MultiSite Suite: HUD. Easy Step Instruction Sheets. Version 6

MultiSite Suite: HUD Easy Step Instruction Sheets Version 6

This collection of instruction papers is designed for use as quick reference to performing specific actions using the MultiSite Systems software. Each topic was written to be brief while still providing readable step by step instructions. Also, for your convenience, each topic begins with a boxed tab at the top right the first page. This collection contains the following topics: Applicants and Waitlist Copy Applicant to Move-In Move-In with a 50059 certification Annual Recertifications Interim, Initial and Correct to Prior certifications Tenant Transfer Change of Head Of Household Terminate Subsidy Notice To Vacate and Move-Out Special Claims Processing Miscellaneous Accounting Request Building and Transmitting MAT files Printing Recert Notices and Next Cert Date (HUD Tickler) Generating and Printing Reports Generating and Printing Letters Frequently Ask Questions Graphical User Interface (GUI) design All materials copyrighted by MultiSite Systems, LLC 2010 Page 2

QUICK REFERENCE ACTION MODULE GROUP ICON Applicants and Waitlist HUD Applicants New Applicant Tenants/59 Copy To MoveIn 59 Module Applicants Copy To Move In Move In Tenant 59 Module Actions Move In Tenant Annual Recertification 59 Module Actions Add New 59 Interim Certification 59 Module Actions Add New 50059 Correct to Prior 59 Module Tool Bar Enter Unit ID # Transfer Tenant Tenant Actions Transfer Change HOH Tenant Tenant Actions Change HOH Terminate Subsidy Tenant Mgt Actions Terminate HUD Notice to Vacate Tenant Tenant Actions Notice To Vacate Move Out Tenant Tenant Actions Move Out Special Claims 59 Module Special Claims New/Exist Claims Building HAP 59 Module Imax Write Voucher Transmit Tenants 59 Module Imax Write Tenant Mat (Sends file to Outbox) Write Voucher 59 Module Imax Write Voucher (Sends file to Outbox) Transmit 59 Module Imax Imax Change Imax Password 59 Module Imax Imax Site Links Secure Logon 59 Module Imax Imax Web View Voucher History 59 Module Views Voucher History Retransmit Tenant file 59 Module Views Tenant Mats Retransmit Voucher file 59 Module Views Voucher Mats Cert History 59 Module Views Cert History Misc Accounting Request 59 Module Views Voucher History Print Next ReCert Notices Tenants Reports Other Reports Print Next Cert Dates Tenants Reports Other Reports Generating Reports Tenant & Reports Other Reports HUD Generating Letters Tenant & Letters Other Letters HUD Print Package Tenant & Letters Print Package HUD Print Lease Tenant & Letters Lease Verification Letters HUD Tenant & HUD Letters & Applicants Verifications All materials copyrighted by MultiSite Systems, LLC 2010 Page 3

T A B L E O F C O N T E N T S Applicants and Wait List... 5 Entering Applicants... 5 Receive Money from an Applicant... 5 Printing Verifications... 6 Applicant Activity... 7 Applicant Status Change/Adding Applicant to Wait List... 7 Entering a Pre50059... 8 Waiting List Preference... 8 Printing the Wait List... 8 Copy To Move In from Applicant... 9 Move In with a 50059 Certification... 16 Part I-General Information... 16 Part II-Household Composition... 18 Part III, Section 6-Income... 20 Part IV-Allowances and Adjustment Income... 22 Record, Print, Save and Transmit... 23 Descriptions and Income Codes... 23 Notice to Vacate... 25 Move Out... 26 Annual Recertifications with a 50059 Certification... 28 Part I-General Information... 28 Part II-Household Composition... 29 Part III, Section 6-Income... 31 Part IV-Allowances and Adjustment Income... 33 Record, Print, Save and Transmit... 34 Descriptions and Income Codes... 35 Completing an Interim Certification... 36 Completing an Initial Certification... 36 Correct to Prior... 36 TENANT TRANSFER... 38 Changing the Head of Household... 40 Terminate Tenant Subsidy... 42 HAP MISCELLANEOUS ACCOUNTING REQUEST... 48 Building and Transmitting MAT Files... 50 Certification Verification... 50 Building Voucher MAT... 53 Transmit Voucher MAT... 54 Build & Transmit Tenant MAT... 54 Upload Voucher and Tenant MAT... 56 IMAX Links... 56 IMAX Status Messages... 57 Building and Transmitting Tips... 57 Generating Reports... 59 Navigating in, Printing, Exporting, and E-mailing Reports... 61 All materials copyrighted by MultiSite Systems, LLC 2010 Page 4

Applicants and Wait List Entering Applicants In the HUD Module click on the Side bar group Applicants. Select the icon New Applicant. The new applicant data entry form will be displayed: Applicants & Wait List The current date and time appears in the prospect date field. If you want to change the date and time enter a different one. Continue to enter the requested information in each field. Save the form. Receive Money from an Applicant Under the Sidebar group Applicants click on the icon Prospects. Get focus on the applicant. All materials copyrighted by MultiSite Systems, LLC 2010 Page 5

