Assistance Program Setup

With this program type, you now have the ability to add units that are not owned by your housing authority but another Landlord. With our new "non-inventory" flag these type of units will not be included in Vacancy reports, etc. This program may also be used for tenants receiving rental assistance from the housing authority while occupying a housing authority unit.

Moving a Tenant into an Assistance Program

1. Set up a Landlord: If the landlord is already setup, skip this step.

     A. Navigate to the Occupancy tab in the header.

     B. Select "Vendors".

     C. Click "Add Vendor".

     D. Fill in the Landlord's details.

          1. The landlord may be an individual or an organization. Click the button next to either to reveal different input options. If the unit is owned by the housing authority, set the housing authority as the landlord organization.

         2. (Optional) Add address details for the new landlord.

         3. Fill in the Landlord's payment details.

         4. Click Create Landlord to continue.

2. Create a Non-Inventory Unit:

This step is necessary for units owned by an outside landlord instead of the housing authority. If unit is already non-inventory or the unit is owned by the housing authority, skip this step.

     A. Navigate to Occupancy in the header.

     B. Select 'Units'.

     C. Choose 'Add Unit'.

     D. Select the Assistance Program and project for the new unit.

     E. Fill in the unit's details as usual.

     F. Select 'Yes' for Non-Inventory. Marking this as "Yes" means that the unit will be left out of all vacancy reports if the unit is owned by an outside landlord. If the unit is owned by the housing authority, choose 'No'.

     G. Click 'Save' in the bottom right to complete the unit setup.

3. Assign Tenant to Unit in Assistance Program

     A. Navigate to the household of the tenant moving into the assistance program unit. This can be done either under the Occupancy screen in the header or searching for the tenant directly with the search tool.

     B. Click the triple lined toolbar on the left side of the tenant's household. Hover over the household action icon and select 'Assign'.

     C. Choose a unit for the tenant's assignment.

          1. Enter Contract Rent: This is the amount that the landlord is charging for the unit.

          2. Click Calculate Rent. This will do the rent calculation determined by the housing authority and return the tenant's portion and the housing authority's portion below. Each of these may also be set manually by clicking 'Yes' for a fixed rate.

          3. Select the date of the assignment.

          4. Click Assign in the bottom right corner. 

4. Move Tenant Into Assigned Unit

     A. Once assigned, navigate to the tenant's overview once again. 

     B. Click the triple lined toolbar on the left side of the tenant's household. Hover over the household action icon and select 'Move-In'.

     C. Confirm the Move-In details by clicking 'Next' through the move-in wizard.

     D. Contract rent and tenant payment details may be edited once again under the 'Rent Details' screen if necessary. The setup here is identical to the assignment screen.

     E. Finally, click 'Finish' in the bottom right corner of the Move-In wizard. 

Congratulations! You have successfully moved a tenant into an Assistance Program.