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1. Percent 30 0 FMR Subsidy fi Section 8 Second Subsidy Continuous S8 Contract Rent 0 Housing Assistance E All Members are Eligible Welfare Rent 0 Income Limit T able iNo Table Selected Security Deposit 0 0 Elderly Household P Portable Low Income Limit Earning Dep Handicap Expense 0 Very Low Limit 0 TTP Minimum Rent Exempt Extremely Low Limit 0 Utility Allowance Repayment Agreement Current Income Level IE Previous Level p Monthly Repayment 8 Special Program o DOES NOT PARTICIPATE Structure Type Assistance Status Ri shab Selt Sufficiency Single Family Detachec Y ear Built 750 SRO Mobile Home 84 ModRehab ProjectBased FMR Code Use this drop down selection box to specify the tenant s Fair Market Rent code FMR This is the tenant s Fair Market Rent Contract Rent This is the monthly contract rent as established by the unit s owner Portable If the tenant is a portability move in from another housing authority and your agency is currently bill ing that housing authority check this box If the tenant is a portability move in but your agency has absorbed the lease do not check this box WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 27 Special Program This drop down selection box enables you to select the tenant s homeownership progra
2. ssn First MI Last Name Unit Street 3861 HERSHEY AV City State Zip LEXINGTON Tenant AIW Homeownership Effective Date 02 20 2003 Trans Code fi New Admission Action 1 Move In Project 1 Bedrooms 3 E Voucher Site Code FSS Participant wtw Participant SSN 851 45 2671 Voucher This is the tenant s voucher number Landlord This is the name and Social Security number of the tenant s landlord or property manager You cannot edit this field To change the tenant s landlord click the LL Info button and select a new landlord through the Owner Landlord Information dialog box Owner This is the name of the owner of the tenant s unit You cannot edit this field To change the tenant s landlord information click the LL Info button and select a new landlord through the Owner Landlord Information dialog box Head Birthday 02 20 2003 kv 40573 Management Code None Caseworker None Phone 853 555 484 Account l Phone Eu Application Date tj Admission Date tj Exam Date Last Insp Date Last Passed Insp tj Next Exam Date tj Next Exam Time SSN This is the Social Security number of the owner of the tenant s unit You cannot edit this field To change the tenant s landlord information click the LL Info button and select a new landlord through
3. ALL z Management cod ALL z Report optio Print detail Age rang I AU WinTen Occupancy and Rent Calculation 10 31 2003 Edition Reports Page 5 12 LINK ETRANS The Link eTrans area of the program allows you to review eTrans records that have been created but have not yet been submitted to MTCS or TRACS as well as those that you have already sent It also allows you to review all link records that have been created in Occupancy and Rent Calculation but have not yet been executed by the Section 8 Ten ant and Landlord and Tenant Accounts Receivable programs To enter this area of the program click the Link eTrans button or press lt L gt at the Main Menu E Main Menu Tenant Actions Report Options Link eTrans Record Menu Form Letters Index Databases Process TRACS Vouchers Setup WinTen Occupancy and Rent Calculation 10 31 2003 Edition Link eTrans Records Page 6 1 LInKS ETRANS RECORD SELECTION SCREEN The Links eTrans Record Selection screen allows you to review MTCS and TRACS eTrans records and Section 8 Tenant and Landlord and Tenant Ac counts Receivable link records The screen has two databases with which you can work eTrans records and link records Use the two large but tons in the top left corner of the screen to switch between these databases The Links eTrans Re cord Selection screen always opens in the eTrans
4. Once you have selected the landlord into whose unit the tenant is moving click the Next button to proceed to Step Five Step Five Review the data in the wizard If it is correct and complete click the Finish button to complete the transfer process If it is incomplete click the Back button to return to the previous steps and make any needed changes or click the Cancel button to can cel the entire process and exit the wizard Unit Transfer Wizard Step 4 of 5 X Select Landlord 1 Effective Date of Transfer n2nz2003 Transfer s Transaction Code interim Reexamination New Unit Address JeolANSDROPFORESTOR o o C SC S Ciy State Zp LEXINGTON 7 7 8 Unit s Landlord sTEwaRT CHERYL 561 33 5312 NEM al rInstruci Click on the magnifying glass to select the new landlord Search by Last Name C Landlord ID BROOKSTONE HOLDINGS 35 0541 85 05412441 BROOKSTONE HOLDINGS H LZSCHLAG RANDY 564 456 1331 564 4511331 RANDY HOLZSCHLAG MONTAGUE REALTY 44313213185 44 13213185 MONTAGUE REALTY STEIN PETER 185 64 6616 185 64 6616 PETER STEIN STEWART CHERYL 561 33 5312 561 335312 CHERYL STEWART SWAIN ANNETTE 3 416 61 6693 ANNETTE SWAIN THOENY MICHAEL 815 18 5361 81518 5361 MICHAEL THOENY 4 WILLIAMS ELIOT 851 45 2671 851 45 2671 ELIOT WILLIAMS Select a Landlord Search For E ii Unit Transfer Wizard Step 5 of 5
5. 10 31 2003 Edition Tenant Actions Page 4 57 Monthly Repayment If a retroactive repayment agreement is in place this is the monthly amount the tenant owes toward that debt Special Program This drop down selection box enables you to select the tenant s homeownership program participation or lack thereof Assistance Status This drop down selection box enables you to select the tenant s assistance status code Structure Type This drop down selection box enables you to speci fy the type of structure in which the unit is located Year Built This is the year in which the structure was built Rental Rehab If the unit is a Mod Rehab unit check this box Self Sufficiency If the unit is self sufficient check this box NOTE This is not the same as FSS self suf ficiency IGR If the tenant lives in an Individual Group Residence check this box SRO If the tenant lives in a Single Room Occupancy unit check this box Mobile Home Pad If the tenant lives in a mobile home which he owns but is leasing the space on which it is located check this box Mod Rehab If this is a certificate tenant whose subsidy is paid with Moderate Rehabilitation funding check this box Add a Tenant Huo Payment Standard Code z Percent Payment Standard 9 Subsidy fi Section 8 z Second Subsidy Continuous 8 Contract Rent 0 Housing Assistance E All Members are Eligible z Welfare Rent Elderly Hou
6. tomatically calculates this field you cannot edit it Income Excluded This is the amount of earned income to exclude Each income type has its own accepted amount of excludable income This data field is only vis ible if the household is a Public or Indian Housing household Income After Exclusions This is the difference between the Income Total and Income Excluded fields The program auto matically calculates this field you cannot edit it This data field is only visible if the household is a Public or Indian Housing household Start Date This is the date on which the household member began receiving this source of income Exclusion Ends This is the date on which the earned income exclu sion ended or will end Employer This is the name of the employer or other entity from whom the household member receives this income Position This is the household member s job title if appli cable Address City St Zip These four fields are the employer s address How Long This is the number of years that the household member has been receiving income from this em ployer Phone This is the employer s phone number WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 89 Assets Tab The Assets tab enables you to track the financial and material assets of a tenant s household The bottom portion of the tab contains a table of every asset in this tenant s household The top portion of
7. wtw Participant Certificate Size This is the unit size for which the tenant s certificate qualifies him HAP Contract This is the tenant s HAP contract number Landlord This is the name and Social Security number of the tenant s landlord or property manager You cannot edit this field To change the tenant s landlord click the LL Info button and select a new landlord through the Owner Landlord Information dialog box Owner This is the name of the owner of the tenant s unit You cannot edit this field To change the tenant s landlord information click the LL Info button and select a new landlord through the Owner Landlord Information dialog box Head Birthday 02 20 2003 tj kv Management Code None Caseworker None Tenant Type 5 58 Certificate Effective Date 02 20 2003 tj Trans Code fi New Admission Action 1 Move In Phone 853 555 4845 Account Phone 1 al wl Application Date tj Admission Date Exam Date Last Insp Date tj Last Passed Insp Next Exam Date tj i Next Exam Time SSN This is the Social Security number of the owner of the tenant s unit You cannot edit this field To change the tenant s landlord information click the LL Info button and select a new landlord through the Owner Landlord Information dialog box Phone This is the phone number of the tenant s landlor
8. 10 31 2003 Edition Tenant Actions Page 4 84 Sold or given away property in last two years If the household member has sold or given away property in the last two years check this box Handicap If the household member is handicapped check this box The set of ten check boxes immediately below this check box becomes usable Use these check boxes to indicate which of the listed handi caps the household member is subject to Disabled If the household member is disabled check this box The set of ten check boxes immediately below this check box becomes usable Use these check boxes to indicate which of the listed disabilities the household member is subject to Hint Handicapped vs Disabled According to HUD the difference between a handicap and a disability is that a person is born with a handicap but acquires a disability after birth If the tenant was born blind he is handicapped If a piano fell on him and caused permanent blindness he is disabled If a piano fell on him during birth he is unlucky WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 85 Income Tab The Income tab enables you to track sources of in come for a tenant s household The bottom portion of the tab contains a table of every income source in this tenant s household The top portion of the tab shows the detailed information on the currently selected income source You can add edit or delete incom
9. Hark voucher Paid Voucher Review Contract Number KY08712345 Project Number Voucher Date 11 01 2001 8 gt gt 2 0 Project Name BLUEGRASS TOWER Total Units in Contract Project based exceptions in use g Number of Units rented to 6 Lower Income families E n Project based exceptions allocated 0 Tenant based exceptions in use omg 9 Number of Vacant Units 6 Total Exceptions 0 Number of Units at Market Rent Q Date Field Office last changed allocations Voucher Status Ealected Breakdown of Assistance Payment Requested Units in Amount Billing Requested Regular Tenant Assistance Payments 0 I 0 Voucher Signed Date si Adjustments to Regular Tenant Assistance Payments I 0 ENS 0 6 Voucher Submission Date Section 8 Special Claims for Unpaid Rent 0 Section 8 Special Claims for Tenant Damages 0 I Assigned Voucher ID EE Section 8 Special Claims for Vacancies To 6 Voucher Paid Date e Section 8 Special Claims for Debt Service 0 I D Amount Paid mud 1983 HURRA Rent Rebates Total Subsidy Requested 0 Requested Information Qwner Agent Information WinTen Occupancy and Rent Calculation 10 31 2003 Edition Process TRACS Vouchers Page 10 6 Number of Subsidized Units This is the number of units receiving subsidies as indicated on the Voucher Detail tab This only in cludes active units Number of Vacant Units This is the number of units th
10. M Cooking Natural Gas 0 00 0 00 0 00 0 00 0 00 0 00 0 00 H Monthly Dollar Allowance Utility Type Heating Natural Gas Utility Company User Defined Amounts gt 1 General Allowance Amounts WinTen Occupancy and Rent Calculation 10 31 2003 Edition Setup Page 3 41 gt Utility Allowance Setup Allowance Amounts Sub Tab Data Fields Allowance Profile These two fields show the allowance profile code Wimo iEoig and description of the currently selected allowance eating Natural Gas TETEN m profile They are not editable from this tab you Heating OivElectie must edit this identifying information from the Gen Sevres eral tab Utility Type This is the utility type that is currently selected in the table of utility types lt User Defined Amounts gt Utility Company This drop down selection box enables you to select any company that is set up on the Utility Company tab as a provider of the selected utility type You can also select a User Defined Amounts option If you select a company the program fills in the al lowance table for the selected utility with the allow ance amounts that are set up on the Utility Com pany tab If you select User Defined Amounts you can edit the allowance table Bedrooms Monthly Dollar Allowance This table contains the monthly dollar allowances for the selected utility type for units with zero through six bedrooms If the U
11. Setup Page 3 3 Management Codes This command opens the Maintain Management Codes sub screen This sub screen enables you to edit the management codes that Occupancy and Rent Calculation uses For more information on this sub screen see the end of this chapter Maintain Caseworkers This command opens the Maintain Caseworkers sub screen This sub screen allows you to add edit and delete individual caseworker records For more information on this sub screen see the end of this chapter Transfer Caseload This command opens the Transfer Caseload dialog box This dialog box enables you to transfer all of a selected caseworker s assigned tenants to another caseworker Select the caseworker from whom you want to transfer tenants in the left list and the caseworker to whom you are transferring tenants in the right list Then click the Assign button Maintain Income Limit Tables This command opens the Maintain Income Limit Tables sub screen This sub screen allows you to add edit and delete income limit tables For more information on this sub screen see the end of this chapter Transfer Caseload Transfer caseload from To Caseworker DIRRAL LUCAS TETH VICTOR WinTen Occupancy and Rent Calculation 10 31 2003 Edition Setup Page 3 4 Default Settings Tab Data Fields Organization Name This is the name of your agency as it should ap pear on the header of all reports produced by Oc cupancy and Rent C
12. This is the data that is displayed on the Main tab The Household tab holds the data for every member of that tenant s household The bottom portion of the tab contains a table of every household member in this tenant s household The top portion of the tab shows the detailed information on the currently selected household member You can add edit or delete household member records using the stan dard WinTen controls Tenant Detail Head Name ELLEN KILEY Head SSN 15541 6571 Effective Date 03 28 2003 First Name ELLEN MI P Last Name KILEY SSN 15641 6571 Member Relation to Head HEAD Dependent Type Head of HouseHold Handicap Disabled Birthday 03 15 1967 Age 35 Birthplace CHARLOTTESVILLE NC Vision Impaired R Hearing Impaired Sex Female Community Service Met Exempt Bl wheelchair Race white Mentally Impaired Physically Impaired Ethnicity Non Hispanic OXYGEN TANK Eligibility EC Eligible Citizen CAREGIVER culla Alien Registration Number Altemate ib Been convicted of a crime Sold or given away property in the last two years 156 41 6571 ELLEN P KILEY H F 03 15 1967 36 1 154 84 8322 5 D KILEY Y M 07 30 1991 11 02 824 92 9422 CHRISTOPHER M KILEY hi M 12 05 1999 3 03 WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 82 Household Tab Controls Renumber Household But
13. Voucher Issued Request Date Head of Household Education Level The Family Receives Is the Family Receiving WtW Tab Data Fields WtW Report Category This drop down selection box enables you to set the WtW reporting category for the family Enroll ment Progress or Exit Effective Date This is the effective date of the changes you are making to the tenant s WtW records Housing Search Help From This pair of check boxes enables you to indicate whether the family is receiving housing search help from a TANF agency and or another source PHA Issued Voucher This is the housing authority number e g KY 132 of the agency which initially issued the WtW vouch er to the family Effective Date Reason for different unit Closer to other services Unit would not meet HOS 4 Owner of unit will not participate 7 Rent above payment standard Reason for Leaving gt Employment Status Date Employment Began 7 Closer to day care Employment 7 Transportation Benefits in current employment 7 Health 7 Retirement Account 7 Other Benefits WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 71 WtW Program Enrolled This is the housing authority number e g KY 132 of the agency in whose WtW program the family is currently enrolled Voucher Issued This is the date on which the family s WtW voucher was issued Request Date This is the date
14. WinTen Occupancy and Rent Calculation 10 31 2003 Edition Program Basics Page 2 5 Who signs the 50058 and or 50059 forms The program allows you to include the signature of a supervisor or manager on all 50058 and 50059 forms Make a list of individuals who are authorized to sign each form along with their official titles You can enter this list into the program Later when ever you print a 50058 or 50059 form the program will allow you to select from this list and will print the name and title of the selected individual next to the space for his signature Workflow Since the Occupancy and Rent Calculation in terfaces directly with the Applicant List Tenant Accounts Receivable and Section 8 Tenant and Landlord programs your agency should have a standardized pattern and order of work or a work flow to avoid miscommunication and incorrect data entry Keep the following questions in mind when establishing your agency s workflow When an applicant is at the top of the waiting list and is ready to be moved into the Occupan cy and Rent Calculation program s database who will perform the transfer When all required calculations have been made and all necessary forms have been printed who will move newly housed tenants into the Tenant Accounts Receivable or Section 8 Tenant and Landlord databases When a tenant undergoes recertification either annual or interim who will make the necessary changes to the tenant s r
15. You perform a recertification for a ten ant that results in a change of rent but that change will not be effective until October Occupancy and Rent Calculation creates a link entry for that change with an effective date of October 1 Tenant Accounts Receivable continues using the tenant s current before the recertification rent Several months later you initialize your Tenant Accounts Receivable program into October Tenant Accounts Re ceivable sees the link record and changes the tenant s rent for October It then erases the link record which has done its job and is no longer needed WinTen Occupancy and Rent Calculation 10 31 2003 Edition Reports Page 5 5 Age The Age report prints the names and ages of all household members whose dates of birth fall within a selected range of dates You can produce a report that shows name SSN date of birth and age one that shows only name and age or one that shows name address SSN date of birth and age You can also choose to show all matching ten ants or only those born in a specific month If you choose to show only those tenants born in a specif ic month a drop down selection box appears which enables you to select the desired month You can also choose to exclude heads of households Impairment The Impairment report contains the names of all household members who are listed as having one or more impairments handicaps and or disabili ties You can choose to
16. checks its own submission records against the PIC submission history in the MTCS Transaction Re port and highlights any discrepancies between the two sets of records You can sort this report by last name SSN or unit number SelecteTranStatus Projec ALL PROJECTS Laseworke TI Management cod TIE Date rang Dates from Ez 4 to a Report orde Last name Missing PIC eTrans Projec ALL PROJECTS Laseworke TI Management cod TIE Date rang Dates from C a to a Report orde Last name PIC Submission Status Projec ALL PROJECTS Laseworke Lu Management cod ALL Select excel file for comparisio Report orde Last name Hint Okay but how do use it For detailed instructions on how to use the PIC Submission Status report to check your agency s PIC submissions download the PIC Data Verification Guide from our Web Site s PIC section http www tenmast com clients reading pic58 WinTen Occupancy and Rent Calculation 10 31 2003 Edition Reports Page 5 10 Statistics Tab The Statistics tab contains statistical reports on your tenant population Available Reports Tenant Statistics The Tenant Statistics report provides demographic breakdowns of the following tenant information head of household gender head of household race and Hispanic non Hispanic status single vs family housing and bedroom size It also p
17. comet striking the Earth that destroyed the tenant s previous unit Private Action is a result of non government action that rendered the tenant s previous unit unlivable Not Displaced is used when the tenant was previously living in the same unit without rent assistance and then entered Section 8 while remaining in that unit WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 38 New Construction Tenant Data Fields If the tenant is Type N New Construction the fol lowing data fields are available on the Rent Calcu lation sub tab Add a Tenant Percent Subsidy fi Section 8 Second Subsidy Continuous 8 Contract Rent Housing Assistance E All Members are Eligible Welfare Rent Elderly Household T Income Limit Table iNo Table Selected Security Deposit 0 0 0 Low Income Limit Earning Dep Handicap Expense 0 0 0 0 Very Low Limit 0 TTP Extremely Low Limit 0 Utility Allowance Current Income Level Previous Level E Tenant Rent Contract Number Pre 8 Previous FmHA Subsidy Pref 58 Displaced Worksheet gt Sec 8 on after 1984 Exception Change Code Date Code Income Code e Minimum Rent Exempt Police or Security Tenant Contract Rent This is the monthly contract rent as established by the unit s owner Mobility Impaired If a household member is mobility impaire
18. fy the housing program type for this data area Default Settings Signature Lines Project Validation Max Rent Table TRACS Setup Agency F5S wtw Special Funes 2 8 HUD Address 1 Org Name TENMAST CITY HOUSING AUTHORITY Address 132 VENTURE CT STE 1 HUD Address 2 City State LEXINGTON z HUD Address af Zip 40511 Phone 853 455 8061 HUD Address 4 Signatures Appear on Certification Housing Program Type Default Tenant Type Ne Signature Lines z Section 8 gt v Section 8 Vouchers Signatures Appear on Lease Area Submits to TRACS v Minimum Rent 25 Ne Signature Lines z H 3m chosen for MTW program Passbook 33 wner Manager Signature on Lease V Multiple Utility Allowances HA Number 123 Signature Lines Appear On the Notes Utifty Allowance Calculation Effective Date Appears on Worksheet Fired Utilty Allowance Round Up from 5 Round Each Step Additional Lease Text User Defined Impairments Label 1 OXYGEN TANK Label 2 CAREGIVER ANIMAL Lbel5 SSS WinTen Occupancy and Rent Calculation 10 31 2003 Edition Setup Page 3 5 Area Submits to TRACS Check this box if the currently selected data area has tenants whose data should be reported to TRACS rather than to PIC 58 TRACS tenants are tenants who participate in the following programs Section 8 New Construction Section 202 Section 811 Section 221d BMIR Se
19. gt 2 52 gt Project Number Voucher Date 11 01 2001 Project Name eLuEGRAss TOWER Owner Information Agent Information Printed Name aMESMAUH Owner s Signed Name PAMESC MAUCH Title EXECUTIVE DIRECTOR Phone 859 455 8081 Agent Name TENMAST CITY HOUSING AUTHORITY Payee Name TENMAST CITY HOUSING AUTHORITY EIN Number 61399999 Payee Address 132 VENTURE CT STE 1 LEXINGTON KY 40511 BankAddess 100WHIGHST LEXINGTON KY 40507 ABA Route 123456789 Account Number pasas 02 WinTen Occupancy and Rent Calculation 10 31 2003 Edition Process TRACS Vouchers Page 10 10 Voucher Detail Tab The Voucher Detail tab contains the detailed in formation on each unit s allocation or request in the selected voucher The top portion of the tab contains a table of all units with requests on this voucher The bottom portion contains the detailed information for the currently selected unit s re quest Voucher Review Voucher Summary Al 2 3 151037 D Vacant Regular 151033 D Vacant Regular 151041 0 Vacant Request Type Regular gt Manual Entry UnitNumber 151001 First Notified 10 01 2000 Unit Status Subsidzed H Next Exam Date 1170172001 Fist Name KEVIN Middle Initial P LasName BRADLEY Social Security Number 198 71 3065 Change Code Initial Certification H Regular amp mount
20. i x Confirm Unit Transfer Effective Date of Transfer n24 2008 Transfer s Transaction Code interim Reexamination New Unit Address 5 o o City State Zip 3 p Units Landord STEWART CHERYL 561335312 777 Confirm the above values and click Finish to complete the task WinTen Occupancy and Rent Calculation 10 31 2003 Edition Task Wizards Page 8 6 Move a Tenant to Another Data Area To move a tenant to another data area go to the Main Menu Click the Tenant button or press T The Tenant Search screen opens On the Tenant Search screen select the tenant you want to transfer and click the Edit Review button The Tenant Detail screen opens on the selected tenant s record On the Tenant Detail screen click the Move to An other Area truck toolbar button This opens the Move to Another Area wizard Move to Another Area Wizard Step One Select the data area into which you are moving the tenant Click the Start button to proceed to Step Two Move to Another Area Step 1 of 3 Select Data Area Current Directory Public Housing Documentation h mktten mktph2 Data area to move tenant MaMe 957 1110 Is 1e na s a Public Housing Documentation Section 8 Documentation TRACS Documentation ORC Conversion Documentation Select the data area to move the tenant into WinTen Occu
21. the tab shows the detailed information on the cur rently selected asset You can add edit or delete asset records using the standard WinTen controls NOTE The name of the head of household ap pears in the space between the menu bar and the toolbar This provides a quick reference for determining which tenant household you are currently working with Tenant Detail Head Name ELLEN KILEY Head 55 156 41 6571 Effective Date 03 28 2003 Main Household Income References eTrans Totals Asset Owner CHRISTOPHER M KILEY Asset Owner SSN 824 92 9422 Verified 05 08 2001 Description IRUSTFUND Source FIRST CITY BANK OF VERSAILLES Asset Value 250000 Contact JLOUISGRANBOULAN i Actual Income 0 00 Address B001 ELMAN Imputed Income 0 City VERSAILLES St k x Zip 0581 Phone 606 439 4329 824 92 9422 JAMES D KILEY TRUST FUND 2500 00 824 92 9422 CHRISTOPHER M KILEY TRUST FUND 2500 00 WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 90 Assets Tab Controls Insert Edit Agency Button This button opens the Agency Information dialog box Agency Information Dialog Box This dialog box enables you to create edit or de lete agency records as you would on the Agency tab of the Setup screen The left side of the dialog box contains a table of all agency records that in Occupancy and Rent Calculation s database T
22. 348 v Initial Request Turnover Code Moven x Turnover Date riot 2000 Income Code Tenant Based Exception Project Based Exception In Use Project Based Exception Allocated Description WinTen Occupancy and Rent Calculation 10 31 2003 Edition Process TRACS Vouchers Page 10 11 Voucher Detail Tab Data Fields The Request Type drop down selection box indi cates which type of request is associated with the selected unit regular request adjustment special claim or miscellaneous accounting The rest of data fields on this tab change depending on this setting Regular Request Data Fields Unit Number This is the number of the unit to which the request applies Unit Status This drop down selection box allows you to specify the units status Subsidized Vacant or Market Rent First Notified This is the date on which the household was first notified of its current rent This is usually the household s exam date Next ReExam Date This is the date of the household s next re exami nation First Name Middle Initial Last Name These three fields are the first name middle initial and last name of the head of household SSN This is the head of household s Social Security number Change Code This drop down selection box allows you to specify the change code for this submission Initial Certifi cation Annual Recertification Interim Recertific
23. Account Amount Disbursed Starting Date mmm I J Ending Date Head of Household Education Level v Contract of Participation Completed Extended to Reason for Exit z The Family Receives Is the Family Receiving Ergkomeni Slatus 000 1 v 7 JOBS Services z i TANF Income Assistance 7 Medicaid C H I P JTP Services Date Employment Began Benefits in current employment 7 General Assistance 7 Health 4 Eamed Inc Tax Credit Retirement Account v Food Stamps 7 Other Benefits WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 68 FSS Tab The FSS tab enables you to edit the family s FSS participation data FSS Tab Data Fields FSS Report Category This drop down selection box enables you to set the FSS reporting category for the family Enroll ment Progress or Exit Effective Date This is the effective date of the changes you are making to the tenant s FSS records Selection Preference This set of radio buttons enables you to note the type of preference if any that this family receives over other FSS participant families Starting Date This is the effective date of the household s enroll ment in the FSS program Ending Date This is the expiration date of the family s FSS con tract Extended To If the familys FSS contract of participation has been extended beyond the initial ending date enter the new ending date he
24. Admission Date J Exam Date J Signed Date H Last Insp pae D Last Passed Insp J Next Exam Date J Nest Exam Time Family Requested Accessibility Features If the household has requested a unit with acces sibility features check this box Received Accessibility Features Use this drop down selection box to specify the extent to which the household has received any requested accessibility features in its unit WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 16 Section 202 Tenant Data Fields If the tenant is Type 0 Section 202 the following data fields are available on the Tenant Detail sub tab Add a Tenant Hu ssn First MI Last Name Street City State Zip 3861 HERSHEY AV LEXINGTON Project Bedrooms 3 E Site Code FSS Participant wtw Participant Building If you are working in a data area whose data is sub mitted to PIC the program automatically fills in this field the unique identifier of the building in which the unit is located from the Master Unit database If you are working in a data area whose data is sub mitted to TRACS or MTFS leave this field blank Action B This drop down selection box enables you to specify the secondary action code for the move in or change you are processing This is required for TRACS reporting Signed Date This is the date on which the tenant signed his cur rent housin
25. Ceiling Rent Indian Travel Cost 0 00 Flat Rent 0 Flat Rent Chosen Hint Continuous 8 This is used to indicate that a tenant or household was already receiving some form of housing subsidy prior to entering the program in which they are currently enrolled and they continued to receive housing subsidies under their new program with no un subsidized transition period For example a tenant who was formerly enrolled in a Public Housing program but moved to Section 8 Homeownership would be considered a continuous Section 8 tenant Hint Limit Fields If you move a tenant in from the Applicant List program the Low Limit Very Low Limit and Extremely Low Limit fields will be filled in from that program s data If you use the Income Limit Table drop down selection box to select an income limit table the program fills in these fields based on that selection WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 24 Earning Dep Handicap Expense This is the amount of income earned as a result of expenditures made by the tenant to overcome a handicap or disability TTP Total Tenant Payment TTP is the amount that a household is responsible for paying to rent a unit However this is not necessarily the amount that the household actually pays Some tenant types like Section 8 Voucher tenants use Total Family Contribution for the actual rent amount Utility al lowances can also affect th
26. H UDAddesi 0700000000 4 Address 132 VENTURE CT STE 1 0 HUD Address 2 Ciy State LEXINGTON fk H 60643 S Zip 40511 77 Phene f534558061 HUDAddess Signatures Appear on Certification Housing Program Type Default Tenant Type No Signature Lines z Section 8 gt v Section 8 Vouchers Signatures Appear on Lease Area Submits to TRACS V Minimum Rent 25 No Signature Lines H was chosen for MTW program Pur t 3 0 5 Owner Manager Signature on Lease v Multiple Utility Allowances H Number fi 23 Signature Lines Appear On the Notes Ublity Allowance Calculation Round Up from Effective Date Appears on Worksheet fe Fed Utility Allowance Round Each Step Additional Lease Text User Defined Impairments Label1 OXYGEN TANK Label 2 CAREGIVER ANIMAL Label 3 Label 4 Label 5 WinTen Occupancy and Rent Calculation 10 31 2003 Edition Setup Page 3 2 Default Settings Tab Controls Color Settings Button The Color Settings button opens the Color dialog box Click on a color to set the background color of the Occupancy and Rent Calculation screens to that color Some parts of some screens may remain un changed so they remain readable Default Settings Tab Other Functions Maintain Form Letter Templates This command opens the Browse Templates sub screen which allows you to select a form let
27. HURRA is a rent subsidy program for elderly tenants that was in use in the 1960s Today it is only in effect for ten ants who were in it when HUD phased it out and are still living in the same units they occupied at that time Because HURRA participants were elderly when the program ended four decades ago there are only about a hundred HURRA tenants in the United States today all of whom are excep tionally elderly To the best of our knowledge no Tenmast clients have HURRA tenants The current version of TRACS does not support HURRA data submission and Occupancy and Rent Calculation does not support HURRA rent calcula tions However HURRA data is still on the TRACS voucher form so we display it here for the sake of completeness WinTen Occupancy and Rent Calculation 10 31 2003 Edition Process TRACS Vouchers Page 10 8 Owner Agent Information Sub Tab The Owner Agent Information sub tab contains data on the owner and managing agent of the proj ect to which the voucher applies Use the standard WinTen controls to edit the data and save or cancel your changes Voucher Heview 8 gt gt 2 2 gt Project Name BLUEGRASS TOWER Owner Information Printed Name JAMES MAUCH Dwner s Signed Name JAMES C MAUCH Title EXECUTIVE DIRECTOR Phone 859 455 8061 Agent Information Agent Name TENMAST CITY HOUSING AUTHORITY Payee Name TENMAST CITY HOUSIN
28. Help Head Name ELLEN KILEY Head SSN 155 41 B571 Effective Date 03 28 2003 Main Household Income Assets Expenses References eTrans Totals is Actual Assets 5000 Total Annual Income 3500 Actual Asset Income 0 Total Allowance 960 Imputed Income from Assets 0 Annual Adjusted Income 2540 Total Wages 3500 Monthly Adjusted Income 212 Total 55 0 is PA 10 of Monthly Total Income 29 ota er Income P ncemm Trl 3500 30 of Monthly Adjusted Income 64 Less Income Exclusions 0 Welfare Rent 0 Asset Income 0 Minimum Rent D Total Annual Income 3500 es 355 Annual neam 105 Total Family Contribution 54 Utility Allowance 65 Handicapped Expenses 0 Tenant Rent 0 Allowance for Dependants 960 Elderly Disabled Allowance 0 Medical Allowance 0 Utility Reimbursement 1 Child Care Allowance 0 Assistance Payment 0 Total Allowances 960 WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 101 You should use the data on the Totals screen to verify that the household data is correct This tab collects information from many other tabs of the Tenant Detail screen so it is a convenient central point for reviewing this data If any of the figures on this tab are incorrect switch to the appropriate tab and make your corrections there The upper left area of the tab displays household assets and income information This data is drawn from the Income and Assets tabs The lower left area of the tab
29. Housing Units Sub Screen The Maintain Unassisted Housing Units sub Screen enables you to view and edit the record of a selected unit It has four tabs General Amenities Utilities and Notes This sub screen always opens on the General tab as shown below General Tab The General tab contains information on the se lected unit s location owner and general demo graphics size building type etc Edit the data on this tab and save or cancel your changes with the standard WinTen controls Maintain Unassisted Housing Units Street Number 2301 Street Name DELTA WAY Apt No Oo City State Zip LEXINGTON kv gt 40581 Unassisted Locatio Description east side Richmond Road area Census Tract O County FAYETTE RANDY HOLSCHLAG 1827 GATEWAY BLVD LEXINGTON 40518 859 254 81 76 General Descriptio Uti Allow Profile City inside Lexington imit A Unit Type Single Family Detached 3 Structure Type Handicapped Accessible RealorPubicaiondfo H Last Updated WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 76 General Tab Data Fields Address Street Number This is the unit s street number house or building number Street Name This is the name of the unit s street Apt No This is the unit s apartment number if applicable City State Zip These thr
30. If the unit is self sufficient check this box NOTE This is not the same as FSS self suf ficiency IGR If the tenant lives in an Individual Group Residence check this box SRO If the tenant lives in a Single Room Occupancy unit check this box Mobile Home Pad If the tenant lives in a mobile home which he owns but is leasing the space on which it is located check this box Mod Rehab If this is a certificate tenant whose subsidy is paid with Moderate Rehabilitation funding check this box Project Based If the tenant lives in a project based certificate pro gram unit check this box WinTen Occupancy and Rent Calculation 10 31 2003 Edition Add a Tenant Huo Payment Standard Code a Percent Payment Standard 0 Subsidy fi Section 8 z Second Subsidy Continuous 8 7 Contract Rent 0 Housing Assistance E All Members are Eligible E Welfare Rent o Income Limit Table No Table Selected Securty Depost 0 Low Income Limit Very Low Limit o TIP Extremely Low Limit 0l Utility Allowance 4 Current Income Level Previous Level i Tenant Rent Elderly Household Portable Eaming Dep Handicap Expense D Eliminate Shopping Incentive Minimum Rent Exempt Repayment Agreement Structure Type Special Program o DOES NOT PARTICIPATE z Assistance Status 4 Single Family Detached Rental Rehab Self Sufficiency I Year Built 1750 IGA SRO Moble
