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1. View All Order by Voucher Number Search For Go Voucher Number Project Number taf Bedrooms Voucher Status 240 Kv 24500001 3 Leased V250 KY245v00001 3 Leased 260 KY245v00001 2 Searching v270 KY245V00001 2 Leased KY245V00001 2 Leased 290 KY245v00001 1 Leased KY245v00002 3 Issued 300 KY245v00001 2 Leased V310 KY245v00001 2 Searching V320 KY245v00001 3 Leased V33 KY245v00001 4 ssued V340 KY245v00001 4 Leased V341 KY245v00001 2 Leased V342 KY245v00001 3 Leased KY245v 00105 1 Open V400 KY245v 00001 2 Issued KY245PU11 2 Open KY245v00001 2 Open Voucher Number Name MFORDSTEWART Project Number e SSN Bedrooms 3 Voucher Issue Date Voucher Expiration Date Voucher Details Voucher Actions Maintain Vouchers Screen Other Functions Hold Vouchers This command opens the Maintain Held Vouchers screen which enables you to place one or more open vouchers on a temporary hold or to return them to the pool of open vouchers Retire Vouchers This command opens the Maintain Retired Vouch ers screen which enables you to place one or more open vouchers on a permanent hold or to return them to the pool of open vouchers Maintain Voucher Tables Screen Data Fields Voucher Number This is the voucher s unique identifying number within your agency Project Number This drop down selection box enables you to s
2. oe 20 Check History TaD fis 9 20 038 0 200 000 Porable TaD ai G ara a a aia de a a i ag Receivable ad we Eo EO Maintain Assisted Housing Units Screen General Amenities TaD wane ane ee ed ee ee A Utilities a View Inspections Screen 9 Process Checks Check Processing Wizard Voiding Checks ReportS 2x20 0 5 ICI ORI E Reports Screen Tenants 70 Landlords Tab Management Tab Portability Tab Initialization Tab Maintain Unit Information Browse Housing Units Screen Maintain Housing Unit Screen General Tab Amenities Tab Utilities Maintain Unit Notes Screen Maintain Vouchers Maintain Vouchers Screen Maintain Held Vouchers Screen Maintain Retired Vouchers Screen Initialization Section 8 Monthly Initialization Wizard INTRODUCTION The WinTen Section 8 Tenant and Landlord pro gram is designed for use on computers runnin
3. Click the Apply to All Companies button to the right of these fields to apply your choice to all utility companies WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Setup Page 3 18 Ledger Posting Setup Screen The Ledger Posting Setup screen opens when you File Help click the GL Projects button on the Section 8 Setup screen It enables you to set the account numbers ELI that the program uses to post various Section 8 Maincin hock related transactions to the Section 8 journal which 9 uico Maintain Utility Company GL Projects Maintain GL Projects will in turn post to General Ledger EL ON This screen maintains a separate set of account numbers for each project The top of the screen Merknrorntun contains a list of all projects that are set up on the screen The bottom of the screen contains the ac count numbers for the currently selected project Use the standard WinTen controls to edit the data on this screen add or delete project records and save or cancel your changes PE Maintain File Edit View Help E 0 _________ 7 mmm DGI 1 I 17 BBE LpGanssanesn HLID Project 000 Bank amp ccount FNE Checking aJ Landlord HAP Account Tenant URF Account Vaid Checks Written in Prior Years Account nansono m Landlord Portable Voucher Payments Account on
4. Exit Making Your Job Easier WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Reports Page 7 1 REPORTS SCREEN The Reports screen is divided into five tabs Ten ants Landlords Management Portability and Initialization Each tab contains printing and for matting options for one type of report The Reports screen always opens on the Tenants tab as shown below 5 Section 8 Reports 5 Tenants Landlords Management Portability Initialization Tenant Listing Reporting Perio Tenant Listing Curent Month C Tenant Admission Date Listing C Historical D ERI Istorical Data Mant i C Tenants with Expiring Contracts Say elected Landlar C Tenants Searching for a Unit All Landlords C Tenant Rent Listing E CERE a C Voucher Listing Selected Proiec C Tenant Count Report All Projects Hard to House Tenant Listing Selecled Proiect elected Projec C Hard to House Fees Earned Selected Bedroom C URP Payment Schedule Number of Bedrooms rm C URP Checks on Hold SUNT C URP Check Adjustments Group By No Grouping Sot Order Last Name F55 Tenant Listing E Oni ummary Orly Complete Tenant Totals Report C Tenant Monthly Activity Report WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Reports Page 7 2 Producing a Report To produce a report select its radio button Set all of the formatting options for the report then
5. Enter Adjustment Amount Bank Account BANK ONE Receipt for this Adjustment 395124 Check Date 03 03 2005 Repayment Amount Expense Account Instructions Enter the Adjustment amount backup withholding and Debit account and press the Next button to continue Back T justm LastStep Bank Account BANK ONE Check t for this Adjustsment 395124 Check Date 03 03 2005 Adjustment Amount 634 Backup Withholding Taxes Expense Account 100 4190 08 000 SUNDRY EXPENSE Instructions Confirm the above values and click Finish to complete the task Back Step 2 Enter Adjustment Amount Step 2 allows you to enter the adjustment amount and select the expense account Enter the data then press PageDown or click the Next button Step 2 Data Fields Repayment Amount This is the total amount of the adjustment Expense Account This drop down selection box enables you to spec ify the General Ledger account against which this adjustment should be debited Step 3 Confirmation Step 3 allows you to confirm all of the information before you finish adding a 1099 adjustment The fields on this step are not editable If anything is incorrect press PageUp or click the Back button to go to the previous step s and cor rect it If everything is correct press PageDown or click the Finish button to finish adding the manual check WinTen Section 8
6. may choose to print checks for a certain group if you like This will correspond to the WHEN PAY field on the Tenant Screen Select All to print all When to Pay All v 5 Review Hold Codes 2 2 gt SEARCH TENANT last name Landlord s Name HAP Amt Hold Tenant Hold Reason 7452 ame n PLANTATION PROPERTIES LONG JASMINE K H Next Exam Date Missed Hold Code Description Next Exam Date Missed Step 4 Select Items to Pay Click the Next button The Select When to Pay dia log box opens You can choose to print checks for all tenants or only for tenants in a specific payment group Pay ment groups are user defined and based on values you have entered for individual tenants in the When to Pay field This field appears on the Payment Info tab of the Maintain Tenants screen See Payment Info Tab in the Maintain Tenants chapter of this manual Select a payment group or select All to print all groups Then click the OK button to close the dia log and proceed to Step 5 Step 5 Review Tenants on Hold Click the Next button The Review Hold Codes screen opens This screen displays checks that will not be printed because they are on hold Two Hold Code fields for Tenant URP and Landlord HAP checks appear on the Payment Info tab of the Maintain Tenants screen See Payment Info Tab in the Maintain Tenants chapter of this manual If you have entered an for Hol
7. 5 Void Checks Wizard Step 2 of 3 Verify Void Data Bank Name Checking From 0000005834 To 0000005835 es Yes 0000005835 09 21 2004 PLANTATION PROPERTIES 9200 00 Select the List of checks to void and press the Next button to continue Back Next Mark All Lnmark All Void Checks Wizard The Void Checks wizard walks you through three steps to void checks To start the wizard select the check you want to void or the first check in the series of checks you want to void Then click the Void Printed Checks icon on the View Printed Checks screen Step 1 Enter Check Range Step 1 contains two editable fields From and To Enter the numbers of the first and last checks in the range you want to void Enter the same number for both if you are voiding only one check Click the Start button to go to Step 2 Step 2 Verify Void Data otep 2 contains a table of the checks you identified on Step 1 The table s leftmost column is labeled Void and contains values of Yes and No All checks with a Yes in this column will be voided To simultaneously mark all checks as Yes click the Mark All button To simultaneously mark checks as No click the Unmark All button To change a single check from Yes to No or vice versa double click the check in the table Click the Next button to go to Step 3 WinTen Section 8 Tenant and Landlord 3
8. Eo 245v D 0007 2 Searching v320 Eo 249v DDp Leased EN 249v 00001 4 Issued Jv340 Eo 245 VD 0001 4 Leased Jv341 Eo 249v DDp 2 Leased Jv342 E 249v 3 Leased 45 5 Open 400 E 249v DDpm 2 Issued v5 Ev 248PU11 2 Open Eo 245 D 0001 2 gt 06 0 view Al Order by Voucher Number Search Far Go eyed 00001 Voucher Number Mano Mame ALFORD STEWART Project Number v 551 482085028 0 Bedrooms Voucher Issue Date Voucher Expiration Date NEN Voucher Details Youcher Actions The top portion of the Maintain Vouchers screen contains a table of every voucher that is currently in the program The bottom portion changes de pending on which of the two sub tabs is selected If the Voucher Details sub tab is selected the bot tom portion of the screen contains the selected voucher s unique information WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Vouchers Page 9 2 If the Voucher Actions sub tab is selected the bot Hint What are voucher actions good for tom portion of the screen contains a second table which lists all changes in status that the selected voucher has undergone At present the Voucher Actions sub tab is for informational purposes only In the future we plan to add functions that use this data to help you determine your Section 8 budget utilization information old s o
9. HTH Race Multi Racial Family Members 3 HTH Ethnicity Hispanic Next Insp Date 11 29 2005 ousing Choice Ych Y Status C Collected Elder v Next Insp Time ommen Termination Date ommen Hint 1 0 Portable If you indicate that the tenant is an incoming portable the Portable tab becomes available on this screen you indicate that the tenant is an outgoing portable the Outgoing Portable Transfer dialog box see below opens when you save the tenant s record Enter the date of the transfer and click OK The program changes the tenant s record in Occupancy and Rent Calculation to have a transaction code of 5 Portability Move Out changes the effective date of the transaction to the move out date you entered and creates an eTrans record Outgoing Portable Transfer OUTGOING PORTABLE TRANSFER Date transfer will accur City State Zip This is the tenants city state and zip code You cannot edit this field the program draws this infor mation from the Rent Reasonableness program County This is the county in which the tenant lives You cannot edit this field the program draws this infor mation from the Rent Reasonableness program Phone This is the tenants phone number Management Code This drop down selection box enables you to select the management code if applicable for this ten ant Caseworker This drop down selection box enables you t
10. Maintain Landlords cese hmm e Browse Landlords Screen 2 d wand che So Eno o wok dw angele CERE E c Ed RR ean Maintain Landlords Screen 0 000 a s Landlord Data Tab 0 0 eu Maintain Landlord Notes Screen Owner 1099 TaD uisa 000 8 Rd Td Monthly Payment 6D sesasi tue dr 29 347 0 29d ur eR eae eae ee quara Re does euseduiesdt Add Manual Checks eres Add 1099 US teh uri ea ran d gh tcs Weed i d e I RSS c a Void Landlord CHECKS Ged RR QE OR ERR wh C d Check Adjustments 4 0 een c E pre Roe em acf EORR Maintain Tenants mk hh e Browse Tenants Screen ces Maintain Tenants Screen uud so bog ae e CT T o we we ae Tenant Data Tab Maintain Tenant Notes Screen Rent Calc laD 1 2 2 0 04 0 a ee hd hee ee bee ere ORG Changes TaD ae Payment IMO TAD C Poo Dale Tab 2424
11. Payment Info FSS Data Portable Receivable Check History HSN Hrer Effective Date Who Created Date of Change Amount URP Amount 111012004 2 MDL EE 147 E 01 01 2005 12 28 2004 SSN 797 293 7492 Tenant Name YVETTE BRONTE Effective Date 4 Y TTP Who Created Change MoL Utility Allowance Date of Change 1 17 2004 HAP Amount 147 Property ID 30 URP Amount Transaction Code Annual Reexamination dd d Hint Why apply a future change immediately This function is most often used when you have a change that needs to take effect in the middle of a month For ex ample if a tenant transfers on the 15th of a month and you need to be able to pay his landlord use the Apply ORC Ten ant Changes command to immediately record the changes to the record so he ll be listed as one of his landlord s ten ants when it s time to process HAP checks The ORC Changes tab lists the future change re cords that exist in the ORC Changes database for the currently selected tenant The top half of the tab is a table of all future change records The bottom half contains the detailed information for the cur rently selected future change You cannot edit the data on this tab To change or undo a future change record you must use the Occupancy and Rent Cal culation program ORC Changes Tab Other Functions Apply ORC Tenant Changes Use this command to apply the currently selected future change immediate
12. Tenant Data Tab Data Fields Tenant Information SSN This is the tenant s Social Security number Searching for a Unit If the tenant is searching for a unit attempting to transfer between units in your agency s jurisdic tion this box is checked Use the Searching for a Unit icon to change this indicator First Name Last Name These fields are the tenants first and last name Care Of This is the individual to whose attention correspon dence to this tenant should be sent Street This is the tenant s street address You cannot edit this field the program draws this information from the Rent Reasonableness program WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Tenants Page 5 7 File Edit Tools Tenant Name BRONTE YVETTE B SSN 7397 29 7492 Tenant Data Rent Calc ORC Changes Payment Info FSS Data Portable Receivable Check History 0 SIO RAM SIXGSH First Last Name BRONTE Care Of f Phone PS Street 1506 BONNIE BELL LN A4 Ciy State Zip GRAMBLING La 71268 00000077 County LINCOLN PARISH Management Code None m Voucher 8 241 Caseworker None E Admission Date 077 26 2004 Searching for a Unit i Landlord VIRGINIA CITY HOUSING AUTHORIT Landlord ID 78 97937974 Portable Voucher Size v of Beds Dependents 1 1 0 Portable Incoming
13. Voucher This is the household s current voucher number Receivable Status Previous Balance This is the previous month s ending balance owed to your agency by the initiating agency Current Charges This is the amount of current charges owed to your agency by the initiating agency Month to Date Payments This is the total of all payments made to your agency by the initiating agency during the current month Balance Due This is the balance that the initiating agency owes you agency You cannot edit this field the program calculates it automatically WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Tenants Page 5 25 Receivable Tab The Receivable tab contains data on payments that the tenant owes your agency for damages unpaid rent vacancy or other charges This tab is only available if Section 8 Tenant and Landlord is set up to process receivables on the Default Direc tory Settings sub tab of the Default Settings tab of Hint What happens to this tab during initialization the Setup screen up During monthly initialization the program adds current Use the standard Win controls to edit the data charges to prior charges then zeroes out current charges on this screen and save or cancel your changes Maintain Tenants File Edit Tools Tenant Name KIRKPATRICK JOHN 551 407 4 6025 Tenant Data Rent Calc ORC Changes Payment Info F55 Data Portable Receable Ch
14. 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 caseworker s pager number Home Phone This is the caseworker s home phone number WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Setup Page 3 22 Maintain Management Codes Screen The Maintain Management Codes screen opens when you click the Management Code button on the Section 8 Setup screen 45 Section8 Setup File Help Management codes are user defined codes for ae i 9 Util Co Maintain Utility Company sorting and filtering tenant records You can attach NL E a single management code to any tenant record Case Worker Maintain Caseworkers This enables you to sort tenant records by man MenegementCode Meintein Management Code agement code and to filter reports so they only Merknrorntun show tenants with a selected management code Edit the data on this screen and save or cancel your changes with the standard WinTen controls Pa Maintain Management Codes fle 9 ManagementCode Description HEEDS INCOME VERIFICATION LODKINISS LOOKING FOR SECTION UNIT PENDING LEASE APPROVAL OUCHER PENDING RECEIPT OF SIGNED VOUCHER Management Code PVOUCHER Description PENDING RECEIPT OF SIGNED YOUCHER WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Setup Page 3 23 yt Change Management Code MGTCODE N
15. nmast Software Making Your Job Easier Win Section 8 Tenant and Landlord Preliminary User Manual User Manual Edition 3 9 2005 Your inside track for making your job easier Winters Tenmast Software 132 Venture Court Suite 1 Lexington KY 40511 nmast Software Making Your Job Easier www tenmast com Support 877 359 5492 support tenmast com Marketing 877 836 6278 info tenmast com Fax 859 367 7480 WinTen Section 8 Tenant and Landlord Preliminary User Manual User Manual Edition 3 9 2005 Copyright 2005 Tenmast Software All rights reserved 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 commitment by Tenmast Software Tenmast Software assumes 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 retrieval 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 organiza tions and individuals with a current Update and Support Agreement with Ten
16. of Beds a Dependents 1 1 0 Portable i Incoming z HTH v Race Multi Racial Family Members 3 Next Insp Date fi 1229 2005 HTH Etiely Hispanic Lollecte Status Elderly 7 Next Insp Time Comment 1 Termination Date Comment 2 Tenant Type Housing Choice Ych Y records in Occupancy and Rent Calculation to have a transaction code of 6 End of Participation set the effective date to the termination date and create an eTrans record for the tenant Unmark Tenant for Deletion Icon Click this icon to revoke the marked for deletion status from a tenant record Show Inspections Icon Click this icon to open the Browse Inspections screen described at the end of this chapter The Browse Inspections screen enables you to view in spections performed on this tenant s unit This icon is available only if you are running the WinTen Section 8 Inspections program Mailing Address Button If the tenant s mailing address is different from his physical address click the Mailing Address button This opens the Review Edit Mailing Address dialog box Use the standard WinTen controls to edit this data and save or cancel your changes Additional Telephone Numbers Button If the tenant has more than one telephone number click the Additional Telephone Numbers button to open the Additional Telephone Numbers dialog box Use the standard WinTen controls to edit this data and save or cancel your changes
17. HUD 52665 Information 03 19 2002 03 19 2002 03 19 2002 E 03 19 2002 03 19 2002 Bl 03713 2002 8 0371972002 OWAE 05 22 2000 LG 05 22 2000 E Report Options Portable Billing Invoice HUD 52665 This option is only available if the selected tenant is marked as portable on the Tenant Data tab It enables you to produce the HUD 52665 form for the currently selected tenant When you run this report the HUD 52665 screen opens This screen enables you to enter the data that will appear on the HUD 52665 form Enter the required data Part for an outgoing portable ten ant Parts and for an incoming portable ten ant then click OK to produce the form or Cancel to cancel Portable Billing Statement This option is only available if the selected tenant is marked as portable on the Tenant Data tab It enables you to produce a portable billing statement for the tenant Tenant Voucher HUD 52646 This option is only available if the selected tenant is in a Section 8 voucher program It enables you to produce the HUD 52646 form Enter the voucher s issue date in the Issue Date field If this is an ex tended voucher check the Extended Expiration box and enter the extended expiration date in the Extended Expiration Date field Tenant Contract HUD 52641 This option prints a copy of Form HUD 52641 the standard tenant HAP contract WinTen Section 8