Right click to view the pop up menu and select Edit/Receive Money. The applicant data entry form will be displayed. Click on the button Add Transaction located at the bottom. The following form will be displayed: Enter the type of payment and the check or money order number (if applicable.) You may also add a description if you choose. Select the income type from the drop down list. Enter the amount of the payment. Prior to saving the form place a check mark in the box in front of print receipt if you would like to print a receipt for the applicant. Save the transaction. Printing Verifications Under the Side bar group Applicants click on the icon Prospects. Get focus on the applicant. All materials copyrighted by MultiSite Systems, LLC 2010 Page 6

Next, click on the icon App Verify. The Print Verifications form will be displayed. For instructions on completing the Print Verifications form see Generating Letters and Reports. Applicant Activity In the applicant data entry form click on the TAB Activities located at the top of the applicant form. The Activities form will be displayed. Enter the requested information concerning the activity of the applicant. Save your activity by clicking on the Save Activity button located at the bottom of the form. Multiple entries will be displayed in the Applicant Activity History located in the bottom panel of the form. Applicant Status Change/Adding Applicant to Wait List In the applicant data entry form click on the TAB Status located at the top of the applicant form. The Status form will be displayed. Change or update the Status of the Applicant. Note: changing the status to Accepted will move the applicant to the wait list. All materials copyrighted by MultiSite Systems, LLC 2010 Page 7

Entering a Pre50059 Before you can enter a Pre-certification you must check each item in the Verification tab, as shown below. In the Applicant Data Entry form click on the button New Pre50059 located at the bottom of the form. The 50059 data entry form will be displayed. For instructions on completing the data 50059 data entry form see Move In with a 50059. Waiting List Preference In the Applicant Data Entry form click on the TAB Preference located at the top of the form to change/update the waiting list preference for the applicant. Printing the Wait List In Tenants Module Other Reports choose HUD-Waiting List All materials copyrighted by MultiSite Systems, LLC 2010 Page 8

Copy To Move In from Applicant When the prospect is still an Applicant you can enter Pre-Certification and print out all the paperwork you will need when the prospect comes to take possession of the unit. If you were to actually move in the prospect, print out all the paperwork and the prospect failed to show you now have a unit occupied with no willing tenant. The Copy To Move In method allows you to quickly move the applicant in after you have collected the Security Deposit, signed all papers and turned the unit over to the Tenant. If you were already a MultiSite software expert you would be only a few clicks away from moving the applicant into their unit. In this paper we are going to show you all the messages as if you had done almost everything wrong. Do not get discouraged by all of the popup boxes in this paper. After you are expert you will not see most of these popup boxes. Here is how you start: 1. Get focus on the applicant you want to move in. 2. Either Right Click and choose Copy To MoveIn or click the Copy To MoveIn icon in the sidebar. 3. If you have not completed the Verifications Tab the following message will pop up telling you which items you have not completed. Applicants Copy to Move In Here is a sceenshot of Verifications Tab: All materials copyrighted by MultiSite Systems, LLC 2010 Page 9

If the Applicant is not in the #1 position on the Waiting List you will see this pop up. If the Unit is NOT Ready for Occupancy you will see this pop up. As a refresher, here is the Ready Date Form that you will use to enter the Ready Date. This form is in the Tenants Module, right click menu when you have focus on a unit. All materials copyrighted by MultiSite Systems, LLC 2010 Page 10

Now that your Applicant is ready the Copy Applicant form opens. Fill out the Destination Unit; and Move In date. The Security Deposit Expected should fill out from your Lease or the TTP from the 59 Certification. Leave the Period Post alone unless you have instructions from Accounting to change it. Note: Compare the form caption at top of form and the caption placed directly between the Close and Save buttons. If the correct name is listed on the form press the Save button. A confirmation box pops up and asks you if you are sure. But, there is another problem. The Unit on the 59 does not match the unit on the form. You will see the following box. Change the 59 or the Unit and try again. All materials copyrighted by MultiSite Systems, LLC 2010 Page 11

Since it is possible that your rents have changed between the creation of the applicant 50059 and this Copy To Move In, you are reminded that you should edit the 50059 after this move in. Next, If you want to let the software automatically pro-rate the charges press the Continue button or click on Make Charges Manually if you want to make manual charges after this copy to move in. If you want to print all documents answer Yes to the Print Question. The following prints: HUD 50059 ; Privacy Statement ; Annual Income Certification. If this property has dual subsidy then the other Tenant Income Certification(s) will also print. All materials copyrighted by MultiSite Systems, LLC 2010 Page 12

The Print Package opens. Choose HUD Move-In action from the dropdown list. You may uncheck any report you do not want to print. If you do not want to print then press the Exit button. Anytime the Print Package form is opened the Confirm Print Lease question is ask. All materials copyrighted by MultiSite Systems, LLC 2010 Page 13

If you press Yes to the confirm lease question the Lease form opens. If you have more than one type of HUD Lease choose it from the dropdown list. Most HUD Leases do not require any more information. Print the Save button. The Lease selected in the dropdown list is displayed. Sample of Lease merged document and toolbar: All materials copyrighted by MultiSite Systems, LLC 2010 Page 14