31. Security number of the head of household Tenant Name This is the name of the head of household WinTen Occupancy and Rent Calculation 10 31 2003 Edition Link eTrans Records Page 6 4 Message This is an informational message generated by Section 8 Tenant and Landlord or Tenant Accounts Receivable If there is a message in this field the record will not be submitted To send the record you will need to correct any errors delete the re cord and re create it on the eTrans tab of the Ten ant Detail screen for this tenant Effective Date This is the effective date of the transaction Date Submitted This is the date on which the record was submitted if it has been eTrans Type This is the transaction code of the transaction PIC Reported Tenants If the record is one for PIC submission the follow ing data fields appear eTrans Record Date This is the date the record was created Program Type This is the tenant type code and description for the tenant Ticket Number If the record has been submitted to PIC this is the ticket number of the submission file TRACS Reported Tenants If the record is one for TRACS submission the fol lowing data fields appear Record Type This is the record s TRACS transaction type TRACS Version This is the TRACS version for which the record was created WinTen Occupancy and Rent Calculation 10 31 2003 Edition e Link elrans Records Page 6 5 Recalculating eT
32. Setup Page 3 17 TRACS Setup Tab Controls Change Contract Project Button This button enables you to edit the Project Number i and Contract Number fields TRACS Setup Tab Other Functions Maintain Units This command opens the Maintain Units sub screen This sub screen enables you to review and edit the data on each unit in the selected proj ect For more information on the Maintain Units sub screen see the end of this chapter CAUTION Do not use the Create TRACS Baseline Create Unit Load Records Create Balance Forward Records or Recalculate Number of Units functions unless instructed to do so by your contract administrator TRACS or Tenmast person nel Create TRACS Baseline This command creates 8 MAT 10 baseline certifica tion for every tenant in the selected project Create Unit Load Records This command creates a MAT 15 record for every unit in the selected project Create Balance Forward Records This command creates a status record of all units in the selected project and their certifications as of a specified date Recalculate Number of Units This command recalculates the number of units in the selected project WinTen Occupancy and Rent Calculation 10 31 2003 Edition Setup Page 3 18 Contract Sub Tab The top area of this sub tab contains a table of all contracts in the database The bottom area con tains the detailed information for the currently se lected contract Use the standard
33. are the number and total dollar value of regular tenant assistance payments requested by the voucher WinTen Occupancy and Rent Calculation 10 31 2003 Edition e Process TRACS Vouchers Page 10 7 Adjustments to Regular Tenant Assistance Payments These fields are the number and total dollar value of adjustments to regular tenant assistance pay ments requested by the voucher Section 8 Special Claims for Unpaid Rent These fields are the number and total dollar value of Section 8 special claims for unpaid rent request ed by the voucher Section 8 Special Claims for Tenant Damages These fields are the number and total dollar value of Section 8 special claims for tenant damages re quested by the voucher Section 8 Special Claims for Vacancies These fields are the number and total dollar value of Section 8 special claims for vacancies requested by the voucher Section 8 Special Claims for Debt Service These fields are the number and total dollar value of Section 8 special claims for debt service re quested by the voucher 1983 HURRA Rent Rebates These fields are the number and total dollar value of HURRA rent rebates requested by the voucher Total Subsidy Requested This is the total dollar value of the subsidy request ed by the voucher Voucher Status This is the current status of the voucher Voucher Signed Date This is the date on which the project owner signed the voucher Voucher Submission Date This is the
34. are used in conjunction with the Request for Funds Report Form HUD 52670 for TRACS projects If this is not a TRACS project leave this field blank Police or Security Tenant If a household member qualifies for special police or security officer privileges under Section 8 regu lations check this box Add a Tenant Note Rate 0 Percent emi Subsidy fi Section 8 z Base Rent 0 Second Subsidy Continuous S8 Contract Rent 0 Housing Assistance E All Members are Eligible z Welfare Rent 0 Elderly Household FT Mobility Impaired Income Limit Table Ino Table Selected Security Deposit 0 Hearing Impaired imi Visually Impaired Low Income Limit 0 Earning Dep Handicap Expense 0 Very Low Limit B TTP 0 Minimum Rent Exempt Extremely Low Limit Utility Allowance 0 Current Income Level Previous Level i Tenant Rent 0 Contract Number J Pre 81 Previous z Police or Security Tenant FmHA Subsidy gt Pets3 Displaced s Worksheet Sec 8on aiter1984 7 Exception Change Code DateCode Income Code 2 Hint Displaced This field is used to indicate the reason for the tenant s move into a Section 8 unit Government Displacement is a result of government action e g demolition of the tenant s previous unit Natural Disaster is a result of a natural disaster e g flood fire hurricane tornado plague of lo custs
35. box enables you to select the tenant s assistance status code Structure Type This drop down selection box enables you to speci fy the type of structure in which the unit is located Year Built This is the year in which the structure was built Rental Rehab If the unit is a Mod Rehab unit check this box Self Sufficiency If the unit is self sufficient check this box NOTE This is not the same as FSS self suf ficiency IGR If the tenant lives in an Individual Group Residence check this box SRO If the tenant lives in a Single Room Occupancy unit check this box Mobile Home Pad If the tenant lives in a mobile home which he owns but is leasing the space on which it is located check this box Mod Rehab If this is a certificate tenant whose subsidy is paid with Moderate Rehabilitation funding check this box Project Based If the tenant lives in a project based certificate pro gram unit check this box Add a Tenant Huo Percent emi Subsidy fi Section 8 z Base Rent 0 Second Subsidy Continuous S8 Contract Rent 0 Housing Assistance E All Members are Eligible z Welfare Rent Elderly Household E SRO for Homeless SRO not Homeless Income Limit Tabie io Table Selected s Security Deposit 0 Ducum mee Low Income Limit 0 Earning Dep Handicap Expense 0 Very Low Limit 9 TTP O Minimum Rent Exempt Extremely Low Limit 0 Utility Allowance 4 Repayment Agreement Current
36. codes to indicate when the tenant was converted 1 Before October 1 1981 2 Between October 1 1981 and September 9 1984 3 After October 1 1984 Add a Tenant Percent Subsidy fi Section 8 z Second Subsidy Continuous 58 Contract Rent Housing Assistance E All Members are Eligible z Welfare Rent 0 Income Limit Table to Table Selected Security Deposit 0 Low Income Limit D Earning Dep Handicap Expense 0 Very Low Limit D TIP 0 Extremely Low Limit 0 Utility Allowance 0 0 Current Income Level mi Previous Level i Tenant Rent Contract Number J Pre 81 Previous z FmHA Subsidy gt Pets3 Displaced Worksheet E Sec 8 on after 1984 Exception Change Code DateCode Income Code gt Elderly Household FX Mobility Impaired Hearing Impaired Visually Impaired Minimum Rent Exempt Police or Security Tenant Hint Date Code and Converted These terms are TRACS legalese What the Date Code field boils down to is when did this tenant enter the unit This dates back to the HURRA reforms in the late 1970s and early 1980s For all new tenants the Date Code field should be set to 3 WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 46 Previous This is the tenant s previous housing type The available codes are 1 Substandard Housing 2 Withou
37. data with the Program Type and Project Funding Increment that you set to cre ate a valid project number Setup Default Settings Signature Lines Project Validation Max Rent Table Agency FSS wtw Special Funcs Dit 2 9 TENMAST VILLAGE KY132V00001 a TENMAST OAKS KY132v00002 TENMAST 58 KY132V00003 4 H State KY HA Number 132 Project Number 1 Project N ame TENMAST VILLAGE Program Type vo Section 8 Voucher Project Funding Increment ooo WinTen Occupancy and Rent Calculation 10 31 2003 Edition Setup Page 3 10 What makes up a project number A project number is composed of four different parts Let s look at the imaginary Tenmast Village project with an equally imaginary project number of KY132P0001 The first part of the project number KY is the two letter postal abbreviation of the state in which the project is located The second part 132 is the HA Number from the Default Settings tab This three digit number is a unique code assigned by HUD that identifies your agency within its state Together with the first part of the number this is your HUD HA number KY132 The third part P is a one or two letter code that designates what program the project falls under The most common ones are P public housing and VO Section 8 Vouchers The last part 0001 is a three or four digit refer ence number that identifies which of your agency s pro
38. following codes to indicate when the tenant was converted 1 Before October 1 1981 2 Between October 1 1981 and September 9 1984 3 After October 1 1984 Hint Date Code and Converted These terms are TRACS legalese What the Date Code field boils down to is when did this tenant enter the unit This dates back to the HURRA reforms in the late 1970s and early 1980s For all new tenants the Date Code field should be set to 3 WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 49 Previous This is the tenant s previous housing type The available codes are 1 Substandard Housing 2 Without or about to be without housing 3 Standard housing 4 Conventional public housing Displaced This is the reason that the tenant is displaced if applicable The available codes are 1 Government Displacement 2 Natural Disaster 3 Private Action 4 Not Displaced Exception This field is only used for new admissions It re ports any exceptions to low income qualification for this admission The field will usually be marked VL because the tenant s income was very low at admission Income Code This drop down selection box enables you to select the income code that applies to this tenant These codes are used in conjunction with the Request for Funds Report Form HUD 52670 for TRACS projects If this is not a TRACS project leave this field blank Police or Security Tenant If a house
39. for a payment made via direct deposit if applicable Account Number This is the account number that receives the pay ment if applicable Default Settings Signature Lines Project Validation Max Rent Table TRACS Setup Agency F5S wtw Special Funcs gt 8O 3t8 p ng RECKENRIDGE TOWER KY514821554 0 1 Project Name BRECKENRIDGE TOWER Agent Name TENMAST CITY HOUSING AUTHORITY Payee Name TENMAST CITY HOUSING AUTHORITY EIN Number 61 533388 Payee Address 132 VENTURE CT 1 Owner s Name JOSHUA GARRISON LEXINGTON KY 40511 Signed Name JOSHUA V GARRISON Bank Address 100 w HIGH ST Owner s Title JEXECUTIVE DIRECTOR LExiNGTON KY 40507 Phone re59 455 8061 ABA Route n 7177308 Account Number set 67756 WinTen Occupancy and Rent Calculation 10 31 2003 Edition Setup Page 3 22 Special Funcs Tab The Special Funcs Functions tab enables you to use four special processes for maintaining your databases CAUTION All four of the functions available on this tab can cause per manent loss of critical data if applied incorrectly They are primarily intended for use immediately after a new program installation or during the process of converting MS DOS based program data to WinTen program data Do not use any of these functions unless specifically instructed to do so by Tenmast Training amp Support personnel Default Settings Signature Lines Project Validation Max Rent
40. from Step Three directly to Step Five Click the Next button to proceed to Step Five Step Five The wizard displays a summary of the selected household member and his head of household if he is not one Click the Finish button to open the Tenant Detail screen on the selected household s record MEZ Household Member Step 4 of 5 Select Correct Household h matching the selected criteria Please select the correct household Multiple households have a household member from the list below Household Member Name Age Head of Household Effective DatefAddress ELLEN P KILEY 35 ELLEN KILEY 03 28 2002 881 GREGORY LN JAMES D KILEY 10 ELLEN KILEY 03 28 2002 881 GREGORY LN CHRISTOPHER M KILEY 2 ELLEN KILEY 03 28 2002 881 GREGORY LN Find Household Member Step 5 of 5 Head of Household Name ELLEN KILEY SSN is6 41 6571 Account ea71A Unit 881 Phone 859 555 7383 City LEXINGTON 0 Z Effective Date 3 28 2002 Household Member Name JAMES D KILEY SSN 154848322 Asho Altemate ID Instruction Confirm the above tenant and click Finish to edit review the tenant WinTen Occupancy and Rent Calculation 10 31 2003 Edition Task Wizards Page 8 3 Transfer a Section 8 Tenant to a New Unit To transfer a Section 8 tenant between units go to the Main Menu Click the Tenant button or press T The Tenant S
41. income S Substandard Blank No preference given Sec 8 on after 1984 If the tenant began receiving Section 8 assistance on or after October 4 1984 check this box Date Code Use one of the following codes to indicate when the tenant was converted 1 Before October 1 1981 2 Between October 1 1981 and September 9 1984 3 After October 1 1984 Hint Date Code and Converted These terms are TRACS legalese What the Date Code field boils down to is when did this tenant enter the unit This dates back to the HURRA reforms in the late 1970s and early 1980s For all new tenants the Date Code field should be set to 3 WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 37 Previous This is the tenant s previous housing type The available codes are 1 Substandard Housing 2 Without or about to be without housing 3 Standard housing 4 Conventional public housing Displaced This is the reason that the tenant is displaced if applicable The available codes are 1 Government Displacement 2 Natural Disaster 3 Private Action 4 Not Displaced Exception This field is only used for new admissions It re ports any exceptions to low income qualification for this admission The field will usually be marked VL because the tenant s income was very low at admission Income Code This drop down selection box enables you to select the income code that applies to this tenant These codes
42. non government action that rendered the tenant s previous unit unlivable Not Displaced is used when the tenant was previously living in the same unit without rent assistance and then entered Section 8 while remaining in that unit WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 53 Managed Projects Tenant Data Fields If the tenant is Type M Managed Projects the fol lowing data fields are available on the Rent Calcu lation sub tab Add a Tenant Section 8 E AllMembers are Eligible Elderly Household 7 No Table Selected F Contract Rent This is the monthly contract rent as established by the unit s owner Maximum Rent 50 of Gross Income If this managed project has a maximum rent that is set at 5096 of the tenant s gross income check this box Minimum Rent This is the minimum rent for this unit WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 54 Tax Exempt Tenant Data Fields If the tenant is Type E Tax Exempt the following data field is available on the Rent Calculation sub tab Add a Tenant Hu P A Jw oon 1 Section 8 E E All Members are Eligible Elderly Household m No Table Selected Contract Rent This is the monthly contract rent as established by the unit s owner WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Pa
43. oc curred Income Code This drop down selection box allows you to specify the income code for this household In most cases this will be blank If an income code applies select the correct code as indicated in HUD publication 4350 3 paragraph 2 8 Tenant Based Exception If a tenant based exception e g deceased house hold head applies to this household s eligibility check this box Project Based Exception in Use If a project based exception non residential use of a unit e g police substation is in use for this unit check this box Project Based Exception Allocated If a project based exception non residential use of a unit e g police substation has been approved for this unit but is not currently in use check this box Description This is a brief 78 character description of the re quest WinTen Occupancy and Rent Calculation 10 31 2003 Edition Process TRACS Vouchers Page 10 13 Adjustment Data Fields Voucher Heview 151033 Vacant 151041 Vacant 151001 348 S Adjustment 151002 382 ADJUSTMENT TO PRIOR VOUCHER Request Type Adiustment Manual Entry Unit Number Adjustment From Adjustment Exception Correction to Prior Biling gt Through First Name ucss Middle Initial Last Name TETHYS 08 Social Security Number 206 6511513 Adjustment Amount 382 Description ADJUSTMENT TO PRIOR VOUCHER WinTen Occupancy and Rent
44. of the change in question A dialog box then opens that prompts you to confirm or cancel the eTrans record creation If you are working in a TRACS data area this but ton starts the TRACS eTrans Wizard which walks you through the TRACS eTrans creation process For more information on this wizard see Chapter 8 View eTrans Record Button This button enables you to view the detailed data for a specific eTrans record Select the record you want to view in the table at the top of the tab then click this button The large data display area at the bottom of the tab changes to show the contents of the selected record in a tree view as shown on the preceding page Check eTrans Record Button This button enables you to perform pre submission data integrity checks on a selected eTrans record Select the record you want to check in the table at the top of the tab then click this button The large data display area at the bottom of the tab changes to show any fatal errors that the program found in the selected record NOTE This feature only performs data integrity checks against the possible fatal errors out lined in the MTCS Technical Reference Guide There is no Technical Reference Guide avail able for TRACS Thus we are unable to provide comprehensive error checking for TRACS data submissions Furthermore this feature only checks to make sure that PIC will not return a fatal error on the data It does not ensure that the data is cor
45. on which the family submitted a request for lease approval Head of Household Education Level This is the number of years of school that the head of the household has completed For example a high school graduate s education level is 12 while that of someone with a bachelor s degree is 16 The Family Receives This set of check boxes enables you to specify other forms of financial assistance that the family is receiving Is the Family Receiving This pair of check boxes enables you to indicate whether the family is also participating in JOBS and or JTPA programs Reason for Different Unit This set of check boxes enables you to indicate the family s reasons for requesting a different unit Family Moving to Homeownership If the family has moved to homeownership check this box Reason for Exit This drop down selection box enables you to speci fy the family s reason for exiting the WtW program Employment Status This drop down selection box enables you to specify the employment status of the head of the household Date Employment Began This is the date on which the head of household s current employment if any began Benefits in Current Employment These three check boxes enable you to indicate any benefits the head of household receives from his current employment FSS wtW Contract Information File Edit Wa 2 dg FSS Wtw Service Table WW Report Category z Effective Date Housing Search Help from R
46. right side shows the information for the currently selected agency You can add edit or delete agency records with the standard WinTen controls To insert an agency s information into the current income record select that agency and click the Insert Agency into Income Record button Agency Information Dialog Box Data Fields Agency Name This is the name of the business or agency as it should appear on official correspondence Care Of This is the name of your primary contact within the agency If you have no specific contact leave this field blank Address This is the street or P O box portion of the agency s mailing address City This is the city portion of the agency s mailing ad dress State This is the state postal code portion of the agency s mailing address Zip This is the zip code portion of the agency s mailing address Phone This is the agency s phone number Generate Form Letter Button This button starts the Generate Form Letter wizard This wizard controls the process of creating a form letter for the selected tenant For detailed instruc tions on how to use this wizard refer to the Form Letters in WinTen manual Agency Information 2 5 AgencyName A EDGAR MEEKS SALVAGE IN Name ABCWELDING FIRST CHEMICAL BANK DES AAA X FIRST CITY BANK OF VERSA FRANKLIN PHARMACY Address feos PIPELINE DR GATEWAY COMPUTERS City LEXINGTON LVN FEDERAL CRE
47. side Richmond Road area z Census Tract County FAYETTE Ius 1 ent Summary Name RANDYHOLSCHLAG OSS om Address IS27GATEWAVELVD T Ciy State Zip LEXINGTON pka 8 Uaes Telephone 8592548175 Soa General Descriptiorr Bedrooms 2 Bathrooms 2 FloorArealsqit 1000 Year of Constuction 1978 Uti Allow Profle City inside Lexingtoniimts 000000 4 Unit Type Single FamlyDetached OO 4 Structure Type Single Family Detached H Handicapped Accessible Info Source Realtor Publication Info Last Updated 10 17 2001 Hint Information Sources For more information on setting up information sources refer to the WinTen Rent Reasonableness manual WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 78 Amenities Tab The Amenities tab enables you to specify which amenities are present in the selected unit This top area of the tab contains the unit s identifying infor mation which you can only edit on the General tab The main area of the tab contains a set of 28 check boxes Each check box corresponds to a standard or user defined defined on the Amenities tab of the Setup screen of the WinTen Rent Reasonable ness module amenity Edit the data on this tab and save or cancel your changes with the standard WinTen controls checking the box next to each amenity that is present in the selected unit Maintain Una
48. the Owner Landlord Information dialog box Phone This is the phone number of the tenant s landlord You cannot edit this field To change the tenant s landlord information click the LL Info button and select a new landlord through the Owner Landlord Information dialog box WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 22 Rent Calculation Sub Tab The Rent Calculation sub tab contains general ten ant information Some fields on this screen may change depending on the setting of the Tenant Type drop down selection box on the Tenant Detail sub tab Add a Tenant BO 1 Section 8 m E All Members are Eligible 5 8 Elderly Household i No Table Selected E WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 23 Rent Calculation Sub Tab Data Fields Common Data Fields These data fields are always present regardless of the Tenant Type selected Percent This is the percentage of adjusted gross income used for the rent calculation Under most circum stances this should be 30 00 Subsidy This drop down selection box enables you to select the appropriate subsidy code for the type of hous ing assistance the tenant is receiving Second Subsidy If the tenant is receiving a subsidy of another type check this box Continuous S8 Check this box if the tenant was already receiving some form of housing subsidy whe
49. the percentage by which an income limit should increase for every family member past 8 in a household Change Income Limit Table Income Limit T able Code IT WinTen Occupancy and Rent Calculation 10 31 2003 Edition Setup Page 3 53 WinTen Occupancy and Rent Calculation 10 31 2003 Edition Setup Page 3 54 TENANT ACTIONS Most of your work with Occupancy and Rent Calcu lation will involve maintaining tenant records The functions that enable you to work with this data are grouped together in the Tenant Actions area of the program To reach this area click the Tenant but ton or press lt T gt at the Main Menu Tomas Occupancy amp Rent Calculation Section 8 Documentation h mkttenmkts8 ME Main Menu Tenant Actions Report Options Link eTrans Record Menu Form Letters Index Databases Process TRACS Vouchers Setup WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 1 TENANT SEARCH SCREEN The first screen that appears when you enter the Tenant Actions area is the Tenant Search screen This screen displays a table of all of the tenants in the Occupancy and Rent Calculation database From this screen you can add or move in a new tenant or review and edit the data for an existing tenant record The two large buttons at the top of the screen Cur rent and History enable you to select which tenant database you will work with Curre
50. the unit s owner Enhanced Voucher Minimum Rent This is the tenants minimum rent under the enhanced voucher program This field is only available if the Enhanced Voucher check box is checked WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 31 Portable If the tenant is a portability move in from another housing authority and your agency is currently bill ing that housing authority check this box If the tenant is a portability move in but your agency has absorbed the lease do not check this box Enhanced Voucher If the tenant has received an enhanced voucher check this box Special Program This drop down selection box enables you to select the tenant s homeownership program participation or lack thereof Assistance Status This drop down selection box enables you to select the tenant s assistance status code Structure Type This drop down selection box enables you to speci fy the type of structure in which the unit is located Year Built This is the year in which the structure was built Rental Rehab If the unit is a Mod Rehab unit check this box Self Sufficiency If the unit is self sufficient check this box NOTE This is not the same as FSS self suf ficiency IGR If the tenant lives in an Individual Group Residence check this box SRO If the tenant lives in a Single Room Occupancy unit check this box Mobile Home Pad If the tenant lives in a mobile home
51. this function make sure that every tenant in the data area should have his rent recalculated and has been notified of an upcoming change in that rent i WinTen Occupancy and Rent Calculation 10 31 2003 Edition Setup Page 3 24 Browse Housing Units Sub Screen If you select the Unit Information option from the Other Functions menu on the Default Settings tab the Browse Housing Units sub screen opens This sub screen contains a table of all unassisted units in the Rent Reasonableness database From this sub screen you can add a new unit to the data base review or edit an existing unit record or make a copy of an existing unit record to use as the starting point for adding a new unit The Selected Units set of radio buttons in the top left area of the sub screen enables you to select which units are displayed in the table only assisted units only unassisted units or both types The Sort By set of radio buttons in the top right area of the sub screen enables you to select the order in which units are sorted in the table amp Browse Housing Units gt ANNETTE SWAIN 35504 BLUE RIDGE F 40582 ANNETTE SWAIN 3550C BLUE RIDGE F 40566 ANNETTE SWAIN 35505 BLUE RIDGE F 40586 ANNETTE SWAIN 3550D BLUE RIDGE F 40585 E ANNETTE SWAIN 3550E BLUE RIDGE F 40585 8 ANNETTE SWAIN 3550F BLUE RIDGE F 40586 RANDY HOLSCHL2 2301 DELTA WAY 1 E RANDY HOLZSCHL 882 GREGORY LN 7 RANDY HOLSCHL4 3851 HERSHEY AVE 40573 n ELI
52. to display a single data field Enter the new site code in this data field and click the Save button The table returns with seven new entries units of zero through six bedrooms under the new site code Setup To edit the maximum rent table click the Edit but ton Click on the row in the table that corresponds to the site code and unit size whose maximum rent you want to change Enter the new maximum rent value in the Maximum Rent field on the right side of the tab When you are finished click the Save button to save your changes or the Cancel button to cancel them Default Settings Signature Lines Project Validation Max Rent Table Agency FSS wtw Special Funcs B Bole 56 Code Bedroom Size Maximum Rent gt NORTH SIDE 0 0 00 NORTH SIDE 1 0 00 NORTH SIDE 2 0 00 NORTH SIDE 3 0 00 NORTH SIDE 4 0 00 NORTH SIDE 5 0 00 NORTH SIDE 6 0 00 CENTRAL 0 0 00 CENTRAL 1 0 00 CENTRAL 2 0 00 CENTRAL 3 0 00 CENTRAL 4 0 00 CENTRAL 5 0 00 CENTRAL 2 0 00 Site Code NORTH SIDE Bed Size o Maximum Rent 0 00 The Maximum Rent T able is used for calculation of Non Citizen Proration usually for Public Housing Tenants This is not Ceiling Rent which is entered on the Tenant Details Screen Winlen Occupancy and Rent Calculation 003 Edition Setup Page Agency Tab The Agency tab enables you to create records for businesses or agencies with which you may have freq
53. which he owns but is leasing the space on which it is located check this box Mod Rehab If this is a certificate tenant whose subsidy is paid with Moderate Rehabilitation funding check this box Project Based If the tenant lives in a project based certificate pro gram unit check this box Add a Tenant Huo Payment Standard Code a Percent Payment Standard 0 Subsidy fi Section 8 z Second Subsidy I ConiousSB ContactRet 0 Housing Assistance E Al Members are Eliable s Welfare Rent o Elderly Household IE Portable Income Limit Table No Table Selected Securty Depost 0 Low Income Limit 0 Earning Dep Handicap Expense v Enhanced Voucher Very Low Limit 0 TTP O Minimum Rent Exempt Extremely Low Limit 0 Utility Allowance o Repayment Agreement Current Income Level Previous Level i Tenant Rent o Monthly Repayment oo Special Program o DOES NOT PARTICIPATE x Structure Type Assistance Status 4 Rental Rehab SelSufficiency Hard to House Year Built 1750 IGR SRO Mobile Home Pad Mod Rehab Project Based RDS ecse WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 32 Section 8 Mod Rehab Tenant Data Fields If the tenant is Type R Section 8 Mod Rehab the following data fields are available on the Rent Cal culation sub tab Add a Tenant Percent Subsidy fi Secti
54. 0 Utility Allowance o Repayment Agreement Current Income Level Previous Level i Tenant Rent o Monthly Repayment 0 Special Program o DOES NOT PARTICIPATE z Structure Type Assistance Status 4 Single Family Detached Rental Rehab Self Sufficiency Year Built 1750 IGR SRO Mobile Home Pad Mod Rehab ProjectBased WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 8 Section 8 Voucher Tenant Data Fields If the tenant is Type V Section 8 Voucher the fol lowing data fields are available on the Rent Calcu lation sub tab rer a Tenant Payment Standard Code Percent 30 00 Payment Standard Subsidy fi Section 8 Second Subsidy Continuous 8 Contract Rent Housing Assistance E All Members are Eligible Welfare Rent Income Limit T able iNo Table Selected Security Deposit Low Income Limit 0 Earning Dep Handicap Expense 0 Very Low Limit TTP Minimum Rent Exempt Extremely Low Limit 0 Utility Allowance 0 Repayment Agreement Current Income Level RR Previous Level Tenant Fert 0 Monthly Repayment 0 Special Program o DOES NOT PARTICIPATE Structure Type Assistance Status abl 5 ciency Year Built 1750 IGR SRO Mobile Home Pad Mod Rehab Elderly Household 7 Portable Eliminate Shopping Incentive LE l Single Family Detachec Payment Standard Code Use this drop down s
55. 03 Actual Assets Actual Asset Income Imputed Income from Assets Total Wages Total SS Total PA Total Other Income Income Total Less Income Exclusions et Income Total Annual Income 3 of Annual Income 5000 0 0 3500 0 3500 3500 105 Handicapped Expenses Allowance for Dependants Elderly Disabled Allowance Medical Allowance Child Care Allowance Total Allowances Total Annual Income Total Allowance Annual Adjusted Income Monthly Adjusted Income 10 of Monthly Total Income 30 of Monthly Adjusted Income Welfare Rent Minimum Rent Total Family Contribution Utility Allowance Tenant Rent Utility Reimbursement Assistance Payment Multi Utility Totals Sub Screen This sub screen shows the tenant s utility allow ance totals and TTP for each month of the current calendar year Multi Utility Totals Screen WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 103 TRACS Requests Tab The TRACS Requests tab is only visible if this ten ant is of a tenant type that is subject to TRACS re porting This includes Section 8 New Construction Section 202 Section 811 BMIR Section 236 and some Rural Development tenants The TRACS Requests tab enables you to review the selected tenant s TRACS request history You cannot edit the data on this tab If you need to edit a voucher use the Process TRACS Vouchers func tion from the Main Menu Ten
56. 1 ABARoute 717177308 Account Number ster e Owner Agent Sub Tab Data Fields Project Name This is the name of the selected project You can not edit this field on this sub tab you must edit it on the Contract sub tab Agent Name This is the name of the agency or individual re sponsible for managing the selected project EIN Number This is the EIN Employer Identification Number for the project s agent WinTen Occupancy and Rent Calculation 10 31 2003 Edition Setup Page 3 21 Owner s Name This is the name of the individual or agency that owns the project This may be the same as that of the agent listed above Signed Name This is the name of the individual who signs the Form HUD 52670 for this project exactly as he signs the form Owner s Title This is the official title of the individual who owns the property Phone This is the phone number of the individual who signs the Form HUD 52670 for this project Payee Name This is the name of the agency or individual that receives the subsidy payment for this project For most housing authorities this is the name of the agency not the name of an individual employee Payee Address This is the address of the payee above Bank Address If the payee receives payment through direct de posit this is the address of the bank that holds the account ABA Route This is the routing number at the above bank
57. 132 Venture Court Suite 1 n m 8 st Lexington KY 40511 6 f t http www tenmast com 9 Wa re Support 877 359 5492 Because Software Should Be Simple support tenmast com Marketing 877 836 6278 info tenmast com Fax 859 367 7480 WiNTEN Occupancy AND RENT CALCULATION User Manuat Version 10 31 2003 For Program Version 10 31 2003 AND LATER 2003 Tenmast SOFTWARE 2003 Tenmast Software All rights reserved WinTen Occupancy and Rent Calculation User Manual This manual as well as the software described in it is furnished under license and may be used and or copied only in accordance with the terms of such license The content of this manual is furnished for informational use only is subject to change without notice and should not be construed as a commit ment by Tenmast Software Tenmast Software as sumes no liability for any errors or inaccuracies that may appear in this manual Except as permitted by such license no part of this publication may be reproduced stored in a retrival system or transmitted in any form or by any means electronic mechanical recording or otherwise without the prior written permission of Tenmast Software Permission to produce copies for official use is expressly granted to organizations and individuals with a current Update and Support Agreement with Tenmast Software for the mainte nance and support of
58. 17 4 42 Section 221d BMIR 4 19 4 48 Section 236 4 15 4 36 Section 811 4 18 4 45 Section 8 Certificate 4 10 4 27 Section 8 Mod Rehab 4 13 4 33 Section 8 Voucher 4 11 4 29 State Project 4 56 Tax Exempt 4 55 Expenses 4 93 Form Letters 4 62 Household 4 82 Income 4 86 Link Records 4 61 Move 4 61 4 62 Moving In 4 3 References 4 96 Reports 4 60 4 63 Search 4 2 SSN Change 4 62 Totals 4 101 Transfer 4 62 TRACS 10 1 4 104 See also eTrans Setup 3 17 Voucher Processing 10 1 U Units 4 62 4 76 Setup 3 25 Utility Allowances 4 103 Setup 3 33 3 43 W Wizard 8 1 Add TRACS Voucher 10 4 Find Household Member 8 2 Unit Transfer 8 4 WtW 4 68 Setup 3 16 WinTen Occupancy and Rent Calculation 10 31 2003 Edition Index Page 12
59. 185 MONTAGUE REALTY STEIN PETER 18564 6616 185 64 6616 PETER STEIN STEWART CHERYL 5613355312 561 335312 CHERYL STEWART SWAIN ANNETTE 416 61 6693 416 61 6693 ANNETTE SWAIN THOENY MICHAEL 81518536 815 185361 MICHAEL THOENY EE WILLIAMS ELIOT 951 45 2671 ELIOT WILLIAMS WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 6 Tenant Detail Sub Tab Data Fields Common Data Fields These data fields are always present regardless of the Tenant Type selected SSN This is the tenant s Social Security number First MI Last Name These three fields are the tenant s first name middle initial and last name Head Birthday This is the tenant s date of birth Unit This is a unique identifier for the unit This number should correspond to the master unit number of the tenant s unit in Tenant Accounts Receivable or Section 8 Tenant and Landlord Account This is the tenant s account number with your agency Street This is the tenant s street address City State Zip These three fields are the tenant s city state and zip code Phone This is the tenant s primary home phone number Management Code This drop down selection box enables you to select the tenants management code Caseworker This drop down selection box enables you to speci fy the caseworker to whom this tenant is assigned Tenant Type This drop down selection box enables
60. 2 20 2003 Trans Code 1 New Admission Action 1 Move In WILLIAMS ELIOT 851 45 2671 DOwner ELIOT WILLIAMS Phone 1 959 555 4845 Account Application Date Admission Date Exam Date Last Insp Date Last Passed Insp TA Nest Exam Date il Next Exam Time Du SSN This is the Social Security number of the owner of the tenant s unit You cannot edit this field To change the tenant s landlord information click the LL Info button and select a new landlord through the Owner Landlord Information dialog box Phone This is the phone number of the tenant s landlord You cannot edit this field To change the tenant s landlord information click the LL Info button and select a new landlord through the Owner Landlord Information dialog box WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 13 Indian Housing Tenant Data Fields If the tenant is Type I Indian Housing the follow ing data fields are available on the Tenant Detail sub tab Add a Tenant ssn First MI Last Name Head Birthday 02 20 2003 tj Unit Building Entrance Account Street 3861 HERSHEY AVE City State Zip LEXINGTON Management Code Nog H Caseworker 0000000000 Tenant Type Effective Date 02 20 2003 Application Date J Project Trans Code 1 New Admission E Admission Date tj Bedroo
