Processing Section 8 Unit Transfers

To transfer a Section 8 tenant to another unit, you must work in the Occupancy and Rent Calculation (ORC) and Section 8 Tenant and Landlord (S8 T & L) programs. This process involves 4 main steps and 1 optional step:

ü Re-open and delete current/future certification.
ü Create transfer certification: Begin Certification Wizard.
ü Finalize the certification: Finalize Certification Wizard.
ü Access S8 T & L.
ü Optional step: Apply ORC changes manually.

Access ORC

1. 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

2. Select how you want to order the tenant table from the ordered by drop-down list, enter the search criteria in the search for field and click GO. The first tenant to match the criteria will be highlighted in the table.
3. Click on the toolbar. The Main tab of the Tenant Detail screen opens.

Create Transfer 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.

4. Select the Certifications tab and click . 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.

5. If the transfer certification only involves a change of address, select “7 - Other Change of Unit” as the transaction type. If the transfer certification involves a change in household configuration, select “2 - Annual Recertification,” or “3 - Interim Redetermination.”

Caution! A “7” trans code will only update a unit address in PIC! If there are other changes with the transfer certification, such as a change in household configuration, you must mark the certification as an annual or interim (trans code 2 or 3), in order to successfully send those changes to PIC.

6. Specify the effective date (this is when rent begins for new unit/the tenant turns in the keys for old unit/lease begins for new unit), and make sure the new to unit checkbox is checked.

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

7. Click START to continue to the second step of the wizard.

Search for and Select New Unit and Landlord

8. By default, the tenant’s previous unit and landlord information displays. To browse for the new unit, click . The Browse Housing Units screen appears with all unassisted units displayed in a table.
9. Select how you would like to order the unit table from the ordered by drop-down list.
10. Type your search criteria into the search for field and click GO. The unit table will sort accordingly. (For example, if you select to order by street name and search for “AL,” the table sorts with the first street name with “AL” in its name highlighted.)
11. Highlight the unit into which the tenant will be transferring and click .
12. Click YES through the confirmation message and click YES if you would like to update the tenant’s mailing address with the address of the new unit.
13. If necessary, click next to the unit’s landlord field. The Select a Landlord screen opens with all active landlords displayed.
14. Select how you would like to order/search the landlord table, by selecting either the last name or landlord ID radio button at the top right-hand side of the screen.
15. Type your search criteria into the search for field and click GO. The landlord table will sort accordingly.
16. Highlight the landlord and click .
17. Click NEXT to continue.

Enter Certification Info

18. Enter all necessary dates into the available date fields (the next reexamination date should be one year from the effective date) and click NEXT.
19. Check the checkboxes of the documents you wish to print and click NEXT.
20. Review the transfer information you have set up, enter any additional tracking notes, and click FINISH to confirm the tenant’s transfer to the other unit. The Certifications tab appears again with the certification information (with a status of “in process”) displayed.

Finalize Certification

21. Select the certification you just completed and click on the toolbar 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.
22. Review and confirm the certification information/status and click START to continue to step 2 of the wizard.
23. Select the certification documents, if any, you want to print after finishing the wizard and click NEXT to access step 3.
24. Click NEXT to continue to step 4 of the wizard.
25. Review and confirm the certification’s details. You may also enter an optional reason(s) for the certification in the space provided.
26. 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.”

Access S8 T & L

27. From the Main Menu screen of the S8 T & L program, click TENANTS. The Browse Tenants screen appears with all active tenants displayed in a table.

Search For and Select Tenant

28. Select how you want to order the tenant table from the ordered by drop-down list, enter the search criteria in the search for field and click GO. The first tenant to match the criteria will be highlighted in the table.
29. Click on the toolbar. The Tenant Information tab of the Tenant Management screen opens.

Manually Apply ORC Changes (if necessary)

If you have the Auto Apply ORC Changes policy in ORC set to “True,” the ORC changes you just made will automatically update in S8 T & L. You will not need to do anything else. If the policy is set to “False,” you must manually apply the ORC changes you just made in the S8 T & L program.

Note: ORC policies can be found in the Setup area of the program: Main Menu screen > Setup > Setup screen > Default Settings tab > Tools icon drop-down list > Maintain Policies.

30. Select the ORC Changes tab, click , and select “Apply ORC Tenant Changes.” For certifications with a current or past effective date, the changes will update immediately. You have successfully completed a Section 8 unit transfer!

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