Unless you have any changes to make, Press the Save icon in the toolbar. You will be notified that the Lease was Saved to Tenant Notes. Press OK and then close the Lease and close the Lease form. All materials copyrighted by MultiSite Systems, LLC 2010 Page 15

Move In with a 50059 Certification If you have created an applicant for the tenant you are moving in, please refer to Copy To Move-In. Part I-General Information Open the 59 Module in MultiSite. On the left side of your screen locate and click on the sidebar group Actions. The icon you will select is Move In Tenant. Move In with a 50059 Certification A data entry form will appear. All materials copyrighted by MultiSite Systems, LLC 2010 Page 16

Enter the effective date of the Move In. Use the TAB Key on your keyboard to navigate through the subsequent fields on the form. In the next field you will select the Unit ID. You may either type the Unit ID in this field or select the unit from the Unit List. In this data entry form some fields provide a list of options available based on the field you have focus on. To view a list press the F2 button on your keyboard once you have focus on that field. If a list is available the options for the field will appear. To choose your selections from the list double click on your choice. In the example below the unit number has been selected. The next fields will automatically populate with the 1) Date this form will be effective 3) Project Name 4) FHA/EH/Non Insured Project Number and 5) Section 8 Project Contract Number. Note: No. 2 Date Tenant Moved In will not automatically populate. You must enter this date. All materials copyrighted by MultiSite Systems, LLC 2010 Page 17

Number 6 asks for the type of action processed, which will be 1-Move In. Numbers 7-8C. will self fill on the data entry form and do not need to be entered. You will need to complete question 10) Previous Housing Code 11) Displacement Code and 12) Preference Code. For the options available for each field press the F2 button to view your list. Part II-Household Composition Begin to enter the member information for the head of household and occupants. Remember to use the F2 key to view a list and the TAB button on your keyboard to navigate through the form. Part III, Section 5-Net Family Assets Note: When entering occupants and occupant information in part 2. After entering the last of the occupant information use your mouse to move to part 3 (using the TAB button will take you through each occupant space available.). To enter assets put your cursor in the type of asset field and press F2 on your keyboard. The asset worksheet will appear. All materials copyrighted by MultiSite Systems, LLC 2010 Page 18

Click on the Add Asset button to begin entering asset information. The first field on the worksheet is Effective Date. You will not be able to edit/change this date. This date is the effective date of the move in. The second field will automatically fill with member number 1. If you are entering asset information for another member change the member number and proceed to the next field by hitting the TAB button on your keyboard. The next field is titled Entity Name. In this field you will enter where the asset is located, i.e. Bank of America, Wachovia, etc. This is not a required field and can be left blank. Next enter the type of asset, whether it is current or imputed, and the cash value of the asset. In the Interest field you may enter the amount of interest received if it is an interest bearing account or if you have already calculated the income from the asset you may leave this field blank and enter the income from the asset in the Actual Income from Asset field. If this is not an interest bearing account both fields will be left blank. Click the save button to save the asset. All materials copyrighted by MultiSite Systems, LLC 2010 Page 19

If you have additional assets to enter select the add asset button on the asset worksheet and continue. Once you have completed entering asset information close the asset form. Part III, Section 6-Income To enter income put your cursor in the member number field and press F2 on your keyboard. An income summary worksheet will appear. Click on the Add Income button to begin. The first field on the worksheet is Effective Date. You will not be able to edit/change this date. This date is the effective date of the move in. You will be directed to the member number field on this worksheet, which will automatically fill with member number 1. If you are entering income information for another member change the member number and proceed to the next field by hitting the TAB button on your keyboard. The next field is Care Code which is only required if the tenant is claiming a childcare allowance. If the member is claiming a childcare allowance enter C. For the next two fields you will be selecting the description and income code for the family s income. Note: the description and income codes definition will be listed at the end of Part VII & VIII.. After selecting both proceed to the next field using your tab button. If you are not entering Social Security Benefits you will not be required to enter the Social Security All materials copyrighted by MultiSite Systems, LLC 2010 Page 20

Claim Number. This field will pre-fill with the Social Security Number of the member in the member number field. If the benefit claim number is another member that does not live in this unit or is deceased you will need to edit this field with the correct Social Security Number. The next field is titled Entity Name. In this field you will enter the source of income, i.e. name of employer, person who provides assistance to tenant, etc. This is not a required field and can be left blank. The next field is how the income is computed, hourly or periodic. If you are using hourly the next three fields you will enter the rate per hour, hours per week, and weeks per year. In screen shot below the tenant makes $10.00 and hour, works 25 hours a week and 52 weeks in a year and does not have any overtime income. The annual amount is $13,000. If you are using periodic enter the pay rate, and how many times per year the income is received. In the screen shot below the tenant s periodic income is $600 and it is received monthly, which will be 12 times per year. No annual overtime is received. The annual income is $7200. All materials copyrighted by MultiSite Systems, LLC 2010 Page 21