61. 648 64 1354 Effective Date DYSON HUNTER TTP 2081 Tenant Rent 13544 Utility Allowance Assistance Payment CAD 03 07 2001 N 03 01 2001 75 00 0 00 30 00 400 00 WinTen Occupancy and Rent Calculation 10 31 2003 Edition Link eTrans Records Page 6 10 Form LETTERS Occupancy and Rent Calculation features the WinTen Form Letter module This module is pres ent in several WinTen programs It allows you to take data from a program and generate a batch of form letters based on that data To enter the Form Letter module click the Letters button or press lt L gt at the Main Menu For detailed documentation on the Form Letter module please refer to the Form Letters in WinTen manual Main Menu Tenant Actions Report Options Link eTrans Record Menu Form Letters Index Databases Process TRACS Vouchers Setup WinTen Occupancy and Rent Calculation 10 31 2003 Edition Form Letters Page 7 1 WinTen Occupancy and Rent Calculation 10 31 2003 Edition Form Letters Page 7 2 Task WIZARDS The Occupancy and Rent Calculation program al lows you to handle applicant data in many ways This chapter describes the wizards that the pro gram uses to handle common data management tasks WinTen Occupancy and Rent Calculation 10 31 2003 Edition Task Wizards Page 8 1 Locate a Household Member To locate an individual who is not a head of house hold go to the Main Menu Click
62. 8 2003 H E P d o 5 v First MI Last Name ELLEN P KILEY Unit st 881 PropID BNKSONSJ Street 821 GREGORY LN Management Code NEEDS INCOME VERIFICATION Caseworker ZEAH KIM Tenant Type V S8Vouche E Effective Date 03 28 2003 Project 6 959 0000 y Bedrooms Voucher 4 5474851 Voucher 5062 HAP Contract I FSS Participant wtw Participant Landlord HOLZ SCHL amp G RANDY 564 46 1331 OwnerfRAN DY HOLZSCHLAG SSN 564 46 1 331 Phone 259 555 4851 J QE med Trans Code Annual Reexamination Admission Date 01 11 2001 Action 4 Annual Recertification z Next Exam Time ex m Account 165714 00 Phone 853 555 7383 gl City State Zip LEXINGTON kv 40561 fi uj i TTP B4 Tenant Rent 241 HAP Amount 469 Application Date 01 09 2000 Exam 43 Last Insp Date n1 09 2003 Last Passed Insp o1 09 2003 Next Exam Date o1 10 2004 WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 59 Main Tab Controls Reports Menu Button The Reports Menu button opens the Tenant Re ports dialog box Tenant Reports Dialog Box The Tenant Reports dialog box enables you to print part or all of Form HUD 50058 59 that are appli cable for this tenant as well as producing several other reports Check the box
63. ACS Just as a photograph of a tree will not change if the tree loses a limb in a storm the eTrans record will not change if the tenant data changes Any alterations to the data that take place after the record is made will not be reflected in that record Thus every time tenant data changes you need to make a new eTrans record for that tenant This enables you to maintain a constant stream of data updates to PIC or TRACS so HUD knows when each tenant action occurs Tenant Detail File Edi Tools Help Head Name ELLEN KILEY Head SSN 254 51 5436 Effective Date 11 01 2001 Main Household Income Assets Expenses References eTrans Totals TRACS Requests 544 2 Ettecive Date MAT Type Subtype First Voucher Gathered Submited Message gt 11 01 2000 MAT10 11 01 2001 False 11 01 2001 MAT10 Balance 04 01 2002 False fp 50059 HEADER RECORD N A N A N A N A N A N A N A N A BASIC RECORD FAMILY RECORD 1 INCOME RECORD 1 ADDRESS RECORD WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 100 Totals Tab The Totals tab contains no editable data t is used for informational purposes only This screen displays the calculation results for the household financial information that the program uses in ten ant rent calculations It includes data on income assets expenses deductions and allowances ad justed income rent and utility allowances File Edit Tools
64. Allowance Profile 0 0 gt gt 3 gt Utiity Company KU KENTUCKY UTILITIES L Utility Type Bids n Heating Natural Gas Monthly Dollar Bedrooms Allowance Utility Type Heating Natural Gas 1 E 18 00 24 00 30 50 37 00 EE 9 EA 4 42 00 ea FCRI 48 00 54 00 444343 General Utilities Provided WinTen Occupancy and Rent Calculation 10 31 2003 Edition Setup Page 3 37 Utilities Provided Sub Tab Data Fields Utility Company These two fields show the utility company code and name of the currently selected company They are not editable from this tab you must edit this identi fying information from the General tab Utility Type This drop down selection box enables you to specify the type of utility for the current allowance table The options for this field are set up on the Utility Type page Bedrooms Monthly Dollar Allowance This table contains the monthly dollar allowances for the selected utility type for units with zero through six bedrooms Utility Allowance Setu UE LAESA E Heating Natural Ga 1800 24 00 3050 37 00 42 00 Fea 66 pum 2 54 00 WinTen Occupancy and Rent Calculation 10 31 2003 Edition Setup Page 3 38 Allowance Profile Tab The Allowance Profile tab enables you to create and maintain utility allowance profiles A utility allowance profile is a table for a specific locat
65. Calculation 10 31 2003 Edition Process TRACS Vouchers Page 10 14 Unit Number This is the number of the unit to which the request applies Adjustment Exception This drop down selection box allows you to specify the type of adjustment exception that applies to this request Not Applicable Correction to Prior Billing or Returning Subsidy Overpayment Adjustment From This is the starting date of the adjustment s effec tive period Through This is the ending date of the adjustment s effective period First Name Middle Initial Last Name These three fields are the first name middle initial and last name of the head of household SSN This is the head of household s Social Security number Adjustment Amount This is the adjustment amount being requested Description This is a brief 78 character description of the re quest WinTen Occupancy and Rent Calculation 10 31 2003 Edition e Process TRACS Vouchers Page 10 15 Special Claim Data Fields Special Claim Type This drop down selection box allows you to specify the type of special claim Unpaid Rent Damages Rent Up Vacancy Regular Vacancy or Debt Ser vice Issued Claim ID This is the special claim ID that HUD has given your agency for this special claim Special Claim Amount This is the dollar value of the special claim Description This is a brief 78 character description of the re quest Voucher Review Voucher Summary LILIE a KA
66. Calculation supports the following tenant types Public Housing Section 8 Certificates Section 8 Vouchers Housing Choice Vouchers Section 8 Mod Rehab Section 8 New Construction Indian Housing Section 236 Section 202 Section 811 Section 211 d BMIR Rural Development Managed Projects Tax Exempt State Program Section 8 Homeownership Do you want to require the tenant s signature on the 50058 form In addition to the official Form HUD 50058 Occu pancy and Rent Calculation can print a modified 50058 which includes tenant and spouse signature lines You can set Occupancy and Rent Calculation to print the official 50058 or the modified 50058 We recommend printing the modified 50058 because it allows you to keep written proof that the tenant has read and understands the form WinTen Occupancy and Rent Calculation 10 31 2003 Edition Program Basics Page 24 Do you want the Effective Date field printed on rent calculation worksheets You can choose whether or not the program will print the effective date field on rent calculation worksheets What passbook savings percentage will you be using This value is important for calculating imputed in come on tenant assets whose value is in excess of 5000 What rounding factor will you use in your cal culations Occupancy and Rent Calculation allows you to set the dollar amount from which you will round up to the nearest dol
67. DIT UNIO State xv s MANPOWER INC zip 405663 NATIONAL CITY BANK JoFFicE DEPOT Phone 853 554 3394 TEMPUS TEMPS WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 87 Income Tab Data Fields Income Owner This drop down selection box enables you to se lect which household member is responsible for this source of income If you are not editing the currently selected income source this appears as a non editable data field not a drop down selection box Income Owner SSN This is the SSN of the income owner The program automatically fills in this field Verified This is the date on which your agency verified the income information Income Type This drop down selection box enables you to se lect the appropriate type of income for this income source NOTE You may only set one income type per income record If a given household member has two or more separate sources of income you must create a separate income record for each source Start Date This is the date on which the household member began receiving this source of income Period This drop down selection box enables you to specify whether the income source pays in yearly monthly weekly or hourly increments Amount This is the amount of income per time period that the income source pays For example if you set the Period drop down selection box to Monthly this is the amount of money
68. EA a 151041 D Vacant Regular 151001 348 J Adjustment 151002 382 ADJUSTMENT TO PRIOR VOUCHER OS E Request Type Special Claim Manual Entry Special Claim Type Unpaid Rent gt Issued Claim ID fi 151856 Special Claim Amount 540 Description WinTen Occupancy and Rent Calculation 10 31 2003 Edition Process TRACS Vouchers Page 10 16 Miscellaneous Accounting Data Fields Miscellaneous Type This drop down selection box allows you to specify the type of miscellaneous accounting Service Co ordinators Drug Related Expenses Field Office Initiated Accounting Request or Owner Agent Initi ated Accounting Request Miscellaneous Amount This is the dollar value of the miscellaneous ac counting request Description This is a brief 78 character description of the re quest Voucher Heview 7 7 MERE AEETIS 151001 Adjustment 151002 382 ADJUSTMENT TO PRIOR VOUCHER Special Claim 540 Request Type Misc Accounting Manual Entry Miscellaneous Type Drug Related Expenses Miscellaneous amp mount 450 Description WinTen Occupancy and Rent Calculation 10 31 2003 Edition Process TRACS Vouchers Page 10 17 WinTen Occupancy and Rent Calculation 10 31 2003 Edition e Process TRACS Vouchers Page 10 18 Index A Assets 4 90 C Caseworke
69. EE E E E LL IL EL IL IE L L WinTen Occupancy and Rent Calculation 10 31 2003 Edition Setup Page 3 30 Utilities Tab The Utilities tab enables you to specify which utili ties are present in the selected unit The top area of the tab contains the unit s identifying information which you can only edit on the General tab The main area of the tab contains a set of 30 check box es Each check box corresponds to a standard or user defined defined on the Utility Type tab of the Utility Setup sub screen utility Use the standard WinTen controls to edit the data on this tab check ing the box next to each utility that is present in the selected unit and to save or cancel your changes Er General Amenities Utilities Notes er 322 Street Number 2301 Street Name DELTA WAY Apt No City State Zip LEXINGTON ky 0581 Utilities v Heating Natural Gas User Utility Type 1 Heating Bottle Gas User Utility Type 2 Heating Oil Electric User Utility Type 3 Heating Coal Other User Utility Type 4 v Cooking Natural Gas User Utility Type 5 Cooking Bottle Gas User Utility Type 6 Cooking Oil Electric User Utility Type Cooking Coal Other _ User Utility Type 8 Other Electric User Utility Type 9 Air Conditioning User Utility Type 10 v Water Heating Natural Gas User Utility Type 11 Water Heating Bottle Gas User Utility Type 12 Water Heating Oil Elect
70. Edit the data on this sub screen and save or cancel your changes with the standard WinTen controls BE Maintain Caseworkers Bl 0 L CasewokerCode Name ork Phone work Ext tt Skim KIM ZEAH 859 455 806 235 LUCAS LUCAS DIRRAL 859 455 806 2 VICTOR TETH 859455 8061 2 Caseworker Code km First amp Last Name KM 00 Work Phone 055455608 Extension 235 Mobile Phone 1 Pager Phone Home Phone E mail Address EMEN WinTen Occupancy and Rent Calculation 10 31 2003 Edition Setup Page 3 50 Maintain Caseworkers Sub Screen Controls Change Caseworker Code Button This button opens the Change Caseworker Code dialog box This dialog box allows you to edit the selected waiting list s unique identifying code When you change a caseworker code the program updates its databases changing that waiting list code to its new value in every record associated with that code Maintain Caseworkers Sub Screen Data Fields Caseworker Code This is the caseworker s unique identifying code It can be up to 10 characters long You cannot edit this field normally to change it click the Change Caseworker Code button First amp Last Name These fields are the caseworker s first and last name Work Phone This is the caseworker s work phone number Mobile Phone This is the caseworker s cellular phone number Pager Phone This is the casewo
71. G AUTHORITY EIN Number 61999999 Payee Address fiS2VENTURECT STE1 LEXINGTON KY 40511 Bank Address iwHIGGHST LEXINGTON KY 40507 ABA Route 123456783 Account Number m497413 WinTen Occupancy and Rent Calculation 10 31 2003 Edition Process TRACS Vouchers Page 10 9 Owner Agent Information Sub Tab Data Fields Project Name This is the name of the project as indicated on the Voucher Detail tab Owner Information Printed Name This is the full name of the project owner Owner s Signed Name This is the name of the project owner as he signed it on the voucher Title This is the project owner s title Phone This is the project owner s phone number Agent Information Agent Name This is the project contract agent s name Payee Name This is the name of the agency or business to which the subsidy payment for this voucher goes EIN Number This is the payee s EIN Employer Identification Number Payee Address These fields are the payee s mailing address Bank Address These fields are the address of the payee s bank ABA Route This is the ABA routing number for direct deposit to the payee s bank Account Number This is the payee s account number to which the voucher payment should be deposited Voucher Review Contract Number 6 0871 5 Voucher Summary Voucher Detail 8 gt
72. HomePad Mod Rehab Project Based 0 Monthly Repayment 0 RDS e Tenant Actions Page 4 30 Housing Choice Voucher Tenant Data Fields If the tenant is Type H Housing Choice Voucher the following data fields are available on the Rent Calculation sub tab Add a Tenant Payment Standard Code Percent Payment Standard Subsidy fi Section 8 Second Subsidy Continuous 58 Contract Rent Housing Assistance E All Members are Eligible Welfare Rent Income Limit Table NoT able Selected E Security Deposit Low Income Limit 0 Earning Dep Handicap Expense Very Low Limit 0 TTP Minimum Rent Exempt Extremely Low Limit E 0 Utility Allowance Repayment Agreement Current Income Level ed Previous Level Tenant Rent 0 Monthly Repayment 0 Special Program o DOES NOT PARTICIPATE Structure Type Assistance Status a 5 TIT a per DS EM 1ental henad 8 amp lr Sutfficiency Elderly Household 7 Portable Enhanced Voucher Single Family Detachec Y ear Built 1 50 SRO Mobile Home Pad ModRehab ProjectBased Payment Standard Code Use this drop down selection box to specify the tenant s payment standard code Payment Standard This is the tenant s payment standard Contract Rent This is the monthly contract rent as established by
73. Income Level Previous Level i Tenant Rent o Monthly Repayment 0 Special Program o DOES NOT PARTICIPATE z Structure Type Assistance Status 4 Single Family Detached Rental Rehab Self Sufficiency Year Built 1750 IGR SRO Mobile Home Pad Mod Rehab ProjectBased WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 34 Indian Housing Tenant Data Fields If the tenant is Type I Indian Housing the follow ing data fields are available on the Rent Calculation sub tab Add a Tenant 6 Percent Subsidy fi Section 8 Second Subsidy Continuous 8 Contract Rent Housing Assistance E All Members are Eligible Welfare Rent Income Limit T able iNo Table Selected Security Deposit Low Income Limit Earning Dep Handicap Expense 0 Very Low Limit 0 TTP Minimum Rent Exempt 0 Extremely Low Limit Utility Allowance Repayment Agreement Current Income Level C Previous Level E Tenant 0 Monthly Repayment 0 Elderly Household 181 Ceiling Rent 0 Indian Travel Cost 0 00 Flat Rent 0 Flat Rent Chosen Contract Rent Flat Rent Re Exam Date This is the monthly contract rent as established by This is the date of the tenants next flat rent re the unit s owner examination This field is only available if the Flat Rent Chosen check box is checked Ceiling Rent This is the unit s ceiling rent Indian Trav
74. Member Over 5 25 1 2 3 4 5 6 7 8 8 2380 47700 WinTen Occupancy and Rent Calculation 10 31 2003 Edition Setup Page 3 52 Maintain Income Limit Tables Sub Screen Controls Change Income Limit Table Code Button This button opens the Change Income Limit Table Code dialog box This dialog box allows you to edit the selected income limit table s unique identify ing code When you change an income limit table code the program updates its databases chang ing that waiting list code to its new value in every record associated with that code Maintain Income Limit Tables Sub Screen Data Fields Income Limit Table Code This is the income limit table s unique identifying code up to 3 characters You cannot edit this field normally to change it click the Change Income Limit Table Code button Income Limit Table Description This is a short 40 character description of the income limit table Effective Date This is the date on which the income limit table be came effective or will become effective Expiration Date This is the date on which the income limit table ex pired or will expire Income Limits The income limit table has 24 data fields Each of these fields corresponds to an income level extremely low very low or low and a number of household members Each of these fields should contain the value indicated by HUD s income limit tables Percent Per Family Member Over 8 This is
75. OT WILLIAMS 753 IRON RANGE RC 40512 ELIOT WILLIAMS 2091 JERICHO DR 40593 CHERYL STEWAR 218 LANSDROP FOR 40561 1 CHERYL STEWART 220 LANSDROP FOR 40561 WinTen Occupancy and Rent Calculation 10 31 2003 Edition Setup Page 3 25 RO CO w CO east east side Richi east east side Richi east east side Richi east east side Richi east east side Richi east east side Richi east east side Richi east east side Richi east east side Richi east east side Richi east east side Richi east east side Richi east east side Richi Adding a New Unit Record db Add Unit To add a new unit click the Add Unit button The Maintain Unassisted Housing Units sub screen opens to a new unit record Editing an Existing Unit Record 3g Edit Unit To edit an existing unit record select that record and click the Edit Unit button or double click on the record s entry in the table The Maintain Unas sisted Housing Units sub screen opens to that unit record Copying an Existing Unit Record ENS If you need to add records for multiple similar units you may want to just add one record then make a copy of it and edit the copy for every other similar unit To make a copy of an existing unit record select that unit in the table and click the Copy Unit button The Maintain Unassisted Housing Units sub screen opens to that unit record Make your changes to the record so it
76. Previous This is the tenant s previous housing type The available codes are 1 Substandard Housing 2 Without or about to be without housing 3 Standard housing 4 Conventional public housing Displaced This is the reason that the tenant is displaced if applicable The available codes are 1 Government Displacement 2 Natural Disaster 3 Private Action 4 Not Displaced Exception This field is only used for new admissions It re ports any exceptions to low income qualification for this admission The field will usually be marked VL because the tenant s income was very low at admission Income Code This drop down selection box enables you to select the income code that applies to this tenant These codes are used in conjunction with the Request for Funds Report Form HUD 52670 for TRACS projects If this is not a TRACS project leave this field blank Police or Security Tenant If a household member qualifies for special police or security officer privileges under Section 8 regu lations check this box Hint Displaced This field is used to indicate the reason for the tenant s move into a Section 8 unit Government Displacement is a result of government action e g demolition of the tenant s previous unit Natural Disaster is a result of a natural disaster e g flood fire hurricane tornado plague of lo custs comet striking the Earth that destroyed the tenant s previous unit Private Action is a result of
77. T Phone 859 554 3394 TEMPUS TEMPS WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 91 Assets Tab Data Fields Asset Owner This drop down selection box enables you to select which household member is responsible for this as set If you are not editing the currently selected asset this appears as a non editable data field not a drop down selection box Asset Owner SSN This is the Social Security number of the asset owner The program automatically displays this field you cannot edit it Verified This is the date on which your agency verified the asset information Description This is a brief description of the asset Asset Value This is the asset s current value Actual Income This is the actual annual income that the household member receives from this asset Imputed Income According to HUD rules an imputed income figure must be calculated and used in the tenant calcula tion for any asset with a value in excess of 5 000 The program automatically calculates this number based on the imputed passbook interest rate you entered on the Default Settings tab of the Setup screen Source This is the source or holder of the asset e g if the asset is a savings account enter the name of the bank that holds it Contact This is the name of the contact person for ques tions or verification regarding the asset Address City St Zip These four fields are th
78. TION LOOKING FOR SECTION 8 UNIT PENDING LEASE APPROVAL n PVOLCHER PENDING RECEIPT OF SIGNED VOUCHER PENDING RECEIPT OF SIGNED VOUCHER WinTen Occupancy and Rent Calculation 10 31 2003 Edition Setup Page 3 48 Maintain Management Codes Sub Screen Controls Change Management Code Button This button opens the Change Management Code dialog box This dialog box enables you to edit the selected management code s unique identi fier When you change a management code the program updates its databases changing that management code to its new value in every tenant record that has that code Management Code Tab Data Fields Management Code This is the unique identifier of the selected man agement code up to 10 characters Description This is a brief 40 character description of the se lected management code Change Management Code MGTCODE vA Ok INCVER X Cancel WinTen Occupancy and Rent Calculation 10 31 2003 Edition Setup Page 3 49 Maintain Caseworkers Sub Screen The Maintain Caseworkers sub screen allows you to add edit and delete caseworker records Case worker records allow you to associate a specific caseworker with each application in Applicant List s database The top portion of this sub screen con tains a table of all caseworkers who are currently in the database while the bottom portion of the sub screen contains the detailed information for the currently selected caseworker
79. Table TRACS Setup Agency F5S wtw Special Funcs Transfer Tenants In From Receivables or Section 8 Edit Rent Calculation Parameters 4 Clear Clear Un matched Household Members Re Calc Re calculate All Tenant Rents WinTen Occupancy and Rent Calculation 10 31 2003 Edition Setup Page 3 23 Special Functions Tab Controls Transfer Button In some situations such as a recent upgrade you rr Transfer may have a tenant record that is stored in the Ten ant Accounts Receivable or Section 8 Tenant and Landlord program but not in Occupancy and Rent Calculation This button enables you to transfer such a record into Occupancy and Rent Calcula tion Parameters Button This button enables you to edit rent calculation pa rameters Some tenant types have unique param eters for calculating rent including elderly allow ances dependent allowances and so on Under normal circumstances these values are set when the software is installed Parameters Clear Button tj am The Clear button matches the program s house earch SF hold member database against the active tenant database If any tenants who are on record as being heads of households do not match up with active tenant records they will be deleted Re Calc Button This button recalculates all tenant rents in the data area Remember that according to HUD regula tions a tenant must be notified of any rent change prior to the change taking effect Before using
80. Tenmast Software s WinTen Occupancy and Rent Calculation program Any references to company housing authority or individual names or identities in examples or screen images are for demonstration purposes only and are not intended to refer to any actual organization or person CONTENTS Introduction Program Overview Cyclical Actions Planning Questions Main Menu Setup Setup Screen Default Settings Tab Signature Lines Tab Project Validation Tab Max Rent Table Tab Agency Tab FSS WtW Tab TRACS Setup Tab Contract Sub Tab Owner Agent Sub Tab Special Funcs Tab Browse Housing Units Sub Screen Maintain Unassisted Housing Units Sub Screen General Tab Amenities Tab Utilities Tab Notes Tab Utility Allowance Setup Sub Screen Utility Type Tab Utility Company Tab Allowance Profile Tab Multiple Utility Allowances Sub Screen Multi Allow Setup Tab Multi Allow Amendment Tab FMR Payment Standard Setup Sub Screen Maintain Management Codes Sub Screen Maintain Caseworkers Sub Screen Maintain Income Limit Tables Sub Screen Tenant Actions Tenant Search Screen Add a Tenant Sub Screen Tenant Detail Sub Tab Rent Calculation Sub Tab Tenant Detail Screen Main Tab FSS WtW Contract Information Sub Screen FSS Tab WtW Tab Service Table Tab FSS Transaction List Sub Screen Maintain Unassisted Housing Units Sub Screen General Tab Amenities Tab Utilities Tab Notes Tab Household Tab Income Tab Assets Tab Expenses Tab References Tab eTrans Ta
81. Trans Record To create a TRACS eTrans record go to the Tenant Detail screen and switch to the eTrans tab Click the Make eTrans Record button This starts the TRACS eTrans wizard TRACS eTrans Wizard Step One Enter the eTrans date and the voucher date for the transaction you are creating If you are creating a baseline record check the Baseline Record box Click the Start button to proceed to Step Two Step Two The wizard displays the adjustment calculation for any adjustment that applies to this eTrans record If you want to include this adjustment on the vouch er you are creating check the appropriate box Click the Next button to proceed to Step Three Step Three Review the data in the wizard If it is correct and complete click the Finish button to complete the move process If it is incomplete click the Back button to return to the previous steps and make any needed changes or click the Cancel button to cancel the entire process and exit the wizard amp TRACS eTrans Wizard Step 1 of 3 information _ Head of Household GLENN FOX Type of eTrans vari 0 effective 08 01 2001 j eTrans Date ogni 7 2001 Voucher Date rm 2003 Instructions Enter the voucher affected by this eTrans and if this eTrans record needs to be a baseline record 2 TRACS eTrans Wizard Step 2 of 3 Adjustment Information Head of Household GLENN FOX Type of eTrans uari
82. WinTen controls to add edit or delete contract data Default Settings Signature Lines Project Validation Max Rent Table Bit 9 2 8 BRECKENRIDGE TOWER KY514821554 Project Name BRECKENRIDGE TOWER Funding Source Section 8 New Construction Total Units 0 Subsidy Type Section 8 J Section 8 Type New Construction v HAP Agreement Signed on or after 10 01 1981 Project Number Contract Number kysi 4821554 Contract Sub Tab Data Fields Project Name This is the project s name or description This field is limited to 35 characters Funding Source This drop down selection box enables you to speci fy the source of funding for the selected project Subsidy Type The program automatically fills in this drop down selection box based on the setting of the Funding Source field If there is more than one possible subsidy type for the selected funding source this field remains editable and you can change the de fault selection if necessary WinTen Occupancy and Rent Calculation 10 31 2003 Edition Setup Page 3 19 Section 8 Type The program automatically fills in this drop down selection box based on the setting of the Funding Source field If there is more than one possible Section 8 type for the selected funding source this field remains editable and you can change the de fault selection if necessary Project Number This is t
83. a tion Unit Transfer or Gross Rent Regular Amount This is the regular amount of subsidy that this household receives Initial Request If this is an initial request for this household check this box Turnover Code When an action Initial move in certification ter mination or move out occurs during the month the unit turns over in TRACS terms This drop down selection box allows you to specify the turnover code that applies to this month if applicable Does Not Apply This Month Move In Initial Certification Termination of Assistance or Move Out Voucher Review Contract Number KY08712345 Voucher Summary Voucher Detail HEEF 0 gt Project Number Voucher Date 11 01 2001 151037 151038 D Vacant 151041 0 Vacant Request Type Regular Manual Entry Unit Number 151001 First Notified 10 01 2000 Unit Status Subsidized Nest Exam Date 1170172001 First Name KEVIN Middle Initial P Last Name BRADLEY Social Security Number 198 71 3065 Change Code Initial Certification z Regular Amount 348 V Initial Request 5 Tumover Date 11 01 7 2000 Income Code er z J Tenant Based Exception Project Based Exception In Use Project Based Exception Allocated Tumover Code Move In Description WinTen Occupancy and Rent Calculation 10 31 2003 Edition e Process TRACS Vouchers Page 10 12 Turnover Date This is the date on which the turnover action
84. ables annually in the Federal Register The top portion of this sub screen contains a table which lists every FMR table that is currently set up in the program The bottom portion of the sub screen contains the detailed information on the currently selected FMR table Use the standard WinTen controls to edit the data on this tab save or cancel your changes and add or delete records FMR Payment Standard Setup H 80 USER OVERRIDE ON TENANT FORM 10 01 1984 09 30 2099 Lexington Louisville 01 01 2001 12 31 2001 Frankfort Franklin County 01 01 2001 12 31 2001 4 Bedrooms FMR Pmt Std 5 300 82 00 94400 l 785 Percent 4 per Bedroom FMR Pmt Std Code LEX Description egon Effective 0170172001 Espiration 12 31 2001 1 4H WinTen Occupancy and Rent Calculation 10 31 2003 Edition Setup Page 3 46 FMR Payment Standard Setup Sub Screen Controls Change FMR Table Code Button Clicking this button opens the Change FMR Table Code dialog box This dialog box enables you to edit the selected FMR table code When you change an FMR table code the program updates its databases changing that FMR table code to its new value in every unit record associated with it FMR Payment Standard Setup Screen Data Fields FMR Table Code This is a short three character unique code that identifies this FMR table in Rent Reasonableness databas
85. accurately depicts the similar unit rather than the original unit PEE WinTen Occupancy and Rent Calculation 10 31 2003 Edition Setup Page 3 26 Maintain Unassisted Housing Units Sub Screen The Maintain Unassisted Housing Units sub Screen enables you to view and edit the record of a selected unit It has four tabs General Amenities Utilities and Notes This sub screen always opens on the General tab as shown below General Tab The General tab contains information on the se lected unit s location owner and general demo graphics size building type etc Edit the data on this tab and save or cancel your changes with the standard WinTen controls BE Maintain Unassisted Housing Units Street Number 2301 Street Name DELTA WAY Apt No I City State Zip LEXINGTON kv 40581 Unassisted Locatio Description feast side Richmond Road area z Census Tract County FAYETTE RANDY HOLSCHLAG 1827 GATEWAY BLVD LEXINGTON Kv 40518 859 254 8176 General Descriptio Bedrooms Bathrooms Floor Area sq ft Year of Construction Util Allow Profile City inside Lexington limits 000000000 Structure Type Single Family Detached Handicapped Accessible WinTen Occupancy and Rent Calculation 10 31 2003 Edition Setup Page 3 27 General Tab Data Fields Address Street Number This is the unit s street number house or building number Street Name This i
86. address City This is the city portion of the agency s mailing ad dress State This is the state postal code portion of the agency s mailing address Zip This is the zip code portion of the agency s mailing address Phone This is the agency s phone number WinTen Occupancy and Rent Calculation 10 31 2003 Edition Setup Page 3 15 FSS WtW Tab The FSS WtW Family Self Sufficiency Welfare to Work tab enables you to create records for specif ic FSS WtW actions and special functions dealing with tenant data The left side of the tab contains a table of all FSS WtW Transaction Codes in the program s database The right side shows the action code and descrip tion for the currently selected action You can add edit or delete FSS WtW transaction codes using the standard WinTen controls FSS WtW Tab Data Fields Type of Action This is the transaction code for the action that you want to track This field is limited to 5 characters Description This is a brief description of the action that you want to track This field is limited to 30 characters Setup Default Settings Signature Lines Project Validation Max Rent Table Agency FSSWtW Special Funcs gt 2 Type ot Action Description PHONE CALL INTER FACE TO FACE INTERVIEW L visw VISIT TO WORKPLACE vis H VISIT TO HOME Hint Using FSS WtW Transaction Codes The Occupancy and Rent Calculation program enables you to t
87. ake effect until one or more months later TransNet The TransNet program creates the data submission files for PIC 58 TRACS and MTFS reporting It does this by gathering indi vidual tenant transaction records created in Oc cupancy and Rent Calculation Rent Reasonableness Reporter Occupancy and Rent shares several databases with Rent Reasonableness These include unassisted units FMR Fair Market Rent tables and utility allowance tables WinTen Occupancy and Rent Calculation 10 31 2003 Edition Program Basics Page 22 CYCLICAL ACTIONS Begin Month Review the program s setup scheme to make sure everything is correct Under most circumstances you should not need to make changes First Few Days of Month Each Day Print reexamination list for reexaminations that are due in future months Send reexamination notices to tenants and schedule exam appointments Perform a backup If your data backup functions are automatic you still should test them manually to ensure that they are working correctly During the Month Perform reexaminations and other calculations For each tenant who is receiving a reexamination print a rent worksheet and either a Form HUD 50058 a Form HUD 50059 or a Form USDA 1944 B Be certain that the effective date on each form is correct Print a rent change notice for every tenant who should receive one Create eTrans records and link entries for chang es that w
88. al in charge of your WinTen programs should periodically review each program s Setup to ensure that it is still correct Access to the Setup screen should be restricted through the Security functions of the Master Setup program after the ini tial settings have been entered in order to prevent accidental changes to the settings To use the Setup functions click the Setup button or press S at the Main Menu ME Main Menu amp Tenant Tenant Actions Report Options 5 Link eTrans Link eTrans Record Menu Form Letters gre 1 Letters amp Index Index Databases Voucher s Process TRACS Vouchers f 1 Hisl Setup f Exit Winlen Occupancy and Rent Calculation 10 31 2003 Edition Setup Page 3 1 SETUP SCREEN The Setup screen has eight tabs Default Settings Signature Lines Project Validation Max Rent Table TRACS Setup Agency FSS and Special Functions Some of these tabs may not be avail able for use depending on which settings you have selected on the Default Settings tab and on whether you are working in a public housing or a Section 8 data area The Setup screen always opens on the Default Settings tab as shown below Default Settings Tab This tab contains your agency s address informa tion and lease formatting data as well as settings that determine how Occupancy and Rent Calcula tion functions 6 2 Org Name TENMAST CITY HOUSING AUTHORITY
89. alculation Address This is your agency s street address City State Zip These fields contain the city state and zip code portions of your agency s address Phone This is your agency s phone number HUD Address 1 4 These four fields are for the address of your region al HUD office This address prints on the Release of Information 06 95 report Signatures Appear on Certification This drop down selection box enables you to specify which signature lines if any the program will print on Form HUD 50058 Signatures Appear on Lease This drop down selection box enables you to specify which signature lines if any the program will print on the Lease Addendum Owner Manager Signature on Lease If you check this box the program will print an owner or manager signature line on the Lease Ad dendum The signature line will be printed on the Lease Addendum f there is more than one sig nature line set up the program will prompt you to choose when you print the Lease Addendum Signature Lines Appear on the Notes If you check this box the program will print an own er or manager signature line on verification letters Effective Date Appears on Worksheet If you check this box the program will print the ef fective date of a rent change on the rent worksheet If this box is not checked the program will print the system date on the rent worksheet Housing Program Type This drop down selection box enables you to speci