18. State Zip LExINGTON KY 40511 Penne Nine 859 359 5492 Primary 58 Number Current Y ear 2005 Fax Number Fed ID fi 23456789 Current Active Month Jan 2 StateID 098765432 FY Begin Month Jot Seasonal Billing Address on Tenant Checks Summer Beginning Month il M C Physical Next Check Num m 4 000001 C Winter Beginning Month October Y Mailing C None Edit HAP URP Amounts V Post To Ledger JV Enable Direct Deposit Print one check per tenant to each landlord Direct Deposit Transfer File Name w ext S8CHKFIL TXT Federal Backup Withholding 28 Minimum rent Must be from 0 to 50 00 0 Monthly administrative fee for first 500 tenants 35 12 Base Hard to House fee amount 75 Monthly adminstrative fee for over 600 tenants 28 62 Seasonal Billing This set of fields enables your agency to set up seasonal billing for utilities which means that any given tenant can have one utility company in sum mer and a different utility company in winter If none of your tenants use different utility companies for summer and winter select None If at least some of your tenants use different utility companies for summer and winter select either summer or Winter It does not matter which you choose Then use the Summer Beginning Month field to select the month when summer billing be gins and use the Winter Beginning Month field to select the month when w
19. The Select Image File dialog box opens This is a standard Windows file selection dialog box Navi gate to the location on your hard drive or network that contains the image you want to place select it and click Open The Select Image File dialog box closes In the Define User Field dialog box set the Scale To field to make the selected image the desired size then click OK WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Setup Page 3 10 Removing a Data Field To remove a data field from a check or voucher drag and drop it onto the Data Field label at the top of the tab Editing a Data Field s Font To change the font in a data field right click on it The Field Options dialog box opens Click the Change Font button The Font dialog box opens This is a standard Win dows font selection dialog box It enables you to select the font face style and size to use In some Windows programs you can also set the font color but for purposes of check printing all font colors will come out black on the printed checks Field Options Set the font options you want and click OK to save them or Cancel to cancel your changes Aligning Multiple Data Fields You can align multiple data fields along their left or bottom edges Select one field to be the anchor field the field whose alignment the other fields will take Move the anchor field to where it needs to be Hold down Ctrl and click each field you wan
20. User Utility 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 31 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 check boxes Each check box corresponds to a standard or user defined utility defined in Setup 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 5 Maintain Housing Unit Street Number Street Name IN HILLS LH Apt Ma fos City State Zip RUSTON La 71270 gt 5 lt Utilities _ Heating Natural Gas _ GEOTHERMAL HEAT Heating Bottle Gas O USER UTILITY TYPE 2 Heating Lll Electric USER UTILITY TYPE Heating Caal ther User Utility Type 4 L Cooking Natural Gas WATER Cooking Bottle Gas C WATER Cooking Llil Electric User Utility Type 7 Cooking Coal Other User Utility Type 8 Other Electric User Utility Type 3 Air Conditioning User Utility Type 0 Water Heating Natural Gas User Utility Type 11 W
21. and save or cancel your changes Maintain Landlords File Edit Tools Landlord Name HILLSBORO EDDIE ID 472 96 1845 TIDE Tenant s Mame Description Total Amount Monthly Adjusted Remaining to Adjust Adjustment This Month Balance VANCE JENNIFER G VANCE JENNIFER 5 Adustment UU 50000 30000 00 00 Tenant s Mame VAN JENNIFER G aj Total ta Adjust S0000 Monthly Adjustment 500 00 Description VANCE JENNIFER G Adjustment Remaining Balance 00 00 Adjusted This Month 300 00 Ledger Project 7 WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Landlords Page 4 18 Hint Total to Adjust Remember a positive adjustment amount indicates extra money being paid to the landlord while a negative ad Justment amount indicates money being held out of the landlord s check Check Adjustments Tab Data Fields Tenant s Name This is the name of the tenant to whose record this adjustment applies if applicable Description This is a brief 50 character description of the ad justment Ledger Project This drop down selection box enables you to specify the ledger project in which this adjustment should be recorded Total to Adjust This is the adjustment s total amount Monthly Adjustment This is the amount that should be applied to this landlord s checks each month to perform this ad justment Remaining Balance This is the remai
22. BONNIE BELL LN APT HILLSBORO EDDIE STEPHENSON PETER 3bb h4 2354 75 M HILLS LN Apt 100 318 255 7243 MCMANUS STEVES STEWART ALFORD 42 00 5028 512 GEORGIA ST APT 111 318 251 34592 LEVINE HARRY STEWART PAULA M aU2 45 2525 1504 BONNIE BELL LN APT HILLSBORO EDDIE STRICKLAND TASHA aoD 15 83b52 1504 BONNIE BELL LN APT 318 255 7243 GRACES KIHK VANCE JENNIFER G S42 42 5564 1504 BONNIE BELL LN APT HILLSBORO EDDIE a WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Tenants Page 5 2 Browse Tenants Screen Controls View This field allows you select whether to view ac tive tenants or inactive tenants Active tenants are those who are currently receiving Section 8 subsi dies from your agency Inactive tenants are those who once received assistance from your agency but currently do not Ordered By This field 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 record Enter the target of your search in this data field and click the Go button The program searches whichever set of records you have select ed with the View field and highlights the first record in the table that matches your search target Edit Icon Click this icon to review and or edit the currently selected tenant This opens the Maintain Tenants screen on that tenant s record This screen is de scribed
23. 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 WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Setup Page 3 26 MAINTAIN LANDLORDS The core purpose of the Section 8 Tenant and Landlord program is to track the financial data for the individuals participating in your agency s Sec tion 8 program This job has two aspects tracking tenant records and tracking landlord records The Maintain Landlords area of the program enables you to add new landlord records and edit existing ones To access this area of functionality click the Landlords button or press lt L gt at the Main Menu NOTE You must have a record for a landlord before you can add the records of any of the tenants who live in that landlord s units 25 Section 8 Tenant and Landlord File Help Section Tenant and Landlord Section 8 55 Tenants Maintain Tenants Initialize Monthly Initialization Maintain Landlords Units Maintain Unit Information N 1 Checks Process Checks D Vouchers Maintain Vouchers E Reports Print Reports Hg Setup Maintain Setup Data Exit nmast Software Making Your Job Easier WinTen Section 8 Tenant and Landlord 3 9 2005
24. Occupancy and Rent Calculation as changing utilities can change a unit s rent calculations D 1 Y Maintain Assisted Housing Units Street Number 1504 Street Name BONNIE BELL LM Apt Ma to City State Zip GRAMBLING ka rizas Assisted 1 amp General Amenities Utilities gt Utilities Heating Natural Gas CO USER UTILITY TYPE 1 User Utility Type 20 Heating Battle Gas USER UTILITY TYPE 2 User Utility Type 21 Heating Oil Electric O USER UTILITY TYPE 3 User Utility Type 22 Heating CoalOther d User Utility 23 Cooking Matural Gas mss dv User Utility 24 Cooking Battle Gas O USER UTILITY TYPE 5 User Utility Type 25 Cooking Llil Electric User Utility Type 7 User Utility Type 26 C Cooking Coal Other User Utility Type 8 C User Utility Type 27 Other Electric User Utility Type 9 User Utility 28 Air Conditioning User Utility Type 10 User Utility Type 29 Water Heating Natural Gas User Utility 1 User Utility Type 30 Water Heating Battle Gas User Utility Type 12 2220000 Water Heating Oil Electric C User Utility Type 3 Water Heating Coal Other C User Utility Type 4 Water User Utility Type 5 Sener User Utility Type 15 Trash Collection C User Utility Type 17 Range Microwave User Utilit
25. Setup screen of the WinTen Rent Reasonableness 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 25 Maintain Assisted Housing Units Street Number 1504 Street Name BONNIE BELL LM Apt Ma to City State Zip GRAMBLING a fis Assisted 1 gt Amenities Carpet Handicap Accessibility Patio Parch D eck Garage or Carport Wood Stove Garbage Disposal Playground C Owner Pays All Utilities Storm windows L able Laundry Facilities User Amenity 2 Range User Amenity 3 Dishwasher C User Amenity 4 Fireplace User Amenity 5 Storage C User Amenity Parking User Amenity 7 Screens User Amenity 8 W asher Dirver Connection User Amenity 3 Refrigerator User Amenity 10 WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Tenants Page 5 34 Utilities Tab The Utilities tab enables you to view which utilities 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 utility defined on the Utility Type tab of the Utility Setup screen You must edit this data in
26. Ta B vo K 245v 00001 123456789012345 K 245V 00001 vt K 245v 010002 Kv 245P011 K 245v 00105 v2 K 245v D 0001 v230 K 245v 00001 qua K 245vD 0105 v5 K 245P011 VE KY 245V00001 qu KY 245V0 0002 va K 245vDU105 6 vs K 245PUT1 WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Vouchers Page 9 5 Maintain Retired Vouchers Screen The Maintain Retired Vouchers screen enables you to retire open vouchers that is to place them on a permanent hold This is most commonly used when HUD has cut your funding and you will never be able to issue a voucher but you need to keep it in your system for reporting purposes The left half of the screen contains a list of all open vouchers while the right half contains a list of all currently retired vouchers To retire a voucher select it in the list of open vouchers and click the Include Voucher lt lt button to move it to the list of held vouchers To return a retired voucher to open status select it in the list of retired vouchers and click the Remove Voucher button Maintain Retired Vouchers Available Open Vouchers Selected Retired Vouchers Ei 10 KY 245V0 0001 VB KY 24500105 vt Kv 245v 00002 Kv 245v 00105 v2 K 245v D 0001 v23n Kv 245v 00001 qua Kv 245v00105 v5 K 245PUT1 v6 KY 245V00001 gt qu K 245v 000
27. Tenant and Landlord 3 9 2005 Edition Maintain Landlords Page 4 16 Void Landlord Checks The Void Checks Wizard allows you to void land lord checks To begin the process click the drop down arrow after the Tools Other Functions icon Add Manual Checks on the Check History tab Then click Void Landlord Add 1099 Adiustment Checks This option is also available from the Check Pro Void Landlord Checks cessing screen For that reason we discuss void ing checks along with the other check processing options For information on using the Void Checks Wizard please see the Process Checks chapter of this manual WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Landlords Page 4 17 Check Adjustments Tab The Check Adjustments tab enables you to add edit or delete check adjustments for the selected landlord Check adjustments are alterations to the subsidy checks that the landlord is scheduled to receive Positive check adjustments are for addi tional payments or reimbursements to the landlord while negative check adjustments are for fees that the landlord owes your agency landlord receiv ables The top portion of this tab contains a table of all outstanding adjustments for the selected landlord The bottom portion of this tab contains the data fields for the currently selected adjustment Use the standard WinTen controls to edit the data on this tab add or delete adjustments
28. Tenant and Landlord 3 9 2005 Edition Maintain Tenants Page 5 30 Maintain Assisted Housing Units Screen The Maintain Assisted Housing Units screen opens when you click the Unit Information icon on the Tenant Data tab It contains the information on the selected tenant s housing unit It has four tabs General Amenities and Utilities This screen al ways opens on the General tab as shown below General Tab The General tab contains information on the se lected units 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 E 1 Y Maintain Assisted Housing Units Street Number 1504 Street Name BONNIE BELL LM Apt Ma City State Zip GRAMBLING ka n2as Assisted 1 2 Addres Street Number 1504 Street Name BONNIE BELL LN City State Zip GRAMBLING La 71245 Locatic Description RURAL 7 Census Tract TENMAST County LINCOLN PARISH Property ID D E Owner Informatio Rent Summar Mame REBECCA REESE Amount Address 1232 PEACE STREET Contract 390 00 Ciy State zp RUSTON OOO 8 Utiities 29 00 Telephone Gross 41800 General Descriptio Bedrooms Bathrooms 15 Floor Area s4 ft 790 fear of Construction 2003 Util Allow Profile iy Unit Type Duples TwoFamip SemiDetached Structure Type Semi Detached Han
29. The options in this field are the projects set up on the Ledger Post ing Setup tab of the Setup screen Hold Code and Reason Held Tenant URP and Landlord HAP These fields show if tenant and or landlord checks for this tenant are being held Enter H in this field to hold the check If the check has already been written for the current month the program auto matically enters P in this field to prevent duplicate check printing If the current month is later than the tenant s next exam date the program automatically enters in this field to prevent payments from be ing sent until the tenant is re certified If this field is blank the tenant s or landlord s checks are not being held The Reason Held field is a brief 25 character de scription of the reason the check is being held The program automatically fills in this field if the hold code is P or X WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Tenants Page 5 18 File Edit Tools Tenant Name KIRKPATRICK JOHN SSN 04014 8025 Tenant Data Rent Calc ORC Changes Payment Info rss Data Portable Receivable Check History 2 0 2 LEASE ISSUE DATE NEXT EXAM DATE 06 01 2004 03 01 2005 When toPay Ledger Account Project LDGO00076678 Vendor Es bree e Lus k D NE Tenant URP po A e E Landlord xl 0 Totalto Monthly emainin edo c
30. in more detail on the following pages WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Tenants Page 5 3 MAINTAIN TENANTS SCREEN The Maintain Tenants screen contains the com plete data for one selected tenant record It has six tabs that are always available Tenant Data Rent Calc ORC Changes Payment Info FSS Data and Check History If the tenant is marked as an incoming portable tenant on the Tenant Data tab the Portable tab also appears If the program is set up to process tenant receivables the Receivable tab also appears This screen always opens on the Tenant Data tab as shown below Tenant Data Tab The Tenant Data tab contains the basic identifying information for the selected tenant and his landlord Use the standard WinTen controls to edit the data on this tab and save or cancel your changes Maintain Tenants File Edit Tools Tenant Name BRONTE B 33H 37 29 7482 Tenant D ata Rent Calc ORC Changes Payment Info F55 Data Portable Receivable Check History H 0 20 gt 2 0 First Last Mame YVETTE B BRONTE 3 1 4 Phone Street 1506 BONNIE BELL LH Apt 4 Searching far a Unit City State Zip GRAMBLING La 71245 Project 24500001 County LINCOLN PARISH 2 Management Code Nana Voucher Caseworker Admission Date 07 26 2004 Landlord VIRGINIA C
31. manner in which Section 8 prints checks and vouchers check stubs The Maintain Check Format screen is divided into three sub tabs at the lower left Check Format Tenant Voucher Format and Landlord Voucher Format Each of these sub tabs contains the con figuration of the corresponding check or voucher The main area of each sub tab shows the ar rangement of the data fields that will print on the selected check or voucher and the bottom area contains the controls used for setting the layout of the check or voucher 5 Maintain Check Format FORMAT Voucher Size gt 3 4 5 Check aucher 2 5 Youcher Check E Copy From CER Restore A Accent Accept L heck aucher voucher Margin gt m Voucher Check oucher C E Copy To E p X Abandon Check Format Tenant Voucher Format Landlord Voucher Format 7 Voucher aucher Eheck C Lett Margin gt WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Setup Page 3 7 CHECK FORMAT Left Margin lt Hint Margins The diagram below shows the various areas and margins for a standard 8 5 x 11 check voucher sheet for a laser printer This should provide a rough guide for which areas correspond to which measurements when you re setting up check voucher size This diagram is for a check voucher pair on a single 8 5 11 sheet where the check prints above the voucher C
32. of all utility companies in the list The bottom portion of the tab contains the detailed information for the selected company 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 Data Fields 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 WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Setup Page 3 16 Utility Checks Sub Tab The Utility Checks sub tab enables you to set up the check processing options for the utility com pany that is currently selected on the General sub tab Use the standard WinTen controls to edit the data on this tab and save or cancel your changes 5 Utility Company Setup Utility Company 0 Utility Company KENTUCKY UTILITIES Check Forma C Tenant Mame Only Tenant and utility company name C Tenant or utility company name Apply to All Companies Utility company name for tenant Single check for each utility company Address To Appear on Check Tenant Apply to All Companies Utility Company General Utility Checks WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Setup Page 3 17 Apply
33. of the bank that holds the FSS escrow account Street Address This is the bank s street address City State Zip Code These three fields are the bank s city state and zip code FSS Escrow Account Number This is the account number of the tenants FSS escrow account WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Tenants Page 5 21 Check History Tab The Check History tab contains a table of all checks paid to this tenant or his landlord You can not edit the data on this tab but you can void tenant checks Maintain Tenants File Edit Tools Tenant Name MARES KATHY 33H 524 35 2085 Tenant Data Rent Calc ORC Changes Payment Info FSS Data Receivable Check History gt Check Check Date 7 Landlord ID Voided Date Voided 0000005900 11 22 2004 Landlord HAP vDID EDDIEHILLSBORO 0000005892 10 05 2004 Landlord HAP MIKE DUFF 121 00 45 4564 No 0000005892 10 05 2004 Landlord HAP MIKE DUFF 121 00 45 64564564 Void Tenant Checks The Void Checks Wizard allows you to void tenant checks To begin the process click the drop down arrow after the Tools Other Functions icon on the Check History tab Then click Void Tenant Checks This option is also available from the Check Pro cessing screen For that reason we discuss void ing checks along with the other check processing options For in
34. perform normal data upkeep dur ing the month If a new Section 8 landlord enters your agency s program create a record for him in the landlord database Record the move ins and move outs of incoming and outgoing Section 8 ten ants as they occur At the End of a Month Before you begin the initialization process you must be certain that your Section 8 data for the current month is complete and correct In the ini tialization wizard run all four reports then exit the wizard while you check the reports for accuracy Correct any errors you find in the data then repeat the process Initialize At the End of a Calendar Year Finish all December transactions before you print your 1099 forms in the WinTen IRS 1099 Magnetic Media program You do not have to initialize Sec tion 8 before you print 1099s but you must be fin ished with all December checks At the End of a Fiscal Year Print the Landlord Year to Date Activity Report be fore you initialize into the first month of the fiscal year WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Cyclical Actions Page 2 3 MENU The Main Menu is the starting point for using each function of the Section 8 program This manual details each of these functions in its respective chapter 25 Section 8 Tenant and Landlord File Help e Section 6 Tenant and Landlord Section 8 59V amp Tenants Maintain Tenants FA Initialize at Landlords Mai
35. provements in our programs If you find an error or omission in this documentation or have a sug gestion for improving it please call the Tenmast Marketing Communication Services Department toll free at 877 836 6278 or send e mail to info tenmast com WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Introduction Page 1 1 WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Introduction Page 1 2 PROGRAM OVERVIEW The Section 8 Tenant and Landlord program is designed to manage the records of your agency s Section 8 tenants and landlords and to process checks for the various types of Section 8 pay ments housing assistance utility reimbursement damage unpaid rent vacancy and family self suf ficiency deposit Program Integration As with all WinTen software Section 8 is designed to integrate with other programs in the WinTen product line This data sharing enables for more efficient operation as multiple programs can pass data back and forth without the need for operator intervention Section 8 integrates with the following other WinTen modules Occupancy and Rent Calculation The Oc cupancy and Rent Calculation program sends appropriate change instructions to Section 8 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 in Occupancy and Rent you can prepare for a change