Once completed click save. If you have additional income to enter select add income on the income worksheet and continue. If not, close the income worksheet. Part IV-Allowances and Adjustment Income If the tenant is receiving any allowances for childcare, dependents, elderly or handicapped, they will be listed in this section Note: you must enter a special status code for any tenants receiving allowance for elderly/handicapped or any dependent over the age of 18 that qualifies for childcare allowance. If the tenant qualifies for and has a medical expense you will enter the expense in line item 40a using the F2 key. If the tenant is claiming a childcare allowance you will enter that amount in line item 37 using the F2 key. You will enter the medical expense and childcare allowance the same way assets and income are entered. Line item 42 will display the total allowances. Line item 43 will display the adjusted monthly income. Part VI- Family Rent and Subsidy Information The tenant rent and assistance payment will automatically calculate based on the income and basic rent for the unit. Basic Rent and Utility Allowance are listed in Part V. Verify what has been calculated on the 50059 is what you have calculated based on the HUD formula. Part VII & VIII-Unit Assignment and Recertification Information/ Certifications The fields in part VII will populate with the known unit information. Verify the Date Next Annual Recertification Effective, which should be a year from the move in month unless your property completes mass Annual Recertifications or this unit has an Initial All materials copyrighted by MultiSite Systems, LLC 2010 Page 22

Certification on file. Enter the signed dates of the Move In for the Head of Household and Owner/Agent. Record, Print, Save and Transmit Located on the tool bar in the tools menu is the print and save options. You can elect to have the certification print each time you save the 50059. To select this option highlight and check the print cert on save. You can also choose to select other print options at that time. You do not have to choose these options each time you complete a 50059. Your original settings will be saved until you change the options. After selecting your print options click on Record, Save 50059. The move in will be saved and the certification will be placed in the queue to be transmitted when tenant files are built. The tools bar is displayed below: Descriptions and Income Codes Descriptions-describes the type of income being report. Business-Employed/Self-employed Pension-Income received from pension, social security, and Supplemental Social Security Assistance-TANF, General Assistance Other-Child Support, Indian Trust, Other Non Wage Source, Unemployment Income Codes All materials copyrighted by MultiSite Systems, LLC 2010 Page 23

If the income description selected was Business you will select one of the four following income codes: Business- (Self Employed) Federal Wage Military Wage Non-Federal Wage If the income description selected was Pension you will select one of the three following income codes: Pension Social security Supplemental Social Security If the income description selected was Assistance you will select one of the two following income codes: TANF General Assistance If the income description selected was Other you will select one of the four following income codes: Child Support Indian Trust Other Non Wage Source Unemployment All materials copyrighted by MultiSite Systems, LLC 2010 Page 24

Notice to Vacate In the Tenant module select the tenant for whom you are entering the Notice to Vacate. Click the Side bar group Tenant Actions and click the icon Notice to Vacate. The Notice of Intent to Vacate Form will be displayed: Notice to Vacate & Move Out Information about the selected tenant, the lease, and unit information automatically appear in the window. In the Reason for Move Out drop down list select the reason for Move Out. If the tenant gave you less than 30 days notice and you want to waive the 30-day notice requirement, select the 30 Override 30 day requirement check box. If the tenant broke the lease and you want to waive the charge for breaking the lease, select the Override the Break Lease Charge check box. In the next fields you will enter the, date the notice was received in your office, the date the notice mailed (date the noticed was postmarked), and the date the tenant expects to vacate. The next field Date to Charge Rent Through will automatically fill based on the above information entered. Also the Pro-rated rent amount will automatically appear in a text box beside this field. All materials copyrighted by MultiSite Systems, LLC 2010 Page 25

Comments about whether the tenant gave 30-day notice or is breaking the lease automatically appear in the comments text box based on the dates that you entered in the previous steps. You can add to or change these comments. If the tenant has provided a forwarding address with the Notice to Vacate, you can enter it by choosing Enter Forwarding Address from the Maintenance menu on the menu bar of the Notice of Intent to Vacate Window. Depending on your Company Settings you will either 1) Save no Email or 2) Save and Email. Save no Email allows you to Save the Notice to Vacate without sending an email to an email address designated by your company, notifying that person of the pending notice to vacate. Save and Email allows you to Save the Notice to Vacate and will send an email to the designated email address. Move Out In the Tenant module select the tenant that is vacating. Click the Side bar group Tenant Actions and click the icon Move out. The Notice of Intent to Vacate Form will be displayed. All the information you entered in the notice to vacate procedure appears. A summary of financial information appears in the financial information text box. If you need to change any information that appears in the window, you can do so at this point. In the Date Tenant Vacated Unit field enter the date the tenant Moved out of the unit. If the tenant has provided a forwarding address at the time of Move out you can enter the forwarding address using the instructions above. You will either Save the Move out using the option, save no email or save an email. Note: When the unit is vacated it is marked as being in a not ready status. Prior to completing a Move In for this unit you will need to change the unit to a ready status. All materials copyrighted by MultiSite Systems, LLC 2010 Page 26

Edit Ready Unit (changing the status of a vacant unit) In the Tenant module get focus on the vacant unit. Right click and select Edit Ready Unit. The Ready Date form will be displayed. Enter the date the unit became ready for occupancy and Save as Ready. All materials copyrighted by MultiSite Systems, LLC 2010 Page 27