90. als You can also order printed copies of the manual through our Marketing Communication Services Department WinTen Occupancy and Rent Calculation 10 31 2003 Edition Introduction Page l l WinTen Occupancy and Rent Calculation 10 31 2003 Edition Introduction Page 12 PROGRAM OVERVIEW The WinTen Occupancy and Rent Calculation program is designed to assist you in managing financial household and dwelling unit data on ev ery subsidized housing tenant who falls under your agency s jurisdiction It conforms to HUD reporting requirements for the following subsidized housing program types Public Housing Section 8 Certificates Section 8 Vouchers Housing Choice Vouchers Section 8 New Construction Section 8 Mod Rehab Section 8 Manufactured Home Tax Credit Tax Exempt Section 202 Section 236 Rural Development Section 515 Section 221d BMIR Section 811 Managed Projects Section 8 Homeownership The program is capable of preparing the official Form HUD 50058 and Form HUD 50059 for HUD reporting as well as Form RD 1944 8 for USDA Rural Development reporting It also in conjunc tion with the WinTen TransNet program handles PIC 58 TRACS and MTFS electronic record preparation and submission WinTen Occupancy and Rent Calculation 10 31 2003 Edition Program Basics Page 2 1 Program Integration As with all WinTen software Occupancy and Rent Calculation is designed
91. ant Detail HeadName ELLEN KILEY Head SSN 15541 6571 Effective Date 03 28 2003 json ee oo DEF EE mp 03 01 2001 03 01 2001 0 06 01 2002 Request Type Regular Voucher Date ozor 72001 Unit Number First Notified Next Exam Date Change Code B Income Code Turnover Code Does Not Apply this Month E Turnover Date fosvo1 2001 Regular Amount Initial Request Tenant Based Exception Project Based Exception In Use Project Based Exception Allocated Description TRACS Requests Tab Data Fields Request Type This is the type of request sent to TRACS Voucher Date This is the date on which the voucher was added Unit Number This is the unit number for the TRACS request WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 104 First Notified This is the date of the examination associated with the request Next Exam Date This is the date of the tenant s next scheduled ex amination Change Code This is the change code that applied to this request Change codes are used in conjunction with Form HUD 52670 Request for Funds Report Income Code This is the income code that applied to this tenant at the time of the request Income codes are used in conjunction with Form HUD 52670 Request for Funds Report Turnover Code When an action initial move in certification ter minati
92. ant s landlord information click the LL Info button and select a new landlord through the Owner Landlord Information dialog box WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 12 Section 8 Mod Rehab Tenant Data Fields If the tenant is Type R Section 8 Mod Rehab the following data fields are available on the Tenant Detail sub tab Add a Tenant How sN First MI Last Name Unit Street 3851 HERSHEY AV City State Zip LEXINGTON Project 1 Bedrooms 3 Voucher Size 0 HAP Contract Site Code FSS Participant wtw Participant SSN1251 45 2671 Voucher Size This is the unit size for which the tenant s voucher is written HAP Contract This is the tenant s HAP contract number Landlord This is the name and Social Security number of the tenant s landlord or property manager You cannot edit this field To change the tenant s landlord click the LL Info button and select a new landlord through the Owner Landlord Information dialog box Owner This is the name of the owner of the tenant s unit You cannot edit this field To change the tenant s landlord information click the LL Info button and select a new landlord through the Owner Landlord Information dialog box Head Birthday 02 20 2003 kv Management Code None Caseworker None Tenant Type R 58 Mod Rehab Effective Date 0
93. ar in which the unit was constructed Util Enable Profile This drop down selection box enables you to spec ify the unit s utility allowance profile The available options are those which are set up on the Allow ance Profile tab of the Utility Setup sub screen Unit Type This drop down selection box enables you to speci fy the unit s type The available options are the unit types recognized by HUD s PIC system Structure Type This drop down selection box enables you to speci fy the structure type of the building in which the unit is located The available options are the structure types recognized by HUD s PIC system Handicapped Accessible If the unit is accessible to handicapped individuals check this box Info Source This drop down selection box enables you to spec ify the source from which your agency gathered the unit s information The available options are those which are set up on the Information Sources tab of the Setup screen of the WinTen Rent Reasonable ness module Last Updated This is the date on which the unit s record was last updated You cannot edit this field the program fills itin automatically every time you save changes to the record ME Maintain Unassisted Housing Units x General Amenities Utiities Notes Hi s 6 Bol b5ive Address Street Number 2301 Street Name DELTA WAY Apt No City State Zip LEXINGTON kv z 40581 unassisted Locatiorr Description east
94. are not illegal aliens Form HUD 52650 This is only available if the tenant is an FSS partici pant It is the standard FSS Contract of Participa tion WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 65 Tenant Detail Sub Tab Data Fields All of the Tenant Detail sub tab s data fields are in exactly the same positions and have exactly the same definitions as the data fields on the Tenant Detail sub tab of the Add a Tenant sub screen These are described in detail in the preceding pages of this manual Tenant Detail Head Name ELLEN KILEY Head SSN 15541 6571 Effective Date 03 28 2003 Income Assets Expenses References eTrans Totals Bi OBO HSVe7 S GCAHMOCKB 2A G7 OB First MI LastNamefELLEN P KEY Unije 77 7 0 SiesfocrGREGORVIN O City State Zip LEXINGTON cv 40561 Management Code NEEDS INCOME VERIFICATION z Tenant Rent 241 Caseworker ZEAH KIM HAP Amount 469 Tenant Type V S8Veuche H Effective Date 03 28 2003 Application Dae 01 08 2000 Project kvessvoo Trans Code 2 Annual Reexamination Admission Date 01 11 2001 Bedrooms Action 4 Annual Recertification E Exam Date n1 10 2003 Voucher 57485 Last Insp Date o1 08 2003 Voucher Size 2 Last Passed Insp o1 08 2003 HAP Contract Next Exam Date 01 10 2004 Landlord HOLZSCHLAG RANDY 564 46 1331 m Med Evam Timef FSS Parti
95. ary 123 5 March 123 5 April 5 a5 4 May ve 5 June 135 0 5 July 23 5 August 125 5 September 125 000 5 October 112 O 05 November 124 05 4 December 124 05 1BR 1 OCCUPANT Ib B1P1 Winlen Occupancy and Rent Calculation IC 003 Edition Setup Page 3 4 pancy Multi Allow Setup Tab Data Fields Multi Allowance Table Code This is the unique identifying code for the currently selected utility allowance This field may contain up to six characters Description This is a 30 character description for the currently selected multi allowance table Allowance This is the base allowance entered as a dollar amount for the given month To obtain the actual allowance for the month multiply this number by the corresponding rate Rate This is the adjustment rate entered as a decimal for the given month To obtain the actual allowance for the month multiply this number by the corre sponding allowance Multiple Utility Allowances Multi Allow Setup Muli Allow Amendment 2 5 gt Multi Allowance Table Code p P1 Description BR 1 OCCUPANT Allowance Rate January 135 05 March a 5 a May 128 05 June Hl os wp o 3 905 August 1 os September a os October os November ta os Jil December 00x 05 188 1 OCCUPANT Hint Multi Allowance Table Codes Many agencies produce different multi allowance tab
96. at are vacant as indi cated on the Voucher Detail tab Number of Units at Market Rent This is the number of units that have tenants who are paying market rent as indicated on the Vouch er Detail tab This does not include subsidized or vacant units Project based exceptions in use This is the total number of project based exceptions in use as indicated on the Voucher Detail tab Project based exceptions allocated This is the total number of project based excep tions allocated as indicated on the Voucher Detail tab Tenant based exceptions in use This is the total number of tenant based exceptions in use as indicated on the Voucher Detail tab Total Exceptions This is the total number of all project and tenant based exceptions in use Date Field Office last changed allocations This is the date your HUD field office last made modifications to your project based exception al locations Number of Units rented to Lower Income fami lies This is the number of units in the project that are rented to low income not extremely low or very low households Breakdown of Assistance Payment Received The following fields provide a summary of the total assistance payment requested by this voucher broken down by individual assistance type This area of the screen is organized in two columns number of requests for each type and total dollar amount of requests for each type Regular Tenant Assistance Payments These fields
97. ate Due Date Received Additional Description 8 Applicant Asset Verification 9 26 2002 JOHN T BABCOCK 261 56 4133 zl Document Description Applicant Asset Verification Date Time Created 9 26 2002 16 09 Created By BR Date Time Printed 9 26 2002 16 09 Printed By can Additional Description JOHN BABCOCK 246 41 1927 FIFTHTHIRDBANK 0000000007 Response Due Date Date Time g Hl Received From PO Method H Received By o WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 106 Printed Documents Sub Screen Data Fields Document Details You cannot edit the document detail data fields These are set when the document is printed Document Description This is the title of the selected document Date Time Created These are the initials of the user who created the document Created By These are the initials of the user who created the document Date Time Printed These are the initials of the user who printed the document Printed By These are the initials of the user who printed the document Additional Description This is additional data that the program saves to identify the document Response Due Date This is the date by which a response to the docu ment is due Date Time These are the date and time at which your agency received a response to the document Received From This is the name of the individual or organization from whom the respon
98. b Totals Tab Multi Utility Totals Sub Screen TRACS Requests Tab Printed Documents Sub Screen Reports Reports Screen Tenant Tab eTrans Tab Statistics Tab Link eTrans Links eTrans Record Selection Screen eTrans Records Database Review eTrans Records Sub Screen Recalculating eTrans Dates Links Database Form Letters Task Wizards Locate a Household Member Transfer a Section 8 Tenant to a New Unit Move a Tenant to Another Data Area Create a TRACS eTrans Record Reindex Process TRACS Vouchers Voucher Search Screen Voucher Review Screen Voucher Summary Tab Requested Information Sub Tab Owner Agent Information Sub Tab Voucher Detail Tab 10 11 NTRODUCTION The WinTen Occupancy and Rent Calculation pro gram is a data management program designed for use on computers running the Windows 95 98 ME NT 2000 or XP operating system The interface is designed for use in a Windows environment and includes point and click mouse actions pull down menus and Windows based help functions This manual contains all of the information you need to use the WinTen Occupancy and Rent Calculation program hereafter referred to as Occupancy and Rent Calculation or ORC Version Information This manual is written for the 10 31 2003 release of Occupancy and Rent Calculation It does not ap ply to previous versions of the program including MS DOS based ones and some sections may be inaccurate with regards to later versions Wheneve
99. be irretrievably gone WinTen Occupancy and Rent Calculation 10 31 2003 Edition Reindex Page 9 2 Reindexing When you begin the reindexing process a dialog box opens that asks you if you want to initiate this process Click Yes to continue or No to cancel If you click Yes the Index and Pack Databases dialog box opens This dialog box has four check boxes that allow you to select which activities you wish to perform with the database You can rein dex both current records and historical inactive or moved out tenants records If you choose to rein dex either current or historical records you have the option to pack those records as well Index and Pack Databases Check the check boxes that correspond to the indezimi Passes mak functions you want to perform Then click the OK button The program begins the reindexing process which should take no longer than two or three minutes When the process is complete the dialog box closes and the program returns to the Main Menu 4x Creating Index FBBSSN NDX Please Wait WinTen Occupancy and Rent Calculation 10 31 2003 Edition Reindex Page 9 3 WinTen Occupancy and Rent Calculation 10 31 2003 Edition Reindex Page 9 4 Process TRACS VOUCHERS Occupancy and Rent Calculation is capable of preparing TRACS data for submission To process TRACS vouchers click the Voucher button or press lt V gt at the Main Menu This option is only available i
100. button Alternately if the tenant is moving into a unit that is not in your database click the Add Unit button This opens the Maintain Unassisted Housing Units sub screen which is described in detail in the Setup and Tenant Actions chapters of this manual Enter the new unit s data on this sub screen and save it Once you have selected or entered the unit into which the tenant is moving click the Next button to proceed to Step Four Select New Unit TT m UL 2 2 cca Effective Date of Transfer 3 Transfer s Transaction Code Interim Reexamination New Unit Address fzo LANSDROP FOREST DR al City State Zip LEXINGTON ky 7 instructi Click on the magnifying glass to select the new unit for this tenant Browse Housing Units RANDY HOLSCHLA2301 DELTA WAY 1 ELIOT WILLIAMS 1682 DOVER DR 40517 ELIOT WILLIAMS 753 IRON RANGE RE 40512 ELIOT WILLIAMS 2091 JERICHO DR 40533 CHERYL STEWART 218 LANSDROP FOR 40561 Unknown Unknown Unknown Unknown Unknown Unknown Unknown Unknown Unknown Unknown Unknown Unknown Unknown WinTen Occupancy and Rent Calculation 10 31 2003 Edition Task Wizards Page 8 5 Step Four Click the magnifying glass button at the right side of the Units Landlord data field This opens the Select a Landlord dialog box Select the landlord into whose unit the tenant is moving and click the OK button
101. cipant Bwne RANDYHOLZSCHLAG Wiw Participant SSN Phone 859 555 4881 WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 66 Rent Calculation Sub Tab Data Fields All of the Rent Calculation sub tab s data fields are in exactly the same positions and have exactly the same definitions as the data fields on the Rent Cal culation sub tab of the Add a Tenant sub screen These are described in detail in the preceding pages of this manual Tenant Detail Head Name ELLEN KILEY Head SSN 15541 6571 Effective Date 03 28 2003 Percent Payment Standard Code Household Size 3 Subsidy fi Section 8 Payment Standard 533 Dependents 2 Second Subsidy Continuous Assistance Contract Rent 0 Eligible Members 3 Housing Assistance E All Members are Eligible z Welfare Rent 0 Elderly NA ortable Income Limit T able iNo Table Selected Security Deposit 500 Low Income Limit 0 Earning Based on Handicap Expense 0 Eliminate Shopping Incentive v Very Low Limit 0 TIP 64 Minimum Rent Exempt gt Extremely Low Limit lito Cafes Utility Allowance B5 Repayment Agreement Current Income Level NI Previous Level E Tenant Rent 0 Monthly Repayment 0 Special Programs o DOES NOT PARTICIPATE gt Structure Type Assistance Status Single Family Detachec Rental Rehab Se
102. ck this box Contract Number This is the tenant s contract number This is the contract number against which your Request for HAP for this tenant will be billed WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 45 FmHA Subsidy This field indicates the type of FmHA subsidy that the tenant receives It should only be completed for Rural Development tenants The available codes are No Deep Tenant Subsidy Rental Assistance RA Existing HUD Certificates Other Public RA Private RA HUD Vouchers Other types at basic rent Worksheet This is the one letter code of the worksheet used for calculating this tenant s rent Under most cir cumstances this is worksheet E oco Change Code This field is for any change codes that apply to this tenant These codes are used in conjunction with the Request for Funds Report Form HUD 52670 for TRACS projects If this is nota TRACS project leave this field blank Pre 81 If the tenant moved into the unit prior to 1981 check this box Pref 59 This is the preference code used on the HUD Form 50059 This field is only used for TRACS tenants who are new admissions The available codes are D Displaced R Paying rent in excess of 50 of income S Substandard Blank No preference given Sec 8 on after 1984 If the tenant began receiving Section 8 assistance on or after October 4 1984 check this box Date Code Use one of the following
103. ction 236 and Rural Development If this box is checked the TRACS Setup tab be comes available HA was chosen for MTW program Check this box if your agency is participating in HUD s pilot MTW Moving To Work program If this box is checked the program handles rent calculation differently and prints the 50058 MTW form instead of the standard 50058 form Utility Allowances Utility allowances are used in rent calculations These radio buttons allow you to select what type of utility allowance applies to tenants in this data area If this is a public housing area select Fixed Utility Allowances If this is a Section 8 data area select Utility Allow ance Calculation You can use multiple utility allowances for any housing program in which different units receive different utility allowances based on factors such as occupancy level location or time of year Default Tenant Type This drop down selection box enables you to specify the default tenant or housing program type administered in this data area When a new tenant is added the program automatically sets the tenant to be this tenant type Minimum Rent This is the minimum rent TTP used by your agen cy The program uses this to calculate the rent of PIC 58 tenants This value can be a dollar amount from 0 to 50 If your agency does not have a mini mum rent set this field to O Passbook This field is your agency s passbook savings per centage It is us
104. d You cannot edit this field To change the tenant s landlord information click the LL Info button and select a new landlord through the Owner Landlord Information dialog box WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 10 Section 8 Voucher Tenant Data Fields If the tenant is Type V Section 8 Voucher the fol lowing data fields are available on the Tenant Detail sub tab Add a Tenant sN First MI Last Name Unit Street 3861 HERSHEY amp V City State Zip LEXINGTON Head Birthday 02 20 2003 Account 8 Phone i UE m tin 4 Management Code None Caseworker None Tenant Type 58 Voucher Effective Date 02 20 2003 Trans Code fi New Admission Action 1 Move In Project 000 sg Bedrooms H Voucher I Voucher Size H HAP Contract SiteCode FSS Participant wtw Participant Application Date Admission Date tj Exam Date Last Insp Date tj Last Passed Insp Next Exam Date tj Next Exam Time Tenant Detail Voucher This is the tenant s voucher number Voucher Size This is the unit size for which the tenant s voucher is written HAP Contract This is the tenant s HAP contract number Landlord This is the name and Social Security number of the tenant s landlord or property manager You cannot edit this field To change the te
105. d check this box Hearing Impaired If a household member is hearing impaired check this box Visually Impaired If a household member is visually impaired check this box Contract Number This is the tenant s contract number This is the contract number against which your Request for HAP for this tenant will be billed WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 39 FmHA Subsidy This field indicates the type of FmHA subsidy that the tenant receives It should only be completed for Rural Development tenants The available codes are No Deep Tenant Subsidy Rental Assistance RA Existing HUD Certificates Other Public RA Private RA HUD Vouchers Other types at basic rent Worksheet This is the one letter code of the worksheet used for calculating this tenant s rent Under most cir cumstances this is worksheet E oco Change Code This field is for any change codes that apply to this tenant These codes are used in conjunction with the Request for Funds Report Form HUD 52670 for TRACS projects If this is nota TRACS project leave this field blank Pre 81 If the tenant moved into the unit prior to 1981 check this box Pref 59 This is the preference code used on the HUD Form 50059 This field is only used for TRACS tenants who are new admissions The available codes are D Displaced R Paying rent in excess of 50 of income S Substandard Blank No prefer
106. d Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 8 Public Housing Tenant Data Fields If the tenant is Type P Public Housing the follow ing data fields are available on the Tenant Detail sub tab Building If you are working in a data area whose data is sub mitted to PIC the program automatically fills in this field the unique identifier of the building in which the unit is located from the Master Unit database If you are working in a data area whose data is sub mitted to TRACS or MTFS leave this field blank Entrance This is the units entrance number as designated in the Master Unit database You cannot edit this field Family Requested Accessibility Features If the household has requested a unit with acces sibility features check this box Received Accessibility Features Use this drop down selection box to specify the extent to which the household has received any requested accessibility features in its unit WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 9 Section 8 Certificate Tenant Data Fields If the tenant is Type S Section 8 Certificate the following data fields are available on the Tenant Detail sub tab Add a Tenant ssn First MI Last Name Unit Street 3851 HERSHEY AVE City State Zip LEXINGTON Project Bedrooms 3 Voucher Size o HAP Contract Site Code FSS Participant
107. date on which the tenant signed his cur rent housing agreement Head Birthday 02 20 2003 Unit Building Family Requested Accessibility Features Received Accessibility Features Account 8 Phone i am Application Date Admission Date Exam Date Signed Date Last Insp Date Last Passed Insp Next Exam Date n Next Exam Time Family Requested Accessibility Features If the household has requested a unit with acces sibility features check this box Received Accessibility Features Use this drop down selection box to specify the extent to which the household has received any requested accessibility features in its unit WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 20 Managed Projects Tenant Data Fields If the tenant is Type M Managed Projects the fol lowing data fields are available on the Tenant Detail sub tab Add a Tenant ssN First MI Last Name 077 Street 3861 HERSHEY AV City State Zip LEXINGTON Project 1 Bedrooms 3 E Site Code FSS Participant ww Participant SSN 951 45 2671 Landlord This is the name and Social Security number of the tenant s landlord or property manager You cannot edit this field To change the tenant s landlord click the LL Info button and select a new landlord through the Owner Landlord Information dialog box Owner This is th
108. date on which the voucher was submit ted to the TRACS system for processing Assigned Voucher ID This is the ID number that the TRACS system as signed to the voucher Voucher Paid Date This is the date on which your agency received payment for the voucher Amount Paid This is the amount of money that your agency re ceived for the voucher Contract Number KY08712345 Project Number Voucher Date 11 01 2001 mmary Voucher Detail Blt 0 gt gt 8 ProjectName BLUEGRASS TOWER Total Units in Contract 6 Project based exceptions in use 0 Huber of Unie feted ts D Project based exceptions allocated 0 N f Sub Unit 8 Tenant based exceptions in use 0 0 Number of Vacant Units 6 Total Exceptions Number of Units at Market Rent Q Date Field Office last changed allocations Voucher Status Colecta Voucher Signed Date 34331 Voucher Submission Date E Assigned Voucher ID 2339999993 Voucher Paid Date E Amount Paid mun Breakdown of Assistance Payment Requested Units in Amount Billing Requested Regular Tenant Assistance Payments Adjustments to Regular Tenant Assistance Payments Section 8 Special Claims for Unpaid Rent o T Section 8 Special Claims for Tenant Damages Section 8 Special Claims for Vacancies Section 8 Special Claims for Debt Service 1983 HURRA Rent Rebates Total Subsidy Requested Requested Information Qwner Agent Information Hint HURRA
109. displays expense al lowance and deduction information This data is drawn from the Household tab for disabled handi capped and elderly statuses of individual house hold members and the Expense tab for medical childcare and permissible deduction allowances as well as household expenses The right area of the tab displays total income al lowances annual adjusted income and monthly adjusted income The program calculates these figures from the asset income and expense infor mation displayed in the lower left area of the tab It also uses data from the Rent Calculation sub tab of the Main tab The lower right area of the tab displays the rent calculation data for the tenant You can see all of the calculations used for this data by printing this tenant s Rent Calculation Worksheet from the Reports screen For more information on printing reports see the Reports chapter of this manual Totals Tab Controls Multiple Utility Allowance Totals Button This button opens the Multi Utility Totals Sub Screen It is only available if you have selected Multiple Utility Allowances in Setup and if this ten ant is set to use a utility allowance table WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 102 Tenant Detail File Edi Tools Help HeadName ELLEN KILEY HeadSSN 15641 6571 Main Household Income Assets Expenses References eTrans Totals HISSI Effective Date 03 28 20
110. e currently working with Tenant Detail HeadName ELLEN KILEY Head SSN 15541 6571 Effective Date 03 28 2003 3 2 gt Expense Owner ELLEN P KILEY Description ARTHRITIS MEDICINE Expense Type Medical Expense gt Expense Period Cost Per Period 35 00 Annual Cost 420 00 156 41 6571 ELLEN P KILEY ARTHRITIS MEDICINE M Expense Owner SSN 156 41 6571 Verified o871 2 2001 Payee FRANKLIN PHARMACY 0000007 Care OF NENNEN Address SI20IRONBRIDGERD Cy lExNaToON xv Zip 40587 Phone 859 673 8492 420 00 WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 93 Expenses Tab Controls Insert Edit Agency Button This button opens the Agency Information dialog E box Agency Information Dialog Box ce 0 gt This dialog box enables you to create edit or de SOSO OS lete agency records as you would on the Agency tere st Insert Agency into Income Record tab of the Setup screen The left side of the dialog Name ABC WELDING box contains a table of all agency records that FIRST CHEMICAL BANK EX in Occupancy and Rent Calculation s database eee Address 808 PIPELINEDR The right side shows the information for the cur GATEWAY COMPUTERS Red AR rently selected agency You can add edit or delete A REDT UNO e agency records with the standa
111. e Date DYSON HUNTER Wile 2051 Tenant Rent 13544 Utility Allowance Assistance Payment can 03707 2001 2 03 01 2001 75 00 0 00 30 00 400 00 WinTen Occupancy and Rent Calculation 10 31 2003 Edition Link eTrans Records Page 6 9 Links Dialog Box Data Fields SSN This is the tenant s Social Security number Tenant Name This is the tenant s name Unit Number This is the number of the tenant s unit Account Number This is the number of the tenant s account with your agency Who Created Link These are the initials of the employee who created this link record Date Link Created This is the date on which the link was created Transaction Type This is the transaction type if a TRACS submis sion or transaction code if an MTCS submission of the record Effective Date This is the effective date of the change contained in the link record TTP This is the amount that the tenants Total Tenant Payment will be once the link takes effect Tenant Rent This is the amount that the tenant s rent will be once the link takes effect Utility Allowance This is the amount that the tenant s utility allow ance will be once the link takes effect Assistance Payment This is the amount that the tenant s assistance pay ment will be once the link takes effect File Edit Tools H 3 SSN Tenant Name Unit Number Account Number Who Created Link Date Link Created Transaction Type
112. e Rent LIP in ny Tenant Rent Previous Displaced Exception n Change Code Date Code Income Code z Elderly Household 7 Minimum Rent Exempt Police or Security Tenant WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 36 Contract Number This is the tenant s contract number This is the contract number against which your Request for HAP for this tenant will be billed FmHA Subsidy This field indicates the type of FmHA subsidy that the tenant receives It should only be completed for Rural Development tenants The available codes are No Deep Tenant Subsidy Rental Assistance RA Existing HUD Certificates Other Public RA Private RA HUD Vouchers Other types at basic rent Worksheet This is the one letter code of the worksheet used for calculating this tenant s rent Under most cir cumstances this is worksheet E NOOR WO Change Code This field is for any change codes that apply to this tenant These codes are used in conjunction with the Request for Funds Report Form HUD 52670 for TRACS projects If this is not a TRACS project leave this field blank Pre 81 If the tenant moved into the unit prior to 1981 check this box Pref 59 This is the preference code used on the HUD Form 50059 This field is only used for TRACS tenants who are new admissions The available codes are D Displaced R Paying rent in excess of 50 of
113. e Setup sub screen opens This sub screen enables you to configure a list of utilities a list of utility companies and util ity allowance tables This sub screen has three tabs Utility Type Utility Company and Allowance Profile It always opens on the Utility Type tab as shown below Utility Allowance Setup B 4EO S80lea Natural Gas Bottle Gas Dil Electric Coal Other Natural Gas Bottle Gas Dil Electric Coal Other WinTen Occupancy and Rent Calculation 10 31 2003 Edition Setup Page 3 33 Utility Type Tab This tab enables you to define the types of utilities that are available in units This is used for three purposes comparing the utilities available in dif ferent units determining the utility allowance for a unit and printing Form HUD 52667 Allowances for Tenant Furnished Utilities and Other Services The top portion of the tab contains a table of utility types The bottom area contains the editable data field for the currently selected utility type Use the standard WinTen controls to edit the de scriptions of the utility types and to save or cancel your changes Utility Allowance Setup 3 2 2 g Natural Gas Bottle Gas Dil Electric Coal Other Natural Gas Bottle 3as Dil Electric Coal Other WinTen Occupancy and Rent Calculation 10 31 2003 Edition Setup Page 3 34 Utility Company Tab The Utility Company tab enabl
114. e asset source s address Phone This is the asset source s phone number Tenant Detail Fie Edit Tools Help Head Name ELLEN KILEY HeadSSN 15541 6571 Effective Date 03 28 2003 Main Household Income Assets Expenses References eTrans Totals 99 gt 2 0 Bit Asset Owner SSN 824 92 9422 Verified 05 06 2001 Description TRUST FUND Seuce FRSTCITYBANKOFVERSALLES Asset Value 2500 00 Contact LOUISGRANBOULAN Actual Income 0 00 Address fo ELMIN cy pensas s 3 2p acest Phone 606 438 4323 Asset Ty T ye Asset Value Value Actual Income Income 824 892 8422 JAMES D KILEY TRUST FUND 2500 00 0 00 gt 824 92 9422 CHRISTOPHER M KILEY TRUST FUND 2500 00 0 00 Asset Owner CHRISTOPHER M KILEY Imputed Income 0 WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 92 Expenses Tab The Expenses tab enables you to track the signifi cant expenses incurred by a tenant s household The bottom portion of the tab contains a table of every expense in this tenant s household The top portion of the tab shows the detailed information on the currently selected expense You can add edit or delete expense records using the standard WinTen controls NOTE The name of the head of household ap pears in the space between the menu bar and the toolbar This provides a quick reference for determining which tenant household you ar
115. e final payment amount The program calculates this field you cannot edit it Utility Allowance This is the utility allowance for the unit See the Setup chapter of this manual for more information on establishing utility allowances Tenant Rent This is the actual amount the household is respon sible for paying This reflects the TTP plus any util ity allowances If this field is negative the house hold is entitled to a utility reimbursement The program calculates this field you cannot edit it Elderly Household If the head of the household or the head s spouse is over 62 this box is checked You cannot edit this field the program automatically calculates it Minimum Rent Exempt Check this box if the tenant is exempt from the re quired minimum rent due to hardship Hint Handicap Expense Example If a wheelchair bound tenant spent 1000 to modify a van so he could have transportation to and from a job and now makes 10 000 year more because of this job this field should contain 10000 WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 25 Public Housing Tenant Data Fields If the tenant is Type P Public Housing the follow ing data fields are available on the Rent Calculation sub tab Repayment Agreement Check this box if a retroactive rent repayment agreement is set up for this tenant Monthly Repayment If a retroactive repayment agreement is in place this is the
116. e name of the owner of the tenant s unit You cannot edit this field To change the tenant s landlord information click the LL Info button and select a new landlord through the Owner Landlord Information dialog box SSN This is the Social Security number of the owner of the tenant s unit You cannot edit this field To change the tenant s landlord information click the LL Info button and select a new landlord through the Owner Landlord Information dialog box Head Birthday 02 20 2003 tj kv gt Management Code None Caseworker None Tenant Type i Managed Projects Effective Date 02 20 2003 Trans Code 1 New Admission Action 1 Move In WILLIAMS ELIOT 851 45 2671 DOwner ELIOT WILLIAMS Phone 353 555 4845 Account 8 Phone i 4 a fim 1 ELS Application Date Admission Date Exam Date Last Insp Date Last Passed Insp TT Next Exam Date il Next Exam Time Du Phone This is the phone number of the tenant s landlord You cannot edit this field To change the tenant s landlord information click the LL Info button and select a new landlord through the Owner Landlord Information dialog box WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 21 Homeownership Tenant Data Fields If the tenant is Type W Homeownership the fol lowing data fields are available on the Tenant Detail sub tab Add a Tenant
117. e program uses this number to create your project numbers and will automatically attach the appropriate state code to it when needed Round Each Step Check this box if you want the program to round all values at each reportable step of all tenants rent calculation Round Up from This field is the dollar amount at which the program rounds up For example if you want the program to round up at 50 cents enter 0 50 Additional Lease Text The program can print up to six additional lines of text on the Lease Addendum Enter this text here if necessary Impairment Label 1 5 The program has five pre defined impairment codes Visually Impaired Hearing Impaired Men tally Impaired Physically Impaired and Wheel chair These fields allow you to add up to five ad ditional impairment codes Hint Impairment Codes Federal law forbids discrimination on the basis of medical impairments so adding impairment codes can cause some touchy situations Tenmast recommends that you use the custom impairment labels for conditions that may justify special care for your tenants and are visible without your employees having to ask For example you might want to track all tenants who use oxygen tanks so the information is available to the fire department if needed Likewise you may need to record tenants who have caregiving animals guide dogs for instance WinTen Occupancy and Rent Calculation 10 31 2003 Edition Setup Page 3 7 Si
118. e records using the standard WinTen controls NOTE The name of the head of household ap pears in the space between the menu bar and the toolbar This provides a quick reference for determining which tenant household you are currently working with Tenant Detail HeadName ELLEN KILEY HeadSSN 15641 6571 Effective Date 03 28 2003 Mein Household Expenses References eTrans Totals Hi i64Wo Es 2o05c Income Owner ELLEN P KILEY Income Owner SSN 156 41 8571 Verified 12 06 2000 Income Type w Wages and Salay E Employer JaLL IN STITCHES Start Date 10713 2000 Position SEAMSTRESS s 7 Ge Amount 700 Address 7132 WINCHESTER RD Weeks per Year Hours per Week 10 City LEXINGTON St kv Income Total 3500 00 Zi 40548 Income Excluded 0 00 P ard Income After Exclusions 3500 00 Phone 859 555 2839 Exclusion Ends 156 41 6571 ELLEN P KILEY 01 w 3500 00 ALL IN STITCHES WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 86 Income Tab Controls Insert Edit Agency Button This button opens the Agency Information dialog box Agency Information Dialog Box This dialog box enables you to create edit or de lete agency records as you would on the Agency tab of the Setup screen The left side of the dialog box contains a table of all agency records in Oc cupancy and Rent Calculation s database The
119. e tenant s previous unit Private Action is a result of non government action that rendered the tenant s previous unit unlivable Not Displaced is used when the tenant was previously living in the same unit without rent assistance and then entered Section 8 while remaining in that unit WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 41 Section 202 Tenant Data Fields If the tenant is Type 0 Section 202 the following data fields are available on the Rent Calculation sub tab rr deme Percent Subsidy fi Section 8 Second Subsidy Continuous 8 Contract Rent 0 Housing Assistance E All Members are Eligible Welfare Rent 0 CIPUE hold erly Househo Mobility Impaired Income Limit T able iNo Table Selected Security Deposit C IER M D Earning Dep Handicap Expense 0 TIR 0 Minimum Rent Exempt Extremely Low Limit 0 Utility Allowance 0 Current Income Level C Previous Level E Tenant Rent 0 Contract Number H Pre 81 Previous x Police or Security Tenant FmHA Subsid z Pretss Displaced 7 Worksheet 34 Sec 8on after 1384 Exception H Change Code Date Code Income Code x Contract Rent This is the monthly contract rent as established by the unit s owner Mobility Impaired If a household member is mobility impaired check this box Hearing Impaired If a household m
