New Tenancy Contact - User manual

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1 New Tenancy Cntact - User manual

2 Table f Cntents Abut Service... 3 Service requirements... 3 Required Dcuments... 3 Service fees... 3 Hw t apply fr this service... 4 Validatin Messages New Tenancy Cntract Service Page 2 f 36

3 Abut Service This service is used t register fr a Tenancy Cntract. T apply fr this service, the lessr shuld have an active nline accunt. Service fee are calculated based n the duratin f the cntract, if the cntract perid is less than 4 years, the fee amunt is AED 100, but if the cntract fr mre than 4 years, the fee amunt is 1% f the first year f the cntract value. Service requirements - An active nline accunt. Required Dcuments Sl. N Dcument Applicatin Frm Letter Frm Wrk - Study Lcatin Awqaf Apprval t issue the cntract Apprval frm the Residential Privacy Cmmittee Marriage certificate r wrk letter n case f public r private husing Tenant Agent Authrizatin Letter Tenant Cmpany Trade License Status Required Required fr ccupant if cntract type is residential Required if land use is f type msque Required if land use is residential but the cntract type is ther than residential Required fr public r private villa Required if selected authrizer fr tenant is nt a registered authrizer fr the tenant Required if selected authrizer fr tenant is nt a registered authrizer fr the tenant and specified authrizer is same as wner f cmpany (tenant). Service fees Sl. N Fees Service fees fr the cntract duratin is less than 4 years Service fees fr the cntract duratin in excess f 4 years Cntract Registratin Fee By Tenant (fr Industrial Lands wned and leased by the Gvernment) Amunt 100 AED %1 f the first year f the cntract value %5 f the cntract value New Tenancy Cntract Service Page 3 f 36

4 Hw t apply fr this service - The user must fill in all the mandatry fields, marked with (*). New Tenancy Cntract Service Page 4 f 36

5 1. Add Prperty/Unit Details Click the buttn Add Prperties & Units, a windw will pen where yu can search fr the prperty r unit belngs t lgged in lessr and add t the cntract. Search by Unit Enter the unit number and click buttn Search, unit details will be shw in a list as shwn in the belw figure. Search by Prperty Enter the prperty number and click buttn Search, details will be shw in a list as shwn in the belw figure. If the prperty is a multi-unit prperty, details f all the units under that prperty will be shwn; else if the prperty is a single-unit like villa, cmpany camps etc., details f that prperty will be shwn. New Tenancy Cntract Service Page 5 f 36

6 Select the units/prperty and click buttn Add. The select units will be added t the main page and search windw will be clsed. Yu can add mre than ne unit/prperty in a single cntract. Add/Verify the Premise Number fr the selected Unit(s)/Prperty(s) Yu shuld check the check bx Premise Number has been verified after verifying the premise details fr each unit/prperty. Click n the link View Premise next t each unit(s)/prperty(s) t view the premise details. A windw will pen, shwing the current premise number f respective unit/prperty. Enter valid premise number and click buttn Submit t save the premise number t the unit/prperty. New Tenancy Cntract Service Page 6 f 36

7 T view premise details, click n the buttn Validate Premise Details 2. Add Lessr Details Lessr details will be laded frm the current lgin lessr when the page lads. Add Lessr Authrized Signatry Authrized Signatry registered fr the lessr will listed as belw. If the lessr is a cmpany, All active authrizers registered fr the cmpany will be listed here. This field is a mandatry If the lessr is an Individual, All active authrizers registered by PMA authrizatin fr the selected units will be listed here. If n authrizer is registered by PMA authrizatin fr the selected units, then the Authrized Signatry Name shuld nt be shwn. This field is ptinal Individual Lessr withut authrizers New Tenancy Cntract Service Page 7 f 36