36. that will not take effect until one or more months later and the change will automatically take effect when you initialize Section 8 s data into the appropri ate month General Ledger Section 8 posts all checks it writes to the Section 8 journal which is General Ledger s database for Section 8 financial data e Section 8 Inspections The Section 8 Inspec tions module links directly to Section 8 for pro cessing and recording inspections of Section 8 units Rent Reasonableness Section 8 shares the Rent Reasonableness module s database of assisted Section 8 units Section 8 controls the data on these units you cannot edit this data base in Rent Reasonableness e IRS 1099 Magnetic Media Section 8 shares landlord financial data with the IRS 1099 Magnetic Media module At the end of every year IRS 1099 Magnetic Media uses this data to prepare 1099 forms for every landlord WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Program Overview Page 2 1 CYCLICAL ACTIONS Section 8 like most programs that deal with finan cial data operates on a monthly activity cycle At the beginning and end of each month you need to perform certain actions to close the books on the old month and open them for the new month Tenmast calls this process initialization and this manual examines initialization in more detail in the Initialization chapter During each month you also go through a normal cycle of activity as ten
37. to mark a tenant record for future deletion from the Section 8 database When you click this icon the record becomes editable Enter any comments you may need to make re garding the reasons for deletion and click the Save icon The program marks the tenant for deletion During the next monthly initialization the tenant s record will be deleted and moved to the history da tabase The program will also change the tenant s WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Tenants Page 5 6 355 Review Edit Mailing Address 2 Tenant ELLEN KILEY Care Of Street 13861 HERSHEY AVE City State Zip LEXINGTON kv E 40573 i Review 7 Edit Phone Numbers Xx Work Phone 853 273 032 Message Phone B53 494 7654 Tenani File Edit Tools Tenant Name BRONTE YVETTE B SSN 37 28 7482 Tenant Data Rent Calc ORC Changes Payment Info FSS Data Portable Receivable Check History S O RAM First Last Name BRONTE ceo A Phone Street 1506 BONNIE BELL LN A4 Ciy State Zip County LINCOLN PARISH None Y Voucher 7 41 Admission Date 077 26 2004 Landlord ID 78 37937974 Searching for a Unit Project KY 245V00001 Management Code Caseworker None Landlord VIRGINIA CITY HOUSING AUTHORIT Portable Voucher Size 7
38. 02 vs K 245PUT1 WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Vouchers Page 9 6 INITIALIZATION Because of the way accounting works Section 8 only works with the records for one month at a time When Section 8 is in a given month it only handles transactions that occur within that month Because many agencies don t always finish recording a month s transactions until after that month has ended on the calendar Section 8 doesn t automati cally move itself to the next month when the calen dar turns It waits until an operator tells it okay you re done with this month now close the books on it and open them for the next month The pro cess of closing one month and opening the next one is known as initialization To initialize click the Initialization button or press I on the Main Menu This starts the Section 8 Initialization wizard 25 Section 8 Tenant and Landlord File Help Section 6 Tenant and Landlord Section 8 59V amp Tenants Maintain Tenants M Monthly Initialization af Landlords Maintain Landlords 1 Checks Process Checks D Vouchers Maintain Vouchers E Reports Print Reports Hel Setup Maintain Setup Data Maintain Unit Information Exit Making Your Job Easier WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Initialization Page 10 1 Section 8 MONTHLY INITIALIZATION WIZARD The Section 8 Monthly Initialization
39. 03 Fayment Hold Code 02 01 Date of last escrow payment Monthly escrow payment amt ED Amount to be paid this month 150 Current month interest earned 0 Up to date FSS escrow bal 2500 Contract date interest earned 117 06 F55 ESCROW BANK INFORMATION Deposit escrow payments to CENTRAL BANE Street Address 1 00 S VINE City LEXINGTON State KY B zip Cade 40507 F55 escrow account number 20437413 FSS Data Tab Data Fields Is household part of FSS program Check this box if the selected household is part of your agency s FSS program Basic FSS Information FSS Plan Beginning Date This is the date on which the tenant was enrolled in the FSS program FSS Plan Ending Date This is the date on which the tenants FSS enroll ment is scheduled to end WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Tenants Page 5 20 File Edit Tools Tenant LONG JASMINE K Tenant Data Rent Calc ORC Changes Payment Info FSS Data Receivable Check History 55 plan beginning date 027 01 2003 FSS plan ending date o2 01 2008 BASIC FSS INFORMATION Monthly escrow payment amt 50 Amount to be paid this month 150 Up to date FSS escrow bal 2500 Deposit escrow payments to Street Address Zip Code SSN 42 08 41 21 FSS Participant 55 PAYMENT INFORMATION Payment Hold Code Date of last escrow payment Curr
40. 04 SICUT E B59 359 5432 Primary 58 Mumber Current ear 2005 E Fax Number Fed ID 123456788 Current Active Month Jan ed State ID 8 098765432 FY Begin Month 0 Seasonal Billin 5 pr Month Tana Nest Check Mum Summer eginning Apr 000001 0000001 C Winter Beginning Month October f Mone Edit HAP URP Amounts M Post To Ledger Address an Tenant Check C Physical Mailing Enable Direct Deposit Print one check per tenant to each landlord Direct Deposit Transfer File w ext 5SCHEFIL Federal Backup withholding zB x Minimum rent Must be fram ta 50 00 0 Monthly administrative Fee for first 00 tenants 35 12 Base Hard to House HTH fee amount 75 WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Setup Page 3 3 Default Settings Screen Controls Color Settings Button The Color Settings button opens the Color dialog box Click on a color to set the background color of the Section 8 screens to that color Hint Color Settings 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 they can tell at a glance what data area they re using some parts of some screens may remain un changed so they remain readable ge 4 Default Settings Screen Fields Organization Name This is your agency s name as it should appear on
41. 2 City Limits HORNET JIMM 1504 BONNIE BELL LN 8 GRAMBLING GRA 71245 5 RURAL JOHN MILLER 132 WENTURE CT 1 LEXINGTON 40511 1 RURAL KATHERINE HARRIS 1931 S 19TH LN CHOUDRANT _ 78501 5 RURAL KIRK GRACES 1506 BONNIE BELL LN GRAMBLING 71245 RURAL GRACES 1504 BONNIE BELL LN 5 GRAMBLING 71245 RURAL WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Unit Information Page 8 2 Browse Housing Units Screen Controls View This field allows you select whether to view as sisted units unassisted units or all units Ordered By This field determines the order in which the unit records are displayed in the table Search For This data field enables you to search for a specific unit record Enter the target of your search in this data field and click the Go button The program searches whichever set of records you have select ed with the View field and highlights the first record in the table that matches your search target Add Icon Click this icon to add a new unit This opens the d Maintain Housing Units screen to a blank unit re cord This screen is described in more detail on the following pages Edit Icon Click this icon to review and or edit the currently ne selected unit This opens the Maintain Housing Units screen on that units record This screen is described in more detail on the following pages Copy Housing Unit Icon If you need to add records for multiple sim
42. 21 2004 PLANTATION PROPERTIES 5 200 00 No 0000005836 0922122004 STEVEN MCMANUS 300 00 es 00000058536 09 21 2004 STEVEN MCMANUS 300 00 es B 0000005839 092122004 WIRGINIA CITY HOUSING AUTHORIT 300 00 0000005059 0972122004 JOHN A KIRKPATRICK 400 00 DODOOSSS 092122004 JOHN KIRKPATRICK 400 00 No E 0000005040 0372172004 YOID JASMINE K LONG amp 100 00 ves QOOOU0ES40 09721 22004 JASMINE LONG 100 00 res 1 0000005840 0972172004 JASMINE K LONG 100 00 res E 0000005841 09 21 2004 VOID CENTRAL BANK 2 050 00 res 0000005841 092122004 CENTRAL BANK 2 050 00 res 0000005041 09 21 2004 CENTRAL BANE 2 050 00 es 0000005841 092122004 VOID CENTRAL BANK 2 050 00 res i 4 09 27 2004 VOID EDDIE HILLSBORO 16 320 00 res 3 27 2004 4 EDDIE HILLSBORO 16 320 00 res 0000005874 09 27 2004 EDDIE HILLSBORO 16 320 00 es 0000005674 09 27 2004 EDDIE HILLSBORO 16 320 00 Yes 0000005875 097 2772004 PLANTATION PROPERTIES 300 00 000000565 3 27 2004 PLANTATION PROPERTIES 300 00 No WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Process Checks Page 6 11 Void Checks Wizard Step 1 of 3 Enter Check Range Bank Checking r Range of Check tts From 0000005832 0000005832 Enter the Check range and click the Start button to continue
43. 5 3 19 3 21 3 23 3 25 Colors 3 4 Ledger 3 20 Posting 3 20 Voucher Formatting 3 13 3 14 T Tenants Edit 5 4 Inspections 5 23 ORC Changes 5 14 Payments 5 17 Receivables 5 26 Rent Calculation 5 11 Search 5 2 Transfer 5 5 INDEX Symbols 1099 4 9 A Adjustments 4 18 5 17 See also Check Adjustments Applying ORC Changes See ORC Changes C Caseworkers 5 8 setup 3 22 Checks Formatting 3 15 3 19 3 21 3 23 3 25 History 4 12 4 18 5 22 Processing 6 1 Reset Process 6 6 Voiding 6 11 Check Adjustments 4 18 5 17 Colors 3 4 Cyclical Actions 10 1 2 2 D DUV See Check Adjustments F FMR See Payment Standard FSS 5 20 Future Changes See ORC Changes H Hold Codes 4 6 5 18 5 21 6 5 I Initialization 10 1 Inspections 5 23 inspectors maintaining 3 3 L Landlords 4 1 Add 4 3 5 3 8 3 Change 5 5 Check History 4 12 4 18 Edit 4 4 MBE 4 10 Payment History 4 11 Search 4 2 Ledger setup 3 20 Link See ORC Changes WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Index Page 1 1 U Units Edit 5 31 8 4 Utilities Check Setup 3 17 V Void Checks 6 11 Voucher Formatting 3 13 3 14 Vouchers Held 9 4 9 5 Retired 9 4 9 6 WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Index Page 1 2
44. 8 6 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 amenity defined on the Amenities tab of the Setup screen of the WinTen Rent Rea sonableness program 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 5 Maintain Housing Unit Street Number E Street Name IN HILLS LH Apt Ma fos City State Zip RUSTON La 71270 Assisted 30 Amenities Carpet Handicap Accessibility Patia Farch Deck Garage or Carport Wood Stove Garbage Disposal Playground Owner Pays All Utilities Storm windows Cable Laundry Facilities Range Range User Amenity 3 Dishwasher abc Fireplace User Amenity 5 Storage tesr Parking User Amenity 7 Screens User Amenity 8 W asher Dirver Connection User Amenity 3 Refrigerator User Amenity 10 WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Unit Information Page 8 7 E o User Utility Type 20 C User Utility Type 21 C User Utility Type 22
45. 8 Reports Tenants Landlords Management Portability Initialization Landlord Listing Reporting Curent Month Landlord Direct Deposit Listing xl Istarical Vata For Mant Landlord MBE Report Report Options IRS W S Report Sort Order Last Mame IAS Farm Landlord Year to date Totals Owner 1099 Totals HAP Payment Schedule HAP Check Adjustments HAP Hold Code Report Landlord Listing AE NE NE NE NE ME NE M 1 Available Reports Landlord Listing Landlord Direct Deposit Listing Landlord MBE Report IRS W9 Report IRS W9 Form Landlord Year to Date Totals Owner 1099 Totals HAP Payment Schedule HAP Check Adjustments HAP Hold Code Report WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Reports Page 7 4 Management Tab The Management tab enables you to produce HUD standard reports and other reports on your agency s Section 8 financial data 5 Section 8 Reports Tenants Landlords Management Portability Initialization HAP Register Report Date Hang Al Dates Administration Fee Calculation Selected Date Range From 03 08 2005 Ta 03 08 2005 Cost Projection Report Register Report C SEMAP Certification Form Section 8 Check Register f HUD 52572 Available Reports HAP Register Report Administration Fee Calculation Cost Projection Report SEMAP Certifi
46. 9 2005 Edition Process Checks Page 6 12 Bank Name FNB Checking From 10000005834 0000005835 Confirm the above values and click Finish to complete the task Step 3 Confirmation Nothing on Step 3 is editable It contains a table of the checks you chose to void on Step 2 checks marked Yes All checks in this table will be voided If anything is incorrect click the Back button to go to the previous step s and correct it If everything is correct click the Finish button to void these checks WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Process Checks Page 6 13 WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Process Checks Page 6 14 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 Section 8 Tenant and Landlord 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 25 Section 8 Tenant and Landlord File Help Section 6 Tenant and Landlord Section 8 59V amp Tenants Maintain Tenants E Initialize Monthly Initialization at Landlords Maintain Landlords Units Maintain Unit Information Checks Process Checks Vouchers Maintain Vouchers Print Reports Setup Maintain setup Data 4
47. CE AVE MCMAMUS STEVEN 13 20 7875 763 PROFESSIONAL DRIVE RUSTON MCMANUS STEEN 65 PROFESSIONAL DRIVE RUSTON MILLER JOHN 1235123552 200 MILL WOOD LESINGTON PITRE ESTHER Ple24452555 432 JOHN PAUL JONES DRIVE RUSTON PLANTATION PROPERTIES 424 80 9502 47 YOUNGTOMWH RUSTON POINT PLACE fo d0sse77 6 43 RINGS Hwy RUSTON REESE REBECCA 09 24 3012 1232 PEACE STREET RUSTON 4 WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Landlords Page 4 2 Browse Landlords Screen Controls View This field allows you select whether to view active landlords or inactive landlords Active landlords are those who presently have tenants Inactive land lords are those who once had Section 8 tenants in their units but do not at this time Ordered By This field determines the order in which the land lord records are displayed in the table Search For This data field enables you to search for a specific landlord record Enter the target of your search in this data field and click the Go button The program searches whichever set of records you have select ed with the View field and highlights the first record in the table that matches your search target Add Icon Click this icon to add a new landlord This opens the Maintain Landlords screen to a blank landlord record This screen is described in more detail on the following pages Edit Icon m Click this icon to review and or e
48. EEDS INCOME VERIFICATION LOOKING FOR SECTION 8 UNIT PENDING LEASE APPROVAL Management Code PYOUCHER Description PENDING RECEIPT OF SIGNED VOLICHER Maintain Management Codes Screen Con trols 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 identifier When you change a management code the pro gram updates its databases changing that man agement code to its new value in every applicant 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 WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Setup Page 3 24 p Screen 45 Section Setup x File Help A1 Maintain Default Settings Maintain Checks Maintain Utility Company Maintain GL Projects Maintain Caseworkers Maintain Management Code Maintain Fair Market Rent 1 Checks Util Co GL Projects Case Worker Management Code Maintain FMR 0170172005 1223122005 0170172005 12231 22005 0170172005 12231 22005 0170172005 12231 22005 10 01 1384 03 30 2033 Bedrooms FMBH Fmt Std 300 00 350 00 450 00 550 00 650 00 au an 900 00 SERERE 918891 15 Percent per Bedroom FMR Payment Standard S
49. Edition Maintain Landlords Page 4 Browse LANDLORDS SCREEN The first screen that appears when you enter the Maintain Landlords area is the Browse Landlords screen This screen contains a table of all of the landlords in Section 8 s database From this screen you can add a new landlord or review and edit an existing landlord s record 5 Browse Landlords File Edit View Help gt V Ie Active Landlords Ordered by Landlord Last Mame Search for Landlord LastName Landlord FirstName Landlord ID JAddress ity ALCORN RAND fde F4 29 4 234 FORKED BRIDGE ROAD RUSTON p BRIGHT FATTY 2 74 3275 7 231 EAST MADISON RUSTON LISA 30 34 3701 1917 M WETHER RICHMOND COVINGTON HOUSING AUTHORITY OF 80 60385398 945 MAIN STREET COVINGTON DLIFF MIKE 45 64564564 200 MAIN ST LESINGTON GRACES 9 79 974 154 BEL BONNET STREET RUSTON GRACES KIRK 10 54676657 154 BELL BONNET STREET RUSTON GLIILLORY THOMAS 31 4252203 65 FORRED HILL ROAD WEST RUSTON HARRIS KATHERINE 24554324 52 JONES DRIVE RUSTON p HERNANDEZ HELTEEE 45 45454545 88 BLACK BAYOU RUSTON HILLSBORO EDDIE 4722 96 1845 55 SUMMERHILL ROAD RUSTUN HORMET JIMMY feds 130081 2134 HORSE STREET RUSTON JOHNSON KEITH 43 24241122 321 NANCY LANE RUSTON LEVIME HARRY 5337 533356 55 BOLLE ROAD RUSTON LONGLEY BARRY 72 0575233 KINGS Hw RUSTON 8 MARTINEZ FLORIZA 0985 76 5444 3409 PROVIDEN
50. ITY HOUSING AUTHORIT Landlord ID 76 97937974 Portable v V aucher Size of Beds Dependents 1 170 Portable Incoming HTH Hace Family Members 3 l HTH Ethnicity Hispanic Next Insp Date 11 28 2005 Tenant Type Housing Choice Ych Collected ed Next Insp Time Comment 1 Termination D ate Comment 2 WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Tenants Page 5 4 HE 2 Big Gen Big Gen Field 1 Big Gen Field 2 Big Gen Field 3 Browse Landlords File Edit View Help View Active Landlords 2 Ordered Last Name Search for Landlord Last Name Landlord First Name Landlord ID Address GUILLORY THOMAS 31 42523637 65 FORKED HILL ROAD WEST RUSTON HARRIS KATHERINE 71 24564324 52 JONES DRIVE RUSTON HERNANDEZ HECTEEE 45 45454545 88 BLACK BAYOU RUSTON HILLSBORO EDDIE 472 396 1845 56 SUMMERHILL ROAD RUSTON HORNET JIMMY 72 43138081 2134 HORSE STREET RUSTON JOHNSON KEITH 43 24241122 321 NANCY LANE RUSTON LEVINE HARRY 753 897 5336 653 BOLLEY ROAD RUSTON LONGLEY BARRY 72 70570352 43 KINGS HWY RUSTON MARTINEZ FLORIZA 038 756 5444 3409 PROVIDENCE AVE MCALLEN E MCMANUS STEEN 71 3432525 763 PROFESSIONAL DRIVE RUSTON E MCMANUS STEVEN 313 28 7875 763 PROFESSIONAL DRIVE RUSTON MILLER JOHN 12 35123562 2700 MILL WOOD LEXING
51. N SCOTT COUNTY 01 01 2005 12 31 2005 LEXINGTON 01 01 2005 12 31 2005 LOUISVILLE 01 01 2005 12 31 2005 USER OVERRIDE ON TENANT FORM 10 01 1384 09 30 2099 FMR PmtStd Code FFT fo 00 Description FRANKFORT FRANKLINCOUNTY es 35000 Effective 01 01 2005 tj ex 45000 Expiration 12 31 2005 5000 an 0 Percent 2 per Bedroom Hint Multiple 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 FMR Payment Standard Setup Screen Con trols 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 Pmt Std Code This is a short three character unique code that identifies this FMR table in Rent Reasonableness databases 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
52. Print Reports Maintain Setup Data Exit Making Your Job Easier WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Setup Page 3 1 SETUP SCREEN The Section 8 Setup screen has seven function ar eas accessed by a set of seven buttons Each of the setup function buttons opens a corresponding screen for setting up that aspect of the program 5 Sections Setup File Help Maintain Detault settings Maintain Checks Util Co Maintain Utility Company EB GL Projects Maintain GL Projects Case Yorker Maintain Caseworkers Management Code Maintain Management Code Maintain EMP Maintain Fair Market Rent WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Setup Page 3 2 Default Settings Screen The Default Settings screen opens when you click the General button on the Section 8 Setup screen d The Default Settings screen contains your agency s Genes Maintain Defaut Setings identifying information and the settings for the fiscal ENT ees year in which Section 8 is currently operating Use MP the standard WinTen controls to edit the data on Case Worker Maintain Caseworker this screen and save or cancel your changes Maintain Maintain Fair Market Rent 5 Section8 Setup File Edit Help 0 Organization Name TENMAST SOFTWARE Annual HAP Budget Address 132 VENTURE CT FEEDER City State Zip LESINGTON E 40511 Kv4
53. RC Tenant Changes for Next Month Click the Next button A standard report preview screen opens with the ORC Tenant Changes for Next Month report Review the report and print it if necessary then close the print preview screen to proceed to Step 4 Step 4 Print Monthly Payment Initialization Report Click the Next button The Report Order dialog box opens Select the order in which you want to sort the report and click OK A standard report preview screen opens with the Monthly Payment Initialization Report Review the report and print it if necessary then close the report preview screen to proceed to Step 5 WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Initialization Page 10 4 Step 5 Confirm ORC Tenant Changes for Next Month Click the Next button A confirmation dialog box appears that asks you if the Tenant Changes for Next Month report Step 3 is complete Click Yes if itis or No if it is not Section 8 Tenant and Landlord x 2 Does the Tenant Changes For MexE Month report include all tenant changes that should take effect next month Yes you click No the program remains at Step 5 This enables you to exit the initialization process and make corrections in the program as needed If you click Yes a dialog box opens that asks you to confirm your intent to begin initialization Click Yes to continue or No to cancel the process Section 8 Tenant and Landlord x IF you con