120. ead of household 9 Change Head of Household Current Head of Household ELLEN KILEY Choose a new Head of Household ELLEN P KILEY JAMES D KILEY CHRISTOPHER M KILEY WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 83 Dependent Type This drop down selection box enables you to choose the individual s dependency status or lack thereof with relation to the head of household Choose the option that is the best match Birthday This is the household member s birthday Age This is the household member s age The program automatically fills in this field Birthplace This is the household member s place of birth Sex This is the household member s gender Community Service Met This drop down selection box enables you to select the status of the household member s community service requirement compliance if applicable This data field is only available for Public Housing ten ants Race This drop down selection box enables you to spec ify the household member s race If you select Multi racial a set of five check boxes appears on the tab These enable you to select the household member s racial composition Ethnicity This drop down selection box enables you to spec ify the household member s ethnicity as Hispanic or Non Hispanic Eligibility This drop down selection box enables you to spec ify the household member s eligibility status Alien If the hous
121. earch screen opens On the Tenant Search screen select the tenant you want to transfer and click the Edit Review button The Tenant Detail screen opens on the selected tenant s record On the Tenant Detail screen click the Transfer Ten ant Address toolbar button This opens the Unit Transfer Wizard Unit Transfer Wizard Step One Enter the effective date of the transfer the default is the current system date Click the Start button to proceed to Step Two Step Two Select the eTrans transaction code that applies to this unit transfer New Admission Annual Reexam ination Interim Reexamination or Other Change of Unit Click the Next button to proceed to Step Three 4 Unit Transfer Wizard Step 1 of 5 Effective Date of Transfer Effective Date of Transfer oz 4 2003 Instructions Enter the effective date of this unit transfer Unit Transfer Wizard Step 2 of 5 E Select Transaction Code for Transfer Effective Date of Transfer joa 4 2003 Transfer s Transaction Code interim Reexamination z Instructions Select the appropriate transaction code for this transfer em WinTen Occupancy and Rent Calculation 10 31 2003 Edition Task Wizards Page 8 4 Step Three Click the magnifying glass button at the right side of the New Unit Address data field This opens the Browse Housing Units dialog box Select the unit into which the tenant is moving and click the Select Unit
122. eason for different unit 7 Closer to other services I TANF Agency PHA Issued Voucher 7 Closerto day care 7 Unit would not meet HOS JV Other Source WEW program Enrolled 7 Employment Z Owner of urit wil not participate Voucher Issued Request Date Head of Household Education Level V Transportation V Rent above payment standard V Family Moving to Homeownership Reason for Leaving The Family Receives Is the Family Receiving 7 TANF Income Assistance 7 JOBS Services 7 Medicaid C H 1 P 7 General Assistance 7 Eamed Inc T ax Credit V Food Stamps 7 JTPA Services Employment Status z Date Employment Began Benefits in current employment 7 Health Tv Retirement Account V Other Benefits WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 72 Service Table Tab The Service Table tab enables you to track the family services that family members need and are receiving The data field in the upper left corner of the tab is the number of family members who have FSS WtW Training and Service plans The right side of the tab is a table of available family services and the status fields for each one Each family service has the following data fields Need This is the number of family members who need the service Needs Met This is the number of family members who need and are receiving the service Service Provider This drop down selection box enables yo
123. ecord Enter the target of your search in this data field and click the Go button The pro gram searches whichever set of fields you have selected with the Search By radio buttons and highlights the first record in the table that matches your search target Add Move In Button Click this button to add or move in a new tenant This process is described in more detail on the fol lowing pages Edit Review Button Click this button to review and or edit the currently selected tenant This opens the Tenant Detail screen on that tenant s record Locate Button Click this button to start the Find Household Mem ber wizard This wizard manages the processes of a detailed search of every household in the current data area to find any household member not just a head of household For more information on this wizard see the Occupancy and Rent Calculation Task Wizards chapter of this manual Adding Moving In a Tenant To add a new tenant or to move in a tenant who has a record in the Tenmast Applicant List pro gram click the Add Move In button on the Tenant Search screen The first screen you see will depend on whether you are working in a Section 8 or Public Housing tenant Adding Moving in a Public Housing Tenant If you are moving in a Public Housing tenant the Add a Tenant sub screen described on the follow ing pages opens Hint History Database The History database contains previous certification re cords for bo
124. ecords Who is responsible for verifying the informa tion entered for the rent calculations WinTen Occupancy and Rent Calculation 10 31 2003 Edition Program Basics Page 2 6 Main MENU This screen is the starting point for using each of the Occupancy and Rent Calculation functions Each function is detailed in its respective chapter ci 15 x 9 nmast Software Occupancy amp Rent Calculation Section 8 Documentation hmkttenmkts8 Tenant Actions a Reports Report Options Link eTrans ink e Trans Record Menu Letters Form Letters di amp Index Index Databases sl Voucher Process TRACS Vouchers Setup Setup 1 Exit Hint One of Our Buttons Is Missing If you are not ina TRACS data area the Voucher button is grayed out disabled WinTen Occupancy and Rent Calculation 10 31 2003 Edition Program Basics Page 2 7 WinTen Occupancy and Rent Calculation 10 31 2003 Edition Program Basics Page 2 8 SETUP The first time you run Occupancy and Rent Calcu lation the first option you should select from the Main Menu is Setup All WinTen programs have Setup functions The settings in the Setup screen control the program environment and you can change many aspects of the program s operation through these settings Be careful to enter the proper information as inaccurate settings can cause Occupancy and Rent Calculation to function in an unexpected manner The individu
125. ected with the Search By radio buttons and highlights the first record in the table that matches your search target Add Voucher Button Click this button to add a new voucher This pro cess is described in more detail on the following pages Edit Review Button Click this button to review and or edit the currently selected voucher This opens the Voucher Review screen on that voucher s record WinTen Occupancy and Rent Calculation 10 31 2003 Edition Process TRACS Vouchers Page 10 3 Adding a Voucher Add TRACS Vouch er Wizard To add a voucher click the Add Voucher button The Add TRACS Voucher wizard opens Step One Use the Contract Project drop down selection box to specify the TRACS contract or project to which the voucher applies Enter the date for which you want to create the voucher Click the Start button to continue to Step Two Step Two If you want to use the collected eTrans records for the selected project to build the voucher de tail check the Collect Voucher Detail from eTrans Detail check box If you want to create a voucher header file for a miscellaneous funding request or a special funding request uncheck the box Click the Next button to proceed to Step Three Step Three The wizard displays all of the data you ve entered for the voucher Review it If you need to make any changes click the Back button to go back to the appropriate step and make those changed If everything sho
126. ed check this box Visually Impaired If a household member is visually impaired check this box WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 51 Contract Number This is the tenant s contract number This is the contract number against which your Request for HAP for this tenant will be billed FmHA Subsidy This field indicates the type of FmHA subsidy that the tenant receives It should only be completed for Rural Development tenants The available codes are No Deep Tenant Subsidy Rental Assistance RA Existing HUD Certificates Other Public RA Private RA HUD Vouchers Other types at basic rent Worksheet This is the one letter code of the worksheet used for calculating this tenant s rent Under most cir cumstances this is worksheet E NOOR WO Change Code This field is for any change codes that apply to this tenant These codes are used in conjunction with the Request for Funds Report Form HUD 52670 for TRACS projects If this is not a TRACS project leave this field blank Pre 81 If the tenant moved into the unit prior to 1981 check this box Pref 59 This is the preference code used on the HUD Form 50059 This field is only used for TRACS tenants who are new admissions The available codes are D Displaced R Paying rent in excess of 50 of income S Substandard Blank No preference given Sec 8 on after 1984 If the tenant began receiving Section 8 assi
127. ed for calculating minimum income on tenant assets whose value is in excess of 596 Default Settings Signature Lines Project Validation Max Rent Table TRACS Setup Agency F5S wtw Special Funes 2 86 HUD Address 1 Org Name TENMAST CITY HOUSING AUTHORITY Address 132 VENTURE CT STE 1 HUD Address 2 City State LEXINGTON z HUD Address af Zip 40511 Phone HUD Address 4 Signatures Appear on Certification Housing Program Type Default Tenant Type Ne Signature Lines z Section 8 gt Section 8 Vouchers Signatures Appear on Lease Area Submits to TRACS v Minimum Rent 25 Ne Signature Lines z H 3m chosen for MTW program Passbook 33 wner Manager Signature on Lease V Multiple Utility Allowances HA Number 123 Signature Lines Appear On the Notes Utifty Allowance Calculation Effective Date Appears on Worksheet Fived Utility Allowance Round Up from 05 Round Each Step Additional Lease Text User Defined Impairments Label 1 OXYGEN TANK Label2 CAREGIVER ANIMAL 2g Hint MTW As of mid 2002 only 24 housing authorities in the country are participants in the MTW program and only one is a Ten mast client If you are in doubt leave this box unchecked WinTen Occupancy and Rent Calculation 10 31 2003 Edition Setup Page 3 6 HA Number This is your agency s HUD assigned three digit housing authority number Th
128. ee fields are the unit s city state and zip code Location Description This drop down selection box enables you to select the units location neighborhood from the list of locations set up on the Locations tab of the Setup screen of the WinTen Rent Reasonableness mod ule Hint Unit Locations For more information on setting up unit locations please refer to the WinTen Rent Reasonableness manual Census Tract This is the census tract in which the unit is lo cated County This is the county or parish in Louisiana in which the unit is located Owner Information Name This is the name of the unit s owner Address This is the owner s street address City State Zip These three fields are the owner s city state and zip code Telephone This is the owner s phone number Rent Summary Contract This is the unit s monthly contract rent WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 77 Utilities This is the units monthly utility allowance as de termined by the utility allowance profile selected You cannot change this field the program fills it in automatically Gross This is the unit s gross rent contract rent plus utility cost General Description Bedrooms This is the number of bedrooms in the unit Bathrooms This is the number of bathrooms in the unit Floor Area This is the unit s floor area in square feet Year of Construction This is the ye
129. ehold member has alien residency sta tus check this box Registration Number If the household member has alien residency sta tus this is his alien registration number If he does not have this status leave this field blank Alternate ID If the household member has a HUD assigned AID enter it here Been convicted of a crime If the household member has ever been convicted of a crime check this box Tenant Detail Fie Edit Tools Help HeadName ELLEN KILEY Head SSN 156 41 6571 Effective Date 03 28 2003 Main Household Income Assets Expenses References eTrans Totals H i48o se omn9jc FistName ELLEN LastName KILEY ssn 1647 6571 Member Relation to Head HEAD DependentType HeadofHouseHod Handicap I Disabled Bithday 03 15 1967 Age 36 Birthplace CHARLOT TESVILLE NC Sex Female Z Community Service Met A JE Vision Impaired Race white z F Mentally Impaired FE Physically Impaired Ethnicity NonHispanic v E OXYGEN TANK 6 Eligibility EC Eligible Citizen z 52 CAREGIVER ANIMAL T Alien Registration Number Altemate ID F 03 15 1867 36 M 07 30 1991 11 02 M 12 05 1888 3 03 gt 156 41 6571 ELLEN 154 864 8322 JAMES D KILEY Y 824329422 CHRISTOPHER M KILEY Y Hint Multi Racial Tenants If you set a tenant s Race to Multi Racial you must select at least two races from the set of check boxes WinTen Occupancy and Rent Calculation
130. el Cost This is the Indian travel cost for this tenant Flat Rent If your agency uses flat rents this is the tenants flat rent If your agency does not use flat rents leave this field blank Flat Rent Chosen If your agency uses flat rent regardless of any in come based rent calculation check this box WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 35 Section 236 Tenant Data Fields If the tenant is Type 2 Section 236 the following data fields are available on the Rent Calculation sub tab Add a Tenant Percent Subsidy 1 Sections H Second Subsidy Continuous 8 Housing Assistance E All Members are Eligible Low Income Limit Very Low Limit 0 Current Income Level Previous Level E Contract Number Pre 8 FmHA Subsidy gw 58 c Worksheet Sec 8 on after 1984 Base Rent This is the tenant s base rent Contract Rent This is the monthly contract rent as established by the unit s owner Mobility Impaired If a household member is mobility impaired check this box Hearing Impaired If a household member is hearing impaired check this box Visually Impaired If a household member is visually impaired check this box Income Limit T able iNo Table Selected Security Deposit Earning Dep Handicap Expense Extremely Low Limit 0 Utility Allowance Note Rate Base Rent Contract Rent Welfar
131. election box to specify the tenant s payment standard code Payment Standard This is the tenant s payment standard Contract Rent This is the monthly contract rent as established by the unit s owner Portable If the tenant is a portability move in from another housing authority and your agency is currently bill ing that housing authority check this box If the tenant is a portability move in but your agency has absorbed the lease do not check this box WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 29 Eliminate Shopping Incentive If the shopping incentive should be eliminated for this tenant check this box NOTE Effective December 20 1998 the shop ping incentive was eliminated for voucher ten ants who enter the program after that date and who are not taking possession of a new unit e g they remained in the same unit they occu pied prior to the issuance of the voucher Special Program This drop down selection box enables you to select the tenant s homeownership program participation or lack thereof Assistance Status This drop down selection box enables you to select the tenant s assistance status code Structure Type This drop down selection box enables you to speci fy the type of structure in which the unit is located Year Built This is the year in which the structure was built Rental Rehab If the unit is a Mod Rehab unit check this box Self Sufficiency
132. ember is hearing impaired check this box Visually Impaired If a household member is visually impaired check this box Contract Number This is the tenant s contract number This is the contract number against which your Request for HAP for this tenant will be billed WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 42 FmHA Subsidy This field indicates the type of FmHA subsidy that the tenant receives It should only be completed for Rural Development tenants The available codes are No Deep Tenant Subsidy Rental Assistance RA Existing HUD Certificates Other Public RA Private RA HUD Vouchers Other types at basic rent Worksheet This is the one letter code of the worksheet used for calculating this tenant s rent Under most cir cumstances this is worksheet E NOOR WO Change Code This field is for any change codes that apply to this tenant These codes are used in conjunction with the Request for Funds Report Form HUD 52670 for TRACS projects If this is nota TRACS project leave this field blank Pre 81 If the tenant moved into the unit prior to 1981 check this box Pref 59 This is the preference code used on the HUD Form 50059 This field is only used for TRACS tenants who are new admissions The available codes are D Displaced Paying rent in excess of 50 of income S Substandard Blank No preference given Sec 8 on after 1984 If the tenant be
133. ence given Sec 8 on after 1984 If the tenant began receiving Section 8 assistance on or after October 4 1984 check this box Date Code Use one of the following codes to indicate when the tenant was converted 1 Before October 1 1981 2 Between October 1 1981 and September 9 1984 3 After October 1 1984 Add a Tenant Percent Subsidy fi Section 8 z Second Subsidy Continuous 58 Contract Rent Housing Assistance E All Members are Eligible z Welfare Rent 0 Income Limit Table to Table Selected Security Deposit 0 Low Income Limit D Earning Dep Handicap Expense 0 Very Low Limit D TIP 0 Extremely Low Limit 0 Utility Allowance 0 0 Current Income Level mi Previous Level i Tenant Rent Contract Number J Pre 81 Previous z FmHA Subsidy gt Pets3 Displaced Worksheet E Sec 8 on after 1984 Exception Change Code DateCode Income Code gt Elderly Household FX Mobility Impaired Hearing Impaired Visually Impaired Minimum Rent Exempt Police or Security Tenant Hint Date Code and Converted These terms are TRACS legalese What the Date Code field boils down to is when did this tenant enter the unit This dates back to the HURRA reforms in the late 1970s and early 1980s For all new tenants the Date Code field should be set to 3 WinTen Occupancy and Rent Calculati
134. er Utility Type 22 User Utility Type 23 User Utility Type 24 User Utility Type 25 User Utility Type 26 User Utility Type 27 _ User Utility Type 28 User Utility Type 29 v Water Heating Natural Gas Water Heating Bottle Gas Water Heating Oil Electric Water Heating Coal Other User Utility Type 11 User Utility Type 12 User Utility Type 13 User Utility Type 14 User Utility Type 30 User Utility Type 31 v Water User Utility Type 15 v Sewer User Utility Type 16 v Trash Collection User Utility Type 17 M Range Microwat User Utility Type 18 v Refrigerator User Utility Type 18 Util Allow Profile City inside Lexington limits Utilities 0 00 WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 80 Notes Tab The Notes tab enables you to enter free form text notes on the selected unit The top area of the tab contains the units identifying information which you can only edit on the General tab The main area of the tab contains the text editing area for your notes Edit the data on this tab and save or cancel your changes with the standard WinTen controls Maintain Unassisted Housing Units Enter notes here Unlimited space WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 81 Household Tab The record for the head of a household is automati cally created when you add a tenant record
135. erence You can edit reference records using the standard WinTen controls Tenant Detail Head Name ELLEN KILEY Head SSN 15641 5571 Effective Date 03 28 2003 Reference Type Bank Reference 1 Reference Name ARAMANIN Address jeo VINCENT CT City State Zip LEXINGTON kv 4571 Phone 859 843 9493 Checking Acct t 45 32432 Savings Acct Bank Reference 1 FIRST THIRD BANK 859 843 9493 Bank Reference 2 i Credit Reference 1 NX Credit Reference 2 TE Credit Reference 3 BE Personal Reference 1 JASON LANGLOIS 853 743 2234 Personal Reference 2 1 Personal Reference 3 BE WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 96 References Tab Data Fields Reference Type This is the reference s type bank credit or per sonal Reference Name This is the name of the reference whether an indi vidual or a financial institution Address City State Zip These four fields are for the reference s full mailing address Phone This is the reference s phone number Checking Acct This is the number of the tenant s checking account with this reference if applicable Savings Acct This is the number of the tenant s savings account with this reference if applicable WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 97 eTrans Tab HUD requires all housing authorities to submit changes in tenant information to PIC and o
136. es To edit this field you must use the Change FMR Table Code button Description This is a brief 30 character description of the FMR table Effective This is the FMR table s effective date as given in the Federal Register Expiration This is the FMR table s expiration date as given in the Federal Register Bedrooms FMR This table contains the fair market rents for this table for units with zero through six bedrooms The last line of the table contains the percentage in crease per extra bedroom for units with more than six bedrooms Change FMR Table Code FMR ID FNK JS OK X Cancel Hint Multiple FMR Tables You may enter multiple FMR tables with the same FMR table code but different effective and expiration dates The program will automatically select the correct FMR value based on the effective dates and the bedroom size WinTen Occupancy and Rent Calculation 10 31 2003 Edition Setup Page 3 47 Maintain Management Codes Sub Screen Management codes are user defined codes for sorting and filtering tenant records You can attach a single management code to any applicant record This enables you to sort applicant records by man agement code and to filter reports so they only show tenants with a selected management code Edit the data on this sub screen and save or cancel your changes with the standard WinTen controls Maintain Management Codes 2 gt NEEDS INCOME VERIFICA
137. es next to the report or reports that you want to print Then click the Preview button to preview them or the Print button to print them These reports are described in detail on the following pages Recalculate Button Click the Recalculate button to recalculate the tenant s rent View Old Data Button The View Previous Info button opens the Previous Info dialog box Previous Info Dialog Box The Previous Info dialog box displays basic data if any is available from the tenant s last certification You can edit this data using the standard WinTen controls on the dialog box s toolbar Previous Info Dialog Box Data Fields Previous SSN This is the previous Social Security number under which this tenant s data was filed Under most cir cumstances this field will be blank Unit Size This is the size number of bedrooms of the last unit in which the tenant lived before his current unit First Exam Note This is the date on which the tenants first exam note was sent out Contract Rent This is what the tenant s contract rent was before the last time this amount changed Rent Amount This is the monthly rent payment the tenant was paying before the last time his rent changed Background at Admission 4 Tenant s Zip Code before admission 40299 The Family Qualifies for Admission Over the Very Low Income Limit T Summary Application Rent Worksheet I Totals Screen T Form HUD 9886 Release o
138. es you to create and maintain a list of utility company profiles This should include every utility company that provides any unit in your database subsidized or not with one or more utilities By maintaining a complete list of utility providers you can track each one s rates for each service it provides The Utility Company tab has two sub tabs General and Utilities Provided It always opens on the Gen eral sub tab as shown below Use the standard WinTen controls to edit the data on this tab save or cancel your changes and add or delete records General Sub Tab The General Sub Tab enables you to edit the list of utility company profiles The top portion of the tab contains a table of all utility companies in the list The bottom portion of the tab contains the detailed information for the selected company Utility Allowance Setup Bl 80 80 F a KENTUCKY UTILITIES FAYETTE COUNTY GAS amp ELECTRIC COOP WinTen Occupancy and Rent Calculation 10 31 2003 Edition Setup Page 3 35 General Sub Tab Controls Change Utility Code Button Clicking this button opens the Change Utility Com pany Code dialog box This dialog box enables you to edit the selected utility code When you change a utility code the program updates its databases changing that utility code to its new value in every unit record associated with that utility code General Sub Tab Data Fields Utility Company Code This is a short
139. f Info T Agency amp Action Form HUD 3887 Release of Info I Household FSS Credit Worksheet I Background atadmission M Lease Amendment dh Bou ction 214 Stat mic dp eclaration of Section atus Form HUD 52667 I Tenant Rent TI FSS amp Ww Pin X Conce Previous Info 3 2 Previous Informatio Previous SSN fi 56 41 6571 Contract Rent 710 Unit Size 2 Rent Amount 231 First Exam Note Assistance Payment 473 Utility Reimbursement 0 Is there a HUD Approved Income Target Disregard Tenant was Homeless at Admission i WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 60 Assistance Payment This is the amount of the assistance payment the tenant was receiving before the last time this amount changed Utility Reimbursement This is what the tenant s utility reimbursement was before the last time this amount changed Tenant s Zip Code before admission The is the zip code in which the tenant lived before he was admitted to his current unit Very Low Income Limit If the tenant was admitted to subsidized housing despite being outside the very low income cat egory e g normal housing admission rules were waived check this box HUD Approved Income Target Disregard If the tenant was housed without regard to income targeting requirements check this box Homeless at Admission If the tenant was homeless when admitted to his current s
140. f the current data area is set as a TRACS area on the Default Settings tab of the Setup screen Main Menu Tenant Actions Report Options Link eTrans Record Menu Form Letters Index Databases Process TRACS Vouchers Setup WinTen Occupancy and Rent Calculation 10 31 2003 Edition Process TRACS Vouchers Page 10 1 VOUCHER SEARCH SCREEN When you enter the TRACS voucher processing area of the program the first screen that appears is the Voucher Search screen This screen contains a table of all of the vouchers in Occupancy and Rent Calculation s database From this screen you can add a new voucher or review and edit the data for an existing voucher Youcher Search gt KY08712345 11 01 2001 WinTen Occupancy and Rent Calculation 10 31 2003 Edition Process TRACS Vouchers Page 10 2 Voucher Search Screen Controls Unsubmitted and Submitted Buttons This pair of buttons allows you to select the vouch er database with which you want to work Submit ted vouchers are those which you have marked as externally submitted in the WinTen TransNet program Search By This set of radio buttons determines the order in which the voucher records are displayed in the table Search For This data field allows you to search for a specific voucher record Enter the target of your search in this data field and click the Go button The program searches whichever set of fields you have sel
141. features check this box Received Accessibility Features Use this drop down selection box to specify the extent to which the household has received any requested accessibility features in its unit WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 19 Rural Development Tenant Data Fields If the tenant is Type F Rural Development the fol lowing data fields are available on the Tenant Detail sub tab Add a Tenant ssn First MI Last Name 3861 HERSHEY AV LEXINGTON Street City State Zip Management Code Nn 0000000000 Caseworker No mg Tenant Type Effective Date 02 20 2003 Trans Code 1 New Admission gt Action i Moveln H Action B 0 No Secondary Action Project 1 gt Bedrooms 3 E Borrower ID Site Code FSS Participant wtw Participant Building If you are working in a data area whose data is sub mitted to PIC the program automatically fills in this field the unique identifier of the building in which the unit is located from the Master Unit database If you are working in a data area whose data is sub mitted to TRACS or MTFS leave this field blank Borrower ID This is your agency s MTFS Borrower ID number Action B This drop down selection box enables you to specify the secondary action code for the move in or change you are processing This is required for TRACS reporting Signed Date This is the
142. g agreement Head Birthday 02 20 2003 tj Unit Building KY Management Code None Caseworker None Tenant Type gt Effective Date 02 20 2003 Trans Code 1 New Admission gt Action i Moveln H M Family Requested Accessibility Features Received Accessibility Features Account 8 Phone a Application Date Admission Date Exam Date Signed Date Last Insp Date Last Passed Insp Next Exam Date n Next Exam Time Family Requested Accessibility Features If the household has requested a unit with acces sibility features check this box Received Accessibility Features Use this drop down selection box to specify the extent to which the household has received any requested accessibility features in its unit WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 17 Section 811 Tenant Data Fields If the tenant is Type 8 Section 811 the following data fields are available on the Tenant Detail sub tab Add a Tenant iow sN First MI Last Name Street 3851 HERSHEY AVE City State Zip E INGTON Management Code None Caseworker None Tenant Effective Date 02 20 2003 Trans Code t Newadmisson gt Action i MoveIn H Action B 0 No Secondary Action s Project 1 Bedrooms 3 Site Code FSS Participant wtw Participant _Te
143. gan receiving Section 8 assistance on or after October 4 1984 check this box Date Code Use one of the following codes to indicate when the tenant was converted 1 Before October 1 1981 2 Between October 1 1981 and September 9 1984 3 After October 1 1984 Hint Date Code and Converted These terms are TRACS legalese What the Date Code field boils down to is when did this tenant enter the unit This dates back to the HURRA reforms in the late 1970s and early 1980s For all new tenants the Date Code field should be set to 3 WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 43 Previous This is the tenant s previous housing type The available codes are 1 Substandard Housing 2 Without or about to be without housing 3 Standard housing 4 Conventional public housing Displaced This is the reason that the tenant is displaced if applicable The available codes are 1 Government Displacement 2 Natural Disaster 3 Private Action 4 Not Displaced Exception This field is only used for new admissions It re ports any exceptions to low income qualification for this admission The field will usually be marked VL because the tenant s income was very low at admission Income Code This drop down selection box enables you to select the income code that applies to this tenant These codes are used in conjunction with the Request for Funds Report Form HUD 52670 for TRACS p
144. ge 4 55 State Project Tenant Data Fields If the tenant is Type X State Project the following data fields are available on the Rent Calculation sub tab 2 Percent Subsidy fi Section 8 Base Rent 0 Second Subsidy Continuous 58 Contract Rent 0 Housing Assistance E All Members are Eligible Welfare Rent 0 r Income Limit T able No Table Selected Security Deposit 0 Low Income Limit 0 Earning Dep Handicap Expense 0 Very Low Limit 0 TTP 0 Minimum Rent Exempt Extremely Low Limit 0 Utility Allowance 0 Current Income Level zd Previous Level E Tenant Rent 0 Elderly Program RAP Tenant J Tenant Detail Rent Calculation Base Rent This is the tenant s base rent Contract Rent This is the monthly contract rent as established by the unit s owner Elderly Program If the tenant is participating in the state project s Elderly Program check this box The tenants rent calculations will change to reflect this RAP Tenant If the tenant is participating in a Rental Assistance Program RAP The tenant s rent calculations will change to reflect this WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 56 Homeownership Tenant Data Fields If the tenant is Type W Homeownership the fol lowing data fields are available on the Rent Calcu lation sub tab Add a Tenant Huo Payment Standard Code Percent Payment Standard Subsid
145. ging the official terminology so both names are currently in use WinTen Occupancy and Rent Calculation 10 31 2003 Edition Setup Page 3 11 Project Validation Tab Data Fields The data fields in the bottom area of the tab vary depending on the program type of the currently selected project Common Data Fields Project Name This is the name of the project for which a project number is being created Project Type This drop down selection box holds a list of valid program types Set this field to the correct program type for this project If this project is in a TRACS data area Project Funding Increment This field is for the distinct increment number as sociated with this project If this project is a Public Housing or Indian Housing project type If your agency has public or Indian housing projects that are located in a different state or have a dif ferent housing authority number you will need to complete this information Project State if different than your state If this project is located in another state enter that state s two letter postal code here Project Origin HA Number if different than your HA number If the project has a housing authority number differ ent from your agency s housing authority number enter that HA number here Site Number or Suffix if applicable This field is for any site number or suffix code as sociated with this project This number or code will appear on the Te
146. gnature Lines Tab The Signature Lines tab enables you to add the name s and title s of agency officials who will sign Form HUD 50058 and verification letters If your agency has more than one official for a specific program type Occupancy and Rent Calculation will prompt you to select the appropriate official s name for use in the signature line whenever you print something that needs it The center area of this tab holds a table of all officials in Occupancy and Rent Calculation s database The bottom area of the tab shows the detailed information for the currently selected offi cial You can add edit or delete officials using the standard WinTen controls NOTE The program types for the signature line setting must be the same as the tenant types that appear on the Tenant Detail screen The Program Type drop down selection box con tains the valid tenant program types Setup Default Settings Signature Lines Project Validation Max Rent Table Agency F5S wtw Special Funcs 2 gt JOSHUA GARRISON EXECUTIVE DIRECTOR P JOSHUA GARRISON EXECUTIVE DIRECTOR V JERICA LUNDGREN MANAGER SECTIONS IP MICHAEL METCALF MANAGER PUB HOUSING P Name MICHAEL METCALF Title MANAGER PUB HOUSING Program Type P Public Housing WinTen Occupancy and Rent Calculation 10 31 2003 Edition Setup Page 3 8 Signature Lines Tab Data Fields Name This is the official s name as it should a
147. he Mailing Address button opens the Review Edit Mailing Address dialog box This dialog box con tains a set of data fields for the tenant s mailing ad dress if this differs from his physical address Use the standard WinTen controls to edit the data on this dialog box and save or cancel your changes Phone Numbers Button The Mailing Address button opens the Review Edit Phone Numbers dialog box This dialog box contains a set of data fields for additional phone numbers for the tenant Use the standard WinTen controls to edit the data on this dialog box and save or cancel your changes Landlord Info Button The Landlord Info button opens the Owner Landlord Information dialog box This dialog box contains a set of data fields for detailed information on the tenant s landlord property manager and unit owner You cannot edit this data it is drawn directly from the Section 8 Tenant and Landlord program To change the tenant s landlord click the Get Landlord button This opens the Select a Landlord dialog box Select a landlord and click the OK but ton Edit Mailing Address UEL TE gt ELIOT WILLIAMS 51 45 2671 550 wHITESIDE CIRCLE LEXINGTON KY 40532 853 555 4845 Select a Landlord BROOKSTONE HOLDINGS 95 0541 95 05412441 BRODKSTONE HOLDINGS JHOLZSCHLAG RANDY 564 46 1331 56446 1331 RANDY HOLZSCHLAG MONTAGUE REALTY 44 13213185 44 13213
148. he Main Menu BE Main Menu Tenant Actions Report Options Link eTrans Record Menu Form Letters Index Databases 4 You Process TRACS Vouchers HE Setup Setup WinTen Occupancy and Rent Calculation 10 31 2003 Edition Reindex Page 9 1 When to Reindex Occasionally index files can become corrupted This means that such a file s data is no longer com plete and it may not be in a form that Occupancy and Rent Calculation can read The most common indicator of a corrupted index file comes when you search for an entry that you know is present and the program does not find it Reindexing solves this problem by going through the database and rebuilding the index file for it Caution You must make sure that no one else is using Occupancy and Rent Calculation before using this feature Reindexing rewrites files and cannot do so if they are already open when Occupancy and Rent Calculation attempts to index them When to Pack While you are reindexing you also have the op tion to pack the database Packing is a process by which Occupancy and Rent Calculation removes all blank or deleted entries from its database thereby reducing the size of the files Caution Tenmast does not recommend you perform packing un less specifically instructed to do so by Tenmast Training amp Support personnel Packing permanently removes deleted records Once you have packed data that the packing process erases will
149. he currently selected report The Reports screen always opens on the Tenant tab as shown below Reports E 5 3 Tenant e s EN Projec IZ ID NEN Caseworke IY Management cod frau d Report optio Head of household only Head of household and dependents enant 6 rans Directory Listing C Re Exam C Link Entries C Age Impairment C Assistance Payment C Last Inspection C Community Service C Move In Move Out C Over Under Housed C FSS wt Follow ups WinTen Occupancy and Rent Calculation 10 31 2003 Edition Reports Page 5 2 Producing a Report To produce a report select its radio button Set all of the formatting options for the report then click the Print or Print Preview button If you click the Print button a standard WinTen print control dialog box opens Select the printing op tions for the report and click OK If you click the Print Preview button a print preview screen opens with the selected report Review the report from this screen and close it when you are finished Standard Formatting Options All reports on the Reports screen have three for matting options in common These are the top three drop down selection boxes that appear on the right side of the screen regardless of which report is selected Project Caseworker and Man agement Code You can use these drop down selection boxes to filter the
