Processing Public Housing Move Outs (EOP)

To process a move out in WinTen², you must work in the Occupancy and Rent Calculation (ORC) and Tenant Accounts Receivables (TAR) programs. In ORC, you complete the certification process which creates the eTrans record for PIC, terminate the tenant’s lease, and stop the rent charge in TAR. In TAR, you add a tenant’s move out charges and either refund the security deposit, or apply the security deposit to any charges.

Processing a move out (EOP) for a public housing tenant involves 3 main steps and 2 optional steps where you work with 4 wizards:

Access ORC.

Create an end of participation (transaction type 6) certification: Begin Certification Wizard.

Finalize the EOP certification: Finalize Certification Wizard.

Access TAR.

Verify EOP information in Tenant Accounts Receivable program (TAR).

Optional step: Transfer security deposit balance to remaining charges: Create Account Transfer Wizard.

Optional step: Refund security deposit: Request Refund Wizard.

Note: You will need to enter and bill the move out meter reading BEFORE moving out a PH tenant (while the tenant’s lease is still active). If you do not do this, you will have to manually attach the charge to the tenant record in TAR.

Access ORC

From the Main Menu screen, click TENANT. The Browse Tenants screen appears with all current tenants displayed in a table.

Search For and Select Tenant

Select how you would like to order the tenant table from the ordered by drop-down list.

Type your search criteria into the search for field and click GO. The table will sort accordingly.

Highlight the tenant you want to work with and click

on the toolbar. The Tenant Detail screen appears with the Main tab selected.

Before you can create an EOP certification, the tenant cannot have an “In Process” status, and a lease must exist for them in TAR. Look for the following status prompts on the Main tab before proceeding:

Create EOP Certification

Future certifications prevent the termination of the tenant’s lease in TAR after a move out is finalized, so any completed, future certifications must be deleted before proceeding.

Note: If the tenant has an existing, "Completed" certification with an effective date that is the same or later than the effective date of the certification you want to create, select the certification and click on the toolbar to re-open it. The certification is now “In Process” and able to be deleted. Click on the toolbar to delete the certification you just re-opened.

Select the Certifications tab and click

on the toolbar. The Begin Certification Wizard is initiated.

Note: You can also add certifications by clicking CERTIFICATION on the Main Menu screen. The Browse Certifications screen appears with all your agency’s "In Process" certifications displayed in a table. Click on the toolbar, select to add an Existing Tenant Single Certification, select the tenant for whom you are creating a certification, and then enter the certification information in the Begin Certification Wizard.

Select transaction type “6 - End of Participation” from the drop-down list.

Specify the effective date of the move out (this is the date the rent and lease ends) and click START to continue to step 2 of the wizard.

Caution! The effective date will always need changed from the default date provided by the system.

Review and confirm that the displayed unit information is correct and click NEXT to continue to step 3.

Note: If the unit is incorrect, click to browse for the correct unit on the Browse Unit Information screen. After searching for the unit, highlight it in the table and click to return to the wizard.

10.

Review and confirm that the displayed dates are correct. The notification of vacancy date and vacancy date fields should be the actual date the tenant moves out of the unit. Click NEXT to step 4.

11.

Edit rent, deposit, and utility allowance amounts, if necessary, and click NEXT to access step 5 of the wizard.

12.

Select the certification documents you want to print after finishing the wizard and click NEXT.

Review and Finish

13.

Review and confirm the new certification’s details. You may also enter an optional note on the certification in the space provided.

To edit details, use BACK and NEXT to access the information on the different steps of the wizard.

14.

Click FINISH to create the certification and return to the Certifications tab on the Tenant Detail screen. The EOP has been created and now has a status of “In Process.”

Complete Certification Steps (if necessary)

After adding the EOP, the Certifications tab lists the necessary steps needed to complete the process. Based on the policies of your agency, you will need to complete all steps before completing the certification. Processing certification steps is very important for auditing purposes.

15.

Process and complete all the necessary certification steps.

Access Finalize Certification Wizard

16.

Highlight the EOP certification you just created and click

on the toolbar. A message will appear stating if errors were found in the eTrans record. If any errors are found, they will display on the eTrans tab and you can review and correct, as necessary. If no errors are found, the Finalize Certification Wizard is initiated.

Confirm and Print

17.

Select the keys in date (date the keys were received from tenant) and the appropriate termination reason (this field offers your agency-defined list of termination reasons, which you maintain in the Setup area of the Tenant Accounts Receivable program).

Note: The selected date and reason updates and displays on the tenant's record in TAR.

18.

Review and confirm the certification information/status and click START to continue to step 2 of the wizard.

19.

Select the certification documents you want to print after finishing the wizard and click NEXT to access step 3.

Create eTrans Record?

20.

Specify the eTrans submission date if you want to automatically create an eTrans record. If you do not want to create an eTrans record at this time, uncheck the checkbox.

21.

Click NEXT to continue to step 4 of the wizard.

Review and Finish

22.

Review and confirm the certification’s details. You may also enter an optional reason(s) for the certification in the space provided.

To edit details, use BACK and NEXT to access the information on the different steps of the wizard.

23.

Click FINISH to finalize the certification and return to the Certifications tab on the Tenant Detail screen.

If you chose to create an eTrans upon finalization of the certification, you will be returned to the Tenant Detail screen with the eTrans tab selected. Here, you must verify the submission date of the eTrans record and then click OK. The eTrans record is immediately checked for errors and any errors will display on the screen.

The status of the certification is now “Completed” and the Main tab now displays a status of the lease termination date (for example: ).

Note: This process vacates the unit so that another person can move into that unit. It also automatically stops rent charges for the moved out tenant in TAR.

Caution! This process DOES NOT refund the security deposit and you can still add work order charges/miscellaneous charges to the tenant/customer record in TAR, if necessary, before refunding that security deposit money.

Hint: It is recommended that you delete the moved out tenant to history AFTER the eTrans record has been submitted to, and accepted by, PIC. Moving a tenant to history in ORC does NOT affect the tenant’s information in TAR.

Verify EOP Information in Tenant Accounts Receivables (TAR)

24.

Access TAR and click TENANTS to open the Browse Tenant Leases screen.

25.

Verify that the tenant displays as a “history lease” on the browse screen.

Or, if the tenant still is a “current lease” based on today's date, double-click the tenant and verify that the lease end date and move-out date display on the Tenant Information tab of the Tenant Management screen.

26.

Select the Recurring Transactions tab and verify that the recurring charges, such as rent, have the correct end month/year. (Use

on the toolbar to either add charges or credit memos.)

Note: If there are any manually-added recurring transactions, (such as a cable charge, lawn fee, etc.) make sure to delete them by highlighting them in the table and clicking .

27.

Select the Account Summary/Account Details tab and verify that the tenant’s account balances are correct.

Transfer Security Deposit Balance to Remaining Charges (if necessary)

28.

Click

on the toolbar and select “Account Transfer” from the menu that appears. The Create Account Transfer Wizard is initiated.

29.

Select the security deposit account in the transfer from drop-drop list and verify that the amount to transfer is correct.

30.

Select the account associated with the remaining charges (tenant accounts receivable account) from the transfer to drop-down list and click START to continue.

31.

Review the transfer account details and click NEXT.

32.

Confirm the transfer information you have set up and click FINISH to complete the transfer. The Account Summary/Details tab displays again.

Refund Security Deposit (if necessary)

33.

Select the security deposit account, click

, and select “Refund Request.” The Request Refund Wizard is initiated.

34.

Enter a description for the refund, the date of the refund, and the refund amount and click START and then FINISH to save and create the refund. You have successfully processed a PH move out!