8 Nte: In case the authrizer details are nt listed here r t update/remve authrizer(s), yu have t visit nearest Municipal Custmer Service Center. Add Lessr Cntact Persn Click n the link Add Cntact Persn next t the lessr details. A windw will pen shwing the Cntact Persn registered. Select the cntact persn and click buttn Add t add t the cntract as shwn belw. If the Cntact Persn is nt registered fr the lessr, yu will receive the N Data Available! message as belw. Nte: Yu shuld visit nearest Municipal Custmer Service Center t add/update/remve cntract persn fr lessr. 3. Add Tenant Details Click the buttn Add Tenant, a search windw will pen where yu can search fr the tenant (Individual r Cmpany) and add t the cntract. New Tenancy Cntract Service Page 8 f 36

9 Add Tenant (if Individual) Search by EID (Search by Emirates Id) Search by EID card If the tenant s EID card is available and card reader is plugged t yur cmputer, insert the card int the EID card reader and click buttn Search by EID card. The system will shw tenant details as belw. Nte: If tenant is nt registered in system, the system will register the tenant by fetching the details frm EID card. Search by EID number Enter the EID number and click buttn Search. If the tenant is already registered in the system, the system will shw the details as belw therwise yu will receive the message Yur search did nt return any results. Nte: If the tenant is nt registered in the system, tenant need t visit the nearest Municipal Custmer Service Center t register in the system. Search by EID Applicatin N. (Search by Emirates Id Applicatin N.) If the tenant EID is under prcess with the Emirates Id Card authrity, yu can still apply fr the service using EID Applicatin Number. Select the ptin Search by EID Applicatin N New Tenancy Cntract Service Page 9 f 36

10 Enter the EID Applicatin N and click buttn Search. If the EID Applicatin N is already registered, system will shw the details as belw. If the EID Applicatin N. is nt registered, yu will receive the message Yur search did nt return any results. The search details will be shw as belw. Select the tenant and click buttn Add. The selected tenant will be added t the main page and search windw will be clsed. Add authrized signatry (if tenant is an Individual) T add an authrizer (which is nt mandatry if tenant is an Individual), click the link Click here t chse authrized signatry fr the tenant, a windw will appear where yu can select the Registered Authrizers r Search fr Authrizers. Registered Authrizers If the tenant has any registered authrizer, thse will be shwn under Registered Authrizers ptin as belw. New Tenancy Cntract Service Page 10 f 36

11 Select the authrizer and click buttn Add t add tenant authrizer t the cntract. Search fr Authrizers T search by EID card, insert the EID card int the card reader and click buttn Search by EID card. T search by EID number, enter the EID number and click buttn Search. The authrizer detail will be shw as belw:- Select the authrizer and click buttn Add t add tenant authrizer t the cntract. If the authrizer is a registered authrizer fr the tenant then the authrizer details will be added as fllws:- If the authrizer is nt a registered authrizer fr the tenant then the authrizer details will be added as fllws:- New Tenancy Cntract Service Page 11 f 36

12 Yu shuld enter the authrizatin dcument details and shuld attach cpy f authrizatin dcument in the attachment sectin. Add Tenant (if Cmpany) Search fr the cmpany by any f the fllwing field, Trade License, Cmpany Name, Phne, r PO Bx. Select the cmpany yu want t add as tenant and click buttn Add. Tenant details will be added as fllws:- Add authrized signatry (if tenant is a cmpany) T add an authrizer (which is mandatry if tenant is a cmpany), click the link Click here t chse authrized signatry fr the tenant, a windw will appear where yu can select the Registered Authrizers r Search fr Authrizers. New Tenancy Cntract Service Page 12 f 36

13 Registered Authrizers If the tenant has any registered authrizer, thse will be shwn under Registered Authrizers ptin as belw. Select the authrizer and click buttn Add t add tenant authrizer t the cntract. Search fr Authrizers T search by EID card, insert the EID card int the card reader and click buttn Search by EID card. T search by EID number, enter the EID number and click buttn Search. The authrizer detail will be shw as belw:- Select the authrizer and click buttn Add t add tenant authrizer t the cntract. If the authrizer is a registered authrizer fr the tenant then the authrizer details will be added as fllws:- If the authrizer is nt a registered authrizer fr the tenant then the authrizer details will be added as fllws:- New Tenancy Cntract Service Page 13 f 36

