Completing Section 8 Move Outs (EOP)

Completing a move out (EOP) for a Section 8 tenant involves 4 main steps where you work with 2 wizards:

Mark tenant for deletion in Section 8 T & L program.

Access Occupancy and Rent Calculation (ORC) program.

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

Finalize EOP certification: Finalize Certification Wizard.

Access S8 T & L

From the Main Menu screen, click TENANTS. The Browse Tenants screen appears with all active 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 Maintain Tenants screen appears the Tenant Data tab selected.

Mark Tenant for Deletion at End of Month

Click

on the toolbar and click YES through the confirmation message. The Tenant Data tab becomes available for editing.

Specify the termination date (this is the date the rent and lease ends) and enter any optional comments. Click

to save your changes. (You can click

on the toolbar to unmark the tenant for deletion.)

Note: After initialization, the tenant displays on the Tenants Marked for Deletion Report. The tenant will also change from a current to a history tenant in Section 8 T & L at that time.

Access ORC

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

Select Tenant to Work With

Search for and select the tenant you previously marked for deletion and click

. The Tenant Detail screen appears.

Create End Of Participation Certification

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.

10.

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

11.

Specify the effective date (this is the termination date you specified in Section 8 T & L and is the date the rent and lease ends) and click START.

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

12.

Review and confirm that the displayed dates are correct and click NEXT.

13.

Check the checkboxes of any documents you wish to print and click NEXT.

Review and Finish

14.

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

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

15.

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

Note: 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.

16.

Process and complete all the necessary certification steps.

Finalize EOP Certification

17.

Click

to finalize the certification. 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.

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.

20.

Click NEXT to continue to step 4 of the wizard.

Review and Finish

21.

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.

22.

Click FINISH to finalize the certification and return to the Certifications tab on the Tenant Detail screen. The status of the certification is now “Completed.” You have successfully completed a Section 8 move out (EOP)!

Note: After completing the move out and the eTrans record has been submitted to and accepted by PIC, remember to delete the tenant to History in the ORC program!