
2. Press the LANDLORD Tab.
3. Enter Landlord Name. Press TAB.
4. Enter Landlord Address. Press TAB.
5. Enter Landlord Zip Code. Press TAB.
6. NOTE: If the zip code is not recognized, enter the city and state and press TAB.
7. Enter Landlord Phone Number.
8. At this point the user may want to do a Save Without Clearing View. Click on the down arrow beside the Save icon and select “Save Without Clearing View”.
Enter General Information
1. Within Applicant Master, the Information Tabs are listed from left to right beneath the applicant name fields. By default, the Main Tab is displayed first.
2. Press the GENERAL Tab.
Admission Codes: Check the appropriate admission code
Preference Control: Place a check in applicable preferences. Preferences are customizable but may include the following:
1. Substandard; Homeless; Displaced; Rent; Local or None.
Application Information
1. Displacement
  1. Select the correct displacement code from the following options: Governmental Action; Natural Disaster; Not Applicable; Not Displaced; Private Action.
2. First Applied
  1. Enter the date the applicant first applied for housing in a mmyydd format.
3. County Code
  1. Select the appropriate county code.
Citizenship - select the applicable citizenship information from the following list: Citizen - rule does not apply; Continuation of Full Assistance; Eligible for Full Assistance; Eligible for Full Assistance Pending Verification; Prorated Assistance.
Date - enter a date if it applies to the citizenship information in a mmyydd format.
Accessibility - If applicable, place a check mark in the appropriate accessibility box.‎
Enter Previous Address Information:
1. Within Applicant Master, the Information Tabs are listed from left to right beneath the applicant name fields. By default, the Main Tab is displayed first.
2. Press the PREVIOUS ADDRESS Tab.
3. Enter the Applicants Previous Address and press TAB.
4. Enter Zip Code and Press TAB.
  1. If the zip code is not recognized, enter the city and state.
5. Enter How Long the Applicant lived at this Address. Press TAB.
6. Enter Bedroom Size. Press TAB.
7. Enter Previous Rent. Press TAB.
Previous Landlord:
1. Enter Previous Landlord Name. Press TAB.
2. Enter Previous Landlord Address. Press TAB.
3. Enter Previous Landlord Zip Code and press TAB.
4. If the zip code is new, enter the city and state.
5. Enter Previous Landlord Phone Number
Enter Previous HA Information:
1. Within Applicant Master, the Information Tabs are listed from left to right beneath the applicant name fields. By default, the Main Tab is displayed first.
2. Press the PREVIOUS HA Tab.
3. Check the box if Applicant has ever lived in Public Housing Before. Press TAB.
4. Enter Housing Authority Name. Press TAB.
5. Enter HA Address. Press TAB.
6. Enter HA Zip Code. Press TAB.
  1. If the zip code did not pull in the city and state, enter them in.
7. Enter HA Phone Number. Press TAB.
8. Enter length of residency under How Long
Enter References:
1. Within Applicant Master, the Information Tabs are listed from left to right beneath the applicant name fields. By default, the Main Tab is displayed first.
2. Press the REFERENCES Tab.
3. User may enter up to 3 references.
4. The user may enter name, address, city, state and zip for each reference along with type/relationship and phone number.
5. These fields may be left blank if no reference information is given by the applicant.
Emergency Contact:
1. Within Applicant Master, the Information Tabs are listed from left to right beneath the applicant name fields. By default, the Main Tab is displayed first.
2. Press the EMERGENCY Tab.
3. Enter the name, address, city, state, zip, phone number and any noted information for an emergency contact.
4. All or some of these fields may be left blank if no emergency contact information was given.
Other Contacts:
1. In the appropriate fields, users can enter contact names and phone numbers for the tenant's doctor, ambulance, hospital, and/or minister.
2. These fields may be left blank if no information is given by the applicant.
Enter Pet/Vehicle Information:
1. Within Applicant Master, the Information Tabs are listed from left to right beneath the applicant name fields. By default, the Main Tab is displayed first.
2. Press the PETS/VEH Tab.
3. Check the pets box if the applicant has pets
4. Enter any information regarding the pet in the text box.
Vehicles:
1. Mem# - Enter the household composition member number of the person owning the vehicle.
2. Enter the make, model, year, license and registration information for the vehicle(s)
Enter Tracking Information:
1. Within Applicant Master, the Information Tabs are listed from left to right beneath the applicant name fields. By default, the Main Tab is displayed first.
2. Press the TRACKING Tab.
3. Some tracking information is added automatically.
4. Other information may be entered manually, by the user, using the ADD TRACKING ITEM button.
5. This area may be skipped when adding the applicant.
Enter Action Items:
1. Within Applicant Master, the Information Tabs are listed from left to right beneath the applicant name fields. By default, the Main Tab is displayed first.
  1. Press the ACTIONS Tab.
  2. Enter any actions relating to the applicant.
    1. Select Action Code by clicking on the arrows by Action Code. Press TAB.
    2. Description will come up. Press TAB.
    3. Select Waiting List by clicking on the arrows by Waiting List. Press TAB.
    4. Time will default to current time. User can overwrite this time. Press TAB.
    5. Enter any Comments. Press TAB.
    6. A second, third, or Fourth Action can be added the same way
Enter Notes:
1. To Add a Note press the NEW NOTE button.
2. System will add a Note Date (Current Date). Press TAB.
3. Enter a brief Subject for the note’s title.
4. Click in the area below the Grid. Enter a detailed note.
5. User can print note by clicking on the Print Note Button above the grid to the right.
  1. If multiple notes exist, user can press the PRINT ALL NOTES Button.
  2. Enter a Starting and Ending Date and press OK
6. After entering any notes, user can press the MAIN Tab
7. User should then do a Save Without Clearing by clicking on the arrow beside the Save Icon and selecting Save Without Clearing from the menu.