14 If the wner f the cmpany and authrized signatry t sign are same, yu must chse this ptin Cmpany Owner as Authrized Signatry and shuld uplad a cpy f the trade license in the attachment sectin. If the wner f the cmpany and authrized signatry t sign are nt same, yu shuld enter the authrizatin dcument details and shuld attach cpy f authrizatin dcument in the attachment sectin. T register a new cmpany, refer t sectin Register a Cmpany (Tenant), if cmpany is nt registered in the system. 4. Add Cntract Details Yu must chse the fllwing ptins: - Chse the type f cntract (Actual Usage) frm the fllwing list New Tenancy Cntract Service Page 14 f 36

15 Chse the Electric Bill paid by frm the fllwing list Chse the cntract duratin details Enter the payment details Chse the Payment Methd frm the fllwing list 5. Add Occupant Details T add Occupant details, click buttn Add Occupant. Belw screen will appear. New Tenancy Cntract Service Page 15 f 36

16 Select the unit/prperty t which the ccupants t be added and search fr the ccupants. Yu can search fr ccupant by using EID card, EID number r EID applicatin n. Select the ccupant(s) and click buttn Add. The ccupant(s) details will be added as belw:- Yu shuld select either Wrk Lcatin r Study Place fr all ccupants which are mandatry field. 6. Add Vehicle Details T add Vehicle details, click buttn Add Vehicle. Belw screen will appear. New Tenancy Cntract Service Page 16 f 36

17 Select the unit/prperty t which the vehicle(s) t be added. Fill in the vehicle details and click buttn Add Vehicle t add the vehicle details t the list. Select the vehicle(s) details and click buttn Add. The details will be added as belw:- 7. Uplad Attachments Yu shuld uplad all the mandatry dcuments which are marked as (*) Yu can dwnlad the filled Service Request Frm (Applicatin Frm) by pressing the buttn Dwnlad Applicatin Frm at the bttm f the page after fill in all the required fields. New Tenancy Cntract Service Page 17 f 36

18 Click Open t view and print the frm. New Tenancy Cntract Service Page 18 f 36

19 8. Submit Service Request and Print Service Receipt After fill in the required fields, press the buttn Submit at the bttm f the page t send the request. Yu will receive the fllwing cnfirmatin message The service request has been submitted successfully. Please pay the fees t cmplete the prcess. Click [Ok] t prceed. After that, t print the service receipt, click n buttn Print Service Receipt. The service receipt will be displayed as belw. Yu can pay the Service Fees immediately after submitting the request. Or; yu can cme back t the request later and find it in My Requests Page, search fr the request, then click link Mre t pen the service request. New Tenancy Cntract Service Page 19 f 36

20 Exceptinal Cases: There are tw exceptinal cases in which the request has t be sent t the respnsible department in the Municipality fr apprval: 1- If the Unit Usage is Residential, Cntract Actual Usage is Residential, and there are n Occupants specified. 2- If the Unit Usage is Residential, Cntract Actual Usage is Cmmercial In case#1 nly, upn attempting t submit the request; the cnfirmatin message shwn belw will appear. T prceed click [Yes]. In bth cases 1 and 2, after prceeding in submitting the request; the fllwing message will be shwn if the request gt submitted successfully. The applicant (requester) will be ntified via SMS that the request has been sent t the department and that it is under prcess. At this pint, the respnsible department may take ne f the fllwing actins. Please nte that the applicant will be ntified via SMS with the department s actin. After the department s actin, the applicant shuld g back t My Requests Page, search fr the request and view it t knw what t be dne next: Apprve the Request: in this case the request will be returned t the applicant; t prceed and pay the fees t dwnlad the cntract (the request status in this case will be Pending Custmer Payment ). In case the Lessr is exempted frm service fees, the cntract can be btained directly and the request status will be Clsed. Reject the Request: in this case the request will clsed and the applicant can refer t the department s cmments abut the Rejectin Reasns in the (Cmments Histry) sectin f Request Details Page. Request Update Frm Custmer: in this case; the department returns the request back t the requester in case there is missing infrmatin/dcuments that needs t be prvided (the request status in this case will be Pending Custmer Update ). The applicant can find the department s cmments in (Cmments Histry) sectin f Request Details Page. Here, the requester can either: - Update the request and prvide the missing infrmatin/dcuments as per requested by the department, then re-submit the request. - Cancel the request. Canceling New Tenancy Cntract request is detailed later in the manual. New Tenancy Cntract Service Page 20 f 36