Annual Recertifications with a 50059 Certification Part I-General Information Open the 59 Module in MultiSite. On the left side of your screen locate and click on the sidebar group Actions. The icon you will select is Add New 50059. Annual Recertifications A data entry form will appear. Enter the effective date of the Annual Recertification. All materials copyrighted by MultiSite Systems, LLC 2010 Page 28

Use the TAB Key on your keyboard to navigate through the subsequent fields on the form. In the next field you will select the Unit ID. You may either type the Unit ID in this field or select the unit from the Unit List. In this data entry form some fields provide a list of options available based on the field you have focus on. To view a list press the F2 button on your keyboard once your mouse is focused on that field. If a list is available the options for the field will appear. To choose your selections from the list double click on your choice. In the example below the unit number list is displayed and the unit has been selected. The next fields will automatically populate with the 1) Date this form will be effective 2) Date Tenant Moved In 3) Project Name 4) FHA/EH/Non Insured Project Number and 5) Section 8 Project Contract Number. Number 6 asks for the type of action processed, which will be 4-Annual Recertification. There is no more information that needs to be entered in the General Information Section of the data entry form. Proceed to Part II, Household Composition. Part II-Household Composition The household information entered at move in will automatically fill in for all occupants. If there are additional occupants that need to be added to the household enter the occupant information in the corresponding fields. Remember to use the F2 button to view a list of options available for each field such as 15) Relationship to Head of Household and 19) Special Status Code. All materials copyrighted by MultiSite Systems, LLC 2010 Page 29

Please note: When entering occupants and occupant information in part 2. After entering the last of the occupant information use your mouse to move to part 3 (using the TAB button will take you through each occupant space available.) Delete an Occupant by using menu item Edit Delete Occupant Part III, Section 5-Net Family Assets To enter assets put your cursor in the type of asset field and press F2 on your keyboard. The asset worksheet will appear. Click on the Add Asset button to begin entering asset information. The first field on the worksheet is Effective Date. You will not be able to edit/change this date. This date is the effective date of the annual recertification. The second field will automatically fill with member number 1. If you are entering asset information for another member change the member number and proceed to the next field by hitting the TAB button on your keyboard. The next field is titled Entity Name. In this field you will enter where the asset is located, i.e. Bank of America, Wachovia, etc. This is not a required field and can be left blank. All materials copyrighted by MultiSite Systems, LLC 2010 Page 30

Next enter the type of asset, whether it is current or imputed, and the cash value of the asset. In the Interest field you may enter the amount of interest received if it is an interest bearing account or if you have already calculated the income from the asset you may leave this field blank and enter the income from the asset in the Actual Income from Asset field. If this is not an interest bearing account both fields will be left blank. Click the save button to save the asset. If you have additional assets to enter select the add asset button on the asset worksheet and continue. Once you have completed entering asset information close the asset form. Part III, Section 6-Income To enter income put your cursor in the member number field and press F2 on your keyboard. An income summary worksheet will appear. Click on the Add Income button to begin. The first field on the worksheet is Effective Date. You will not be able to edit/change this date. This date is the effective date of the annual recertification. You will be directed to the member number field on this worksheet, which will automatically fill with member number 1. If you are entering income information for another member change the member number and proceed to the next field by hitting the TAB button on your keyboard. The next field is Care Code which is only required if the tenant is claiming a childcare allowance. If the member is claiming a childcare allowance enter C. All materials copyrighted by MultiSite Systems, LLC 2010 Page 31

For the next two fields you will be selecting the description and income code for the family s income. Note: the definitions for the description and income codes will be listed at the end of Part VII & VIII. After selecting both proceed to the next field using your tab button. If you are not entering Social Security Benefits you will not be required to enter the Social Security Claim Number. If you are, this field will pre-fill with the Social Security Number of the member in the member number field. If the benefits claim number is another number you will need to edit this field with the correct Social Security Number. The next field is titled Entity Name. In this field you will enter the source of income, i.e. name of employer, person who provides assistance to tenant, etc. This is not a required field and can be left blank. The next field is how the income is computed, hourly or periodic. If you are using hourly the next three fields you will enter the rate per hour, hours per week, and weeks per year. In screen shot below the tenant makes $10.00 and hour, works 25 hours a week and 52 weeks in a year and does not have any overtime income. The annual amount is $13,000. If you are using periodic enter the pay rate, and how many times per year the income is received. In the screen shot below the tenant s periodic income is $600 and it is received monthly, which will be 12 times per year. No annual overtime is received. The annual income is $7200. All materials copyrighted by MultiSite Systems, LLC 2010 Page 32