Demographics tab:
1. Enter Birthplace of Member. Press TAB.
2. Leave Prior Head Soc. Sec # blank. Press TAB.
3. Select Elderly Status by clicking on the Down Arrow and selecting the appropriate status. Press tab key.
4. Citizenship will default to Eligible Citizen. User can change this selection by clicking on the Down Arrow. If Eligible Non-citizen is selected, an Alien Number field will appear. User can enter an Alien Number. Press TAB.
5. Press the Down Arrow to see Community Service options. Make selection and Press TAB.
6. Check the correct Race box.
7. Select Ethnicity
Needs/Service:
1. If the Member is disabled, check the Disabled box. Enter Nature or Extent of Special Needs.
2. If the Member has ever applied for Disability Benefits, check the box. Enter What Type and When.
3. If applicable, check the Veteran Box and enter Term and Branch of Service.
Education:
1. User would enter information for Members that are over 18 but full time Students.
2. The Name and Address of the School would then Merge for Verification purposes.
Medical Professional:
1. Enter Medical Information for Disabled Persons.
2. This information would then Merge for Verification purposes.
Criminal Info:
1. Enter all applicable information.
2. Remember that the TAB key takes the user from field to field.
Marriages:
1. Enter all applicable information for the member.
Absentee Information:
1. User can enter all applicable information as it relates to a absent Parent/Spouse for the member.
Notes/Tracking:
1. Press the Wpresse area and enter notes about the individual member.
2. Press the Arrow beside the SAVE Icon and select SAVE and CLEAR VIEW. Please follow the same steps to add other members.
Income Information:
1. Select Member by clicking on the Browse Box beside Member # field.
2. Press Quick Link.
3. Select Income Information.
4. Tab to Class field. User does not need to enter a Line #.
5. Select a Class by pressing the BROWSE BOX. Press TAB.
6. User can edit the Modified Description (Not necessary)… Press TAB.
7. Enter the Value. Press TAB.
  1. This can be a weekly, biweekly, monthly, or annual figure.
8. Enter the # of Periods. Press tab key.
  1. This can be a weekly, biweekly, monthly, or annual figure.
9. The computer will calculate Annual Income
10. Press TAB.
11. Press the DETAILS Button.
12. User can enter the Name of the Source and Address if different than the default source shown on the right.
  1. NOTE: Merge will use the default unless the user enters the information here.
13. This is also the area where Exclusions (MEIDS) and Deductions are entered.
14. When finished entering all applicable information, Press OK.
15. The entry will now be in the Grid Area.
  1. NOTE: To Edit an incorrect Line, DO NOT MAKE CHANGES IN THE GRID AREA. Change the Line Number to correspond with the Line Number that needs edited and press the TAB. Make correction and press TAB until the entry falls in the Grid Area.
16. After completing Income for this Member, Save and Close the view. Follow the same procedure for adding another Income.
Asset Information:
1. Select Member in Household Composition by clicking on the Browse ox beside Member # field.
2. Press QUICK LINK.
3. Select Asset Information.
4. Tab to Class field. User does not need to enter a Line #.
5. Select a Class by clicking on the Browse Box. Press TAB.
6. User can edit the Modified Description if desired. Press TAB.
7. Enter the Value of the Asset.
8. Enter the Interest %.
9. The program will calculate the Annual Income.
10. Press the DETAILS Button.
11. User can add the name and address of the Asset.
12. Add any of the following:
  1. Market Value
  2. Loans
  3. Costs
  4. Cash Value
13. Comments Regarding the Asset can also be added.
14. Press OK when finished.
15. Follow the same procedure for all other Assets.
  1. NOTE: To edit an incorrect Line, DO NOT MAKE CHANGES IN THE GRID AREA. Change the Line Number to correspond with the Line Number that needs edited and press the Tab key. Make correction and Press tab key until the entry falls in the Grid Area.
16. Press SAVE and CLOSE when finished entering Assets.
Deduction Information:
1. Select Member by clicking on the Browse Box beside Member # field.
2. Press QUICK LINK.
3. Select DEDUCTION INFORMATION.
4. Tab to Deduction Class field. User does not need to enter a Line # and select a Deduction Class code. Press TAB.
5. User can edit the Modified Description if desired. Press TAB.
6. Enter the Amount of the deduction. Press TAB.
7. Enter the Frequency. Press TAB.
8. The computer will figure out the Annual Deduction. Press TAB.
9. Press the DETAILS Button.
10. User Can Add the Name and Address of the Deduction or view the default.
11. Enter Contact information if applicable.
12. Press OK when finished.
13. Follow the same procedure for all other Deductions.
  1. NOTE: To edit an incorrect Line, DO NOT MAKE CHANGES IN How To Delete Existing Unit THE GRID AREA. Change the Line Number to correspond with the Line Number that needs edited and press the Tab key. Make correction and Press tab key. until the entry falls in the Grid Area
14. Press SAVE and CLOSE when finished entering Deductions
Rent Calculation:
1. Press QUICK LINK.
2. Select Rent Calculation.
3. Press Recalculate button one time.
4. Review Main Tab.
5. Review TTP Tab.
6. Review Public Housing Scenario, Section 8 (59) Scenario and Section 8 Voucher Scenario.
7. Save and Close.
Rent Worksheet:
1. Press QUICK LINK
2. Select Rent Worksheet.
3. Select appropriate Scenario. Preview or Print.
4. Click on the X to close the Preview.

2/2021

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