54. TON PITRE ESTHER 71 24432535 432 JOHN PAUL JONES DRIVE RUSTON PLANTATION PROPERTIES 424 90 9502 47 YOUNGTOWN RUSTON m POINT PLACE 78 90888776 43 KINGS HWY RUSTON REESE REBECCA 709 24 3012 1232 PEACE STREET RUSTON REESE REBECCA 724 26 5026 1232 PEACE STREET RUSTON SUTTON PATRICK 71 80950385 55 DONNELLY ROAD RUSTON TOWN amp COUNTRY APARTMENTS 383 765 5342 1234567830123456783012345 12345678901 234 D VIRGINIA CITY HOUSING AUTHORI 78 97937974 502 JUNIPTER ROAD wEsT HAVEN MANAGEMENT CD 11 11111111 101 MAIN STREET LEXINGTION b 2 Are vau sure vou want En EransFer this tenant to unit Tenant Data Tab Controls Print Tenant Reports The Print Tenant Reports icon opens the Tenant Reports dialog box This dialog box enables you to print reports on the selected tenant It is described in detail at the end of this chapter Maintain Notes The Maintain Notes icon opens the Maintain Ten ant Notes screen which we discuss below Custom Report Writer Fields Icon The Custom Report Writer Fields icon opens a dialog box in which you can record user defined information for reporting on the currently selected tenant For more information please see the user manual for WinTen Custom Report Writer Change Landlord Icon The Change Landlord icon opens the Select Land lord screen which enables you to select a new landlord for the tenant Click on the appro
55. a Portable Voucher 4dministrative Fee Account Tenant F55 Escrow Payments Account inansono O Federal Backup Withholding Account 1004731500001 WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Setup Page 3 19 gt 60 Mem C E n LDG000076678 Bank Account FNE 9 gH SSS ccount fona ion e ccount fono e ccount fono ccount fono e ccount fono e Ledger Posting Setup Tab Data Fields HUD Project Number This is the project s unique identifying number as assigned by HUD Bank Account This is the checking account from which Section 8 will write checks for this project Landlord HAP Account This is the account to which the program will post landlord HAP payments Tenant URP Account This is the account to which the program will post tenant utility reimbursement payments Void Checks Written in Prior Years Account This is the account to which the program will post voided checks written in previous years Landlord Portable Voucher Payments Account This is the account to which the program will post landlord portable voucher payments Portable Voucher Administrative Fee Account This is the account to which the program will post portable voucher administrative fees checks for outgoing portable tenants Tenant FSS Es
56. ab If the landlord is not the owner of his own property change this data to that of the actual owner First Name This is the owner s first name Last Name This is the owner s last name TIN EIN This is the owner s taxpayer ID number or em ployer ID number WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Landlords Page 4 9 In Care Of This is the name of the individual to whose attention correspondence for this owner should be marked Address This is the owner s street address City State Zip These three fields are the owner s city state and zip code Phone This is the owner s phone number Rec d W 9 Form Check this box if your agency has a W 9 form on file for this landlord 1099 Required Check this box if the landlord needs to receive a 1099 from your agency If this box is not checked this landlord will not be included in end of year 1099 processing performed through the WinTen IRS 1099 program Owner MBE Settings If the owner is an individual who is not a white non Hispanic male the owner qualifies for MBE Minor ity Business Enterprise tax credits and should ap pear on the MBE Report If this is the case check the Owner is on the MBE Report check box and fill in the remaining fields White non Hispanic males and corporations or other agencies never appear on the MBE Report Race Code This drop down selection box enables you to spec ify the owner s race code Ethni
57. all printed reports Address This is your agency s street address City State Zip This is the city state and zip code portion of your agency s address Ej 112 li ARRANT HEHH EE ll ERHETO E l d Phone Number This is your agency s phone number Fax Number This is your agency s fax number Fed ID This is your agency s federal taxpayer ID number State ID This is your agency s state taxpayer ID number Annual HAP Budget This is the annual budget for all Section 8 pay ments and administrative fees in this data area Primary S8 Number This is your agency s HUD ID number Current Year This is the current calendar year The program adjusts this setting automatically during monthly initialization Current Active Month This drop down selection box enables you to select the month in which your Section 8 data is currently active This is the only month for which the program can print checks The program adjusts this setting automatically during monthly initialization FY Begin Month This drop down selection box enables you to se lect the month in which your agency s fiscal year begins WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Setup Page 3 4 File Edit Help Bes Sei Organization Name TENMAST SOFTWARE Annual HAP Budget Address fi 32 VENTURE CT 500000 City
58. ant to print click the Print icon The Next Check Number dialog box opens Enter the check number of your next blank check and click OK The checks to be printed appear in a standard re port preview screen Review the checks carefully If you need to make any corrections close the pre view screen and make any necessary changes on the Maintain Checks Before Printing screen Then click the print icon again to set the check number and reopen the preview screen all the checks in the preview are correct make certain that your blank checks are lined up in the printer and then click the Print icon on the preview screen WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Process Checks Page 6 7 Section 8 Tenant and Landlord e HAVE ALL OF YOUR CHECKS PRINTED SUCCESSFULLY Yes Mo SEARCH Check Number Print Direct Deposit heck Amount Recipient Name Landlord Name 2 372 00 STEEN MCMANUS Section 8 Tenant and Landlord E e Would vau Like to reset the numbers Far Ehe rest of your checks Yes Mo Once check printing is finished close the preview screen to return to the table of checks If you need to re print any checks mark them Yes and repeat the printing process When you have printed all checks successfully click the Exit icon on the Maintain Checks Before Printing screen A confirmation dialog asks if all of your checks printed successfully Click
59. ants move in undergo changes incur charges make payments receive housing subsidy checks and move out The following lists are Tenmast s recom mendations for the actions you should perform dur ing each part of the Section 8 operational cycle Beginning a New Month The first procedure that will occur at the beginning of every new month is initialization Initialization readies Section 8 s financial records for that month and resets all previous monthly totals For more information on performing initialization see the Initialization chapter of this manual After initialization you should run the following re ports to ensure data integrity Tenants Searching for a Unit Reports screen Tenants tab e URP Checks on Hold Reports screen Tenants tab HAP Hold Code Report Reports screen Land lords tab Examine each of these reports carefully and cor rect any discrepancies in them WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Cyclical Actions Page 2 2 During a Month One of the core purposes of the Section 8 program is check processing for your agency s Section 8 operations Every month you will perform multiple check processing sequences e landlord HAP checks tenant URP checks tenant FSS deposit checks landlord DUV checks if needed For detailed instructions on processing checks and voiding erroneous checks see the Check Process ing chapter of this manual You will also
60. anual Checks Add 1099 Adjustment Void Landlord Checks s Add 1099 Adjustment Step 1 of 3 Select Bank Account Bank Account Receipt for this Adjustment Adjustment D ate 03 03 2005 Instructions Cancel Select Bank Account and press the Start button to continue Select Bank Account File Edit View Help 41 Add 1099 Adjustments The Add 1099 Adjustment Wizard allows you to record a 1099 adjustment To start the Add 1099 Adjustment Wizard click the drop down arrow after the Tools Other Functions icon on the Check History tab Then click Add 1099 Adjustment Add 1099 Adjustment Wizard The Add 1099 Agjustment Wizard contains three steps Step 1 Select Bank Account Step 1 allows you to select the bank account and enter the adjustment information Enter the data then press PageDown or click the Start button Step 1 Data Fields Bank Account To select the bank account for this adjustment click the Lookup icon after this field This opens the Select Bank Account screen Click to choose the bank account and then click the Se lect button Receipt for this Adjustment Enter the number of the receipt you issued for the adjustment Adjustment Date Verify or enter the date on which the adjustment was made WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Landlords Page 4 15 as Add 1099 Adjustment Step 2 of 3
61. ater Heating Bottle Gas C User Utility Type 12 Water Heating Oil Electric User Utility Type 3 Water Heating Coal Other User Utility Type 4 Water User Utility Type 15 Sewer User Utility Type 16 L Trash Collection User Utility Type 7 Range Microwawve C User Utility Type 18 1 Refrigerator User Utility Type 19 Util Allow Profile Ciy Utilities 21 69 WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Unit Information Page 8 Maintain Unit Notes Screen The Maintain Unit Notes screen opens when you T click the Maintain Notes icon on the General tab a It enables you to store an unlimited amount of notes or miscellaneous information regarding the selected unit Use the standard WinTen controls to edit the data on this screen and save or cancel your changes 5 Maintain Notes Property Motes Ja M HILLS LH Apt 105 Who oo Date Subject Notes WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Unit Information Page 8 9 WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Unit Information Page 8 10 1512 E Initialize Monthly Initialization Units Maintain Unit Information Vouchers Hg Setup Maintain Setup Data Hint Adding Tenants If you are using voucher tracking you cannot add tenants directly from the Section 8 Tenant and Landlord or Occu pancy and Ren
62. auto matically with the URP Amount value from the Rent Calculation tab Initiating HA FMR Optional This is the FMR of the unit in which the tenant was housed in the initiating agency Administrative Fee Received 80 of Initiating HA Admin Fee This is the administrative fee that your agency has received from the initiating agency Hard to House Fee This is the hard to house fee if applicable for the tenant Amount of Current DUV Checks This is the amount of any outstanding DUV check s for the tenant WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Tenants Page 5 24 Hint What happens to this tab during initialization During monthly initialization the program updates the HAP and URP amounts with the HAP and URP values from the Rent Calculation tab The Previous Balance becomes the old Previous Balance plus the old Current Charges and the program updates the Current Charges field to include this month s HAP and URP Total Current Charge This is the total amount that the initiating agency owes your agency You cannot edit this field the program calculates it automatically Family Information The Family Information data fields are for infor mational purposes only You cannot edit them They contain information on the incoming portable household Street Address This is the household s current street address City State Zip This is the household s current city state and zip code
63. bile Phone 1 Pager Phone Home Phone fd WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Setup Page 3 21 yt Change Caseworker Code Li Caseworker Code PA Maintain Caseworkers gt Caseworker Code Name wok Phone tt Work Ext Mobile Phone tt gt 7 7480 247 6 DREA ANDREA FLORENCE JAMES WILSON 959 367 7490 KATHY KATHLEEN E CARNEY 859 367 7480 MARK HUFFER 859 367 7480 TONYA TONYA DAWSON 859 357 7480 227 Caseworker Code ANDREA First amp Last Name JANDREA FLORENCE com Work Phone e59 367 7480 Extension 247 Mobile Phone one a Maintain Caseworkers Screen Controls Change Caseworker Code Button This button opens the Change Caseworker Code dialog box This dialog box enables 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 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 E mail Address This is the caseworker s e mail address
64. bove Current Rent Calculation You cannot edit the Current Rent Calculation fields The program draws this data from the WinTen Oc cupancy and Rent Calculation program Tenant Type This is the tenant s type for 50058 reporting pur poses Payment Standard Table This is the identifying code of the payment stan dard table that applies to this tenant WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Tenants Page 5 12 Maintain Tenants File Edit Tools Tenant Name MOORE JULIETTE M SSN 423 43 1234 Tenant Data Rent Calc onc Changes Payment Info FSS Data Portable Receivable Check History 3 Lease Contract Information Contract 8 201 5 0078 Lease Issue Date ot 02 2005 Contract Date Next Exam Date ot 02 2006 HAP Contract Sign Date Utility Company Information Summer Utility Company CITY OF RUSTON WATER AND SEWAGE Winter Utility Company KLA GAS m Summer Utility Acct 6234 5470 254 Winter Utility Co Acct n 8 5634121 Current Rent Calculation Tenant Type Housing Choice Voucher Toon Hare 5 Minimum Rent Exempt Payment Standard T able Eros Finck m Security Deposit 0 Payment Standard m Income Level E HAP Amount 350 Contract Rent 400 Utility Allowance 0 URP Amount 0 Annual Income 0 Total Tenant Payment 50 Total Assistance Payment 350 00 Adjusted Income 0 Hint many
65. c Adjust Adjustment This Ma on Proj KIRKPATRICK JOHN Adjustment 25 00 1 305 00 1 405 00 aT URP KIRKPATRICK JOHN A URP Adjustment 100 00 100 00 0 00 100 00 8 Future outgoing portable admin fee 0 Hint Tenants with Adjustments Changing Landlords If a tenant with an outstanding check adjustment moves into a unit with a different landlord HAP adjustments stay with the landlord while URP adjustments stay with the ten ant Hint Total to Adjust Remember a positive adjustment amount indicates extra money being added to the HAP or URP payment while a negative adjustment amount indicates money being held out of the payment To Be Paid Next Check Tenant URP and Land lord HAP This is the base amount that will be on each check during the next check processing sequence Adjustment Next Check Tenant URP and Landlord HAP This is the total amount of all adjustments if any that will apply to each check during the next check processing sequence Check Amount Tenant URP and Landlord HAP This is the actual amount including all adjustments that will be on each check HAP URP This Month This is the amount of HAP or URP that the tenant has already received this month Future outgoing portable admin fee If this tenant is an outgoing portable tenant moved to another agency s unit with an upcoming rent change that will affect his administrative fee this is his future administ
66. c Code This drop down selection box enables you to spec ify the owner s ethnic code Sex This drop down selection box enables you to spec ify the owner s gender WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Landlords Page 4 10 Monthly Payment Tab The Monthly Payment tab displays the monthly to tals of payments made to the selected landlord for each fiscal year The total at the bottom of the tab is the fiscal year to date total of payments Maintain Landlords File Edit Tools Landlord Name SWAIN KATHERINE ID 71 24564324 03 5 Fiscal Year 2004 Current Calendar year 456 00 Monthly Payment Tab Data Fields Fiscal Year Select the fiscal year for which you wish to view payments WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Landlords Page 4 11 Check History Tab The Check History tab contains a record of each HAP and URP check that has been paid to this landlord and this landlord s tenants The Check Header Information section at the top contains one row for each check The Check Detail Information section at the bottom displays all the transactions that made up the check currently selected in the Check Header Information section You cannot edit the data on this tab the program automatically updates it You can however void landlord checks add manual checks and make 1099 adjustments We discuss these options be low Maintai
67. cation Form Section 8 Check Register HUD 52672 WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Reports Page 7 5 Portability Tab The Portability tab enables you to produce reports on portable tenants and related financial informa tion As with all reports the available formatting op tions on this tab change depending on which report you select 5 Section 8 Reports S Tenants Landlords Management Portability Initialization Portable Voucher Listing Select Portability t HAST MESE Portability All Incoming Portability Ledger Report Options HUD 52665 Portability Form Sort Order Tenant Mame C Incoming Portability Billing Documents Portability Payment Log Available Reports Portable Voucher Listing Incoming Portability Ledger HUD 52665 Portability Form Incoming Portability Billing Documents Portability Payment Log WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Reports Page 7 6 Initialization Tab The Initialization tab enables you to produce four reports related to monthly initialization 5 Section 8 Reports HSG Tenants Landlords Management Portability nitialieation Tenants Marked for Deletion Tenants Marked for D eletion C Monthly Pre nitialization Report ORC Tenant Changes C Monthly Payments Initialization Report Available Reports Tenants Marked for Dele
68. ck adjustments are for additional payments or reim bursements while negative check adjustments are for fees that the landlord or tenant owes your agency Soh 407 4 0025 037 0172005 25 00 1 305 00 1 405 00 106000076679 100 00 100 00 0 00 10000 LDGDDDOZBS 8 Adjustment Check Next Check Amount This Month Payment Info Tab The Payment Info tab contains the current payment amounts for the selected tenant Use the standard WinTen controls to edit the data on this tab and save or cancel your changes The top portion of the tab displays the tenant s current outstanding pay ments while the bottom portion contains a table of all outstanding adjustments to the tenants HAP and URP payments When you click the Edit icon the Add and Delete icons become usable Use the standard WinTen controls to edit the data on this tab add or delete adjustments to the tenants payments and save or cancel your changes Maintain Tenants File Edit Tools Tenant Mame KIRKPATRICK JOHN A Tenant Data Rent Calc ORC Changes Payment Info 55 Data Portable Receivable Check History 0 gt LEASE ISSUE DATE MEXT EXAM DATE 06 01 72004 When to Pay Ledger Account Project LDG000076678 Ext Vendor Hald To Be Paid Code Reason Held Next Check Tenant URP 10000 10000 0 Landlord HAP 469 1 33000 1 79900 T Port Admin Fee 0 Check amp djus
69. cks File Edit View Help Alt 41 gt E Se Step 1 Change Check Date When you click the Start button to begin the wizard the Change Check Date dialog box opens Verify or enter the date to be printed on the checks Then click the OK button to save any changes or the Cancel button to cancel them NOTE You cannot backdate checks select a date before the current system date nor can you set a check date outside the current month Step 2 Select Kind of Check Click the Next button The Select Check Type dia log box opens Section 8 can process three types of checks ten ant utility reimbursement payments URP and family self sufficiency deposits FSS and landlord housing assistance payments HAP Select the radio button that corresponds to the type of check you want to process then click the OK button to close the dialog and proceed to Step 3 Step 3 Select Checking Account Click the Next button The Select Bank Account screen opens It allows you to select the checking account from which to write the checks Click to choose the checking account and then click the Select button to close the screen and pro ceed to Step 4 WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Process Checks Page 6 4 Select When To Pay may choose to print checks for a certain group if you like This will correspond ta the WHEN field on the Tenant Screen Select All to print all
70. click the Print or Print Preview icon If you click the Print icon a standard WinTen print report dialog box opens Select the printing options for the report and click OK If you click the Print Preview icon a print preview screen opens with the selected report Review the report from this screen and close it when you are finished Tenants Tab The Tenant Reports tab enables you to produce reports on your Section 8 tenants The left side of the tab contains a set of radio but tons that enables you to select a report to preview or print The right side of this tab contains the sort ing and formatting options for the selected report These options vary by report but many tenant reports can be filtered by landlord by project by number of bedrooms and or by date Available Reports Tenant Listing Tenant Admission Date Listing Tenants with Expiring Contracts Tenants Searching for a Unit Tenant Rent Listing Voucher Listing Tenant Count Report Hard to House Tenant Listing Hard to House Fees Earned URP Payment Schedule URP Checks on Hold URP Check Adjustments FSS Tenant Listing Complete Tenant Totals Report Tenant Monthly Activity Report WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Reports Page 7 3 Landlords Tab The Landlords tab enables you to produce reports on your Section 8 landlords The tab contains a set of radio buttons that enables you to select a report to preview or print 5 Section