Once completed click save. If you have additional income to enter select add income on the income worksheet and continue. If not, close the income worksheet. Part IV-Allowances and Adjustment Income If the tenant is receiving any allowances for childcare, dependents, elderly or handicapped, they will be listed in this section***please note you must enter a special status code for any tenants receiving allowance for elderly/handicapped or any dependent over the age of 18 that qualifies for childcare allowance. *** If the tenant qualifies for and has a medical expense you will enter the expense in line item 40a using F2 key. If the tenant is claiming a childcare allowance you will enter that amount in line item 37 using F2 key. You will enter the medical expense and childcare allowance the same way assets and income are entered. Line item 42 will display the total allowances. Line item 43 will display the adjusted monthly income. Part VI- Family Rent and Subsidy Information The tenant rent and assistance payment will automatically calculate based on the income and asset information provided as well as the basic rent for the unit. Basic Rent and Utility Allowance are listed in Part V. Verify what has been calculated on the 50059 is what you have calculated based on the HUD formula. Part VII & VIII-Unit Assignment and Recertification Information/ Certifications The fields in part VII will populate with the known unit information. Verify the Date Next Annual Recertification Effective, which should be a year from the move in month unless your property completes mass Annual Recertifications or this unit All materials copyrighted by MultiSite Systems, LLC 2010 Page 33

has an Initial Certification on File. Enter the signed dates of the annual recertification for the Head of Household and Owner/Agent. Record, Print, Save and Transmit Located on the tool bar in the tools menu is the print and save options. You can elect to have the certification print each time you save the 50059. To select this option highlight and check the print cert on save. You can also choose to select other print options at that time. You do not have to choose these options each time you complete a 50059. Your original settings will be saved until you change them. After selecting your print options click on Record, Save 50059. The annual recertification will be saved and the certification will be placed in the queue to be transmitted when tenant files are built. The tools menu is displayed below: All materials copyrighted by MultiSite Systems, LLC 2010 Page 34

Descriptions and Income Codes Descriptions-describes the type of income being report. Business-Employed/Self-employed Pension-Income received from pension, social security, and Supplemental Social Security Assistance-TANF, General Assistance Other-Child Support, Indian Trust, Other Non Wage Source, Unemployment Income Codes If the income description selected was Business your income codes will be one of the four options: Business- (Self Employed) Federal Wage Military Wage Non-Federal Wage If the income description selected was Pension your income codes will be one of the three options: Pension Social security Supplemental Social Security If the income description selected was Assistance your income code will be one of the two options: TANF General Assistance If the income description selected was Other your income code will be one of the four options: Child Support Indian Trust Other Non Wage Source Unemployment All materials copyrighted by MultiSite Systems, LLC 2010 Page 35

Completing an Interim Certification Refer to the Annual Recertification with a 50059 whitepaper. Note: Action Type 6 Type of Action Processed will be 5-Interim Recertification Completing an Initial Certification Refer to the Annual Recertification with a 50059 whitepaper. Correct to Prior Note: Action Type 6 Type of Action Processed will be 3-Initial Certification Open the 59/HUD Module Enter the Unit ID number in the Unit Search Text box and press enter. A certification history for the tenant in that unit will be displayed in the main grid. Get focus on the Certification that requires the Correction by clicking behind the effective date of that cert. Right click using your mouse and a pop-up menu will be displayed. At the bottom of the menu select Correct this Cert. Interim, Initial Certification and Correct to Prior Certifications All materials copyrighted by MultiSite Systems, LLC 2010 Page 36

You will be asked to confirm your action. After selecting yes, you will then be asked the reason for this correction: 1) Administrative Resubmission 2) Corrects owner/agent certification errors 3) Corrects Tenant Misreporting Choose your reason and select ok. The 50059 data entry form will open with information from the previous certification. Make the corrections needed to the certification. Make sure to recalculate the certification prior to saving the data entry form by pressing the F9 key. All materials copyrighted by MultiSite Systems, LLC 2010 Page 37

TENANT TRANSFER In the Tenant Module get focus on the unit you will be transferring. Locate the sidebar group Tenant Actions. Click on the icon Transfer A Transfer Window will appear: Tenant Transfer The Unit Transferring from section contains information about the tenant s current unit. The Unit Transferring to section is for information about the new unit. Enter the unit number of the new unit into which the Tenant is transferring and press the TAB key to move to the next field. If this property has a Project Based Section 8 Contract you will be prompted to pick a contract from the list before you can save the transfer. You will select the contract that the new unit is associated with. Next you will enter the Actual Transfer Date and the Lease Term. It is important the Move in date is not entered as the Actual Transfer date. All materials copyrighted by MultiSite Systems, LLC 2010 Page 38

If your property is a Non HUD/Non Tax-Credit you will complete the remaining Lease information, which includes Tenant Contribution, Section 8 NP Amount (if applicable) and Private RA Amount (if applicable.) Click the Save Transfer Button. For Project Based Section 8 Unit Transfers, a partial certification should automatically print when a Transfer is completed. Note: If a future Annual Recertification was completed for the tenant in the transfer from unit you will have to redo the annual in the new unit. All materials copyrighted by MultiSite Systems, LLC 2010 Page 39