150. he eight character number associated with this project if applicable If the selected project has already been added to the TRACS Setup tab this field is not editable You must use the Change Contract Project button to edit it Contract Number This is the 11 character contract number associ ated with this project This number always begins with a two digit state code If the selected project has already been added to the TRACS Setup tab this field is not editable You must use the Change Contract Project button to edit it NOTE A project can have a contract number a project number or both depending on its HUD funding source Total Units This is the total number of occupied excluded and vacant units associated with the selected project The program calculates this number automatically HAP Agreement Signed on or after 10 01 1981 If the HAP agreement for this contract was signed on or after October 1 1981 check this box This field is not available for contracts with all funding sources HAP Contract Effective on or after 10 01 1981 If the HAP contract for this project became effective on or after October 1 1981 check this box This field is not available for contracts with all funding sources HAP Contract Signed on or after 10 03 1994 If the HAP contract for this project was signed on or after October 3 1994 check this box This field is not available for contracts with all funding sources Default Set
151. he right side shows the information for the cur rently selected agency You can add edit or delete agency records with the standard WinTen controls To insert an agency s information into the current asset record select that agency and click the Insert Agency into Asset Record button Agency Information Dialog Box Data Fields Agency Name This is the name of the business or agency as it should appear on official correspondence Care Of This is the name of your primary contact within the agency If you have no specific contact leave this field blank Address This is the street or P O box portion of the agency s mailing address City This is the city portion of the agency s mailing ad dress State This is the state postal code portion of the agency s mailing address Zip This is the zip code portion of the agency s mailing address Phone This is the agency s phone number Generate Form Letter Button This button starts the Generate Form Letter wizard This wizard controls the process of creating a form letter for the selected tenant For detailed instruc tions on how to use this wizard refer to the Form Letters in WinTen manual Agency Information 2 5 Name ABC WELDING Care Of EK ETY BANKO VERSA Address 8 PIPELINE DR GATEWAY COMPUTERS City LEXINGTON VN FEDERAL CREDIT UNIO State kv s MANPOWER INC zip 405663 NATIONAL CITY BANK oFFicE DEPO
152. hold member qualifies for special police or security officer privileges under Section 8 regu lations check this box Add a Tenant Market Rent Percent exi FMR 0 Subsidy fi Section 8 z Base Rent 0 Second Subsidy Continuous S8 Contract Rent 0 Housing Assistance E All Members are Eligible z Welfare Rent 0 Elderly Household E Mobility Impaired Income Limit Table Ino Table Selected gt Security Deposit 0 Hearing Impaired imi Visually Impaired T Low Income Limit 0 Earning Dep Handicap Expense 0 Very Low Limit B TTP O Minimum Rent Exempt Extremely Low Limit 0 Utility Allowance 0 Current Income Level Previous Level i Tenant Rent 0 Contract Number J Pre 81 Previous z Police or Security Tenant FmHA Subsidy Pets3 Displaced s Worksheet Sec Bon after 1984 Exception Change Code DateCode Income Code gt Hint Displaced This field is used to indicate the reason for the tenant s move into a Section 8 unit Government Displacement is a result of government action e g demolition of the tenant s previous unit Natural Disaster is a result of a natural disaster e g flood fire hurricane tornado plague of lo custs comet striking the Earth that destroyed the tenant s previous unit Private Action is a result of non government action that rendered the tenant s previous unit unlivable Not Displaced
153. ill take effect in future months Move in newly housed tenants to Tenant Accounts Receivable or Section 8 Tenant and Landlord End of the Month Be certain that all changes for the next month have been made before the Tenant Accounts Receivable or Section 8 Tenant and Landlord programs are initialized Submit PIC 58 transactions using the PIC Web site and or TRACS transactions using TRAC SMail and or MTFS transactions to USDA via TransNet Perform a backup If your data backup functions are automatic you still should test them manually to ensure that they are working correctly WinTen Occupancy and Rent Calculation 10 31 2003 Edition Program Basics Page 2 3 PLANNING QUESTIONS Before you begin using the Occupancy and Rent Calculation program there are a few questions that you should answer to ensure smooth and organized data management These questions address both program setup and agency procedures Program Settings What type of housing programs are you prepar ing to set up in the Occupancy and Rent Calcu lation program In each data area s setup information there is an option which allows you to specify the default tenant type for that data area You should deter mine which tenant type is the default for each data area For example if you have a data area which contains data on Section 8 certificate tenants the default tenant type there should be Section 8 cer tificate tenants Occupancy and Rent
154. in a speci fied date range You can sort the report by head of household last name SSN or unit number Community Service The Community Service report is a list of all ten ants who are adults between 18 and 62 years old on the specified date who have no wages and are neither elderly nor disabled You can sort this report alphabetically by tenant last name or numerically by tenant SSN Move In Move Out This report lists all tenants who have moved in or moved out within a selected range of dates You can sort this report by tenant name tenant SSN or unit number Projeci ALL PROJECTS Laseworke z Management co ALL z Date rang Dates from Report orde Last name Project ALL PROJECTS Laseworke z Management co ALL Report peri Date a Adult will be determined by taking birthdays from 18 to 62 years from this date Adult who do not have wages and who are not elderly or disabled will be listed Report ordei Last name z Project ALL PROJECTS Laseworke fe z Management co I z Date rang Dates from Report orde Last name WinTen Occupancy and Rent Calculation 10 31 2003 Edition Reports Page 5 7 Over Under Housed This report lists all tenants who are housed in units whose bedroom sizes do not match their family sizes You can sort this report by te
155. int this report and com pare it with the MTCS Transaction Report printed from the PIC Web site This report includes each tenant s name and last submitted eTrans record If no submitted eTrans record exists the report indi cates No submitted eTrans record You can sort this report by last name SSN or unit number Listing of Missing eTrans This report tracks tenants that are missing eTrans records associated with them The program com pares current tenants against the eTrans table and reports all tenants who are missing eTrans records within the specified range of eTrans dates You can sort this report by last name SSN or unit number PIC Submission Status This report helps you compare PIC data to Ten mast information To use this report you must have downloaded the MTCS Transaction Report from the PIC Web site in Microsoft Excel format Specify the order in which you want the report sorted and enter the starting and ending dates for the period over which you want to examine PIC data submissions the same period for which you produced the MTCS Transaction Report that you downloaded Then click the Browse magnifying glass button next to the Select Excel File for Com parison field A standard Windows file selection dialog box opens Use this dialog box to select the MTCS Transaction Report file you want to check against the submission data in Occupancy and Rent Calcu lation When you produce the report the program
156. ion neighborhood utility service area that contains information on the cost of every utility available to units in that area The Allowance Profile tab has two sub tabs Gen eral and Allowance Amounts It always opens on the General sub tab as shown below Use the standard WinTen controls to edit the data on this tab save or cancel your changes and add or delete records General Sub Tab The General Sub Tab enables you to edit the list of allowance profiles The top portion of the tab contains a table of all allowances in the list The bottom portion of the tab contains the detailed in formation for the selected allowance B Utility Allowance Setup 82 gt City inside Lexington limits 8 WinTen Occupancy and Rent Calculation 10 31 2003 Edition Setup Page 3 39 General Sub Tab Controls Change Allowance Profile Code Button Clicking this button opens the Change Allowance Profile Code dialog box This dialog box enables you to edit the selected allowance profile code When you change an allowance profile code the program updates its databases changing that al lowance profile code to its new value in every unit record associated with it General Sub Tab Data Fields Allowance Profile Code This is a short six character unique code that identifies this allowance profile in the WinTen data bases To edit this field you must use the Change Allowance Profile Code button Descrip
157. is used when the tenant was previously living in the same unit without rent assistance and then entered Section 8 while remaining in that unit WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 50 Rural Development Tenant Data Fields If the tenant is Type F Rural Development the following data fields are available on the Rent Cal culation sub tab Add a Tenant Note Rate Percent Subsidy fi Section 8 z Base Rent Second Subsidy Continuous S8 Contract Rent 0 Housing Assistance E All Members are Eligible Welfare Rent Income Limit Table iNo Table Selected Security Deposit Low Income Limit E Elderly Household J Earning Dep Handicap Expense TIP Utility Allowance Very Low Limit Minimum Rent Exempt Extremely Low Limit 4 T Current Income Level Previous Level Tenant Rent Contract Number H Pre 81 Previous Police or Security Tenant FmHA Subsid z 58 Displaced Worksheet a Sec 8 on after 1984 Exception 3 Change Code Date Code Income Code x Note Rate This is the tenant s note rent Base Rent This is the tenant s base rent Contract Rent This is the monthly contract rent as established by the unit s owner Mobility Impaired If a household member is mobility impaired check this box Hearing Impaired If a household member is hearing impair
158. it WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 5 New Construction Tenant Data Fields If the tenant is Type N New Construction the fol lowing data fields are available on the Tenant Detail sub tab Add a Tenant ssn First MI Last Name 3861 HERSHEY AVE LEXINGTON Street City State Zip Project 1 gt Bedrooms 3 E Site Code FSS Participant wtw Participant Building If you are working in a data area whose data is sub mitted to PIC the program automatically fills in this field the unique identifier of the building in which the unit is located from the Master Unit database If you are working in a data area whose data is sub mitted to TRACS or MTFS leave this field blank Action B This drop down selection box enables you to specify the secondary action code for the move in or change you are processing This is required for TRACS reporting Signed Date This is the date on which the tenant signed his cur rent housing agreement Head Birthday 02 20 2003 Unit Building KY Management Code None Caseworker None Tenant Type BD gt Effective Date 02 20 2003 Trans Code 1 New Admission gt Action i Moveln H Action B 0 No Secondary Action Family Requested Accessibility Features Received Accessibility Features Account 8 Phone am Application Date J
159. jects this one is This is only included if the project is not one whose data must be submitted to TRACS Project Validation Tab Controls Update Section 8 Allocation Numbers Button This button synchronizes the allocation numbers in the WinTen Section 8 Tenant and Landlord program s database with the project numbers in Occupancy and Rent Calculation This button only appears when you are in a Section 8 data area If you click this button a warning dialog box ap pears that instructs you to be sure that no one is using the Section 8 Tenant and Landlord program When you click OK a confirmation dialog box ap pears that asks you to confirm your intent to update the Section 8 allocation numbers Click Yes to con tinue or No to abort the process If you click Yes a dialog box briefly opens to inform you that the update process is being performed The dialog box closes when the process is com plete Caution Do not use this function immediately within two weeks af ter installation of WinTen Occupancy and Rent Calculation unless specifically instructed to do so by Tenmast Training amp Support personnel If you have not completed the data conversion process from your previous software this may overwrite vital Section 8 data Hint Project Numbers and Development Numbers On some HUD documents you may see references to de velopment numbers Development numbers are the same as project numbers HUD is in the process of chan
160. known 001 Unknown 001 Unknown 001 Unknown 001 Unknown 001 Unknown 001 Unknown 001 Unknown 001 Unknown 001 Unknown 001 Unknown 001 Unknown App A TENANT SuB SCREEN The Add a Tenant Sub Screen enables you to add a new tenant record to the database This sub screen has two sub tabs Tenant Detail and Rent Calculation It always opens on the Tenant Detail sub tab Tenant Detail Sub Tab The Tenant Detail sub tab contains general ten ant information Some fields on this screen may change depending on the setting of the Tenant Type drop down selection box Add a ssn D First MI Last Name Head Birthday 02 20 2003 tj Unit a Building Entrance Account 8 Street 3861 HERSHEY AVE por EH City State zp bxNGTON e ges Management Code No 0000000000 Caseworker No tc mg Tenant Type P Public Housing z Effective Date 02 20 2003 d Application Date tj Project z Trans Code fi New Admission Admission Date Bedrooms 3 Action 1 Move In Exam Date Last Insp Date Last Passed Insp Site Code J ELS Family Requested Accessibility Features ete FSS Participant Received Accessibility Features Next Exam Time T wtw Participant z WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 5 Tenant Detail Sub Tab Controls Mailing Address Button T
161. l affect the Tenant Accounts Receivable or Section 8 Tenant and Landlord programs at a future point in time Occupancy and Rent Calculation creates an elec tronic record known as a link entry A link entry is essentially a reminder to the Tenant Accounts Re ceivable or Section 8 Tenant and Landlord program to enact a change when that program is initialized into the month which contains that change s effec tive date The Link Entries report lists all outstanding link en tries e g changes to tenant accounts that will not take effect until a future month You should print and review this report each month before you print the pre initialization report in the Tenant Accounts Receivable or Section 8 Tenant and Landlord pro grams You can select the order in which you want to sort the report alphabetically by tenant last name nu merically by unit number SSN or tenant account number or chronologically by effective date You can choose to include all link entries only those for the next month or only those with effective dates that fall within a specified date range Re Exam Projec ALL PROJECTS X Caseworke ALL X Management cod TI Date rang Dates from a to a Report orde Last name Link Entries Projec ALL PROJECTS Laseworke Lu Management cod icu Dates from a to a Report orde Last name Hint Link Entry Example It is currently June
162. lable on the Tenant Detail sub tab Add a Tenant fod ssn First MI Last Name Street City State Zip 3861 HERSHEY AV LEXINGTON Management Code No 0000000000 Caseworker No 0000000000 0 Tenant Effective Date 02 20 2003 Trans Code t Newadmisson Action i Moveln H Action B 0 No Secondary Action Project 1 Bedrooms 3 Site Code FSS Participant P wtw Participant Family Requested Accessibility Features Received Accessibility Features Building If you are working in a data area whose data is sub mitted to PIC the program automatically fills in this field the unique identifier of the building in which the unit is located from the Master Unit database If you are working in a data area whose data is sub mitted to TRACS or MTFS leave this field blank Action B This drop down selection box enables you to specify the secondary action code for the move in or change you are processing This is required for TRACS reporting Signed Date This is the date on which the tenant signed his cur rent housing agreement Head Birthday 02 20 2003 Unit Building Account Phone m kv 40573 Application Date Admission Date Exam Date Signed Date Last Insp Date Last Passed Insp Next Exam Date UU Next Exam Time Family Requested Accessibility Features If the household has requested a unit with acces sibility
163. lar in all calculations Normally this should be 0 50 meaning that all fractional dollar values of fifty cents or greater will be rounded up to the next dollar Note that only a few housing authorities have been authorized by HUD to use a value other than fifty cents as this is standard mathematical and financial practice You should also consider whether or not to round at each step in calculations Note that only a few housing authorities have been authorized by HUD to not round at each step What additional impairment labels will you use Occupancy and Rent Calculation has five default impairment labels for disabled or handicapped tenants vision impaired hearing impaired wheel chair mentally impaired and physically impaired The program also allows you to define up to five other impairment labels NOTE Due to federal nondiscrimination law you cannot actually ask tenants or prospective tenants about their handicaps or disabilities However it is perfectly legal to record informa tion based on your own observations To avoid accusations of discrimination Tenmast recom mends that these fields be used for disabilities or handicaps that are observable in a casual meeting with the individual Two examples are oxygen tanks whose location your local fire department may need to know in case of a fire and caregiver animals so you know which ten ants have seeing eye dogs which should not be subject to normal pet policies
164. ld changes depending on whether the data area is subject to TRACS Me diaData or MTCS Basic2 reporting This field contains the actual data which was sent to MTCS or TRACS WinTen Occupancy and Rent Calculation 10 31 2003 Edition e Link eTrans Records Page 6 3 Review eTrans Records Sub Screen When you select an eTrans record to review and click the Review Record button the Review eTrans Records dialog box opens This dialog box dis plays detailed information on a selected transac tion record You can print this record by clicking the Print button You can also scroll forward and back through the table of transaction records with the Next Record and Previous Record buttons Review eTrans Records gt gt 44 3 eTrans Record Date 08 30 2002 Effective Date 08 30 2002 Social Security Number 625 52 5252 eTrans Type 03 Tenant Name ELIOT STEWART Date Submitted 08 29 2002 Program Type P Public Housing Ticket Number 172461 Message J Basic Record Record Identifier B Record Number 000000 Date Last Modified 000 PHA Code KY123 Program P Project Number KYl23001 Project Number Suffix Building Number ooz lBuilding Entrance Number l Unit Number 040 IType of Action 03 Effective Date of Action 00005 Correction Indicator Correction Code Correction Transmitted Repayment Agreement Indicator Review eTrans Records Sub Screen Data Fields Social Security Number This is the Social
165. les for units of different sizes and occupancies We suggest a multi allowance table code system that reflects this For example B1P1 might indicate the multi allowance table for a one bedroom unit with one person living in it while B2P3 would be a two bedroom unit with three occupants WinTen Occupancy and Rent Calculation 10 31 2003 Edition Setup Page 3 44 Multi Allow Amendment Tab This tab enables you to format the Multi Allowance Amendment for the Rent Calculation Worksheet This amendment will print whenever you print a Rent Calculation Worksheet to inform a tenant of the changes in his rent due to the changes in his utility allowance from month to month This tab is simply a text entry area You may edit it as you see fit There is no limit on the amount of text you can enter here Use the standard WinTen controls to enter edit mode save your changes or cancel your changes Multiple Utility Allowances Hi 2 Y ou may enter a paragraph of additional textto appear on the note Y our utility bill will change each month WinTen Occupancy and Rent Calculation 10 31 2003 Edition Setup Page 3 45 FMR Payment Standard Setup Sub Screen If you select the FMR Payment Standard Setup op tion from the Other Functions menu on the Default Settings tab the FMR Payment Standard Setup sub screen opens This sub screen enables you to enter the FMR tables that apply to your agency HUD publishes these t
166. lf Sufficiency Y ear Built 1950 IGR SRO Mobile Home Pad ModRehab ProjectBased WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 67 FSS WtW Contract Information Sub Screen If the tenant is an FSS or WtW participant this sub screen is available through the FSS WtW Contract Info button on the Main tab of the Tenant Detail screen This sub screen enables you to review and edit the tenant s FSS and or WtW details It is divided into three tabs FSS which is only visible if the tenant is an FSS participant WtW which is only visible if the tenant is a WtW participant and Service Table FSS WtW Contract Information Sub Screen Controls Initial Contract Info Button Initial FSS Contract Information This button opens the Initial FSS Contract Informa 2 tion dialog box This dialog box enables you to enter the family s wages total income and TTP as uuo Ee of the date of its FSS contract T iub m FSS WtW Transaction Detail Button Inti TTP This button opens the FSS Transaction List sub screen for the currently selected family This sub screen is described on the following pages after the description of the Service Table tab FSS Contract Information 2 FSS Report Category Effective Date I FSS Account Monthly Credit 1 FSS Account Balance PHA Administering FSS
167. list all tenants heads of house holds only or non heads of households only You can also choose to list tenants with any impair ments or only those who have one or more of a se lected set of impairments You can sort the report by household member last name or Social Security number Assistance Payment This report displays tenant name unit number ef fective date of last rent change and the amount of assistance each tenant is receiving You can sort this report by head of household last name unit number or Social Security number Age Projec ALL PROJECTS E Laseworke TI Management cad jelo Report optio Include head of household Type of repor Standard SSN Name Birthdate Age What birthdays do you want All dates Specific birth month Date rang Dates from zig a to a Impairment Projec ALL PROJECTS X Laseworke jelo Management cod ALL J Who to list fa tenants Vision OXYGEN TANK Hearing CAREGIVER ANIMAL Wheelchair Mentally Physically Repart orde Last name Projec ALL PROJECTS T Laseworke icu Management cod Lu Report orde Last name WinTen Occupancy and Rent Calculation 10 31 2003 Edition Reports Page 5 6 Last Inspection This report shows the last inspection date for every unit which has a last inspection date with
168. ls of the tenant s unit Otherwise it opens the Unit Information dialog box which en ables you to edit the tenant s unit address Transfer Tenant Address Button This button starts the Unit Transfer wizard This wizard manages the processes of moving a ten ant from one subsidized unit to another For more information on this wizard see the Occupancy and Rent Calculation Task Wizards chapter of this manual Special Message Button The Special Message button enables you to insert a short special message into the tenant s record This special message shows up highlighted in bright yellow in the upper right corner of the Tenant Detail sub tab FSS WtW Contract Info Button The FSS WtW Contract Info button is only visible if the currently selected tenant is marked as an FSS and or WtW participant This button opens the FSS WIW Contract Information Sub Screen Correction Information Button The Correction Information button is only available for TRACS tenants It opens the Correction Infor mation dialog box This dialog box enables you to specify the reason for owner agent error tenant misreporting or no error and date of a correction if the tenant s Action B field is set to Correction to prior 50059 Generate Form Letter Button This button starts the Generate Form Letter wizard This wizard controls the process of creating a form letter for the selected tenant For detailed instruc tions on how to use this wizard refe
169. m participation or lack thereof Assistance Status This drop down selection box enables you to select the tenant s assistance status code Structure Type This drop down selection box enables you to speci fy the type of structure in which the unit is located Year Built This is the year in which the structure was built Rental Rehab If the unit is a Mod Rehab unit check this box Self Sufficiency If the unit is self sufficient check this box NOTE This is not the same as FSS self suf ficiency IGR If the tenant lives in an Individual Group Residence check this box SRO If the tenant lives in a Single Room Occupancy unit check this box Mobile Home Pad If the tenant lives in a mobile home which he owns but is leasing the space on which it is located check this box Mod Rehab If this is a certificate tenant whose subsidy is paid with Moderate Rehabilitation funding check this box Project Based If the tenant lives in a project based certificate pro gram unit check this box Add a Tenant Huo FMR Code z Percent poog FMR 0 Subsidy fi Section 8 z Second Subsidy Continuous S8 Contract Rent 0 Housing Assistance E All Members are Eligible z Welfare Rent Elderly Household IE Portable Income Limit Table mo Table Selected Security Deposit 0 Low Income Limit 0 Earning Dep Handicap Expense 0 Very Low Uni 0 TIP o Minimum Rent Exempt Extremely Low Limit
170. mber of Units rented to Lower Income families Project based exceptions allocated a Tenant based exceptions in use Total Exceptions Date Field Office last changed allocations Total Units in Contract Number of Subsidized Units Number of Vacant Units e JJ Number of Units at Market Rent Breakdown of Assistance Payment Requested Units in Amount Voucher ranis CoLa Billing Requested Regular Tenant Assistance Payments 0 0 Voucher Signed Dae Adjustments to Regular Tenant Assistance Payments 0 0 7 i i I Voucher Submission Date Section 8 Special Claims for Unpaid Rent 8 0 Section 8 Special Claims for Tenant Damages 0 Assigned Voucher ID 3333333333 Section 8 Special Claims for Vacancies 0 0 Voucher Paid Date Section 8 Special Claims for Debt Service 0 D Amount Paid 0 1983 HURRA Rent Rebates opp D Total Subsidy Requested WinTen Occupancy and Rent Calculation 10 31 2003 Edition Process TRACS Vouchers Page 10 5 Voucher Summary Tab Controls Print Button On the Voucher Summary tab the Print button does not function as normal Instead it opens the Print Voucher dialog box This dialog box allows you to print part of all of the Form HUD 52670 for the selected voucher Check the boxes that cor respond to the parts of the form you want to print select the order in which to sort the report and click the OK butt
171. mission Date This is the date on which the tenant was admitted to your agency s subsidized housing program Exam Date This is the date of the examination associated with the change or move in you are performing Last Insp Date This is the date on which the tenant s unit under went its last inspection Last Passed Date This is the date of the last inspection that the ten ant s unit passed Next Exam Date This is the date on which the tenant s next re ex amination is scheduled Next Exam Time This is the time at which the tenant s next re exami nation is scheduled FSS Participant If the tenant is an FSS participant check this box WtW Participant If the tenant is a WtW participant check this box Add a Tenant s Fist Ml LastName O HeadBithdey 0272072003 Buidng Entanet 7 Street 3861 HERSHEY AVE gj x City State Zip LEXINGTON KY z 0573 Management Code None z Caseworker None z Tenant T we P Public Housing z Effective Date 02720 2003 g Application Date g Project af z Trans Code fi New Admission z Admission Date g Bedrooms 3 E Action 1 Move In Exam Date a Last Insp Datel g Last Passed Insp Site Codi I go T Family Requested Accessibiity Features Newt Exam Date F58 Participant Received Accessibility Features Next Exam Time Wiw Participant E Tenant Detail WinTen Occupancy an
172. monthly amount the tenant owes toward that debt Ceiling Rent This is the unit s ceiling rent Indian Travel Cost This is the Indian travel cost for this tenant Flat Rent If your agency uses flat rents this is the tenants flat rent If your agency does not use flat rents leave this field blank Flat Rent Chosen If your agency uses flat rent regardless of any in come based rent calculation check this box Flat Rent Re Exam Date This is the date of the tenant s next flat rent re examination This field is only available if the Flat Rent Chosen check box is checked Add a Tenant Huo Percent emi Subsidy fi Section 8 z Second Subsidy Continuous 8 7 Housing Assistance E All Members are Eligible z Welfare Rent 0 Elderly Household T lerly Housel Income Limit T able to Table Selected z Security Deposit Low Income Limit 0 Earning Dep Handicap Expense Very Low Lini 0 TIP D Minimum Rent Exempt Extremely Low Limit 0 Utility Allowance 0 Repayment Agreement I Current Income Level Is Previous Level i Tenant Rent o Monthly Repayment 0 Ceiling Rent 0 Indian Travel Cost 0 00 Flat Rent 0 Flat Rent Chosen WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 26 Section 8 Certificate Tenant Data Fields If the tenant is Type S Section 8 Certificate the following data fields are available on the Rent Cal culation sub tab a quem E
173. ms 3 Y Exam Date J Last Insp Date tj Last Passed Insp tj Site Code Family Requested Accessibility Features Next Exam Date FSS Participant Received Accessibility Features Next Exam Time T wtw Participant 000000 Move In 1 Building If you are working in a data area whose data is sub mitted to PIC the program automatically fills in this field the unique identifier of the building in which the unit is located from the Master Unit database If you are working in a data area whose data is sub mitted to TRACS or MTFS leave this field blank Entrance This is the units entrance number as designated in the Master Unit database You cannot edit this field Family Requested Accessibility Features If the household has requested a unit with acces sibility features check this box Received Accessibility Features Use this drop down selection box to specify the extent to which the household has received any requested accessibility features in its unit WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 14 Section 236 Tenant Data Fields If the tenant is Type 2 Section 236 the following data fields are available on the Tenant Detail sub tab Add a Tenant ssn First MI Last Name Street 3 City State Zip LEXINGTON Project 1 Bedrooms 3 Site Code FSS Participant w
174. n 1 Move In Project 000 sg Bedrooms H Voucher Voucher Size a HAP Contract SiteCode FSS Participant wtw Participant 851 45 2671 SSN WILLIAMS ELIOT 851 45 2671 DOwner ELIOT WILLIAMS Application Date Admission Date Exam Date Last Insp Date tj Last Passed Insp tj Next Exam Date tj Next Exam Time Tenant Dotai Voucher This is the tenant s voucher number Voucher Size This is the unit size for which the tenant s voucher is written HAP Contract This is the tenant s HAP contract number Landlord This is the name and Social Security number of the tenant s landlord or property manager You cannot edit this field To change the tenant s landlord click the LL Info button and select a new landlord through the Owner Landlord Information dialog box Owner This is the name of the owner of the tenant s unit You cannot edit this field To change the tenant s landlord information click the LL Info button and select a new landlord through the Owner Landlord Information dialog box SSN This is the Social Security number of the owner of the tenant s unit You cannot edit this field To change the tenant s landlord information click the LL Info button and select a new landlord through the Owner Landlord Information dialog box Phone This is the phone number of the tenant s landlord You cannot edit this field To change the ten
175. n he was en rolled in the current program Housing Assist This drop down selection box enables you to select the appropriate code for this tenant s housing as sistance status Income Limit Table This drop down selection box enables you to select the income limit table that applies to the tenant s household and unit Low Limit This is this tenant s low income limit Very Low Limit This is this tenant s very low income limit Extremely Low Limit This is this tenant s extremely low income limit Current Income Level This is the tenant s current income level L for low V for very low or E for extremely low You cannot edit this field the program automatically calculates this value Previous Level This is the tenant s previous income level if it is dif ferent from the current one Welfare Rent This is the tenant s welfare rent if applicable Security Deposit This is the tenant s security deposit Add a Tenant Huo Percent Subsidy 1 Section8 H Second Subsidy Continuous 8 Housing Assistance E All Members are Eligble E Welfare Rent o Elderly Household E Income Limit Table No Table Selected Securty Depost Low Income Limit 0 Earning Dep Handicap Expense oo Very Lon Limi 8 TIP 0 Minimum Rent Exempt Extremely Low Limit oo Utility Allowance v Repayment Agreement Current Income Level m Previous Level i Tenant Rent o Monthly Repayment 0
176. nable you to produce the July 1994 and June 1995 versions of the HUD Re lease of Information authorization form FSS Credit Worksheet This option is available only if the tenant is an FSS participant It produces a worksheet that shows how the program calculates the tenant s proposed FSS credit This follows the format given in the Form HUD 50058 Instruction Booklet Appendix 2 which is in turn derived from Form HUD 52652 Lease Amendment This is a formal lease amendment used to officially record and provide notification for the tenant of a change in the tenant s rent NOTE The Lease Amendment is not the same as a lease addendum RD Certification Form This is only available if the tenant is a Rural Devel opment tenant It is Form USDA 1944B the official certification form for Rural Development tenants Form HUD 52667 This is only available if you use utility calculation tables as determined on the Setup screen It is the official utility calculation form For more infor mation see the information on the Utility Calc tab in the Setup chapter Form HUD 52646 This is only available if the tenant is a Section 8 Voucher or Housing Choice Voucher tenant It is the official Section 8 voucher Form HUD 52578 This is only available if the tenant is a Section 8 Certificate tenant It is the official Section 8 certifi cate Form HUD 52641 This is only available if the tenant is a Section 8 voucher or housing choice v
177. nant Detail F Building If you are working in a data area whose data is sub mitted to PIC the program automatically fills in this field the unique identifier of the building in which the unit is located from the Master Unit database If you are working in a data area whose data is sub mitted to TRACS or MTFS leave this field blank Action B This drop down selection box enables you to specify the secondary action code for the move in or change you are processing This is required for TRACS reporting Signed Date This is the date on which the tenant signed his cur rent housing agreement Head Birthday 02 20 2003 E Unit Building Family Requested Accessibility Features Received Accessibility Features O F Account ELLE Application Date J Admission Date J Exam Date J Signed Date J Last Insp 6 H Last Passed Insp H Next Exam Date J Next Exam Time Family Requested Accessibility Features If the household has requested a unit with acces sibility features check this box Received Accessibility Features Use this drop down selection box to specify the extent to which the household has received any requested accessibility features in its unit WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 18 Section 221d BMIR Tenant Data Fields If the tenant is Type B Section 221d BMIR the following data fields are avai
178. nant Detail screen for each tenant in this project If this project is an FMHA Rural Development project type RD Surcharge Check this box if this project is a Plan project RD Project Type This set of radio buttons enables you to select the type of Rural Development that this project is Default Settings Signature Lines Project Validation Max Rent Table Agency FSS wttW Special Funcs N 89 gt 80 gt TENMAST VILLAGE Ky132v00001 TENMAST OAKS TENMAST 58 KY132v00002 KY132v00003 I HA State KY HA Number 132 Project Number KY 132V 00001 Project Name TENMAST VILLAGE Program Type VO Section 8 Voucher 4 Project Funding Increment pot WinTen Occupancy and Rent Calculation 10 31 2003 Edition Setup Page 3 12 Max Rent Table Tab The Max Rent Table Tab enables you to add de lete edit or view maximum rent for various site codes and bedroom sizes Maximum rent tables are used in public housing rent calculations They should include HUD approved maximum market rents in your agency s jurisdiction The left side of this tab contains a table which includes maximum rent values for units of zero efficiency apartment to six bedrooms under each existing site code The right side of the tab shows the site code number of bedrooms and maximum rent for the currently selected row of the table To add a new site code click the Add button The left side of the tab changes