71. close the report preview screen to proceed to Step iy Step 13 Post Checks Click the Next button to post your checks to Gen G You have successfully completed Check Processing eral Ledger The program goes through the posting process which may take several minutes or longer if you have a lot of financial data to process You may see several progress dialog boxes during the process When posting is complete a message box appears telling you that you have successfully completed the check processing Click the OK button to return to the Section 8 Main Menu WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Process Checks Page 6 10 Voiding Checks To void a check enter the Check Processing screen while it is not in the middle of a check processing sequence Click the Void Posted Checks icon The View Printed Checks screen opens with a table of printed checks It gives you access to the Void Checks Wizard which allows you to void one or more checks 5 View Printed Checks for File Edit View Help view All v Ordered by Check Search for Check CheckDate Paver it oid HARRY LEVINE 13 269 00 es DOpanmse32 357 2004 VOID HARRY LEVINE 13 266 00 es 00000058 73 722004 VOID VvIRGINIA CITY HOUSING AUTHORIT 00 00 res 00000058 53 09 17 2004 VvIRGINIA CITY HOUSING AUTHORIT 600 00 0000005024 097 772004 STEVEN MCMANUS 0 745 00 0000005859 097
72. con The Receive Payment icon opens the Portability Payment dialog box This dialog box enables you to record the receipt of a partial or full payment of portability charges Enter the amount of the payment and click OK The program records the payment and adjusts the screen s balances accordingly WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Tenants Page 5 23 Portable Tab Data Fields Portable Tenant Housing Authority Information The Portable Tenant Housing Authority Information data fields contain information on the agency from which the tenant is an incoming portable Initiating Housing Authority This is the name of the agency from which the ten ant is coming Address This is the initiating agency s street address City This is the initiating agency s city State This drop down selection box enables you to spec ify the initiating agency s state Zip Code This is the initiating agency s zip code HA Bill This is the reference number for billing and other correspondence with the initiating agency regard ing this portable tenant Current Invoice Information Monthly HAP to Owner This is the monthly HAP for the tenant s new unit You cannot edit this field the program fills it in auto matically with the HAP Amount value from the Rent Calculation tab Monthly URP to Tenant This is the monthly URP for the tenant s new unit You cannot edit this field the program fills it in
73. cord in the Occupan cy and Rent Calculation program these changes don t automatically appear in the tenant s record in Section 8 Changes often have effective dates in the future which means that applying those chang es immediately would cause errors in the tenant s data for the months between the present day and the effective date of the change The WinTen programs handle this by using the Fu ture Changes database When you make a change in Occupancy and Rent Calculation that shouldn t immediately take effect in Section 8 Occupancy and Rent Calculation records the change in this database Whenever Section 8 initializes into a new month it checks this database for changes that need to be applied during the new month Maintain Tenants File Edit Tools Tenant Name BRONTE VETTE B SEN 797 29 7492 Tenant Data Rent Cale URC Changes Payment Info F55 Data Portable Receivable Check History 28 02 gt IJ Effective Date Who Created Date of Change HAP Amount URF Amount 5 1170172004 2 1121272004 14 Dr 201 22005 2 BR 12 28 2004 S00 Tenant Mame BRONTE Transaction Code Annual Reexamination vf Ine 0 5 Who Created Change MoL Utility Allowance Date of Change 8 HAP Amount E Property ID ES URF Amount gt a WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Tenants Page 5 14 Tenant Name BRONTE YVETTE B SSN 797237492 Tenant Data Rent Calc ORC Changes
74. crow Payments Account This is the account to which the program will post FSS escrow payments Federal Backup Withholding Account This is the account to which the program will post backup withholdings from landlord HAP checks WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Setup Page 3 20 Maintain Caseworkers Screen The Maintain Caseworkers screen opens when you click the Caseworker button on the Section 8 Setup screen It enables you to add edit and delete caseworker records Caseworker records VM allow you to associate a specific caseworker with Q uico Maintain Company P GL Prajects Maintain GL Prajects each tenant in Section 8 s database EL T MN The top portion of this screen contains a table of MenagementCode Maintain Management Code all caseworkers who are currently in the database tenon while the bottom portion of the screen contains the detailed information for the currently selected caseworker Section Setup File Help Edit the data on this screen and save or cancel your changes with the standard WinTen controls is Maintain Caseworkers 58 ne oe ANDRES ANDREA FLORENCE Zn JAMES WILSON KATHLEEN E CARNE 899 367 7 480 MARK HUFFER 859 367 7 400 DAWSON 859 367 7 480 Caseworker Code ANDREA First amp Last Name ANDREA 0000000 FLORENCE E mail amp ddress Work Phone E tensian a7 Mo
75. d in either Hold Code field for any tenant that tenant will appear on the Review Hold Codes screen Verify edit or remove holds then click the Exit icon to close the screen and proceed to Step 6 Show All Show Holds Only Icon By default this screen displays only tenants on hold Click the Show All Show Holds Only Icon to toggle between displaying tenants on hold and dis playing all tenants Edit Icon To edit the hold code for a tenant select the ten ant in the table and click the Edit icon The Hold Code and Description fields for that tenant become editable at the bottom of the screen Remove Hold To remove the hold on a tenant select the tenant in the table and click the Remove Hold icon WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Process Checks Page 6 5 5 Maintain Check Adjustment Wi xuolaie SEARCH LANDLORD last name Adjustment Descriptio DONAHUE NANCY K MARKS KATHY R VANCE JENNIFER G PEREZ MARIA C ption DONAHUE NANCY K HAP Adjustment HILLSBORO EDDIE SUTTON PATRICK VANCE JENNIFER G HAP Adjustment PEREZ MARIA C Adjustment Ledger Project 0000076678 Y Hint Adjustments Check adjustments are alterations to the subsidy checks that the landlord is scheduled to receive Positive check adjustments are for additional payments or reimburse ments to the landlord while negative check adjustments are for fees that the landlord owes your ag
76. dicapped Accessible Info Source REAL ESTATE AD Last Updated 10 08 2004 WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Tenants Page 5 31 Street Number 1504 Street Name BONNIE BELL LN Apt No io City State Zip GRAMBLING La n 245 Assisted 1 2 gt 1 Address Street Number 1504 Street Name BONNIE BELL LN Apt No fio City State Zip GRAMBLING us Census Tract County LINCOLN PARISH Property ID Owner Information Rent Summary Name REBECCA REESE Amount ocation Description RURAL Address 1232 PEACE STREET City State Zip RUSTON 71270 Telephone f r General Description Bedrooms 2 Bathrooms 1 5 Floor Area aft 790 Year of Construction 2003 Util Allow Profile City Contract 330 00 Utilities 24 00 Gross 419 00 Unit Type Duplex Two Family Semi Detached Structure Type Semi Detached Info Source REAL ESTATE AD Handicapped Accessible Last Updated 0 08 2004 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 units 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 t
77. dit the currently se lected landlord This opens the Maintain Landlords screen on that landlord s record This screen is de scribed in more detail on the following pages WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Landlords Page 4 3 MAINTAIN LANDLORDS SCREEN The Maintain Landlords screen contains the com plete data for one selected landlord record It has five tabs Landlord Data Owner 1099 Monthly Payment Check History and Check Adjustments This screen always opens on the Landlord Data tab as shown below Landlord Data Tab The Landlord Data tab contains the address and payment totals information for the selected land lord Use the standard WinTen controls to edit the data on this tab and save or cancel your changes Maintain Landlords File Edit Tools Landlord Name SWAIN KATHERINE ID 71 24564324 Landlord Data Owner 1039 Monthly Payment Check History Check Adjustments Alt 0 32 gt 2 Landlord Informatio Last Mame SWAIN First 8191019 In af In af 2 Address 52 JONES DAWE Fhone e Ciy RUSTON State LA ZipCode Hold Code ID Contract t Backup Federal Tax withheld Direct Deposit Informatio Account Type Direct Deposit C Checking C 5 Savings Bank Mame FIFTH THIRD BANE Account H 354 21 418 Routing 2421 Manager s Informa
78. e measure your checks with a ruler Top Margin This is the amount of blank space in inches that the program will leave between the top edge of the paper and the point at which the program be gins printing This value cannot be less than 0 2 2 10 Left Margin This is the amount of blank space in inches that the program will leave between the left edge of the paper and the point at which the program begins printing Check Voucher Order Radio Buttons These five radio buttons allow you to specify the order in which checks and their vouchers print For example if your agency uses blank checks with two vouchers after each check select the Check Voucher Voucher radio button WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Setup Page 3 8 i Field Positioning Buttons These four buttons allow you to move a selected data field on the check or voucher To select a data field hold down Ctrl and click on it The data field turns bright yellow indicating that it is now selected and can be moved To deselect a selected data field hold down Ctrl and click on it again Each click on a field positioning button moves the select ed field a fraction of an inch in the corresponding direction Copy From Button This button enables you to copy the check and voucher formats from another data area to the cur rent one When you click this button the Transfer Check Voucher Forma
79. e Section 8 program records the point at which you exited the sequence The next time you enter the wizard the program returns you to the step at which you exited Start Button becomes Next button This button is only available at the beginning of the wizard It begins the check processing sequence Once you move past Step 1 it becomes the Next button Back Button This button moves you back one step in the wizard sequence Next Button This button moves you to the next step in the wiz ard sequence Skip Button This button skips the next step in the wizard se quence Void Posted Checks Icon This icon opens the View Printed Checks screen from which you can void one or more printed checks We discuss this option at the end of this chapter See Voiding Checks Reset Check Steps Command Please use this command only at the direction of Tenmast Training amp Support staff After you complete Step 7 Print Pre Check Re port you can no longer use the back button to move to previous steps If a serious error occurs while you are printing checks the Reset Check Steps command allows you to restart the wizard you need to restart the wizard please contact Tenmast Training amp Support WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Process Checks Page 6 3 Change Check Date Check Date x Cancel S CheckTypeSelectionForm Landlord HAP Checks C Tenant LIRP Checks C Tenant F55 Che
80. eck History 0 gt lt RECEIVABLES INFORMATION Invoice tt PRIOR CHARGES Damage Charges Other Charges Vacancy Charges Total Pronts to Date Unpaid Rent Charges Damage Charges 0 n Other Charges 0 o Vacancy Charges Unpaid Rent Charges 0 7 Description RECEMABLE BALANCE Prior period receivable balance 200 Total current periad charges 1 Month to date payments 1 Hecervable Balance as of 03 01 2005 200 WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Tenants Page 5 26 id Receive Tenant Payment Tenant Name KIRKPATRICK JOHN SSN 4 8025 Tenant Data Rent Calc ORC Changes Payment Info FSS Data Portable Receivable Check History 9 2 6 RECEIVABLES INFORMATION Invoice 8 Other Charges Total Pmnts to Date Damage Charges Vacancy Charges Unpaid Rent Charges Description Total current period charges Month to date payments Receivable Balance as of 03 01 2005 Receivable Tab Controls Receive Payment Icon The Receive Payment icon opens the Receive Ten ant Payment dialog box This dialog box enables you to record the receipt of the tenant s partial or full payment of charges Enter the amount of the payment and click OK A dialog box opens that asks you if you want to print a receipt for the payment Click Yes to print a re ceipt or No to record the paym
81. ed landlord for deletion During end of year initialization all landlords marked for deletion are moved from the current database to the history database Recall Landlord Icon The Recall Landlord button enables you to remove a landlord s marked for deletion status Landlord Data Tab Data Fields Landlord Information First Name This is the landlord s first name Last Name This is the landlord s last name In Care Of These fields are the first and last name of the indi vidual to whose attention HAP payments and let ters to this landlord should be marked Address This is the landlord s street address City State Zip Code These three fields are the landlord s city state and zip code WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Landlords Page 4 5 Backup Federal Tax withheld C S Savings Bank Name FIFTH THIRD BANK ID 71 24564324 Landlord Name SWAIN KATHERINE Landlord Data Owner 1099 Monthly Payment Check History Check Adjustments E Last WAN In Care of 2 Phone 1 State L Z ZipCode 71270 Ext Vendor Contract Direct Deposit Information Account Type Direct Deposit C Checking Accoun 5 8 Routing 8 2421 76006 Address 52 JONES DRIVE City RUSTON PHA Hold Code PHA ID r s Information Name KATHERINE HARRIS Address 52 JONES DRAVE Ci
82. edit the data on this screen and save or cancel your changes 5 Maintain Notes gt 60 2 gt Landexd 472361845 EDDIE 06 01 72004 Hold na 5 9 Ob 24 2004 Hold released recereed W 9 OF 16 2004 On vacation don t mail checks OF 29 2004 Returned fram vacation Date 2004 Subject Hold no w 8 Notes Placed an hold Has not submitted signed 3 Far ta us pet WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Landlords Page 4 8 Owner 1099 Tab The Owner 1099 tab contains the taxpayer and tax reporting information for the landlord Use the standard WinTen controls to edit the data on this tab and save or cancel your changes Maintain Landlords File Edit Tools Landlord Name SWAIN KATHERINE ID 71 24564324 Landlord Data Owner 1033 Monthly Payment Check History Check Adjustments Owner Informatio First Name KATHERINE Last Name SWAIN TINZEIN 71 24564924 SS Address 2JDNESDRME 0000000000 City RUSTON State LA ZipCode zo 5 222 3D087 IY Rec d w 3 Form lt 1099 Required Owner MBE Setting lt Owner is on the MBE Report Race Code MULTIRACIAL Ethnic Code gt NON HISPANIC F Owner 1099 Tab Data Fields Owner Information The program fills in the Owner Information fields with the landlord data from the Landlord Data t
83. elect the project to which the voucher is assigned Bedrooms This is the bedroom size for which the voucher holder is authorized Name This is the name of the voucher holder if the voucher is assigned You cannot edit this field SSN This is the voucher holder s Social Security number if the voucher is assigned You cannot edit this field Voucher Issue Date This is the date on which the voucher was issued applicable You cannot edit this field Voucher Expiration Date This is the date on which the voucher will expire if applicable You cannot edit this field WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Vouchers Page 9 4 Maintain Held Vouchers Screen The Maintain Held Vouchers screen enables you to place open vouchers on a temporary hold This is most commonly used when you are running out of funding and need to keep vouchers in your records but ensure that they are not issued The left half of the screen contains a list of all open vouchers while the right half contains a list of all currently held vouchers To hold a voucher select it in the list of open vouchers and click the Include Voucher lt lt button to move it to the list of held vouchers To return a held voucher to open status select it in the list of held vouchers and click the Remove Voucher button Maintain Held Vouchers Available Open Vouchers Selected Held Vouchers Pies
84. ency landlord receivables CAUTION Before you print checks examine the Pre Check report carefully If you find any errors do not print checks until you have corrected those errors If you need to go back to make corrections to check processing data click the Back button on the Check Processing screen Otherwise proceed to Step 8 CAUTION You can use the Back button only before you print checks If you have printed checks you must complete the check processing sequence then void any checks that contain errors Step 6 Review Check Adjustments Click the Next button The Maintain Check Adjust ment screen opens This screen displays a table of outstanding check adjustments that will be pro cessed in this check processing sequence If necessary use the standard WinTen controls to add delete or edit check adjustments for this check processing sequence hen click the Exit icon to close the screen and proceed to Step 7 Step 7 Print Pre Check Report Click the Next button A standard report preview screen opens with the Pre Check report Itis a comprehensive report on all the checks you are about to produce Review the report and print it if necessary then close the report preview screen to proceed to Step 8 WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Process Checks Page 6 6 5 Maintain Checks Before Printin g X 16 gt SEARCH Check Number mm o Print 2 Direct Dep
85. ent month interest earned 0 Contract to date interest earned 117 06 FSS ESCROW BANK INFORMATION JCENTRAL BANK DO w VINE LEXINGTON State kv 40507 2043741 3 FSS escrow account number Monthly Escrow Payment Amt This is the amount of the normal monthly FSS pay ment into this tenant s escrow account Amount to be paid this month This is the amount of this month s FSS payment into this tenant s escrow account Up to Date FSS Escrow Bal This is the current balance of the tenant s FSS es Crow account FSS Payment Information Payment Hold Code This field shows if the tenants escrow payments are being held Enter H in this field to hold pay ments If the check has already been written for the current month the program automatically enters P in this field to prevent duplicate deposits If this field is blank the tenants checks are not being held Date of Last Escrow Payment This is the date on which the tenant s last escrow payment was deposited Current Month Interest Earned This is the amount of interest the account has earned since the tenant entered the FSS program Contract to Date Interest Earned This is the amount of interest the account has earned as of the current month FSS Escrow Bank Information If Section 8 is set up to only send one FSS check to the escrow account for all tenants the FSS Escrow Bank Information fields cannot be edited Deposit Escrow Payments To This is the name
86. ent without printing a receipt Receivable Tab Data Fields Receivables Information Invoice This is the tenant s invoice number for the current charges Prior Charges These are the totals of all charges that have been applied to the tenant s account before the begin ning of the current month Damage Charges This is the total of all prior damage charges Vacancy Charges This is the total of all prior vacancy charges Unpaid Rent Charges This is the total of all prior unpaid rent charges Other Charges This is the total of all other charges Total Pmts to Date This is the total of all receivables payments the ten ant has made prior to the beginning of the current month WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Tenants Page 5 27 Current Charges These are the charges that have been applied to the tenant s account during the current month Damage Charges This is the total of all current damage charges Vacancy Charges This is the total of all current vacancy charges Unpaid Rent Charges This is the total of all current unpaid rent charges Other Charges This is the total of all current other charges Description This is a brief 65 characters description of the tenant s current charges Receivable Balance The Receivable Balance data fields are for infor mational purposes only You cannot edit them Prior Period Receivable Balance This is the total amou