21 9. Service Fee Payment, Print Payment Receipt & Dwnlad Tenancy Cntract After the request has been submitted, the request status will be Pending Custmer Payment. If lessr is nt exempted frm service fee, Service Fees shuld be paid t dwnlad the Tenancy Cntract. System will calculate Service Fees amunt and will appear as belw:- Yu can take fllwing actin at this step. Yu can see these buttns at the bttm f the page. T pay service fee, click the buttn Pay Fee, Payment Methd windw will appear as belw. System prvides yu tw mde f payment, 1. Debit frm Accunt T make the fee payment frm yur accunt balance, click the buttn Pay Fee under the sectin Debit frm Accunt. System will deduct the fee amunt frm Lessr accunt in municipality and tenancy cntract will be dwnladed if the payment is successful. Nte: T depsit amunt t lessr accunt, please visit the nearest municipal custmer service center. 2. Pay by Credit Card T make the fee payment by credit card, click the buttn Pay Fee under the sectin Pay by Credit Card and wait till system redirect t the payment gateway. New Tenancy Cntract Service Page 21 f 36

22 Select the card type (Visa r MasterCard) yu want t pay frm. Click link Cancel t cancel the payment and return t the service request page. Fill in the Credit Card details and click buttn pay. Belw screen will appear while prcessing payment. Fllwing message will appear nce the payment is cmpleted. New Tenancy Cntract Service Page 22 f 36

23 Click buttn OK and wait while system dwnlad the tenancy cntract. The tenancy cntract will be generate and displayed as belw. Yu can print the payment receipt after successful payment f service fee. After payment, yu can find ptin t print the payment receipt at the bttm f yur service request page as shw belw. New Tenancy Cntract Service Page 23 f 36

24 T print/dwnlad the payment receipt, click n the buttn Print Payment Receipt. The receipt will be generate and displayed as belw. In case Lessr is exempted frm service fee If the lessr is exempted frm service fee; upn attempting t submit the service request, the Fee Payment step will be passed, and the fllwing alert message will be shwn: Once [Ok] buttn is clicked, the system will take yu directly generate the cntract autmatically. Nte: after the New Tenancy Cntract service is cmpleted and the Tenancy Cntract is generated, an SMS ntificatin will be sent t the Lessr Cntact Persn s registered mbile (if available) r Lessr s (Lessr authrizer in case f cmpany) registered mbile number. At this stage, the Service status will be Clsed. Yu can als cme back t the request later and find it in My Requests Page, search fr the request, then click link Mre t pen the service request. The buttns at the bttm f the request page helps t dwnlad and print the cntract and the recites again if needed. New Tenancy Cntract Service Page 24 f 36

25 10. Cancel New Tenancy Cntract Request Yu can cancel New Tenancy Cntract request, if the applicatin request is pending with applicant fr Update r Fee Payment. In this case service request status will be r Pending Custmer Update Pending Custmer Payment. Click link Mre t pen the request. If yu wish t cancel the request, click n the buttn Cancel Request. Yu can see these actin buttns at the bttm f the page. The fllwing cnfirmatin message will appear:- Click buttn OK t cntinue and cancel the service request. Click buttn Cancel if yu d nt want t cntinue with the cancel request. If yu click buttn OK, the request will be canceled and the fllwing message will appear:- New Tenancy Cntract Service Page 25 f 36