179. nant name tenant SSN or unit number FSS WtW Follow ups This report lists all FSS transactions that have transaction dates within a specified date range and that require follow ups You can choose to print this report with one FSS WtW transaction per page or to flow all of the records together Projec mm PROJECTS Laseworke IE z Management co Project mm PROJECTS gt Caseworke TIE gt Management co gt Transaction Selecti FSS WTW transactions gt Report opti IV Set page break between participants Date rang Dates from to a WinTen Occupancy and Rent Calculation 10 31 2003 Edition Reports Page 5 8 eTrans Tab The eTrans tab contains reports on your eTrans PIC TRACS FMHA submission activity in the se lected data area Available Reports Listing of eTrans This report contains all eTrans records in Occu pancy and Rent Calculation s database that have dates within a specified date range You can sort this report by tenant name tenant SSN or unit number You can also choose for the report to include only unsubmitted records or all records Reports ROJ 8 oe WinTen Occupancy and Rent Calculation 10 31 2003 Edition Reports Page 5 9 eTrans Status This report helps you compare PIC data to Tenmast information You can pr
180. nant s landlord click the LL Info button and select a new landlord through the Owner Landlord Information dialog box Owner This is the name of the owner of the tenant s unit You cannot edit this field To change the tenant s landlord information click the LL Info button and select a new landlord through the Owner Landlord Information dialog box SSN This is the Social Security number of the owner of the tenant s unit You cannot edit this field To change the tenant s landlord information click the LL Info button and select a new landlord through the Owner Landlord Information dialog box Phone This is the phone number of the tenant s landlord You cannot edit this field To change the tenant s landlord information click the LL Info button and select a new landlord through the Owner Landlord Information dialog box WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 11 Housing Choice Voucher Tenant Data Fields If the tenant is Type H Housing Choice Voucher the following data fields are available on the Tenant Detail sub tab Add a Tenant sN First MI Last Name Unit Street 3851 HERSHEY AV City State Zip LEXINGTON Head Birthday 02 20 2003 tj Account 8 Phone i adl Management Code None Caseworker None Tenant Type Hous Choice Youck Effective Date 02 20 2003 Trans Code fi New Admission Actio
181. nt tenants are those who are currently living in units within your agency s jurisdiction The History database con tains those tenants who are no longer under your agency s jurisdiction Once you have chosen which database you want to use you can either add a new tenant record or review and edit an existing one Tenant Search Search For 8e FRANCIS 566 41 1274 12744 2109 PALATKA RICARDO 646 56 5614 3550D BLUE RIC KATHRYN 165 51 6134 3550B BLUE RIC CAITLIN 353 54 6511 1680 DOVER DF MICHAEL 131 32 4654 197 W VINE ST HUNTER 648 64 1354 3550E BLUE RIC GEOFF 461 64 1631 220 LANSDROP JEFFREY 564 31 5764 1921 PHELPS Lt ELLEN 156 41 6571 65714 881 GREGORY L JASON 543 13 6131 882 GREGORY I ANDY 556 65 6461 197 WEST VINE CHRISTOPHE 564 56 4614 4554 PIMLICO D JAMES 456 46 1651 381 PHILLIPS WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 42 Tenant Search Screen Controls Current and History Buttons This pair of buttons enables you to select the ten ant database with which you wish to work Current tenants are those who are currently living in units within your agency s jurisdiction The History da tabase contains those tenants who are no longer under your agencyss jurisdiction Search By This set of radio buttons determines the order in which the tenant records are displayed in the table Search For This data field enables you to search for a specific tenant r
182. o effective 08 01 2001 eTrans Date 08 01 2001 Voucher Date 11 01 2003 Baseline Record No Regular HAP Amount 74 Whole Months 26 XMonthlyAd 74 00 1924 Mewpad 7400 730 247 Days Occupied 31 X Daly Amount 2 47 gt 7 TRACS eTrans Wizard Step 3 of 3 xj eo e oo Head of Household GLENN FOX Type of eTrans vario effective 08 01 2001 eTrans Date 08 01 2001 Voucher Date 11 01 2003 Baseline Record TN Regular HAP Amount 74 Whole Months 26 XMonthyyAd 7400 1824 Monthyadi 7400 730 247 Days Occupied 31 X Daily Amount 247 gt 7 Estimated Adjustment Amount 2001 Include this adjustment on the voucher ke Instructis Confirm the above values and click Finish to complete the task WinTen Occupancy and Rent Calculation 10 31 2003 Edition Task Wizards Page 8 9 WinTen Occupancy and Rent Calculation 10 31 2003 Edition Task Wizards Page 8 10 REINDEX This function rebuilds the indexes that Occupancy and Rent Calculation uses to search for specific records within its databases Index files are similar to a library s card catalog they tell the computer the location of the data for which you are search ing Indexing databases is safe to do at any time it does not need to be done at a specific time of the month or the year To initiate the reindexing process click the Index button or press lt I gt from t
183. on 10 31 2003 Edition Tenant Actions Page 4 40 Previous This is the tenant s previous housing type The available codes are 1 Substandard Housing 2 Without or about to be without housing 3 Standard housing 4 Conventional public housing Displaced This is the reason that the tenant is displaced if applicable The available codes are 1 Government Displacement 2 Natural Disaster 3 Private Action 4 Not Displaced Exception This field is only used for new admissions It re ports any exceptions to low income qualification for this admission The field will usually be marked VL because the tenant s income was very low at admission Income Code This drop down selection box enables you to select the income code that applies to this tenant These codes are used in conjunction with the Request for Funds Report Form HUD 52670 for TRACS projects If this is not a TRACS project leave this field blank Police or Security Tenant If a household member qualifies for special police or security officer privileges under Section 8 regu lations check this box Hint Displaced This field is used to indicate the reason for the tenant s move into a Section 8 unit Government Displacement is a result of government action e g demolition of the tenant s previous unit Natural Disaster is a result of a natural disaster e g flood fire hurricane tornado plague of lo custs comet striking the Earth that destroyed th
184. on or move out occurs during the month the unit turns over in TRACS terms This field indicates the turnover code that applied to this re quest if applicable Turnover Date This is the effective date on which the turnover ac tion occurred If no turnover code applies this field is blank Regular Amount This is the HAP amount requested on this voucher submission The program calculates this field based on the settings on the Rent Calculation sub tab of the Main tab Tenant Based Exception If this box is checked the request was subject to a tenant based exception Project Based Exception In Use If this box is checked a project based exception was in use for this request Project Based Exception Allocated If this box is checked a project based exception was allocated for this request Description This is an optional short note on the request WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 105 Printed Documents Sub Screen This sub screen contains a table of every form let ter that has been printed for the selected applicant and data fields containing the detailed information on the selected document It also allows you to record the details of responses to these letters for audit purposes Use the standard WinTen controls to edit the data on this tab and save or cancel your changes L3 X File Edi Actions View B D HIN _ Document Description Print D
185. on 8 Base Rent Second Subsidy Continuous S8 Contract Rent Housing Assistance E All Members are Eligible gt Welfare Rent Income Limit T able iNo Table Selected Security Deposit Low Income Limit D Earning Dep Handicap Expense Very Low Limit 0 TTP Extremely Low Limit 0 Utility Allowance Current Income Level 4 Previous Level Tenant Rent Special Program o DOES NOT PARTICIPATE Structure Type Assistance Status z Single Family Detachec Rental Rehab 5 5 I Year Buit 1750 SRO Mobile Home Pad ModRehab ProjectBased Base Rent This is the tenant s base rent Contract Rent This is the monthly contract rent as established by the unit s owner SRO for Homeless If the tenant falls under the Single Room Occupan cy for homeless classification check this box SRO not Homeless If the tenant falls under the Single Room Occupan cy for not homeless classification check this box Debt Service This is the amount of Rehabilitation Debt service payments for this unit Elderly Household 7 Minimum Rent Exempt Repayment Agreement Monthly Repayment WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 33 Special Program This drop down selection box enables you to select the tenant s homeownership program participation or lack thereof Assistance Status This drop down selection
186. on to print Voucher Summary Tab Other Functions Collect Certifications for Voucher This option recalculates this voucher s totals based on the current eTrans records for the voucher This is intended for use after you have made corrections to eTrans records to update the voucher Void Voucher This option allows you to reset the voucher s paid status so you can update the voucher total again This is intended for use in updating a voucher that was previously marked as paid Reject Voucher This option marks a submitted voucher as unsub mitted so it can be updated again Mark Voucher Paid This function locks a voucher so it cannot be up dated by eTrans records Requested Information Sub Tab The Requested Information sub tab contains the core identifying and processing information for the selected voucher The only editable field on this sub tab is the Voucher Signed Date field All other fields are for informational purposes only Much of this data is drawn from the data entered on the Voucher Detail tab and from the TRACS Setup tab of the Setup screen Requested Information Sub Tab Data Fields Project Name This is the name of the project as indicated on the Voucher Detail tab Total Units in Contract This is the number of total units in the contract for this voucher This number should include vacant units It is generated on the Voucher Detail tab Collect Certifications for voucher Yod voucher Reject Voucher
187. oorArea sqit 1000 Year of Construction 1878 U AlowPrfle Cip nsdeleingonimts 00000 UnTye SmdeFampDeteched 77000 Structure Type Single Family Detached s Handicapped Accessible Info Source Restor Publicatio info gt Last Updated 10 17 2001 Hint Unit Locations For more information on setting up unit locations please refer to the WinTen Rent Reasonableness manual WinTen Occupancy and Rent Calculation 10 31 2003 Edition Setup Page 3 28 Gross This is the unit s gross rent contract rent plus utility cost General Description Bedrooms This is the number of bedrooms in the unit Bathrooms This is the number of bathrooms in the unit Floor Area This is the unit s floor area in square feet Year of Construction This is the year in which the unit was constructed Util Allow Profile This drop down selection box enables you to spec ify the unit s utility allowance profile The available options are those which are set up on the Allow ance Profile tab of the Utility Setup sub screen Unit Type This drop down selection box enables you to speci fy the unit s type The available options are the unit types recognized by HUD s PIC system Structure Type This drop down selection box enables you to speci fy the structure type of the building in which the unit is located The available options are the structure types recognized by HUD s PIC
188. oucher tenant It is the official Section 8 voucher contract Form HUD 52517 This is only available if the tenant is a Section 8 voucher or housing choice voucher tenant It is the official Section 8 request for tenancy approval Multi Utility Rent Worksheet This is only available if you use multi utility allow ances and this tenant has a multi allowance table selected This form shows the tenant s monthly utility allowances and rent for the year Hint Release of Information Forms This form is required for you to obtain confidential informa tion on your tenants from outside sources such as banks or employers The proper Release of Information form to use depends on the tenant s type If you are in doubt print one of the forms and examine it Both forms contain lists of tenant types for which they are valid You do not need to keep both forms on file for any one tenant only the correct one for his type WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 64 PHFA Certificate Form This is only available if the tenant is a Rural De velopment tenant and lives in Pennsylvania It is the Pennsylvania equivalent of the RD Certification Form see above used only in that state Fraud Affidavit This is a standard form for tenants to sign to verify that they have completed all other forms truthfully Declaration of Section 214 Status This is a standard form for tenants to sign to verify that they
189. pancy and Rent Calculation 10 31 2003 Edition Task Wizards Page 8 7 Step Two The wizard displays the data area into which you are moving the tenant The tenant will be moved into either Tenant Ac counts Receivable or Section 8 Tenant and Land lord whichever program manages tenant data in the selected data area If you also want to move the tenant into a new Occupancy and Rent Calcu lation record in the selected data area check the Move Tenant into ORC box Click the Next button to proceed to Step Three Step Three Review the data in the wizard If it is correct and complete click the Finish button to complete the move process If it is incomplete click the Back button to return to the previous steps and make any needed changes or click the Cancel button to cancel the entire process and exit the wizard Move to Another Area Step 2 of 3 Current Directory Public Housing Documentation h mktten mktph2 Data area to move tenant Rua Development Documentation Move tenant into ORC v Select whether ORC should move the tenant into another area Move to Another Area Step 3 of 3 Confirm Move in Current Directory Public Housing Documentation h mktten mktph2 Data area to move tenant Rua Development Documentation Move tenant into ORC Yes WinTen Occupancy and Rent Calculation 10 31 2003 Edition Task Wizards Page 8 8 Create a TRACS e
190. per month that the house hold member receives from this source Weeks per Year This is the number of weeks per year that the household member receives income from this source This data field is only visible if you set the Period drop down selection box to Weekly or Hourly Hours per Week This is the number of hours of work per week for which the household member receives income from this source This data field is only visible if you set the Period drop down selection box to Hourly Tenant Detail File Edit Tools Help HeadName ELLEN KILEY Head SSN 156 41 6571 Effective Date 03 28 2003 Main Household Income Assets Expenses References eTrans Totals Bit 09 9 gt gt 2 2 Verified ft 2 06 2000 Employer ALL IN STITCHES Position SEAMSTRESS Income Owner ELLEN P KILEY Income Type w Wages and Salary Start Date 10 13 2000 Income Owner SSN 156 41 6571 i z 7 00 ve Tg anoun Address 7132 WINCHESTER RD Weeks per Year 50 HourperWeek 10 E City LEXINGTON St xv z Income Total 3500 00 Zip 40548 How L Income Excluded 0 00 s NO Income After Exclusions 3500 00 Exclusion Ends Phone 859 555 2638 wW gt 156 41 6571 ELLEN P KILEY 3500 00 ALL IN STITCHES WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 88 Income Total This is the total annual income that the household member earns from this source The program au
191. ppear on Form HUD 50058 and verification letters Title This is the official s title or agency position as it should appear on Form HUD 50058 and verifica tion letters Program Type This is the type of program for which this official will be signing Form HUD 50058 and verification letters If the official will be signing these forms and letters for more than one type of program for example both Section 8 Vouchers and Public Housing you must create a separate entry for each program type over which that official has jurisdiction WinTen Occupancy and Rent Calculation 10 31 2003 Edition Setup Page 3 9 Project Validation Tab The Project Validation tab enables you to add edit and delete project numbers for your agency It is important to set up valid project names and project numbers on this tab because the program will use this information to validate project data that us ers enter during daily agency operations Project numbers also appear on numerous reports and are critical to successful PIC 58 and TRACS data sub missions The center area of this tab holds a table of all projects in Occupancy and Rent Calculation s da tabase The bottom area of the tab shows the de tailed information for the currently selected project You can add edit or delete project records using the standard WinTen controls The HA State and HA Number are drawn from the Default Settings tab of the Setup screen The pro gram combines this
192. r TRACS You do this by creating an electronic re cord of the tenant data which contains all changes to the tenant information You then submit these records through the PIC Web site or through TRACSMail for TRACS Generally you must submit an eTrans record whenever a tenant under goes a change of transaction code 1 move in 2 annual recertification 3 interim record etc and effective date For more information on submitting your PIC data see the WinTen TransNet program manual For more information on submitting your TRACS data see the WinTen TransNet program manual or HUD s official guide to TRACSMail Tenant Detail Head Name ELLEN KILEY HeadSSN 25451 5436 Effective Date 11 01 2001 n 11 01 2000 MAT10 11 01 2001 False 11 01 2000 MAT10 Balance 04 01 2002 False 51 50059 HEADER RECORD Becord Identifier Release Version Number Record Number Section Indicator Number of Basic Records Number of Family Records Number of Income Records i Number of Asset Records BASIC RECORD H FAMILY RECORD 1 H INCOME RECORD 1 H ADDRESS RECORD WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 98 eTrans Tab Controls Make eTrans Record Button This button creates a new eTrans record for the currently selected tenant When you click this but ton the program prompts you to enter a date for the submission which the program uses as the ef fective date
193. r Tenmast issues an update to this pro gram we will notify your agency through email If you have a current Update amp Support Agreement for this program you may download and install the update through the Tenmast Update Manager program During the download and installation process Update Manager will notify you of the changes to the program We periodically update this manual to reflect signif icant changes to the program You may download this updated documentation from our Web site at no charge Getting Help Though we have made every effort to make this manual as comprehensive as possible no docu ment can cover all contingencies If you encounter problems with Occupancy and Rent Calculation call the Tenmast Training amp Support Depart ment toll free at 877 359 5492 or send email to support tenmast com Revisions To better serve our clients we constantly update our manuals just as we constantly make improvements in our programs If you find an error or omission in this documentation or have a suggestion for improv ing it call the Tenmast Marketing Communication Services Department toll free at 877 836 6278 or send email to info tenmast com Hint Downloading Manuals You can find the current version of this manual in the Client Service Area of our Web site at http www tenmast com All manuals are available in PDF file format You must have version 4 0 or newer of Adobe Acrobat Reader to open and print manu
194. r to the Form Letters in WinTen manual Unit Information x HZB Unit Number 77 HUD Urt Number 7777 Street Address iesTaTESCREEKAD T Ciy LEXINGTON State KY Zp 067 HA Identified Unit as Accessible Unit has 3 Mobility Features Hearing Features Visual Features Correction Information Reason For Correction TESTES r Correction Date WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 62 Show Printed Button This button opens the Printed Documents sub screen This sub screen described at the end of this chapter enables you to audit the form letters that have been printed for the selected tenant Available Tenant Reports The Tenant Reports dialog box see the preceding pages enables you to produce several reports on the selected tenant NOTE Some of these reports are only avail able if you have selected a certain tenant type for this tenant or certain options on the Setup screen 50058 This set of check boxes enables you to print a com plete Form HUD 50058 for the selected tenant or to print only specific sections of the form These options are only available if the tenant is subject to MTCS reporting 50059 This set of check boxes enables you to print a com plete Form HUD 50059 for the selected tenant or to print only one page of the form These options are only available if the tenan
195. rack more FSS WtW program details than the HUD required minimums and the program allows unique transaction codes to be used with this information For instance if your agency needs to track phone calls to an FSS participant you could set up a transaction code for phone calls FSS wtw Transaction Codes Type of Action CALL Description PHONE CALL This allows you to create types of FSS wWtw Transactions specific to your Housing Authority s FSS w tw program WinTen Occupancy and Rent Calculation 10 31 2003 Edition Setup Page 3 16 TRACS Setup Tab The TRACS Setup tab only appears if you have designated the current data area as a TRACS area on the Default Settings tab This tab enables you to set up contract information for TRACS data sub missions The TRACS Setup tab is divided into two sub tabs Contract and Owner Agent It always opens on the Contract sub tab as shown below Default Settings Signature Lines Project Validation Max Rent Table Bit 80 4 7 738 BRECKENRIDGE TOWER KY514821554 Project Name BRECKENRIDGE TOWER Funding Source Section 8 New Construction Total Units 0 Subsidy Type Section 8 J Section 8 Type New Construction v HAP Agreement Signed on or after 10 01 1981 Project Number FF HAP Contac Elective on or ater 10 01 1961 Contract Number kysi 4821554 WinTen Occupancy and Rent Calculation 10 31 2003 Edition
196. rans Dates You may encounter a situation where you sub mitted eTrans records to MTCS through the PIC MTCS Web site but did not mark those records as submitted When you next gather records for submission those records will be included in the new submission If this happens you will need to recalculate the submission dates on the records to show that they already have been submitted To use this function click the Recalc Dates button at the bottom of the Links eTrans Record Selection Recalc Dates screen Caution Recalculating eTrans submission dates can cause data conflicts with the MTCS system To use this function con tact Tenmast s Training amp Support Department toll free at 877 359 5492 option 1 WinTen Occupancy and Rent Calculation 10 31 2003 Edition Link eTrans Records Page 6 6 Links Database When the Links eTrans Record Selection screen is in the Links database it displays a table of all link records that that are currently in effect in the current data area You can search for a specific tenant s link records by entering the tenant s Social Security number in the Search For field at the top of the screen and pressing Enter To view the details of a selected link record click the Review Record button This opens the Links dialog box which will be discussed on the following pages Links 7 eTrans Record Selection Screen Search For D 648 564 1354 DYSON HUNTER WinTen Occ
197. rd WinTen controls NATIONAL CITY BANK To insert an agency s information into the current Essa expense record select that agency and click the Insert Agency into Expense Record button Agency Information Dialog Box Data Fields Agency Name This is the name of the business or agency as it should appear on official correspondence Care Of This is the name of your primary contact within the agency If you have no specific contact leave this field blank Address This is the street or P O box portion of the agency s mailing address City This is the city portion of the agency s mailing ad dress State This is the state postal code portion of the agency s mailing address Zip This is the zip code portion of the agency s mailing address Phone This is the agency s phone number Generate Form Letter Button This button starts the Generate Form Letter wizard Ld This wizard controls the process of creating a form letter for the selected tenant For detailed instruc tions on how to use this wizard refer to the Form Letters in WinTen manual WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 94 Expenses Tab Data Fields Expense Owner This drop down selection box enables you to select which household member is responsible for this ex pense If you are not editing the currently selected expense this appears as a non editable data field not a drop down selection bo
198. re PHA Administering This is the housing authority number e g KY132 of the agency that is administering this contract Head of Household Education Level This is the number of years of school that the head of the household has completed For example a high school graduate s education level is 12 while that of someone with a bachelor s degree is 16 The Family Receives This set of check boxes enables you to specify other forms of financial assistance that the family is receiving Is the Family Receiving This pair of check boxes enables you to indicate whether the family is also participating in JOBS and or JTPA programs FSS Account Monthly Credit This is the current monthly credit that the family s FSS escrow account is receiving The program automatically fills in this field but you can edit it if necessary WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 69 FSS Account Balance This is the current balance of the family s FSS es crow account FSS Account Amount Disbursed This is the total amount from the family s FSS es crow account that has been disbursed to house hold members Contract of Participation Completed If the family has completed its FSS contract of par ticipation check this box Reason for Exit This drop down selection box enables you to speci fy the family s reason for exiting the FSS program Employment Status This drop down selection box enables yo
199. records database Links eTrans Record Selection Screen 616 61 3154 01 08 2001 KY132P001 616612 gt Ear 03 01 2001 KY132P001 2N g00000000000000002200000C WinTen Occupancy and Rent Calculation 10 31 2003 Edition Link eTrans Records Page 6 2 eTrans Records Database When the Links eTrans Record Selection screen is in the eTrans records database it displays a table of all eTrans records that have ever been created in the current data area You can search for a specific tenant s records by entering the tenant s Social Security number in the Search For field at the top of the screen and pressing Enter To view the details of a selected eTrans record click the Review Record button This opens the Review eTrans Records sub screen Described on the following pages eTrans Record Data Fields HSSAN This is the Social Security number of the head of the household for which the eTrans record was submitted MediaDate This is the submission date of the record MediaType MediaCode The name of this data field changes depending on whether the data area is subject to TRACS or MTCS reporting This is the transaction type if a TRACS submission or transaction code if an MTCS submission of the record ProjNo This is the project number with which the record was associated This data field is only available in data areas whose transactions are sent to MTCS Basic2 MediaData The name of this data fie
200. rect only that PIC can process it You can also delete an eTrans record by select ing the record in the table at the top of the tab and clicking the Delete button If an eTrans record has errors you should correct the data that causes the errors delete the record and re create it WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 99 Submission Date 03 28 2003 a wv OK Cancel eTrans Tab Data Fields eTrans date This is the date on which the record was gathered which also serves as the record s effective date Trans Code This is the transaction or action code for the record Gathered If the record has been gathered for submission to PIC or TRACS this field is marked T rue Other wise it is marked F alse Submitted This is the date the record was marked for external submission in the TransNet program Message This field displays any error or alert messages that Occupancy and Rent Calculation has returned on this record Ticket If the record has been submitted through the PIC Web site this is the ticket number for that submis sion Understanding eTrans To make the best use of the eTrans features you must understand the relationship between your tenant database and the eTrans records When you create an eTrans record you are essentially taking an electronic snapshot of the tenant record It is this data image that you will submit to PIC or TR
201. red check this box WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 48 Contract Number This is the tenant s contract number This is the contract number against which your Request for HAP for this tenant will be billed FmHA Subsidy This field indicates the type of FmHA subsidy that the tenant receives It should only be completed for Rural Development tenants The available codes are No Deep Tenant Subsidy Rental Assistance RA Existing HUD Certificates Other Public RA Private RA HUD Vouchers Other types at basic rent Worksheet This is the one letter code of the worksheet used for calculating this tenant s rent Under most cir cumstances this is worksheet E NOOR WO Change Code This field is for any change codes that apply to this tenant These codes are used in conjunction with the Request for Funds Report Form HUD 52670 for TRACS projects If this is not a TRACS project leave this field blank Pre 81 If the tenant moved into the unit prior to 1981 check this box Pref 59 This is the preference code used on the HUD Form 50059 This field is only used for TRACS tenants who are new admissions The available codes are D Displaced R Paying rent in excess of 50 of income S Substandard Blank No preference given Sec 8 on after 1984 If the tenant began receiving Section 8 assistance on or after October 4 1984 check this box Date Code Use one of the
202. rendered the tenant s previous unit unlivable Not Displaced is used when the tenant was previously living in the same unit without rent assistance and then entered Section 8 while remaining in that unit WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 Section 811 Tenant Data Fields If the tenant is Type 8 Section 811 the following data fields are available on the Rent Calculation sub tab Add a Tenant Percent Subsidy fi Section 8 z Second Subsidy Continuous 8 Contract Rent Housing Assistance All Members are Eligible welfare Rent Income Limit Table iNo Table Selected Security Deposit Low Income Limit Elderly Household 7 Earning Dep Handicap Expense Very Low Limit TTP Minimum Rent Exempt Extremely Low Limit 0 Utility Allowance Current Income Level Previous Level Tenant Rent Contract Number H Pre et Previous H Police or Security Tenant FmHA Subsidy H Pref 58 Displaced x Worksheet 34 Sec 8 on after 1384 Exception H Change Code Date Code Income Code H Contract Rent This is the monthly contract rent as established by the units owner Mobility Impaired If a household member is mobility impaired check this box Hearing Impaired If a household member is hearing impaired check this box Visually Impaired If a household member is visually impaired che
203. ric User Utility Type 13 Water Heating Coal Other User Utility Type 14 v Water User Utility Type 15 v Sewer User Utility Type 16 v Trash Collection User Utility Type 7 m Range Microwave User Utility Type 18 v Refrigerator User Utility Type 19 User Utility Type 20 User Utility Type 21 User Utility Type 22 User Utility Type 23 User Utility Type 24 User Utility Type 25 User Utility Type 26 User Utility Type 27 User Utility Type 28 User Utility Type 29 User Utility Type 30 User Utility Type 31 Unassisted Util Allow Profile City inside Lexington limits Utilities 0 00 WinTen Occupancy and Rent Calculation 10 31 2003 Edition Setup Page 3 31 Notes Tab The Notes tab enables you to enter free form text notes on the selected unit The top area of the tab contains the units identifying information which you can only edit on the General tab The main area of the tab contains the text editing area for your notes Edit the data on this tab and save or cancel your changes with the standard WinTen controls BE Maintain Unassisted Housing Units Unlimited space WinTen Occupancy and Rent Calculation 10 31 2003 Edition Setup Page 3 32 Utility Allowance Setup Sub Screen If you select the Utility Allowances option from the Other Functions menu on the Default Settings tab and the Utility Allowance Calculation radio button is selected the Utility Allowanc
204. rker s pager number Home Phone This is the caseworker s home phone number E mail Address This is the caseworker s e mail address Change Caseworker Code Caseworker Code K IT WinTen Occupancy and Rent Calculation 10 31 2003 Edition Setup Page 3 51 Maintain Income Limit Tables Sub Screen The Maintain Income Limit Tables sub screen allows you to add edit and delete income limit tables Applicant List associates a specific income limit table with each waiting list in its database The top portion of this sub screen contains a table of all income limit tables that are currently in the da tabase while the bottom portion of the sub screen contains the detailed information for the currently selected income limit table Edit the data on this tab and save or cancel your changes with the standard WinTen controls Hint Income Limit Data HUD makes its income limit table values available through the Federal Register You can also find income limit table data for the current year online at the following Web ad dress http www huduser org datasets il fmr01 index html Maintain Income Limit Tables THESE E ome Limit Eh n an a at 10 01 2002 09 30 2003 Income Limit T able Code Description ss SECTION 8 Effective Date 10 01 2002 tj Family Members Extremely Low 11800 Expiration Date 09 30 2003 Very Low Low Percent Per Family
205. rojects If this is not a TRACS project leave this field blank Police or Security Tenant If a household member qualifies for special police or security officer privileges under Section 8 regu lations check this box Add a Tenant Percent emi Subsidy fi Section 8 z Second Subsidy Con nuousS8 Contract Rent a Housing Assistance E All Members are Eligible z Welfare Rent 0 Elderly Household FT Mobility Impaired Income Limit Table to Table Selected T Security Deposit 0 Hearing Impaired ha Visually Impaired Low Income Limit 0 Eaming Dep Handicap Expense 0 Very Low Lini TIP o Minimum Rent Exempt Extremely Low Limit 0 Utility Allowance 0 Current Income Level Previous Level Tenant Rent 0 Contract Number J Pre 81 Previous z Police or Security Tenant FmHA Subsidy gt Pets3 Displaced s Worksheet Sec Bon after 1984 Exception Change Code DateCode Income Code gt De Hint Displaced This field is used to indicate the reason for the tenant s move into a Section 8 unit Government Displacement is a result of government action e g demolition of the tenant s previous unit Natural Disaster is a result of a natural disaster e g flood fire hurricane tornado plague of lo custs comet striking the Earth that destroyed the tenant s previous unit Private Action is a result of non government action that
206. rovides average monthly and annual income for each sub group You can print the report for all tenants only elderly tenants only non elderly tenants only handicapped or disabled tenants or only elderly or handicapped or disabled tenants You can also print the report in summary format statistics only or detail format statistics plus a detail line for each household Reports Hen Tenant eTrans Statistics Tenant Statistics Projec Tenant Statistics ALL PROJECTS 5 Caseworke C Income Analysis ALL C Age Demographic Management cod ALL 5 Report t All Report optio T Print detail WinTen Occupancy and Rent Calculation 10 31 2003 Edition Reports Page 5 11 Income Analysis The Income Analysis report provides demographic information on the types and amounts of income that your tenants are earning You can print the report in summary format statis tics only or detail format statistics plus a detail line for each household Age Demographic The Age Demographic report provides demo graphic information on the ages of your household members You can print the report in summary format statis tics only or detail format statistics plus a detail line for each household You can also choose to restrict the report to tenants within a specified age range only Project Iz ISDN 7 Management co fay 0 o y Report optio Print detail Laseworke
207. rs Setup 3 50 Transfer Caseload 3 4 Cyclical Actions 2 3 E eTrans 4 98 6 1 Reports 5 9 Expenses 4 93 F FMR Setup 3 46 Form Letters 4 62 7 1 FSS 4 68 Setup 3 16 H Household Members 4 82 I Income 4 86 Income Limit Tables Setup 3 52 L Link Records 6 1 M Management Codes Setup 3 48 Max Rent Tables Setup 3 13 Monthly Actions See Cyclical Actions O Outside Agencies Setup 3 14 Overview 2 1 P Payment Standard Setup 3 46 PIC See eTrans Planning Questions 2 4 Printed Document History 4 63 4 106 Project Numbers Overview 3 11 Setup 3 10 R References 4 96 Reindex 9 1 Reports 5 1 eTrans 5 9 Printing 5 3 Statistics 5 11 Tenants 5 4 Residents See Household Members 5 Setup 1 Agency Information 2 Caseworkers 3 50 Colors 3 3 FMR 3 46 Form Letter Templates 3 3 FSS 3 16 Income Limit Tables 3 52 Management Codes 3 48 Max Rent Tables 3 13 MTW 3 6 Outside Agencies 3 14 Payment Standard 3 46 Project Numbers 3 10 Questions 2 4 Signatures 3 8 TRACS 3 17 Units 3 25 Utility Allowances 3 33 3 43 WtW 3 16 Signatures 3 8 WinTen Occupancy and Rent Calculation 10 31 2003 Edition Index Page i l T Tenant 4 1 Adding 4 3 Assets 4 90 Data Common 4 7 4 24 Homeownership 4 22 4 57 Housing Choice Voucher 4 12 4 31 Indian Housing 4 14 4 35 Managed Projects 4 21 4 54 New Construction 4 16 4 39 Public Housing 4 9 4 26 Rural Development 4 20 4 51 Section 202 4