87. etu The FMR Payment Standard Setup screen opens when you click the Maintain FMR button on the Section 8 Setup screen It enables you to enter the FMR tables that apply to your agency HUD publishes these tables annually in the Federal Register The top portion of this screen contains a table which lists every FMR table that is currently set up in the program The bottom portion of the 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 5 FMRPayment Standard Setup FRANKFORT FRANKLIN COUNTY GEORGETOWN SCOTT COUNTY LE INGTON LOUISVILLE USER OVERRIDE ON TENANT FORM FMR Pmt Std Code FFT Description FRANKFORT FRANKLIN COUNTY Effective 0170172005 Expiration 1273172005 WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Setup Page 3 25 Change FHA Table Code Hint FMR versus Payment Standard This manual uses the term FMR table to refer to a data record that can be either an actual FMR table or a payment standard table Although HUD has discontinued enforce ment of FMRs as such the agency still publishes FMR listings and recommends that individual housing authorities use these as the basis for their payment standard tables 45 FMR Payment Standard Setup Bl 80 FMR Pmt Std Code FRANKFORT FRANKLIN COUNTY GEORGETOW
88. formation on using the Void Checks Wizard please see the Process Checks chapter of this manual Void Tenant Check EM WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Tenants Page 5 22 Portable Tab The Portable tab contains the tenant s portabil ity data This tab is only available if the tenant is designated as an incoming portable tenant on the Tenant Data tab Use the standard WinTen controls to edit the data on this tab and save or cancel your changes Maintain Tenants Fie Edit Tools Tenant Name ANDERSON CHRISTY 551 78 58 5446 Tenant Data Rent Calc Changes Payment Info FSS Data Portable Receivable Check History 88 gt 0 PORTABLE TENANT HOUSING AUTHORITY INFORMATION Initiating Housing Authority VIRGINIA CITY HOUSING AUTHORIT Tenant Address 502 JUNIPTER R AD HA Bill City State Zip VIRGINIA MAC 633933 PHA ID CURRENT INVOICE INFORMATION FAMILY INFORMATION Monthly to Owner Street Address 132 VENTURE LT Apt 1 Monthly URF ta Tenant City State Zip LESINGTON Ev 40511 M Voucher 4 Initiating Optional Admininistrative Fee Hecerved RECENABLE STATUS 90 af Initiating Admin Previous Balance Hard ta H F to House Free Current Charges Amount of current DIL IV checks satiate ceo men ate Total current charge Balance Due Portable Tab Controls Receive Payment I
89. g the Windows NT 2000 or XP operating system The interface is designed in a Windows environ ment and includes point and click mouse actions pull down menus and Windows based help func tions This manual contains all of the information you need to use the WinTen Section 8 Tenant and Landlord program hereafter referred to as Section 8 or S8 Version Information This is a preliminary user manual written as of 3 9 2005 Some sections of this manual may be incomplete in regard to the program released as of that date Some sections may be inaccurate in regard to later versions of the program It does not apply to previous versions of the program includ ing MS DOS based ones When Tenmast issues an update to a piece of software we post a documentation update on our Web site at www tenmast com If you have a cur rent Update amp Support Agreement for Section 8 you may download both the updated program and the updated documentation at no charge See the Client Service Area of our Web site for detailed in structions Getting Help Although we have made every effort to make this manual as comprehensive as possible no document can cover all contingencies If you encounter problems with Section 8 please call the Tenmast Training amp Support Department toll free at 877 359 5492 or send e mail to support tenmast com Revisions To better serve our clients we constantly update our manuals just as we constantly make im
90. ge 3 9 Select a Data Field Check State Check ip Fayment Month Check Detail Check Dollar 1 DOLLARS Curent D ate Text 1 Text 2 Text 3 Define User Field Fie Name ri Data Field Adding a Data Field To add a data field to the check move your mouse pointer to the Data Field label at the top of the tab Click and hold on this data field and drag and drop to where you want the field to be located A new data field appears in that position When you drop the new data field the Select a Data Field dialog box opens This dialog box en ables you to select the data that the new field will contain you want the data field to contain standard data from the Section 8 program select the type of data you want to appear from the list in the dialog box and click OK Adding User Defined Text you want to place your own text in the data field choose one of the Text fields from the list in the dia log box and click OK The Define User Field dialog box opens Enter the text you want to appear in the field and click OK Adding an Image you want to place an image in the data field for example your agency s logo choose one of the Image fields from the list in the drop down box and click OK The Define User Field dialog box opens Click the Browse for File button the page button located to the right of the File Name data field
91. he 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 units 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 WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Tenants Page 5 32 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 or last underwent major renovation 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
92. heck Voucher format If you do not use this type of blank checks your measurements will probably differ This ex ample is shown for instructional purposes only Total Width 8 5 Top Margin D C O Co N D Co Sm ron 5 ed c 5 S e Co N D CAUTION Check formatting can be a difficult and time consuming process even for experienced WinTen users If your agency has a training data area set up practice formatting checks with this data before formatting checks with your agency s live data If you encounter difficulties or need fur ther instruction please contact Tenmast Training amp Support at 877 359 5492 or support tenmast com It s easier and less expensive to get clarification before proceeding than it is to fix broken check formatting Maintain Check Format screen Controls The following data fields buttons and radio but tons allow you to control the formatting of the check or voucher on the currently selected sub tab Voucher Size This is the physical height of the vouchers in inches This field determines how much space you have to work with when configuring your vouchers If you are uncertain what value to enter here mea sure your vouchers with a ruler Check Size This is the physical height of the checks in inches This field determines how much space you have to work with when configuring your checks If you are uncertain what value to enter her
93. his screen and save or cancel your changes 75 Maintain Notes 5 Tenant 37 29 7482 BRONTE YVETTE B Date jSubiet tg 02 02 2005 Yard Condition Date 02 02 2005 Subject Yard Condition Mates Large amount of strorm debris in front pard Tenant iz waiting Far landlord to clear WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Tenants Page 5 10 Rent Calc Tab The Rent Calc tab contains the rent calculation data for the selected tenant Use the standard WinTen controls to edit the data on this tab and save or cancel your changes Maintain Tenants Soh 403 431 294 File Edit Tools Tenant Mame MOORE JULIETTE M Tenant Data Rent Calc ORC Changes Payment Info F55 Data Portable Receivable Check History H lt 0 5 gt amp ease Lontract Informatio HAP Cantract 8 201 5 00 Lease ssue Date 20222005 Denke Date Nest Exam Date 20272006 Contract Sign Date Utility Company Information Summer Utility Company city OF RUSTON WATER AND SEWAGE Winter Utility Company KLA GAS Winter Utility Acct 8 5534121 Minimum Rent Exempt Security Deposit 0 Income Level Annual Income 0 Adjusted Income 0 URF Amount 0 Summer Utility Acct E234 5470 254 Curent Rent Calculation Tenant Type Housing Choice Youcher 1 ele E Gross Rent 400 Payment Standard T able R
94. ick the Next button A standard report preview screen opens with any excess vouchers If you have more tenants on any landlord check than will fit on that check s voucher or if you are printing 55 checks to the bank the program will print the detail of these payments on an ex cess voucher Excess vouchers print on standard 80 5 x11 paper Review and print the excess vouchers then close the report preview screen to proceed to Step 11 Step 11 Process Direct Deposit Click the Next button A standard report preview screen opens with the Direct Deposit Bank Report for this check processing sequence Review the report and print it if necessary then close the report preview screen to proceed to Step 12 WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Process Checks Page 6 9 Step 12 Print Pre Posting Report Click the Next button A standard report preview screen opens with the Pre Posting Report for this check processing sequence It is a comprehensive report on all the checks you are about to post to General Ledger s Section 8 journal CAUTION Before you post print the pre posting report and examine it carefully If you find any incorrect check numbers do not post your checks to the General Ledger until you have cor rected those numbers If you find other errors you must finish the check processing sequence and then void the check s in question After you have printed and reviewed the report
95. ilar 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 Housing Unit icon The Maintain Housing Units screen de scribed below opens to that unit record Make your changes to the record so it accurately depicts the similar unit rather than the original unit Then click the Save icon to save it as a new unit record WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Unit Information Page 8 3 MAINTAIN HousiNG Unit SCREEN The Maintain Housing Unit screen enables you to view and edit the record of a selected unit It has three tabs General Amenities and Utilities This screen always opens on the General tab as shown below General Tab The General tab contains information on the se lected units 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 5 Maintain Housing Unit Street Number E Street Name IN HILLS LM Apt Ma fos City State Zip RUSTON La 71270 Assisted 30 Bij J Addres Street Number Street Name IN HILLS LN Apt 105 City State Zip RUSTON La 71270 Description Ciy Limits L ensus Tract County LINCOLN Property ID E Owner Infarmatia Rent Summar Ma
96. inter billing begins If you do seasonal billing you can designate for each tenant which utility company the tenant uses in summer and which the tenant uses in winter You can do this on the Rent Calc tab of the Maintain Tenants screen For information please see the Maintain Tenants chapter of this manual Address on Tenant Checks This pair of radio buttons enables you to specify whether to print tenants physical addresses or mailing addresses on tenant checks Most agen cies choose to print mailing addresses Next Check Num This is the number of the next check to be printed from the Section 8 program Edit HAP URP Amounts The HAP Amount Housing Assistance Payment amount field and the URP Amount Utility Reim bursement Payment amount field appear for each tenant on the Rent Calc tab of the Maintain Tenants screen The values of these fields are set automati cally by the WinTen Occupancy and Rent Calcula tion ORC program For information please see the Maintain Tenants chapter of this manual Check the Edit HAP URP Amounts box if you want to be able to edit these values directly in the Sec tion 8 program If you do not check this box you can change these values only in ORC which you will typically do during a tenant certification NOTE Under normal circumstances we rec ommend that you edit HAP and URP amounts only in ORC during a certification Post To Ledger Check this box if you want checks printed fr
97. lization Exit gQ Making Your Job Easier WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Process Checks Page 6 1 Check Processing WIZARD The Check Processing wizard uses a simple graphic representation to show your progress through the processing sequence Steps that you have completed without error have green check marks next to them steps that you have skipped or that the program cannot perform have blue dashes next to them and steps that you have completed but that have generated errors in the program have red Xs next to them The next step in the sequence is highlighted in bold type Poa Check Processing Step 3 of 14 pcs Check Processing Steps Change Check Date wf Select Kind of Check Select Checking 4ccount Select Items To Pay Review Tenants on Hold Review Check Adjustments JL M esl Print Pre Check Report Print Checks Edit Check Numbers Print Excess Vouchers Process Direct Deposit Print Pre Posting Report Post Checks Check Date 0370972005 Kind of Check Landlord HAP Checks Checking Account WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Process Checks Page 6 2 dL Start ap Back T dL Skip EEE E Reset Check Steps Shifk Ctril 4lk C Wizard Controls Exit Icon This icon exits the Check Processing wizard and returns you to the Main Menu If you start the wiz ard and then exit before completing it th
98. ly rather than waiting for it to take effect during monthly initialization Undo Last ORC Tenant Change Use this command to undo the last future change from Occupancy and Rent Calculation that was ap plied to the tenant WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Tenants Page 5 15 ORC Changes Tab Data Fields SSN This is the tenant s Social Security number Tenant Name This is the tenant s name Effective Date This is the future change s effective date Transaction Code This is the PIC transaction code for the Form HUD 50058 record that corresponds to the future change Who Created Change This is the user name or initials of the user who cre ated the future change record Date of Change This is the date on which the future change was created TTP This is the TTP that will be in effect for the tenant after the change s effective date Utility Allowance This is the utility allowance that will be in effect for the tenant after the change s effective date HAP Amount This is the HAP that will be in effect for the tenant after the change s effective date URP Amount This is the URP that will be in effect for the tenant after the change s effective date WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Tenants Page 5 16 Hint Adjustments Check adjustments are alterations to the subsidy checks that a tenant or landlord is scheduled to receive Positive che
99. mast Soft ware for the maintenance and support of Tenmast Software s WinTen Section 8 Tenant and Landlord program Any references to company housing authority or individual names or identities in exam ples or screen images are for demonstration purposes only and are not intended to refer to any actual organization or person CONTENTS INTFOGUCHON cou cee eed okie chee ere ee kone eee et bee eee ee ees Program Overview eee odes ae ener ees ease Cyclical Actions m MENU rrr 1210 M wolle MCCC donee 0 9 00 00 0 0 000 0 Default Settings 0 00 0 0 0 Red Sb Maintain Check Format Screen aaana nanana aaa eer Check Format Sub Tab oe oes Tenant Voucher Format 1 0 Landlord Voucher Format SUD Tab 3 irat Utility Company Setup Screen 26 43 1274 X8 doe ded al dodo e cd an m Uer dh i General d PM Utility Checks Sub Tab cai ice d un P Re Goode ee en Ledger Posting Setup Screen Reed oes CORE E OR OR Maintain Caseworkers Screen 8 Maintain Management Codes Screen FMR Payment Standard Setup Screen
100. me GUILLORY THOMAS WEE Address 65 FORKED HILL WEST Contract 475 3 State ip RUSTON L Utilities 21 69 Telephone Gross 497 00 General Description Bedrooms Bathrooms Floor Area sq ft 7 fear of Construction 1383 Allow Profle Unit Type Fowhouse Townhouse 0000000000 Structure Type Rowhouse Townhouwse Handicapped Accessible Info Source REALESTATEAD Last Updated 06 23 2004 WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Unit Information Page 8 4 Hint Unit Locations For more information on setting up unit locations refer to the WinTen Rent Reasonableness manual 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 units 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 u
101. n The Utility Company Setup screen opens when you click the Util Co button on the Section 8 Setup screen It enables you to set up the utility company information that the program uses for printing util B checks ity reimbursement checks The Utility Company 9 Maintain Company Setup screen has two sub tabs at the lower left MN General and Utility Checks It always opens on the General sub tab as shown below Maintain FMR Maintain Fair Market Rent File Help 4 Utility Company Setup l Utility Company 0 9 gt gt Mame CITY OF RUSTON WATER AND SEWAGE EMTERGY JARKLA GAS LINCOLN PARISH KENTUCKY UTILITIES BLUEGRASS Mame KENTUCKY UTILITIES Care Df KENTUCKY UTILITIES Street Address iVINEST City State Zip LEXINGTON KY 40511 Utility Checks General WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Setup Page 3 15 45 Utility Company Setup H xl Utility Company Bl 0 5 E CITY OF RUSTON WATER AND SEWAGE 3 KENTUCKY UTILITIES BLUEGRASS RECC Name JKENTUCKYUTILITIES Care Of KENTUCKY UTILITIES Street Address City State Zip EXNGTONKY 451 0000000000 General Sub Tab The General sub tab enables you to create and maintain a list of utility company addresses The top portion of the tab contains a table
102. n The program changes the tenant s records to reflect the new unit NOTE If the tenant is in the Occupancy and Rent Calculation program in this data area you must transfer him to a new unit in that program You cannot use this function Searching for a Unit Icon This icon enables you to mark the tenant as searching for a unit This condition occurs when the tenant wants to transfer between units within your agency s jurisdiction you are not currently subsidizing the tenant and you have issued a voucher to allow this process When you click this icon a confirmation dialog box appears Click Yes to continue or click Cancel to cancel the process If you click Yes the Searching for a Unit dialog box opens Enter the issue and expiration dates for the voucher and click OK The program marks the ten ant as searching While the tenant is marked as searching you cannot perform editing actions You must transfer the tenant to a new unit before you can edit the record Change SSN Icon This icon enables you to change the Social Secu rity number of the currently selected tenant When you click this icon the SSN field becomes editable Enter the tenant s new SSN and click the Save icon to save the change or the Cancel icon to cancel it When you change a SSN the program updates its databases changing that SSN to its new value in every record associated with that number Mark Tenant for Deletion Icon This icon enables you
103. n Landlords File Edit Tools Landlord Name HILLSBORO EDDIE ID 472 96 1845 Check Adjustments 2 Check Header Informatia Check Check Date v Check Type Recipient Amount Date Voided 0000005800 11 22 2004 Landlord HAP VOID EDDIE HILLSBORO 380000 11220004 0000005300 11 22 2004 LandbrdH P VOID EDDIE HILLSBORO 80000 11 22 2004 0000005893 10 05 2004 LandordH P EDDIE HILLSBORO 0000005888 10 04 2004 Landlord HAP EDDIE HILLSBORO r 0000005888 10 04 2004 LandbrdH P EDDIE HILLSBORO r 0000005880 09 26 2004 Landlord HAP EDDIE HILLSBORO 989600 0000005880 09 28 2004 TenamURP EDDIE HILLSBORO 9896000 J 0000005874 09 27 2004 Landlord HAP EDDIE HILLSBORO 88300 10000005874 09 27 2004 TenantURP EDDIEHILLSBORO BO e Check Detail Informatio Tenant URP O O WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Landlords Page 4 12 Add Manual Checks Add 1099 Adjustment Void Landlord Checks Add Manual Check Wizard Step 1 of 3 Select Bank Account Bank Account Check tt for this amp djustsment Check Date 03 03 2005 Instructions Select Bank Account and press the Start button to continue ce Select Bank Acco
104. ning balance that has yet to be ap plied to this adjustment Adjusted This Month This is the amount that has been applied to the landlord s checks this month to perform this adjust ment WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Landlords Page 4 19 WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Landlords Page 4 20 MAINTAIN TENANTS The core purpose of the Section 8 Tenant and Landlord program is to track the financial data for the individuals participating in your agency s Sec tion 8 program This job has two aspects tracking tenant records and tracking landlord records The Maintain Tenants area of the program enables you to add new tenant records and edit existing ones To access this area of functionality click the Ten ants button or press lt T gt at the Main Menu 25 Section 8 Tenant and Landlord File Help Section Tenant and Landlord Section 8 58 Maintain Tenants FAA Initialize Monthly Initialization N at Landlords Maintain Landlords Units Maintain Unit Information 1 Checks Process Checks D Vouchers Maintain Vouchers E Reports Print Reports HE Setup Maintain Setup Data Exit nmast Software Making Your Job Easier WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Tenants Page 5 1 Browse TENANTS SCREEN The first screen that appears when you enter the Maintain Tenants area is the Bro