26 11. Register a Cmpany Tenant (if cmpany is nt registered in the system) Yu can register the cmpany if the cmpany trade (CN) r Industrial (IN) license is issued frm Department f Ecnmic Develpment in Abu Dhabi. When yu search fr tenant (cmpany) and cmpany is nt registered in the system, will receive the fllwing message. N matching results fr the entered search criteria If the tenant cmpany that yu are search fr has a trade r Industrial license issued frm the Department f Ecnmic Develpment in Abu Dhabi yu can register it in the system. Click buttn OK t clse the message. T register, click buttn Register DED Cmpany, the belw windw will appear:- New Tenancy Cntract Service Page 26 f 36

27 Enter the trade license and click buttn Search. System will fetch cmpany infrmatin frm Department f Ecnmic Develpment in Abu Dhabi and shw as belw. Select the Cmpany type and fill in all ther required infrmatin. T fill the cntact infrmatin frm cntact persn (Emirates Id) EID card, insert the cntract persn EID in card reader and click buttn Read Cntact Persn details by EID card reader. After fill in all required infrmatin click buttn Create Cmpany. Cmpany will be created in the system and shwn as belw. Select the cmpany and click buttn Add t add as a tenant. New Tenancy Cntract Service Page 27 f 36

28 Validatin Messages If yu Submit the request withut fill in the mandatry field, Required message will appear next t the mandatry field and the fllwing message will appears Prvided data is incmplete r invalid. Please check all required fields :- If yu Submit the request withut uplading the required dcuments, Required message will appear next t the mandatry dcuments as fllws:- If yu Submit the request uplading wrng dcument type, Invalid file type message will appear next t the wrng dcuments as fllws:- Allwed File Types are mentined next t each attachment as shw in belw. If yu search fr wrng unit/prperty number r unit/prperty nt belng t the applicant, the fllwing message will appears Yur search did nt return any results. :- New Tenancy Cntract Service Page 28 f 36

29 If unit/prperty yu searched is already Rented, having Active Requests, PMA is nt Active r Blck, yu cannt select the unit/prperty as shwn belw:- When yu search fr unit/prperty, if wner infrmatin fr plt is nt available, the fllwing message will appears:- If yu are adding multiple unit(s)/prperty(s), all the unit(s)/prperty(s) shuld belng t same plt therwise the fllwing message will appears:- If the Tenancy Cntract Start date shuld be greater than previus tenancy cntract End Date/Cancel Date/Clse Date n the unit/prperty (if any) therwise the fllwing message will appears Tenancy Cntract start date is cnflicting with date f cntract number :- If the Cntract Start r End date is nt within the PMA (Prperty Management Agreement) Start and End date fr any f the prperty/unit and yu submit the request, the fllwing message will appears Cannt prceed yur request as there is mismatch between Cntract start and end dates and Prperty Management Agreement start and end dates fr the units :- New Tenancy Cntract Service Page 29 f 36

30 If yu d nt check the checkbx Verify Premise Number and submit the request, the fllwing message will appears Yu shuld verify premise number fr all units :- If premise details f the added unit(s) are nt valid and yu submit the request, the fllwing message will appears Premise details are nt valid fr fllwing units. Please enter valid premise details: :- If yu enter wrng premise number and click buttn Validate Premise Details r Submit, the fllwing message will appears Premise is nt valid :- New Tenancy Cntract Service Page 30 f 36

31 If the start date f the cntract exceed 7 days frm tday s date, the fllwing message will appears Cmmercial / Industrial cntract shuld be minimum fr 6 mnths Fr Cmmercial/Industrial cntract if the cntract perid is less than 6 mnths, the fllwing message will appears Cmmercial / Industrial cntract shuld be minimum fr 6 mnths If d nt select the lessr authrized signatry (if lessr is cmpany) and submit the request, the fllwing message will appears Please select lessr cmpany authrized signatry :- New Tenancy Cntract Service Page 31 f 36