Changing the Head of Household In the Tenant Module get focus on the unit you will be changing the Head of Household. Locate the sidebar group Tenant Actions. Click the icon Change HOH. A Change of Head of Household window will appear: Change Head Of Household Using the drop down list, choose the reason for the Change of HOH. HUD only gives 4 reasons for this change and you must choose from those options. After entering the reason for change, enter the effective date of the change. If this household has adult occupants you will be able to pre-fill the remaining fields with existing occupant/tenant information by selecting the pre-fill with existing Occupant/Tenant button. If you do not have adult occupants, this button will be All materials copyrighted by MultiSite Systems, LLC 2010 Page 40

disabled and you will need to manually type information in the remaining fields. If you are only changing the spelling of a name or social security number of a HOH you will need to manually type in the remaining fields. The save button will become enabled once all fields are completed. Save the form. Note: An Interim Certification will be created in the HUD module and will have the new head of household information. It is important that prior to transmitting that certification you edit the cert and make sure the tenant rent and subsidy are the same as the previous certification. If they are not the same, verify the income, assets, medical expenses, allowances, etc. are all the same as the previous certification. Also, if you used the Pre-fill with existing Occupant/Tenant button you will need to edit the Interim Certification and delete this person as an occupant. All materials copyrighted by MultiSite Systems, LLC 2010 Page 41

Terminate Tenant Subsidy In the Tenant Module get focus on the unit you will be terminating subsidy. Locate the sidebar group Mgt Actions. Click on the icon Terminate HUD You will receive the following message You are about to Terminate a HUD Tenant. A new lease will be made and the tenant will be charged Basic Rent on future rent charges. Do you want to continue? If you wish to continue click yes in the message box. A HUD termination window will appear: Terminate Tenant Subsidy There is information at the top of the window about the unit and tenant for which the termination will be processed. Verify this is the correct tenant and continue. Enter the effective date of the termination. The default voucher period is the current voucher period. If you need to change the voucher period, enter a different period in the text box. Next select the reason for termination from the drop down list. You may also enter a description for the termination in the description text box. Click the save button. A terminate 59 or partial certification should automatically print when a Terminate HUD is performed. All materials copyrighted by MultiSite Systems, LLC 2010 Page 42

Special Claims Processing Click on the Group Sidebar Special Claims in the HUD Module: -New/Existing Claims Icon: Special Claims Processing After selecting an Apartment Name, Contract and Tenant calculations fill in the fields in all tabs of this form. All materials copyrighted by MultiSite Systems, LLC 2010 Page 43

Next, check the tabs Unpaid Rent/Damages and Regular Vacancies to see if this tenant qualifies. Print out the claim forms. Unpaid Rent/Damages Tab See Line 14, this tenant has no Unpaid Rent/Damages claim. Do not press any buttons on this tab. Note: Some fields are grayed out and some are white. You may not edit the grayed out fields. The white fields pre-fill with information if All materials copyrighted by MultiSite Systems, LLC 2010 Page 44

exists in the database. You may edit the white fields. Regular Vacancy Tab Line 3 Date Ready for Occupancy. If you are currently using the Ready Date feature in MultiSite this field will pre-fill. You may edit Line 10 with amounts like Security Deposit money applied. See Line 12, this vacancy qualifies for $94 claim. Press Save button. Answer yes to print the form. Check and sign this form and fax to your CA or HUD for approval. After you fax you are ready to tell the software you have faxed the forms. -Submit Special Claims Icon Purpose of this procedure is to print and validate that you have faxed or Emailed the Special Claims forms to your CA. If you check and save the date submitted (to CA or HUD) the Submitted Date is updated with the new date. This form displays all Special Claims that have NOT been on a Voucher. Grid Caption Check Boxes in the Submit row to save as submitted to Next Voucher Run Grid fills with all never been on a voucher and never had a Submit date. If Submit Date <> 1/1/2599 (not equal to 1/1/2599) then the Submit column is checked and Submitted Date pre-filled with today s date. All materials copyrighted by MultiSite Systems, LLC 2010 Page 45

The unchecked rows are special claims that have never been on a voucher but are waiting to go on a voucher. These have been submitted (faxed to CA) but not yet approved to go on a voucher. When you press Print and Save Claim Package The Claim(s) are saved as Submitted (means you have or will fax or email the claim or claims to your CA), and Claim Form HUD-52670-A part 2 is created and two copies printed of each claim. -Approve Special Claims Icon This form is used when you get your signed Special Claims form back from HUD or your CA. When you get your approvals fill in the date of approval, Approval #. This form fills with all Un-Approved Claims and Approved Claims that have never been on a HAP Voucher for the property you select in the dropdown list. First Check or Un-Check one of the three columns. Then fill out the grid cells to the right of the Submitted Amount that are appropriate to your claim. Check the Cancel field to cancel a claim before you press the Save button. Note: You may uncheck all of the first three columns if you are waiting for a status change and do not want the items to go on the next voucher. All materials copyrighted by MultiSite Systems, LLC 2010 Page 46