105. nit 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 units 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 WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Unit Information Page 8 5 Street Number ve Street Name IN HILLS LN Apt No fios City State Zip RUSTON La nzzo Assisted 30 Address Street Number 76 Street Name IN HILLS LN Apt No 105 City State Zip RUSTON 270 Locati ocation Description City Limits 2 Census Tract County LINCOLN Property ID Owner Information Rent Summary Name JGUILLORY THOMAS Amount Address 65 FORKED HILL ROAD WEST Contract 4531 City State 2 RUSTON Jia Utiities 21 69 Telephone Gross 497 00 General Description Bedrooms 1 Bathrooms 1 Floor Area sq ft 700 Year of Construction 1983 Util Allow Profile City m Handicapped Accessible 5 Info Source REAL ESTATE AD Last Updated 08 23 2004 Gross This is the unit s gross rent contract rent plus utility cost General Description Bedrooms This is the number of bedro
106. nt of charges on the tenant s account at the end of the previous month Total Current Period Charges This is the total amount of charges on the tenant s account as of the current month Month to Date Payments This is the total amount of all payments that the tenant has made in the current month Receivable Balance as of current date This is the tenants receivable balance as of the current date WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Tenants Page 5 28 Tenant Reports Dialog Box When you click the Print Tenant Reports icon on the Tenant Data tab the Tenant Reports dialog box opens This dialog box enables you to produce reports on the currently selected tenant Select the radio button that corresponds to the report you want to produce set any applicable formatting op tions and click the Print button to print the report or the Preview button to preview it When you are done producing reports click the Cancel button to return to the Tenant Data tab Tenant Reports BRONTE YVETTEB 797 29 7492 Portable Billing Invoice HLID 52555 C Portable Billing Statement C Tenant Voucher HUD 52646 Voucher Number va ssue Date 11 18 2004 Initial Expiration Date 01 17 2005 tended Expiration Date 16 2005 C Tenant Contract HUD 526 41 Contract Sign Date WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Tenants Page 5 29
107. ntain Landlords Units Maintain Unit Information 1 Checks Process Checks D Vouchers Maintain Vouchers E Reports Print Reports HE Setup Maintain Setup Data Monthly Initialization Q Making Your Job Easier WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Main Menu Page 2 4 SETUP The first time you run Section 8 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 inac curate settings can cause Section 8 to function in an unexpected manner The individual 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 Tenmast Security program after the initial 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 25 Section 8 Tenant and Landlord File Help Section 8 Tenant and Landlord Section 8 58 amp Tenants Maintain Tenants Initialize Monthly Initialization at Landlords Maintain Landlords Units Maintain Unit Information Checks Process Checks Vouchers Maintain vouchers B Reports
108. o Payment Standard HAP Amount moi Contract Rent 400 Utility Allowance 0 Total Tenant Payment 50 Total Assistance Payment WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Tenants Page 5 11 Rent Calc Tab Data Fields Lease Contract Information HAP Contract Z This is the tenants HAP contract number HAP Contract Date This is the date on which the tenants HAP contract was issued HAP Contract Sign Date This is the date on which the tenant signed his HAP contract Lease Issue Date This is the date on which the tenant s lease was is sued or last underwent a rent change Next Exam Date This is the date for the tenant s next annual re ex amination Utility Company Information If you have set up utility billing for seasonal billing the Summer and Winter fields are available as shown on the screen image If you have not set up seasonal billing the program only displays a single set of code and account fields Summer Utility Company Code This drop down selection box enables you to specify the utility company used for summer utility billing Summer Utility Co Account This is the tenant s account number with the utility company specified above Winter Utility Company Code This drop down selection box enables you to speci fy the utility company used for winter utility billing Winter Utility Co Account This is the tenant s account number with the utility company specified a
109. o select the caseworker assigned to this tenant Voucher Information Searching for a Unit If this box is checked the tenant is searching for a unit To edit this condition click the Searching for a Unit icon Project This drop down selection box enables you to specify the project from which the tenant receives rent subsidy Voucher This is the tenant s voucher number Admission Date This is the tenant s admission date Landlord Information To edit these fields click the Change Landlord icon Landlord Name This is the name of the tenants landlord Landlord ID This is the landlord s SSN or EIN Detailed Information Portable If the tenant is portable check this box The Por table tab of this screen is available if this box is checked Portable This drop down selection box enables you to spec ify the tenant s portability type if applicable WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Tenants Page 5 8 Tenant Type This is the tenant s type for 50058 reporting pur poses You cannot edit this field the program draws this information from the Occupancy and Rent Calculation program Voucher Size This is the bedroom size for which the tenant has a voucher HTH Check this box if the tenant is hard to house HTH Status This drop down selection box enables you to spec ify the status of the collection of the tenant s Hard to House fee of Bed
110. om the Section 8 program to post automatically to the WinTen General Ledger program WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Setup Page 3 5 Enable Direct Deposit File Edit Help you want to create direct deposit ACH transac IPIS d e tion files for landlord checks check this box Organization Name TENMAST SOFTWARE Annual HAP Budget Direct Deposit Transfer File Name Addes 192VENTURE CT ww ity State Zip LEXNGTON KY 405 1 1 1 This is the name of the direct deposit ACH data Mem OO CunentYe PO 21 file that the program will create including the file Ap extension You can edit this field only if the Enable repa r Direct Deposit box is checked r Seasonal Billing Address on Tenant Checks Summer eginning Month April m sical Hes che Num Print one check per tenant to each landlord oe eee iren non If you want to print a separate check to every land C None Edt HAP URP Amounts I7 Post To Ledge lord for every tenant that landlord has check this v Enable Direct Deposit Print one check per tenant to each landlord s Direct Deposit Transfer File Name w ext seCHKFILTXT Federal Backup Withholding 28 If you want to print one check per landlord Minimum rent Must from 0 to 50 00 Monthly administrative fee for firs
111. oms 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 screen Unit Type This drop down selection box enables you to spec ify 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 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 it in automatically every time you save changes to the record WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Unit Information Page
112. on to continue lt Back i Cancel Add Manual Check Wizard Step 3 of 3 LastStep Bank Account BANK ONE Check for this Adjustsment 95421 Check Date 03 03 2005 Adjustment Amount 307 Backup Withholding Taxes 0 Expense Account 1 00 4190 08 000 0THER SUNDRY EXPENSE Instructions Confirm the above values and click Finish to complete the task Back Finish Cancel Step 2 Enter Adjustment Amount Step 2 allows you to enter the adjustment amount and select the expense account Enter the data then press PageDown or click the Next button Step 2 Data Fields Adjustment Amount Adjustment Amount This is the total amount of the manual check Backup Withholding Taxes If applicable this is the amount of tax withheld from the check whose data you are entering Expense Account This drop down selection box enables you to spec ify the General Ledger account against which this check should be debited Step 3 Confirmation Step 3 allows you to confirm all of the information before you finish adding a manual check The fields on this step are not editable If anything is incorrect press PageUp or click the Back button to go to the previous step s and cor rect it If everything is correct press PageDown or click the Finish button to finish adding the manual check WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Landlords Page 4 14 Add M
113. osit Check Amount Recipient Tenant Name Landlord Name No No 16 535 00 HARRY LEVINE 3 188 00 PATTY BRIGHT 8 630 00 EDDIE HILLSBORO 10 00 PATRICK SUTTON P4 o o jojojo 1 500 00 STEVEN MCMANUS 7 552 00 PLANTATION PROPERTIES 4 wv Mark O Unmark Z Mark All it Reset Checks Confirm Q Do you wish to reset this check number Select ALL to reset check numbers From this point Forward Step 8 Print Checks Click the Next button The Maintain Checks Before Printing screen opens This screen displays a table of all checks you are about to process The table s leftmost column is labeled Print and contains values of Yes and No All checks with a Yes in this column will be printed To simultaneously mark all checks after a selected one as Yes select the first check to mark and click the Mark All button To mark a single check as Yes select it and click the Mark button To mark a check as No select it and click the Unmark button To delete a check and remove it from this check processing sequence select it and click the Delete icon To reset check numbers select the first check whose number you wish to reset and click the Reset Checks button A confirmation dialog opens Click the Yes button to reset only the selected check Click the All button to reset numbers for all checks from that point forward When you have marked every check you w
114. p This is the property 5 city state and zip code Phone Number This is the property manager s phone number WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Landlords Page 4 6 Direct Deposit Information The Direct Deposit Information fields are for any landlord who receives HAP payments through direct deposit transactions They enable you to select the type of account in which the landlord re ceives direct deposit transactions and to enter the bank name account number and routing number for these transactions Direct Deposit If this landlord receives HAP payments through direct deposit transactions check this box Account Type Select whether the direct deposit goes to a check ing account or a savings account Bank Name This is the name of the bank where the landlord s account is located Account This is the number of the landlord s account at the bank Routing This is the nine digit ABA American Bankers Asso ciation routing number that identifies the bank WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Landlords Page 4 7 Maintain Landlord Notes Screen The Maintain Landlord Notes screen opens when 2 you click the Maintain Notes icon on the Land a lord Data tab It enables you to store an unlimited amount of notes or miscellaneous information re garding the selected landlord Use the standard WinTen controls to
115. priate landlord then click Select to save your change or Cancel to cancel it Unit Information Icon The Unit Information icon opens the Maintain As sisted Housing Units screen to the record for the tenant s unit This screen is described in detail at the end of this chapter Transfer Tenant Icon The Transfer Tenant icon enables you to transfer the selected tenant into a new unit When you click this icon a confirmation dialog box appears Click Yes to transfer the tenant or click Cancel to cancel the process WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Tenants Page 5 5 EL Confirm xj e Are vou sure vou want Eo mark this tenant as Searching For a Unit Searching for a Unit This feature is used to show that the tenant has moved from the current unit and i searching for a new unit with a voucher The tenant will be moved out of the current unit and will NOT receive HAP or URF check The tenant can only be made active by transherring into new unit F the tenant does not locate a unit they may be deleted to history Date voucher sued Date voucher expires 11 06 2004 Date extension expires 12 06 2004 X Cancel 4 you click Yes the Transfer Date dialog box opens Verify or enter the date of the transfer and click OK The Select Housing Unit screen then opens Se lect the unit into which to transfer the tenant and click the Select butto
116. rative fee as of the next monthly initialization Check Adjustment Table Data Fields Type This is the type of check receiving the adjustment HAP or URP Description This is a brief 50 character description of the ad justment Total to Adjust This is the adjustment s total amount Monthly Adjustment This is the amount that should be applied to this landlord s checks each month to perform this ad justment Adjusted This Month This is the amount that has been applied to the landlord s checks this month to perform this adjust ment Remaining Balance This is the remaining balance that has yet to be ap plied to this adjustment Ledger Acct Project This is the ledger project in which this adjustment will be recorded WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Tenants Page 5 19 FSS Data Tab The FSS Data tab contains family self sufficiency data for the selected tenant Use the standard WinTen controls to edit the data on this tab and save or cancel your changes NOTE Unless you check the Is Household Part of FSS Program box no other data field on this tab is editable Maintain Tenants Fie Edit Tools Tenant Name LONG JASMINE 551 542 0841 2 Tenant Data Rent Calc ORC Changes Payment Info F95 Data Receivable Check History F55 Participant wv BASIC FSS INFORMATION F55 PAYMENT INFORMATION F55 plan beginning date 02 01 20
117. rents Contract Rent is what the landlord is charging for the unit the rent that is on the lease Tenant Rent is the contract rent minus the tenant s HAP amount the amount of the lease for which the tenant is responsible Gross Rent is the contract rent plus any utility allowance that your agency allows for the unit Payment Standard This is the tenants payment standard Contract Rent This is the tenant s contract rent Utility Allowance This is the tenant s utility allowance Total Tenant Payment This is the tenant s total monthly payment Tenant Rent This is the tenant s paid rent Gross Rent This is the tenant s gross rent HAP Amount This is the tenant s housing assistance payment URP Amount This is the tenant s utility reimbursement payment Total Assistance Payment This is the total assistance payment the tenant receives Minimum Rent Exempt If the tenant is exempt from minimum rent this box is checked Security Deposit This is the tenant s security deposit Income Level This is the tenant s income level low very low or extremely low Annual Income This is the tenant s annual income Adjusted Income This is the tenant s annual income after expense adjustments WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Tenants Page 5 13 ORC Changes Tab When you recertify a tenant or perform other edit ing actions on that tenant s re
118. s This is the number of bedrooms in the tenant s current unit You cannot edit this field the program draws this information from the Rent Reasonable ness program Race This is the tenant s race You cannot edit this field the program draws this information from the Occu pancy and Rent Calculation program Ethnicity This is the tenant s ethnicity You cannot edit this field the program draws this information from the Occupancy and Rent Calculation program Elderly If this box is checked the tenant is elderly You cannot edit this field the program draws this infor mation from the Occupancy and Rent Calculation program Dependents This is the number of dependents in the tenant s household Family Members This is the number of members in the tenant s household Comments Comment 1 and 2 These fields allow you to enter short 40 character comments on the tenant Termination Date This is the tenant s termination date if the tenant is marked for deletion You cannot edit this field the program fills it in automatically WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Tenants Page 5 9 Maintain Tenant Notes Screen The Maintain Tenant Notes screen opens when you 2 click the Maintain Notes icon on the Tenant Data a tab It enables you to store an unlimited amount of notes or miscellaneous information regarding the selected tenant Use the standard WinTen controls to edit the data on t
119. s for column headers for the detail columns In the footer enter data fields for the to tals line In the detail columns you only have room for one row of data fields These will print for each detail line on the voucher 5 Maintain Check Format TENANT YOUCHER FORMAT Woucher Size gt 35 Check Voucher C 5527 35 VoucherCheck v y Copy Fram Restore ng Check aucherV aucher C gt Top Margin gt E Voucher Check Voucher C 1 Copy To Pint Test ETT Oe Left Margin gt Youcher Voucher Check 7 WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Setup Page 3 13 Landlord Voucher Format Sub Tab The Landlord Voucher Format sub tab enables you to format the vouchers that will be attached to land lord checks Use the formatting controls discussed on the previous pages to configure the voucher format 5 Maintain Check Format LANDLORD VOUCHER FORMAT P Check Date 0 EEEE Pernt Tenant SSH Check Format Tenant Voucher Format EIE Voucher Size gt 35 J Check nucher pr hose Vaucher L heck ES ux Copy From Restore A Accent Top Margin gt Voucher Checkvoucher C Voucher Voucher Check CheckYoucher Youcher Copy BP Frint Test X Abandon LeftMargin 10 2 WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Setup Page 3 14 Utility Company Setup Scree
120. t 500 tenants 3172 le ave this box unchecked Base Hard to House fee amount 75 Monthly adminstrative fee for over 600 tenants 26 Federal Backup Withholding This is the federal backup withholding percentage applied to all landlord checks Minimum Rent This is the minimum rent that each tenant is al lowed to pay This field is not editable if you are using the WinTen Occupancy and Rent Calcula tion program you must set up minimum rent in that program Base Hard to House fee amount This is your agency s base hard to house admin istrative fee The program uses this to calculate actual hard to house fees Monthly administrative fee for first 600 tenants This is the ongoing administrative fee for the first 600 tenant unit months as per HUD Handbook 7420 8 Monthly administrative fee for over 600 ten ants This is the ongoing administrative free for over 600 tenant unit months as per HUD Handbook 7420 8 WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Setup Page 3 6 Maintain Check Format Screen mo Checks Maintain Checks Util Co Maintain Utility Company GL Projects Maintain GL Projects Case Worker Maintain Caseworkers Management Code Maintain Management Code Maintain EMR Maintain Fair Market Rent The Maintain Check Format screen opens when you click the Checks button on the Section 8 Set up screen It enables you to configure the
121. t Calculation programs You must add them from the Applicant List program Exit MAINTAIN VOUCHERS lf you have enabled voucher processing in Setup you can use Section 8 s voucher tracking functions to maintain a list of all Section 8 vouchers that your agency has issued or has available to issue To work with this data click the Vouchers button or press lt V gt at the Main Menu 25 Section 8 Tenant and Landlord File Help Section 6 Tenant and Landlord Section 8 59V amp Tenants Maintain Tenants af Landlords Maintain Landlords Checks Process Checks Reports Print Reports Making Your Job Easier WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Vouchers Page 9 1 MAINTAIN VOUCHERS SCREEN The Maintain Vouchers screen enables you to track every voucher that your agency has in the current data area In addition to providing a comprehensive list of all issued vouchers this screen also enables you to create edit or delete records for open vouchers If you are using the WinTen voucher processing functions the Applicant List program uses this list of open vouchers when you issue a voucher to a new Section 8 tenant Maintain Youchers v250 E 249v 00001 3 Leased v260 Eo 245v D 0007 2 Searching v270 E 249v 00001 2 Leased v280 E 249v 2 Leased v230 Eo 245v D 0007 1 Leased v3 E 248v 00002 3 Issued v300 EN 249v DDD 2 Leased