32 If d nt select the tenant authrized signatry (if tenant is cmpany) and submit the request, the fllwing message will appears Please select tenant cmpany authrized signatry :- If selected Lessr/ Lessr authrized signatry signature is nt available, the fllwing message will appears. Fr Lessr Lessr signature is nt available. Please update signature using lessr r visit the nearest custmer service center t update the signature. Fr Lessr Authrizer Lessr authrizer signature is nt available. Please update signature using authrizer EID r visit the nearest custmer service center t update the signature. The fllwing link will appear. Insert the EID int the card reader and click n link t update the signature. Fr Lessr Please insert the Lessr EID card in card reader and click here t update the signature Fr Lessr Authrizer Please insert the lessr authrizer EID card in card reader and click here t update the signature If selected Tenant/ Tenant authrized signatry signature is nt available, the fllwing message will appears. Fr Tenant Tenant signature is nt available. Please update signature using Tenant EID r visit the nearest custmer service center t update the signature. New Tenancy Cntract Service Page 32 f 36

33 Fr Tenant Authrizer Tenant authrizer signature is nt available. Please update signature using authrizer EID r visit the nearest custmer service center t update the signature. The fllwing link will appear. Insert the EID int the card reader and click n link t update the signature. Fr Tenant Please insert the Tenant EID card in card reader and click here t update the signature Fr Tenant Authrizer Please insert the Tenant authrizer EID card in card reader and click here t update the signature If yu d nt specify ne ccupant as main ccupant by selecting the Main Occupant frm the Relatin field, the fllwing message will appears Yu shuld chse ne main ccupants fr each unit by selecting Main Occupants frm the relatin in ccupants details :- If yu d nt specify the wrk lcatin r study place fr ccupants, the fllwing message will appears Please select either Wrk Lcatin r Place f study fr ccupants :- New Tenancy Cntract Service Page 33 f 36

34 If the Tenancy Cmpany Trade License is cancelled in DED (Department f Ecnmic Develpment in Abu Dhabi), the fllwing message will appears Cannt prceed, Tenant Trade License is cancelled in DED :- If tenant/lessr/ccupant cntact infrmatin is nt cmplete, the fllwing message will appears Tenant/Lessr/Occupant details are incmplete. Please update the details and submit again, depend n wh is selected t pay electric bill:- Belw windw will appear t update the missing infrmatin (if individual):- Belw windw will appear t update the missing infrmatin (if cmpany):- New Tenancy Cntract Service Page 34 f 36

35 Update infrmatin by fill in the required fields and click buttn Update. After updating infrmatin, click buttn Submit t submit service request again. Fr Residential cntract if n ccupant is included, the fllwing message will appears Cntract have exceptins require apprval frm the respective municipality: N Occupant On unit UNT D yu want t prceed? Click buttn OK t submit the request with exceptin. Click buttn Cancel t cancel the submissin. If the selected unit(s) is nt rentable, the fllwing message will appears Cntract have exceptins require apprval frm the respective municipality: Unit nt Allwed t be rented UNT D yu want t prceed? New Tenancy Cntract Service Page 35 f 36

36 Click buttn OK t submit the request with exceptin. Click buttn Cancel t cancel the submissin. When yu click buttn Pay Fee t make payment and if there is any pending payment transactin, the fllwing message will appears Payment cannt be prcessed right nw as there are ther pending transactins. Please try again later :- If prblem ccur during payment r yu Cancel payment prcess, the fllwing message will appears Payment transactin was nt cmpleted successfully. Please try again later. If this message appears again, please cntact Abu Dhabi Gvernment Cntact Centre :- If yu are nt using Internet explrer r Emirates Id is nt prperly inserted in the card reader, the fllwing message will appears Errr ccur while reading frm Emirates Identificatin Card : New Tenancy Cntract Service Page 36 f 36

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