208. s the name of the unit s street Apt No This is the unit s apartment number if applicable City State Zip These three fields are the unit s city state and zip code Location Description This drop down selection box enables you to select the unit s location neighborhood from the list of locations set up on the Locations tab of the Setup screen of the WinTen Rent Reasonableness mod ule Census Tract This is the census tract in which the unit is lo cated County This is the county or parish in Louisiana in which the unit is located Owner Information Name This is the name of the unit s owner Address This is the owner s street address City State Zip These three fields are the owner s city state and zip code Telephone This is the owner s phone number Rent Summary Contract This is the unit s monthly contract rent Utilities This is the units monthly utility allowance as de termined by the utility allowance profile selected You cannot change this field the program fills it in automatically Maintain Unassisted Housing Units Ble Bol5o 5e Addres Street Number 2301 Street Name DELTA WAY Apt No City State Zip LEXINGTON Jk z aoser Unassisted Locatic Description Jeast side Richmond Road area Census Tract County FAYETTE Name RANDY HOLSCHLAG Address 1827 GATEWAY BLVD Zip s fosis one 859 254 8176 2 Batwooms 2 Fl
209. se came Method This drop down selection box allows you to specify the method by which the respondent responded Received By This is the name of the user who received the re sponse WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 107 WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 108 REPORTS Information needs to be summarized and present ed in an easy to understand form so the reader can make informed decisions The Reports screen is where Occupancy and Rent Calculation turns all of its data into meaningful reports To enter this screen click the Reports button or press lt R gt at the Main Menu ot 15 x 9 nmast 5 Software Occupancy amp Rent Calculation Section 8 Documentation hmkttenmkts8 amp Tenant Tenant Actions Report Options Link eTrans Link eTrans Record Menu Letters Form Letters Index Index Databases 5 Voucher Pracess TRACS Vouchers Setup Setup 1 Exit WinTen Occupancy and Rent Calculation 10 31 2003 Edition Reports Page 5 1 REPORTS SCREEN The Reports screen is divided into three tabs Ten ant eTrans and Statistics Each tab contains the report options for one type of reports All three tabs are divided into two halves The left half of a tab contains a set of radio buttons that correspond to the available reports The right half of a tab contains the formatting options for t
210. sehold IE Portable Income Limit Table mo Table Selected Security Deposit 0 Low Income Limit 0 Earning Dep Handicap Expense 0 Very Low Limit p TTP O Minimum Rent Exempt Extremely Low Limit 0 Utility Allowance 0 Repayment Agreement Current Income Level Ei Previous Level i Tenant Rent o Monthly Repayment 0 Special Program o DOES NOT PARTICIPATE z Structure Type Homeownership Payment 0 Assistance Status Single Family 008 Maintenance Allowance 0 Repair Replace Allowance 0 Rental Rehab SeltSufficiency Year Built 1750 Co op Condo Assessment 0 IGA SROI ModRehab 7 ProjectBased Debt for Improvements 0 WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 58 TENANT DETAIL SCREEN The Tenant Detail screen contains all of Occupan cy and Rent Calculation s data for one tenant The data is spread among nine tabs and several sub screens The Main Household Income Assets Expenses References eTrans and Totals tabs are available for all tenants The TRACS Requests tab is also available for TRACS tenants The Tenant Detail screen always opens on the Main tab Main Tab The Main tab contains general information about the tenant It is divided into two sub tabs Tenant Detail and Rent Calculations This tab always opens on the Tenant Detail sub tab Tenant Detail Head Name ELLEN KILEY Head SSN 156 41 6571 Effective Date 03 2
211. ssisted Housing Units Carpet LE EE ME E E EL IL LL IL IE L a E WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 79 Utilities Tab The Utilities tab enables you to specify which utili ties are present in the selected unit The top area of the tab contains the unit s identifying information which you can only edit on the General tab The main area of the tab contains a set of 30 check box es Each check box corresponds to a standard or user defined defined on the Utility Type tab of the Utility Setup sub screen utility Edit the data on this tab and save or cancel your changes with the standard WinTen controls checking the box next to each utility that is present in the selected unit ELT General Amenities Utilities Notes gt Street Number 2301 Street Name DELTA WAY Apt No City State Zip LEXINGTON v faoss Unassisted Utilities v Heating Natural Gas User Utility Type 1 User Utility Type 20 Heating Bottle Gas Heating Oil Electric Heating Coal Other v Cooking Natural Gas Cooking Bottle Gas Cooking Oil Electric Cooking Coal Other Other Electric v Air Conditioning User Utility Type 2 User Utility Type 3 User Utility Type 4 User Utility Type 5 User Utility Type 6 User Utility Type User Utility Type 8 User Utility Type 3 User Utility Type 10 User Utility Type 21 Us
212. stance on or after October 4 1984 check this box Date Code Use one of the following codes to indicate when the tenant was converted 1 Before October 1 1981 2 Between October 1 1981 and September 9 1984 3 After October 1 1984 Add a Tenant Note Rate 0 Subsidy fi Section 8 z Base Rent 0 Second Subsidy Continuous 8 7 Contract Rent 0 Housing Assistance E All Members are Eligible z Welfare Rent 0 Income Limit T able to Table Selected Security Deposit 0 Low Income Limit 0 Eaming Dep Handicap Expense 0 VewLowLimt 0 TIP 0 Extremely Low Limit 0 Utility Allowance 0 0 Current Income Level mi Previous Level i Tenant Rent Contract Number J Pre 81 Previous z FmHA Subsidy gt Pets3 Displaced Worksheet E Sec 8 on after 1984 Exception Change Code DateCode Income Code gt Percent emi Elderly Household T Mobility Impaired Hearing Impaired Visually Impaired Minimum Rent Exempt Police or Security Tenant Hint Date Code and Converted These terms are TRACS legalese What the Date Code field boils down to is when did this tenant enter the unit This dates back to the HURRA reforms in the late 1970s and early 1980s For all new tenants the Date Code field should be set to 3 WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 52
213. system Handicapped Accessible If the unit is accessible to handicapped individuals check this box Info Source This drop down selection box enables you to spec ify the source from which your agency gathered the units information The available options are those which are set up on the Information Sources tab of the Setup screen of the WinTen Rent Reasonable ness module Last Updated This is the date on which the unit s record was last updated You cannot edit this field the program fills itin automatically every time you save changes to the record Hint Information Sources For more information on setting up information sources please refer to the WinTen Rent Reasonableness manual WinTen Occupancy and Rent Calculation 10 31 2003 Edition Setup Page 3 29 Amenities Tab The Amenities tab enables you to specify which amenities are present in the selected unit This top area of the tab contains the unit s identifying infor mation which you can only edit on the General tab The main area of the tab contains a set of 28 check boxes Each check box corresponds to a standard or user defined defined on the Amenities tab of the Setup screen of the WinTen Rent Reasonableness module amenity Use the standard WinTen con trols to edit the data on this tab checking the box next to each amenity that is present in the selected unit and to save or cancel your changes Maintain Unassisted Housing Units Carpet LE
214. t is subject to TRACS reporting State Project Form This is only available if the tenant is a State Project tenant lt is the certification form for state man aged housing Summary Application This report is a concise summary of the tenant s housing eligibility data It is drawn from the infor mation entered in the Income Assets Expenses Household and References tabs of the Tenant Detail screen Rent Worksheet This is a rent calculation worksheet based on Form HUD 50058 if the tenant is subject to MTCS report ing If the tenant is subject to TRACS reporting this is the Form HUD 50059 Worksheet If the tenant is an MTCS tenant this report is drawn from the Expected Annual Income Total Tenant Payment TTP and Tenant Rent sections of Form HUD 50058 Totals Screen This report contains the same information as the Totals tab of the Tenant Detail screen I Summary Application Rent Worksheet I Totals Screen Individual Sections Form HUD 9886 Release of Info Agency amp Action Form HUD 8887 Release of Info Household I FSS Credit Worksheet Background atadmission Lease Amendment anl Coscia f bres I Fraud Affidavit I Expected Income Y Declaration of Section 214 Status 8 come Year Bi Tenant Rent I FSS amp WW I Form HUD 52667 _X eres WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 63 Release of Information These two check boxes e
215. t or about to be without housing 3 Standard housing 4 Conventional public housing Displaced This is the reason that the tenant is displaced if applicable The available codes are 1 Government Displacement 2 Natural Disaster 3 Private Action 4 Not Displaced Exception This field is only used for new admissions It re ports any exceptions to low income qualification for this admission The field will usually be marked VL because the tenant s income was very low at admission Income Code This drop down selection box enables you to select the income code that applies to this tenant These codes are used in conjunction with the Request for Funds Report Form HUD 52670 for TRACS projects If this is not a TRACS project leave this field blank Police or Security Tenant If a household member qualifies for special police or security officer privileges under Section 8 regu lations check this box Hint Displaced This field is used to indicate the reason for the tenant s move into a Section 8 unit Government Displacement is a result of government action e g demolition of the tenant s previous unit Natural Disaster is a result of a natural disaster e g flood fire hurricane tornado plague of lo custs comet striking the Earth that destroyed the tenant s previous unit Private Action is a result of non government action that rendered the tenant s previous unit unlivable Not Displaced is used when the tenant
216. tenants who appear on any report by project caseworker and or manage ment code 17 amp LL PROJECTS M Caseworker IY 1 Management code WinTen Occupancy and Rent Calculation 10 31 2003 Edition Reports Page 5 3 Tenant Tab The Tenant tab contains reports that pertain di rectly to the tenants in your Occupancy and Rent Calculation database Available Reports Directory Listing This report shows each tenant s name SSN age phone number unit number and address In es sence this report produces a telephone and ad dress directory for all tenants in the data area You can choose to include only the head of each household or all household members MEL i rm PROJECTS Caseworke ALL Directory Listing C ReExam C Link Entries C Age Head of household only Impairment C Head of household and dependents C Assistance Payment Last Inspection C Community Service C Move In Move Out C Over Under Housed C FSS Wtw Follow ups WinTen Occupancy and Rent Calculation 10 31 2003 Edition Reports Page 5 4 Re Exam The Re Exam Report lists all tenants whose next reexamination dates fall within a specified date range You can sort the tenants on the report chrono logically by re exam date or alphabetically by last name Link Entries Whenever you make a change in the Occupancy and Rent Calculation program that wil
217. ter template to edit For more information on edit ing form letter templates see the Form Letters in WinTen manual Unit Information This command opens the Browse Housing Units sub screen From this sub screen you can review and edit the data for the units in the current data area For more information on this sub screen see the end of this chapter Utility Allowances This command opens the Utility Allowance Setup sub screen or the Multiple Utility Allowances sub screen depending on the setting of the Utility Al lowances set of radio buttons These sub screen enables you to edit the utility allowance tables for the current data area For more information on this sub screen see the end of this chapter FMR Payment Standard Setup This command opens the FMR Payment Standard Setup sub screen This sub screen enables you to edit the FMR Fair Market Rent tables for the cur rent data area For more information on this sub screen see the end of this chapter w Color x E aT Hl Sl Mr NI MI BREE EEE SEES E Hint Color Settings A color setting like any other setting is only applied to the current data area Many agencies use this feature to color code their data areas so users can tell at a glance what data area they re currently using Al Omt EIER WinTen Occupancy and Rent Calculation 10 31 2003 Edition
218. th current tenants and tenants who are no longer in your jurisdiction moved out Add Mave In WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 3 Adding Moving In a Section 8 Tenant If you are working in a Section 8 data area and your default tenant type is set to Section 8 in Setup the Browse Housing Units sub screen shown below opens This sub screen contains a table of every vacant unassisted unit in the Rent Reasonable ness program s database Select a unit from this list or click the Add Unit button to enter the data for a new unit If you select a unit from the list its data will automatically be included on the Add a Tenant sub screen Once you select an existing unit or choose to add a new unit the Add a Tenant sub screen opens Browse Housing Units ANNETTE SWAIN 3550C BLUE RIDGE F 40586 JANNETTE SWAIN 3550C BLUE RIDGE F 99999 L ANNETTE SWAIN 3550F BLUE RIDGE F 40586 L RANDY HOLSCHLA2301 DELTA WAY 40581 L ELIOT WILLIAMS 1682 DOVER DR 40517 1 RANDY HOLSCHLA3861 HERSHEY AVE 40573 L ELIOT WILLIAMS 53IRON RANGE RC 40512 L ELIOT WILLIAMS 2091 JERICHODR 40593 L CHERYL STEWART 218 LANSDROP FOR 40561 L CHERYL STEWART 222 LANSDROP FOR 40561 L CHERYL STEWART 224 LANSDROP FOR 40561 L CHERYL STEWART 226 LANSDROP FOR 40561 L PETERSTEIN 152PHILLIPSCT 8 WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 4 001 Unknown 001 Un
219. the Tenant button or press T The Tenant Search screen opens On the Tenant Search screen click the Locate but ton The Find Household Member wizard opens Find Household Member Wizard Step One Select the tenant database you want to search current or history Click the Start button to proceed to Step Two Step Two Select the data that you want to use to search for the household member name SSN or PIC Alter nate ID Number Click the Next button to proceed to Step Three Step Three Enter the name SSN or AID Number for which you are searching Click the Next button to proceed to Step Four lt Find Household Member Step 1 of 5 amp l Find Household Member Step 2 of 5 Household Database Curent Searchtableon Jis e Enter the search criteria Find Household Member Step 3 of 5 Search for Household Member Household Database Curent Search tableon HouseholdName Enter the Household Name to find Instruction Enter the household member you would like to find WinTen Occupancy and Rent Calculation 10 31 2003 Edition Task Wizards Page 82 Step Four The wizard displays a table of every household member who matches your search target Select the household member whose record you want to review or edit NOTE If the wizard finds only one matching record for your search target it skips Step Four and proceeds
220. three character unique code that identifies this utility company in Rent Reasonable ness databases To edit this field you must use the Change Utility Code button Name This is the name of the utility company Care Of This is the name of the person who is your agency s primary point of contact with the company Street Address This is the company s street address City State Zip This is the company s city state and zip code Change Utility Company Code Utility Company m vo Utility Allowance Setup EFPL OEA FAYETTE COUNTY GAS amp ELECTRIC COOP WinTen Occupancy and Rent Calculation 10 31 2003 Edition Setup Page 3 36 Utilities Provided Sub Tab The Utilities Provided sub tab contains detailed in formation on the utilities provided by a selected util ity company The top portion of the tab contains a table of all utilities that the company provides The bottom portion of the tab contains the utility allow ance table for the currently selected utility When you first enter this sub tab the information displayed is that which applies to the utility com pany that was selected on the General sub tab Change the selected utility company by using the standard Previous and Next buttons Use the stan dard WinTen controls to edit the data on this tab save or cancel your changes and add or delete records Utility Allowance Setup Utility Type Utility Company
221. tility Company drop down selection box is set to a utility company these fields are not editable If it is set to User Defined Amounts it is editable WinTen Occupancy and Rent Calculation 10 31 2003 Edition Setup Page 3 42 Multiple Utility Allowances Sub Screen If you select the Utility Allowances option from the Other Functions menu on the Default Settings tab and the Multiple Utility Allowances radio button is selected the Multiple Utility Allowances sub screen opens This sub screen enables you to configure multiple utility allowance tables This sub screen has two tabs Multi Allow Setup and Multi Allow Amendment It always opens on the Multi Allow Setup tab as shown below Multi Allow Setup Tab This tab enables you to create utility allowances for different units based on such factors as location bedroom size occupancy level and time of year This enables you to change a unit s utility allow ance each month to reflect these factors The left side of this tab contains a table of all of the multi allowance tables you have created The right side of the tab shows the details of the currently selected multi allowance table Use the standard WinTen controls to add delete or edit multi allow ance tables Multiple Utility Allowances Multi Allow Setup Multi Allow Amendment e i mo Multi Allowance Table Code pP Description fipR 1OCCUPANT Allowance Rate January 135 5 Febru
222. tings Signature Lines Project Validation Max Rent Table TRACS Setup Agency FSS wtw Special Funcs UEFI OERGIE p ple Contract Number Project Number Units Subsidy KY514821554 0 1 RECKENRIDGE TOWER Project Name BRECKENRIDGE TOWER Funding Source Section 8 New Construction M Subsidy Type Se Total Units 0 Section 8 Type e HAP Agreement Signed on or after 10 01 1981 ction Project Number Contract Number V HAP Contract Effective on or after 10 01 1981 WinTen Occupancy and Rent Calculation 10 31 2003 Edition Setup Page 3 20 Owner Agent Sub Tab The top area of this sub tab contains a table of all contracts in the database The bottom area contains the detailed information for the owner or agent of the currently selected contract Use the standard WinTen controls to edit the data on this sub tab Default Settings Signature Lines Project Validation Max Rent Table Bit 9 2 8 BRECKENRIDGE TOWER KY514821554 Project Name BRECKENRIDGE TOWER 7 Agent Name TENMAST CITY HOUSING AUTHORITY Payee Name TENMAST CITY HOUSING AUTHORITY EIN Number 61 3999939 Payee Address isajVENTURECT S8 Owner s Name JOSHUA GARRISON LEXINGTON KY 40511 Signed Name JOSHUA V GARRISON Bank ddress iw HIGHST Owner s Title EXECUTIVE DIRECTOR LEXINGTON KY 40507 Phone 859 455 806
223. tion This is the long 60 character description of the selected allowance profile Change Allowance Profile Code Allowance Pile CITY28 06 x cores Utility Allowance Setup Bi 8O0 505 i5 Talon Pet Coss Cav City inside Lexington limits COUNTY County outside Lexington but inside Fayette County in City inside Lexington limits WinTen Occupancy and Rent Calculation 10 31 2003 Edition Setup Page 3 40 Allowance Amounts Sub Tab The Allowance Amounts sub tab contains detailed information on the individual utility allowances of a selected allowance profile The top portion of the tab contains a table of all utilities that can be in the allowance one entry for each utility set up on the Utility Type tab The bottom portion of the tab contains the utility allowance table for the currently selected utility When you first enter this sub tab the information displayed is that which applies to the allowance profile that was selected on the General sub tab Change the selected allowance profile by using the standard Previous and Next buttons Use the standard WinTen controls to edit the data on this tab and save or cancel your changes 2 Allowance 4 S Heating Natural Gas Heating Bottle Gas 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Heating Dil Electric 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Heating Coal Other 0 00 0 00 0 00 0 00 0 00 0 00 0 00
224. to integrate with other pro grams in the WinTen product line This data shar ing allows for more efficient operation as multiple programs can pass data back and forth without the need for operator intervention Occupancy and Rent Calculation integrates with the following other WinTen modules Applicant List The Applicant List program handles the initial data processing for a prospec tive tenant s application for subsidized housing Once that tenant is accepted into a subsidized housing program you can record the tenant s move in in Occupancy and Rent Calculation Occupancy and Rent Calculation draws the tenant s data directly from Applicant List s da tabase Tenant Accounts Receivable Occupancy and Rent Calculation sends appropriate change instructions to the Tenant Accounts Receivable program whenever a change in a public hous ing tenant s data indicates that the tenant s rent should be altered This change does not have to be immediate if you set a future effective date you can prepare for a change that will not take effect until one or more months later Section 8 Tenant and Landlord Occupancy and Rent Calculation sends appropriate change instructions to the Section 8 Tenant and Land lord program whenever a change in a Section 8 tenant s data indicates that the tenant s rent should be altered This change does not have to be immediate if you set a future effective date you can prepare for a change that will not t
225. tom half contains the de tailed information on the currently selected tenant action FSS Transaction List WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 74 FSS Transaction List Data Fields Name This is the name of the tenant to whom the action relates When you are adding or editing an action record this field changes to a drop down selection box that contains the names of all household mem bers Participant s SSN This is the Social Security number of the selected household member The program fills in this field automatically you cannot edit it Initials These are the initials of the agency employee who entered the action record Action Type This drop down selection box enables you to select the type of action that the tenant or agency has per formed This list is composed of the descriptions of the FSS WtW transaction codes that are set up on the FSS WtW tab of the Setup screen Date of Action This is the action s date Follow Up Needed If this action needs follow up attention check this box The program can generate a summary report from the Reports screen on all actions that need follow up attention Description This is a free form data field for entering notes on the action There is no limit to the amount of infor mation you can enter in this field WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 75 Maintain Unassisted
226. ton This button renumbers all members of this house hold Household member numbers are used to track income and assets for the household Change Head of Household Button This button opens the Change Head of Household dialog box Change Head of Household Dialog Box This dialog box enables you to set any household member to be the head of this household Select the household member you want and click OK or click Cancel to cancel the change Generate Form Letter Button This button starts the Generate Form Letter wizard This wizard controls the process of creating a form letter for the selected tenant For detailed instruc tions on how to use this wizard refer to the Form Letters in WinTen manual Household Tab Data Fields First Name This is the household member s first name MI This is the household member s middle initial Last Name This is the household member s last name SSN This is the household member s Social Security number If this household member is the head of the household the program will fill in this field au tomatically NOTE If the household member is an infant who has not yet received a Social Security number enter nine nines 999 99 9999 in this field Change the field to the correct SSN once the child is assigned one Member This is the individual s household member number The program automatically updates this field Relation to Head This is the individual s relationship to the h
227. tw Participant Building If you are working in a data area whose data is sub mitted to PIC the program automatically fills in this field the unique identifier of the building in which the unit is located from the Master Unit database If you are working in a data area whose data is sub mitted to TRACS or MTFS leave this field blank Action B This drop down selection box enables you to specify the secondary action code for the move in or change you are processing This is required for TRACS reporting Signed Date This is the date on which the tenant signed his cur rent housing agreement Head Birthday 02 20 2003 Unit Building kv ss Management Code Non 0000000000 Caseworker Nn ti mg Tenant Type Effective Date 02 20 2003 Trans Code t Newadmisson Action Moven H Action B 0 No Secondary Action Family Requested Accessibility Features Received Accessibility Features Account 8 Phone i m Application Date J Admission Date J Exam Date J Signed Date J Last Insp Dae H Last Passed Insp gh Next Exam Date J Next Exam Time Family Requested Accessibility Features If the household has requested a unit with acces sibility features check this box Received Accessibility Features Use this drop down selection box to specify the extent to which the household has received any requested accessibility features in its un
228. u to specify the employment status of the head of the household Date Employment Began This is the date on which the head of household s current employment if any began Benefits in Current Employment These three check boxes enable you to indicate any benefits the head of household receives from his current employment FSS WtW Contract Information Fie Edit V 3 3 di FSS Wiw Service Table FSS Report Category z Effective Date election Pref No Preference C JTP C JOBS C Other Starting Date PHA Administering Ending Date Head of Household Education Level Extended to FSS Account Monthly Credit FSS Account Balance FSS Account Amount Disbursed V Contract of Participation Completed Reason for Exit y The Family Receives Is the Family Receiving 7 TANF Income Assistance v JOBS Services T7 Medicaid C H LP V General Assistance T7 Eamed Inc Tax Credit v Food Stamps v JTP Services Employment Status z Date Employment Began Benefits in current employment 7 Health V Retirement Account V Other Benefits WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 70 WtW Tab The WtW tab enables you to edit the family s WtW participation data FSS wtW Contract Information WW Report Category Housing Search Help from TANF Agency PHA Issued Vouche 7 7 Other Source Ww program Emoled
229. u to specify the type of agency from which the family members are receiving or have received the speci fied service PHA TANF agency DOL grantee voluntary organization for profit entity nonprofit agency employer or community college FSS wtw Contract Information Wa m 2 3 3 Hint Needs and Needs Met You cannot enter a number in the Needs Met field that is greater than the number in the corresponding Needs field You can t report having met needs that don t exist Number of Members Family Services T abl with Training and sal ad Education Training E GED High School Post Secondary Vocational Job Training Job Search Job Placement Job Retention Transportation Health Services Mentoring Homeownership Counseling Child Care Alcohol Substance Abuse Counseling Individual Development Account IDA Enter the number of family members with Needs with Needs Met Service Provider WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 73 FSS Transaction List Sub Screen The FSS Transaction List sub screen enables you to track specific tenant actions set up on the FSS WtW tab of the Setup screen related to FSS or WtW programs The top half of the sub screen contains a table of all tenant actions entered for this household The bot
230. ubsidized housing program this box is checked You cannot edit this field Move to Another Area Button 4 This button enables you to move the tenant to an other data area When you click this button the Move to Another Area wizard starts See the Task Wizards chapter for details on this wizard which handles the process of transferring the tenant be tween data areas Create Update Link Button The Create Update Link button creates a link re cord This is a temporary record of the changes you have made to the tenant s record it resides in the F58LINK database This database enables the Section 8 Tenant and Landlord and Tenant Ac counts Receivable programs to maintain accurate records changing their own databases as the effective dates of rent changes arrive For more information on the F58LINK database and its func tions see the Link eTrans Records chapter of this manual WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 61 Edit Tenant SSN Button The Edit Tenant SSN button enables you to edit the tenant s Social Security number Caution Be very careful when using this function Changing a tenant s Social Security number should only be performed when a record correction is needed Unit Information Button If the tenant is a Section 8 tenant this button opens the Maintain Unassisted Housing Units sub screen described later in this chapter which enables you to edit the detai
231. uent contact regarding tenants You can insert these records into tenant records on the Tenant Details screen when recording tenant income as sets or expenses The left side of the tab contains a table of all agen cy records in Occupancy and Rent Calculation s database The right side shows the information for the currently selected agency You can add edit or delete agency records with the standard WinTen controls gt 0 gt ABC WELDING EDGAR MEEKS SALVAGE INC Agency Name ABC WELDING FIRST CHEMICAL BANK Care Of FIRST CITY BANK OF VERSAILLES Addes S08PIPELINEDR FRANKLIN PHARMACY Op EXNGTON 777700004 GATEWAY COMPUTERS 3 LVN FEDERAL CREDIT UNION Hm a MANPOWER INC Zip 40563 NATIONAL CITY BANK Phone 859 554 3334 OFFICE DEPOT zl The Agency T able allows you to maintain contact information about agencies outside of your Housing Authority These agencies can be used as sources of income assets and expenses on the Tenant Details Screen WinTen Occupancy and Rent Calculation 10 31 2003 Edition Setup Page 3 14 Agency Tab Data Fields Agency Name This is the name of the business or agency as it should appear on official correspondence Care Of This is the name of your primary contact within the agency If you have no specific contact leave this field blank Address This is the street or P O box portion of the agency s mailing
232. upancy and Rent Calculation 10 31 2003 Edition Link eTrans Records Page 6 7 Links Data Fields SSN This is the Social Security number of the tenant whose records the link affects Name This is the name of the tenant whose records the link affects Trans Code This is the transaction type if a TRACS submis sion or transaction code if an MTCS submission of the record Effective Date This is the effective date of the change contained in the link record TTP This is the amount that the tenants Total Tenant Payment will be once the link takes effect Tenant Rent This is the amount that the tenant s rent will be once the link takes effect Links eTrans Record Selection Screen eTrans Records Links Search For gt 648 64 1354 DYSON HUNTER Review Record Recalc Dates 2 2 03 01 2001 75 00 0 00 WinTen Occupancy and Rent Calculation 10 31 2003 Edition Link eTrans Records Page 6 8 Links Dialog Box When you click the Review Record button the Links dialog box opens This dialog box displays detailed information on a selected link record You can print this record by clicking the Print button You can also scroll forward and back through the table of link records with the Next Record and Pre vious Record buttons File Edit Tools gt gt SSH Tenant Mame Unit Number Account Number Who Created Link Date Link Created Transaction Type b48 B4 1 354 Effectiv
233. was previously living in the same unit without rent assistance and then entered Section 8 while remaining in that unit WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 47 Section 221d BMIR Tenant Data Fields If the tenant is Type B Section 221d BMIR the following data fields are available on the Rent Cal culation sub tab rr a Tenant Market Rent Percent FMR 0 Subsidy fi Section 8 z Base Rent Second Subsidy Continuous S8 Contract Rent Housing Assistance E All Members are Eligible Welfare Rent Income Limit T able iNo Table Selected Security Deposit Low Income Earning Dep Handicap Expense Very Low Limit 0 TTP Extremely Low Limit 0 Utility Allowance Current Income Level 4 Previous Level Tenant Hert Elderly Household 7 n i Minimum Rent Exempt Contract Number Pre 81 Previous z Police or Security Tenant FmHA Subsid 7 58 Displaced 7 Worksheet a Sec 8on after 1984 Exception xz Change Code DateCode Income Code z Base Rent This is the tenant s base rent Contract Rent This is the monthly contract rent as established by the unit s owner Mobility Impaired If a household member is mobility impaired check this box Hearing Impaired If a household member is hearing impaired check this box Visually Impaired If a household member is visually impai
234. wn in Step Three is correct click the Finish button to complete the voucher creation process If you click the Finish button the Voucher Review Screen opens on the new voucher s record Add TRACS Voucher Step 1 of 3 Select Contract Project Contract Project EN seis teal Voucher Date rio 72001 E Add TRACS Voucher Step 2 of 3 Select Whether to Collect Voucher Contract Project BLUEGRASS TOWER Voucher Date rum 2000 Add TRACS Voucher Step 3 of 3 Confirm Add Voucher Contract Project pLuEGRAss TOWER Voucher Date f 1 01 2001 Collect from eTrans Detail Confirm the above values and click Finish to complete the task WinTen Occupancy and Rent Calculation 10 31 2003 Edition Process TRACS Vouchers Page 10 4 Voucher Review SCREEN The Voucher Review screen contains the com plete data for one selected voucher It has two tabs Voucher Summary and Voucher Detail The Voucher Review screen always opens on the Voucher Summary tab as shown below Voucher Summary Tab The Voucher Summary tab contains the identifying and processing information for the selected vouch er It has two sub tabs Requested Information and Owner Agent Information The Voucher Summary tab always opens on the Requested Information sub tab as shown below Voucher Review Bit BO S0V4F 8 Project Name BLUEGRASS TOWER Project based exceptions in use g Nu
235. x Expense Owner SSN This is the Social Security number of the expense owner The program automatically displays this field you cannot edit it Verified This is the date on which your agency verified the expense information Description This is a brief description of the expense Expense Type This drop down selection box enables you to indi cate the general type of the expense Expense Period This drop down selection box enables you to in dicate whether the expense is weekly monthly or annual Cost per Period This is the expense s per period cost Annual Cost This is the expense s annual cost The program calculates this based on the expense period and cost per period that you have set you cannot edit this field Payee This is the individual or agency that receives pay ment for this expense Care Of This is the name of the contact person for ques tions or verification regarding the expense Address City St Zip These four fields are the payee s address Phone This is the payee s phone number WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 95 References Tab The References tab enables you to create and maintain a list of financial and personal references for each tenant household The bottom portion of the tab contains a table of every reference in this tenant s household The top portion of the tab shows the detailed information on the currently selected ref
236. y fi Section 8 Second Subsidy Continuous 58 Contract Rent Housing Assistance E All Members are Eligible gt Welfare Rent Income Limit T able iNo Table Selected Security Deposit Low Income Limit 0 Earning Dep Handicap Expense Very Low Limit 0 TTP Minimum Rent Exempt Extremely Low Limit 0 Utility Allowance Repayment Agreement Current Income Level E Previous Level E Tenant Flent p Monthly Repayment 0 Special Program 0 DOES NOT PARTICIPATE Structure Type Homeownership Payment oo s crum Statics o gd Maintenance Allowance az Repair Replace Allowance 0v Co op Condo Assessment 0 Debt for Improvements v Elderly Household 7 Portable Single Family Detachec Y ear Built 1750 IGR f sRO Mod Rehab ProjeckBased Payment Standard Code Use this drop down selection box to specify the tenants payment standard code Payment Standard This is the tenant s payment standard Contract Rent This is the monthly contract rent as established by the unit s owner Portable If the tenant is a portability move in from another housing authority and your agency is currently bill ing that housing authority check this box If the tenant is a portability move in but your agency has absorbed the lease do not check this box Repayment Agreement Check this box if a retroactive rent repayment agreement is set up for this tenant WinTen Occupancy and Rent Calculation
237. you to select the tenant s program type Project This drop down selection box enables you to select the tenant s project number Bedrooms This drop down selection box enables you to spec ify the tenant s unit size Effective Date This is the effective date of the change or move in you are performing Add a Tenant SSN First MI Last Name Head Birthday 02720 2003 Unit Building Entrance Account Street 3861 HERSHEY AVE Phone t Jis 4 City State Zip LEXINGTON KY 0573 fin Management Code None z Caseworker None Tenant T we P Public Housing z Effective Date 02720 2003 g Application Date a Project af z Trans Code fi New Admission z Admission Date g Bedrooms 3 J Action 1 Move In Exam Date a Last Insp Datel g Last Passed Insp Site Code go Family Requested Accessibility Features E FSS Participant Received Accessibility Features Next Exam Time T Wiw Participant H Tenant Detail Rent Calculation WinTen Occupancy and Rent Calculation 10 31 2003 Edition Tenant Actions Page 4 7 Trans Code This is the trans action code for PIC or TRACS reporting that best describes the change or move in you are performing Action This is the action code that best describes the change or move in you are performing Application Date This is the date on which the tenant applied to your agency for subsidized housing Ad

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