122. t dialog box opens Select the data area from which you want to copy check and voucher formats and click the OK button The program copies the check and voucher formats from the selected data area to the current data area Copy To Button This button enables you to copy the check and voucher formats from the current data area to an other one When you click this button the Transfer Check Voucher Format dialog box opens Select the data area to which you want to copy check and voucher formats and click the OK button The pro gram copies the check and voucher formats from the current data area to the selected data area Restore Button This button enables you to restore the default check or voucher format that was in place for the selected sub tab when your first installed the Section 8 program Print Test This button prints a test check and voucher set This enables you to ensure that the program is properly aligning all of the data fields on your checks and vouchers Accept Button When you click the Accept button the program saves all of the changes you have made to the cur rent tab s check or voucher configuration Abandon Button When you click the Abandon button the program cancels all of the changes you have made to the current tab s check or voucher configuration and resets the tab to the condition it was in before you began editing WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Setup Pa
123. t to align Then right click the anchor field The Field Options dialog box opens Select the radio button that corresponds to the edges along which you want to align the fields Then click OK The dialog box closes and all of the data fields move to line up with the anchor field s selected edge WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Setup Page 3 11 Check Format Sub Tab The Check Format sub tab enables you to format checks Use the formatting controls discussed on the previous pages to configure the voucher for mat 5 Maintain Check Format TENANT YOUCHER FORMAT Woucher Size gt 35 Check aucher C E EC 35 VoucherCheck v A Copy Fram Restore i ng Check voucher oucher C gt Top Margin 14 Voucher Check voucher Y Copy Ta Print Test x bende Left Margin gt 0 2 Voucher toucher Check WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Setup Page 3 12 Tenant Voucher Format Sub Tab The Tenant Voucher Format sub tab enables you to format the vouchers that will be attached to ten ant checks Use the formatting controls discussed on the previous pages to configure the voucher format Note that a voucher is divided into three areas by horizontal lines in the editing field the header the detail columns and the footer In the header and footer areas the fields you set up will print exactly as they are set up In the header enter text field
124. the Yes button to return to the main area of the Check Pro cessing screen Step 9 Edit Check Number Click the Next button The Edit Check Numbers Af ter Printing screen opens This screen allows you to change check numbers if necessary to match the numbers on the checks you just printed You can edit a single check number or a series of check numbers To renumber a single check select it and click the Edit Check Number icon The New Check Number data field becomes available in the center of the screen Enter the correct number for this check and click OK A dialog box opens that asks you if you want to renumber the rest of your checks Click No WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Process Checks Page 6 8 To renumber a series of checks select the first check in the table whose number you want to H change Click the Edit Check Number icon The New Check Number data field becomes available in the center of the screen Enter the correct number for the first check in the series and click OK A dialog box opens that asks you if you want to renumber the rest of your checks Click Yes The program renumbers the check you selected and every check below it in the table e Would you Like to reset the numbers For Ehe rest of your checks When you are finished renumbering checks click the Exit icon to return to the main area of the Check ies Processing screen Step 10 Print Excess Vouchers Cl
125. the id start initialization sequence It begins the initialization sequence Once you move past Step 1 it becomes the Next button Back Button Back This button moves you back one step in the initial ization sequence Next Button 4 This button moves you the next step in initial ization sequence Skip Button This button skips the next step in the initialization i sequence REE Step 1 Print a List of Tenants Marked for Deletion When you click the Start button to begin the initial ization process a standard report preview screen opens with the Tenants Marked for Deletion report Review the report and print it if necessary then close the print preview screen to proceed to Step 2 WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Initialization Page 10 3 5 Select Tenants for Pre init Report Which tenants on Pre nit repart C All Tenants lt Print Detail w DK 5 Report Order x Report rde Tenant Mame Tenant SSH C Contract Number C Allocation Humber Step 2 Print Pre Initialization Re port Click the Next button The Select Tenants for Pre Init Report dialog box opens Select the formatting options for the report and click OK A standard report preview screen opens with the Pre Initialization Report Review the report and print it if necessary then close the print preview screen to proceed to Step 3 Step 3 Print O
126. tinue monthly initialization will prepare your Section 8 data For FEBRUARY You should have already printed ALL REPORTS From last month Are vou sure vau want to initialize FROM JANUARY INTO FEBRUARY Ves WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Initialization Page 10 5 If you click Yes the program begins the initializa tion process In order the program performs the following steps process landlord data process ORC tenant changes for the new month process tenant data e initialize check adjustments complete initialization process When the process is complete a dialog box opens that informs you that the program has successfully initialized into the next month Click OK to close all associated dialog boxes and return to the Main Menu Section 8 Tenant and Landlord x Ci You have successfully completed Section Monthly Initialization WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Initialization Page 10 6 M Main Menu 2 4 Management Codes 5 8 Manual Adjustments See Adjustments MBE 4 10 Minority Business Enterprise See MBE Monthly Actions See Cyclical Actions Monthly Initialization 1 O ORC Changes 5 14 Overview 2 1 P Payment History 4 11 Portability 5 8 5 23 Posting Setup 3 20 R Receivables Tenant 5 26 Rent Calculation 5 11 Reports 7 1 Tenant 7 3 Reset Check Process 6 6 S setup 3 1 Caseworkers 3 22 Check Formats 3 1
127. tio Mame KATHERINE HARRIS Address 52 JONES DRIVE City State Zip RUSTON LA 71270 777 Phone Number 318 255 9087 WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Landlords Page 4 4 AE Big x Big Gen Field 1 Big Gen Field 2 Big Gen Field 3 Cancel oF Type of ID Number EIN or SSM The ID number may an EIN 99 9999999 ar a 55M 999 99 9999 please select the type of ID number you will be entering 55H 9593 99 5995 Cancel Landlord Data Tab Controls Maintain Notes The Maintain Notes icon opens the Maintain Land lord Notes screen which we discuss below Custom Report Writer Fields Icon The Custom Report Writer Fields icon opens dialog box in which you can record user defined information for reporting on the currently selected landlord For more information please see the user manual for WinTen Custom Report Writer Edit Landlord ID Icon The Edit Landlord ID button enables you to change the selected landlord s unique identifying number When you click this button the Type of ID Number dialog box opens Click the button that corresponds to the landlord s ID number The Landlord ID field then becomes editable Enter the landlord s new ID number and click the Save button to save the change or the Cancel button to cancel it Mark for Deletion Icon The Mark for Deletion button enables you to mark the currently select
128. tion Monthly Pre Initialization Report ORC Tenant Changes Monthly Payments Initialization Report WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Reports Page 7 7 WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Reports Page 7 8 MAINTAIN UNIT INFORMATION The Section 8 Tenant and Landlord program main tains a database of both assisted and unassisted units for tracking rent reasonableness data The Maintain Unit Information area of the program en ables you to add units to this database review and edit existing ones and delete unit data that is no longer valid To enter this area click the Units but ton or press lt U gt at the Main Menu 25 Section 8 Tenant and Landlord File Section 6 Tenant and Landlord Section 8 59V amp Tenants Maintain Tenants E Initialize Monthly Initialization af Landlords Maintain Landlords 1 Checks Process Checks Vouchers Maintain Vouchers E Reports Print Reports Hel Setup Maintain Setup Data Maintain Unit Information Exit Making Your Job Easier WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Unit Information Page 8 1 Browse Housing Units SCREEN The Browse Housing Units screen is the first screen that opens when you enter the Maintain Unit Infor mation area of the program This screen contains a table of all units in the Rent Reasonableness data base From this screen yo
129. tments Description Totalto Monthy Adjusted Remaining Ledger Acct Adjust Adjustment This Month Balance Project KIRKPATRICK JOHN A HAP Adjustment URP KIRKPATRICK JOHN A URP Adjustment Future outgoing portable admin Fee 0 WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Tenants Page 5 17 Payment Info Tab Data Fields Lease Issue Date This is the date the tenant s current lease was sued You cannot edit this field this date is only editable on the Rent Calc tab Next Exam Date This is the date of the tenant s next annual re ex amination You cannot edit this field this date is only editable on the Rent Calc tab If the Section 8 program is initialized into a month that falls after this date the tenants payments are suspended placed on hold until the re certification is recorded and the tenant s re examination date is changed When to Pay The When to Pay field enables you to include the selected tenant in a payment group indicated by a single letter in this field When you process checks you have the option to only process checks for the tenants in a specific payment group For example if you enter in this field this tenant s payments will be included in every check run for payment group A Ledger Project Account This drop down selection box enables you to se lect a project against whose ledger accounts this tenants payments will be applied
130. to All Companies Apply to ll Companies Utility Company KENTUCKY UTILITIES 5 Utility Company Setup Utility Company 0 r Check Format C Tenant Name Only Tenant and utility company name C Tenant or utility company name 7 Utility company name for tenant C Single check for each utility company Address To Appear on Checks Tenant C Utility Company General Utility Checks Utility Checks Sub Tab Data Fields and Functions Utility Company This is the utility company that is currently selected on the General sub tab To change the utility com pany whose check processing options you are edit ing switch back to the General sub tab and select a new company or use the Next and Previous but tons on the toolbar Check Format This set of radio buttons enables you to specify the individual or entity to which each utility reimburse ment check for this company s tenants should be paid the name that appears in the pay to the order of field on the check Click the Apply to All Companies button to the right of these fields to apply your choice to all utility companies Address to Appear on Checks This set of radio buttons enables you to specify the address to which the utility reimbursement checks for this company s tenants should be mailed These options are not available if your choice for Check Format above is Tenant Name Only or Single check for each utility company
131. ty State Zip RUSTON LA 71270 77777 Phone Number 218 255 3087 Manage Phone This is the landlord s phone number Hold Code This is the current hold code that is applied to this landlord When the program performs a check pro cessing sequence it marks this field P for paid This keeps the landlord from receiving duplicate checks if the program goes through two or more check processing sequences in the same month If you want to hold this landlord s checks mark this field for hold PHA If the landlord is another housing authority check this box PHA ID If the landlord is another housing authority enter its HUD assigned PHA ID here Ext Vendor This is an extended vendor number field for use with third party i e non Tenmast check process ing programs Contract This is the landlord s contract number Backup Federal Tax Withheld Check this box if the landlord is subject to backup withholding of federal income tax The IRS requires backup withholding for any landlord who does not provide your agency with a correct TIN Taxpayer Identification Number Manager Information the landlord employs a property manager these fields are for that manager s contact information If the landlord is his own property manager you may leave these fields blank Name This is the property manager s name Address This is the property managers street address City State Zi
132. u can add a new unit to the database 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 5 Browse Housing Units File Edit View Help Alt vi gt View rm Ordered Search for a EC ECT NNNM CRM NE T EEULAH GLASSCOCK LANDING YVILLE TE JOHNSON 1831 S 19TH ST CHOUDRANT _ 78501 2 RURAL BOB JOHNSON 1931 5 19TH ST CHOUDRANT _ 78501 2 RURAL BOB JOHNSON 1831 5 18TH ST CHOUDRANT 7 RURAL JOHNSON 1831 S 19TH AVE CHOUDRANT1 78501 RURAL BRIGHT PATTY 76 N HILLS LN 104 RUSTON 71270 1 City Limits DOMINION 1111 GOLFVIEW DR 618 RICHMOND 72315 1 City Limits DOMINION 1111 GOLFVIEW DR 620 RICHMOND 77213 1 RURAL EDDIE HILLSBORO 1504 BONNIE BELL LN 4 GRAMBLING 71245 3 RURAL EDDIE HILLSBORO 1504 BONNIE BELL LN 3 GRAMBLING 71245 RURAL EDDIE HILLSBORO 1504 BONNIE BELL LN 8 GRAMBLING 71245 3 ABC EDDIE HILLSBORO 1504 BONNIE BELL LN 7 GRAMBLING 71245 3 RURAL EDDIE HILLSBORO 1504 BONNIE BELL LN 1 GRAMBLING23 71245 3 RURAL EDDIE HILLSBORO 1504 BONNIE BELL LN 2 GRAMBLING 71245 3 RURAL GUILLORY THOMAS 1506 BONNIE BELL LN 132MAIM ST 71245 RURAL GUILLORY THOMAS 76 N HILLS LN 105 RUSTON 71270 1 City Limits GUILLORY THOMAS 1018 MAYWEATHER LN RICHMOND 71233 5 HECTOR HERNANDEZ 1010 OUACHITA LN MAIN ST 71270 3 City Limits HECTOR HERNANDEZ 1 MOCKINGBIRD LN RUSTON 71270
133. ucher 32004 17 01 31 Voucher Details voucher Actions Use the standard WinTen controls to add edit or delete open voucher records You cannot edit or delete the record of an active voucher on this screen Maintain Vouchers Screen Controls Print and Print Preview Icons If you click the Print or Print Preview icon on this screen the program produces the S8 Voucher Re port This report is a hardcopy version of the table of vouchers with the current View and Order By selections see following in effect View The View drop down selection box enables you to filter the table of vouchers to display all vouchers only open vouchers only vouchers with leases only vouchers that have been issued but not yet associated with a lease only vouchers that belong to existing tenants who are searching for new units only held vouchers or only retired vouchers Order By The Order By drop down selection box enables you to sort the table of vouchers by voucher num ber project number or bedroom size Search For Go To search for a specific voucher record enter your target in the Search For field and click the Go but ton The program searches the table and selects the first voucher whose value in the currently se lected Order By field matches your search target WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Vouchers Page 9 3 Hold Vouchers Retire Vouchers 8 8 0 8 gt
134. unt File Edit View Help Alt e Y Search for Add Manual Checks The Add Manual Check Wizard allows you to re cord a check that wasn t printed through Section 8 check processing To start the Add Manual Check Wizard click the drop down arrow after the Tools Other Functions icon on the Check History tab Then click Add Manual Checks Add Manual Check Wizard The Add Manual Check Wizard contains three steps Step 1 Select Bank Account Step 1 allows you to select the bank account and enter the check information Enter the data then press PageDown or click the Start button Step 1 Data Fields Bank Account To select the bank account from which you wrote the check click the Lookup icon after this field This opens the Select Bank Account screen Click to choose the bank account and then click the Se lect button Check for this Adjustment Enter the number of the check Check Date Verify or enter the date on which the check was written WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Landlords Page 4 13 i Add Manual Check Wizard Step 2 of 3 Enter Adjustment Amount Bank Account BANK ONE Check for this Adjustment 195421 Check Date 03 03 2005 Adjustment Amount Adjustment Amount 0 00 Backup Withholding T axes 00 Expense Account Instructions Enter the Adjustment amount backup withholding and Debit account and press the Next butt
135. up on the Allow ance Profile tab of the Utility Setup screen Unit Type This drop down selection box enables you to spec ify 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 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 it in automatically every time you save changes to the record WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Tenants Page 5 33 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
136. wizard uses a simple graphic representation to show your prog ress through the initialization sequence Steps that you have completed without error have green check marks next to them steps that you have skipped or that the program cannot perform have blue dashes next to them and steps that you have completed but that have generated errors in the program have red Xs next to them The next step in the sequence is highlighted in bold type 5 Section 8 Monthly Initialization Step 3 of 11 Initializing inta FEBRUARY Secon 8 Monthly Initialization Steps Print a List of Tenants Marked tor Deletion wv Print Pre nitializatian Report Print Tenant Changes for Next Month Print Monthly Payment Iritializatian Report Confirm Tenant Changes tor Mest Begin Monthly Initialization Process Fracess Landlords Process Tenant Changes For Mest Month Process Tenants lnitialize Check Adjustments Complete Monthly Initialization Process WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Initialization Page 10 2 Initialization Controls Exit Icon This icon exits the Section 8 Monthly Initializa b tion wizard and returns you to the Main Menu The Section 8 program records the point at which you exited the sequence The next time you enter the wizard the program returns you to the step at which you exited Start Button becomes Next button This button is only available at the beginning of
137. wse Tenants screen This screen contains a table of all of the tenants in Section 8 s database From this screen you can add a new tenant or review and edit an existing tenant s record 5 Browse Tenants File Edit View Help af gt gt View Active Tenants Ordered by Tenant Last Mame Search for TenantLastName TenantFistMame Tenant SSH Street Address Phone Number Landlord A ANDERSON CHRIST 6709 68 5448 132 VENTURE CT Apt 1 TB fptghvertby MILLER JOHN BRONTE YVETTE B 797 29 432 1506 BONNIE BELL LN Apt 4 VIRGINIA CITY HOU BROWN EUNICE 44 22 1111 2141 TERAS AVE HORNET JIMMY CHAN MICHEAL D ffo sb 3o43 1506 BONNIE BELL LN Apt 2 PLANTATION PROP CHAN STEVEN bb4 b4 324b 1422 JUPITER MCMANUS STEVER GENT BARBARA 43240 8142 1504 BONNIE BELL LN Apt 3 H amp PBRDM MCMANUS STEEN KIRKPATRICK JOHN O40 14 8025 1504 BONNIE BELL LN Apt 11 318 251 8423 WIRGINIA CITY HOU LONG JASMINE 42 05 4121 71 MOCKINGBIRD LN 318 255 8 52 PLANTATION PROP L vELY MARGARET 6795 97 3091 SCHOOLHOUSE RD HILLSBORO EDDIE MARKS KATHY 524 35 2005 1504 BONNIE BELL LN Apt 5 HILLSBORO EDDIE MOORE JULIETTE M 425 453 1254 459 PENNY RD BRIGHT PATTY NABORS DEBORAH 472 459 7097 HILLS LN Apt 104 BRIGHT FATTY PEREZ MARIA 50 47 5201 1504 BONNIE BELL LH HILLSBORO EDDIE POINTDEXTER VANESSA D 57 95 7395 1904
138. y Type 18 Refrigerator User Utility Type 3 Uti Allow Profile City 7 Utilities 0 00 WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Tenants Page 5 35 View Inspections Screen When you click the Show Inspections icon on the Tenant Data tab of the Maintain Tenants screen the View Inspections screen opens This screen contains a table of all inspections that have been performed or that are scheduled to be performed on the selected tenant s unit 25 View Inspection For Tenant KIRKPATRICK JOHN 040 14 8025 File Edit View Help gt Inspection Date Landlord Schedule Date Inspector Code SCHEDULED 1504 BONNIE BELL LN Apt 10 VIRGINIA CIT HOUSING AUTHORIT 3 1 2005 SSC WinTen Section 8 Tenant and Landlord 3 9 2005 Edition Maintain Tenants Page 5 36 Process CHECKS Section 8 writes checks and performs all associ ated calculations in a thirteen step sequence This sequence is controlled by the Check Processing screen To process checks click the Checks button or press lt C gt at the Main Menu 25 Section 8 Tenant and Landlord File Help Section 6 Tenant and Landlord Section 8 59V amp Tenants Maintain Tenants A Initialize at Landlords Maintain Landlords 45 Units Maintain Unit Information Checks Vouchers Maintain ouchers B Reports Print Reports Hg Setup Maintain Setup Data Monthly Initia

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