Use Tax Tracking

NOTE: Landlord tax payments are recorded in the tenant's Unit Master during the reexamination process. To record payments, the taxable information must first be setup.  Follow the steps below to implement Tax Tracking. After setup has been completed a listing of Tax Tracking information may be generated at any time from Lists>Tax Tracking Listing.

Setup Tax Tracking Items

NAVIGATION: SETTINGS menu > Section 8 Tax Tracking

1. In Tax Item 1, enter a taxable item that is to be tracked.
   1. For example, if a Landlord should pay County taxes, enter County in field 1.
2. Enter a check in the Default Tax Type box if this is a taxable item for all units.
   1. A Tax Item that is checked as a Default Tax Type will, in all new units, have a column entered in the Tax Year Grid to record payment of the tax.  
   2. Existing units will need to have the boxes checked manually to add the column(s) to the grid.
   3. A Tax Item that does not have Default Tax Type checked will be available in the unit master to check mark as needed.
3. Continue to enter Tax Items in fields 2 through 9 as needed to record taxes as paid and check mark Default Tax Type as needed.  
4. Press SAVE

Create a Tax Year

NAVIGATION: PROCESSES menu > Create Tax Tracking Entries

1. This process will create a Tax Year in the Unit Master > Tax Year Grid for all units that fall within the selection criteria entered.
   1. Enter or select a Project for the process or leave blank to include all Projects.
   2. Enter or select a Caseworker or leave blank if Caseworkers are not used or to include all Caseworkers
   3. Enter or select Reexamination range using the Start and End Date fields
   4. Enter a four-digit Tax Year (yyyy).  The year should be the year you are recording tax payments for and not necessarily the calendar year.
   5. Press the CREATE TAX ENTRIES button
2. This process may be repeated as often as needed to create tax year entries in all appropriate units.

Record Tax Payments

NOTE: During a tenant's reexamination process or any time a Landlord reports a tax payment, the information may be updated in the Unit Master.

During a Reexamination

NAVIGATION:  MAINTAIN menu > Tenants (Active)

1. Select the tenant using the Tenant Number or Tenant Name field.
2. Go to Quick Link > Unit Information the tenant's unit will be selected.
3. Open the Tax Tracking tab
   1. Review the Applicable Taxes, check or uncheck taxes as needed.
      1. Checking a tax will cause a column to be displayed in the grid where users may check mark any taxes that the Landlord has provided evidence of payment.
   2. If this unit was included when the Create Tax Tracking Entries was processed, the Tax Year will be shown in the grid under Tax Year.  If the Tax Year is not shown, it may be entered manually.
   3. In the appropriate Columns, check mark all the taxes that have been paid.

Review Tax Tracking List

NAVIGATION: LISTS menu > Tax Tracking Listing

1. Enter or select a Project.  Project may be left blank to include all projects.
2. Select a Sort Order or leave at the default of Tenant Number
3. Enter or select a Start and End Date for the Reexamination Date Range.
4. A Caseworker may be selected, or the field may be left blank.
5. Group by Caseworker may be checked or left blank.
6. Enter the four-digit Tax Year (yyyy) for which the information is being entered.
7. Not Paid Only may be checked to only include the units with unpaid taxes.
8. Create Merge Interface should be checked if you will be sending out batch letters based on the listing
9. Preview and/or Print the report.

2/2021