Press the Save Button to update or cancel every row in the grid. After you press the Save button you may find that the claims have not disappeared. This is because the claims have not been on a voucher, yet. You should see that your updates to the Amount, Date and Approval number have been saved Note: When a voucher is built the items in the Approved grid will be placed automatically on the voucher. If required fields are not filled out the claim will not be included on the voucher. When you print your voucher the form Special Claims Schedule HUD Form 52670A Part 2 will automatically print. Note: When the voucher is transmitted all claims on the voucher will be marked as on a voucher and will no longer display in the Approved Claim form. -Awaiting Approval Icon This icon causes the main grid to display with all Un-Approved Claims. - Approved Claims Icon This icon causes the main grid to display with Approved Claims. All materials copyrighted by MultiSite Systems, LLC 2010 Page 47

HAP MISCELLANEOUS ACCOUNTING REQUEST After you have received authorization from your CA or HUD it is time to add the Miscellaneous Accounting Request to your voucher. 1. Begin by hovering your mouse over Grid 2 and Right Click. 2. Click on the menu item Add New Misc Request Miscellaneous Accounting Request 3. This causes the form to open 4. Click the dropdown list and choose from one of the following Miscellaneous Accounting Request Types: a. SERV Service Coordinator b. DRUG Drug Related Expenses c. FORQ Field Office Initiated accounting adjustment d. OARQ Owner/Agent initiated accounting adjustment 5. Enter the Request Amount All materials copyrighted by MultiSite Systems, LLC 2010 Page 48

6. The dropdown list to the right of the Request Amount contains a list of Charge Codes. It is necessary to pick a charge code because the charge codes contain the General Ledger account numbers to impact your accounting. You should ask your accounting department for advice on selecting charge codes. One example for a OARQ request would be a. Tenant failed to disclose income over several voucher months. When the actual income was discovered and upon recertifications the tenant owes $1000 subsidy to HUD. b. When you build the next voucher the $1,000 will show up as an adjustment and will reduce your total subsidy payment by $1,000. c. As property manager you obtain an agreement with the tenant to pay back the subsidy at $100 per month. Tip: You may choose to withhold the recertifications until you get approval from your CA or HUD for the repayment schedule. d. To record this transaction as an OARQ request it is necessary to enter two OARQ adjustments the first month. i. OARQ #1: Request $1,000 to offset the adjustment on the voucher. ii. OARQ #1: Credit <$100> for the tenants first month payment.. e. Each month thereafter, enter a OARQ credit to record the tenant repayment. 7. If you selected the Request Type OARQ then the Accounting boxes are enabled and you can enter the Unit ID Select Requesting HAP Assistance Return or Tenant Payment Received. Enter the date of Request or the date of the Tenant Payment. You may also enter your Recovery Cost and Retained Amount. You will need to workout the Retained Amount with your Contract Administrator. 8. To complete each request type a descriptive comment and press Save. 9. The Miscellaneous Accounting Request will be placed on the Un-Transmitted voucher automatically. You may need to refresh the Voucher History grid to see the adjustment listed in the grid. All materials copyrighted by MultiSite Systems, LLC 2010 Page 49

Building and Transmitting MAT Files Certification Verification In the 59 module open preferences from the Tools Menu on the Tool Bar. Note: The entire voucher building process will occur in the 59 module. The Preferences Form will be displayed: Building & Transmitting MAT Files Verify the current effective date is the same as the current voucher period you are building. Note: This is very important for the tenant certifications that you send. 50059s will not be transmitted if the effective date is after this date. Save your settings and close the form. All materials copyrighted by MultiSite Systems, LLC 2010 Page 50

Under the Side Bar group Views click on the icon 2b transmitted. This view will display all the full certifications that will be transmitted with an effective date on or before the effective date you entered in preferences. A full certification would include a Move In, Recertification, Interim and Initial Cert. Verify all the full certifications that need to be transmitted for this voucher period are displayed in this view. Next click on the icon 2b transmitted not 59. This view will display all the partial certifications that will be transmitted with an effective date on or before the effective date you entered in preferences. A partial certification would include a gross rent change, termination, unit transfer, or move out. Verify all the partial certifications that need to be transmitted for this voucher period are displayed in this view. The last icon you would view under this side bar group is Untransmitted 59. This view will display ALL 50059s full or partial that have not yet been transmitted. This view also is not dependent on the effective date entered in preferences. ALL certifications entered in the system will be displayed in this view including future certifications. If a certification is displayed in RED, this means there is no owner/agent signed date in the certification and the 50059 will not be transmitted. The date appears as 01/01/2599, the system default date. To enter the sign date double click on the tenant or owner signed date column and the Verify/Change Signatures form will be displayed. Enter the signed date and save. All materials copyrighted by MultiSite Systems, LLC 2010 Page 51

Note: If you view the 2b transmitted folder and are missing certifications please check the Untransmitted folder and verify if there are certifications missing a tenant or owner signed date. All materials copyrighted by MultiSite Systems, LLC 2010 Page 52

Building Voucher MAT Under the Side bar group imax, click on the icon Write Voucher. The following HAP form will be displayed: Verify you are building the correct voucher month. Select the Project (turning the line item blue) and click on Build/Re-Build HAP Voucher File. If you need to rebuild your voucher you will follow the same process. Note: You can continue to rebuild the voucher as many times as needed until the voucher has been transmitted. After the voucher has been transmitted you can no longer rebuild. You will be asked if you want to print the voucher. Once you are prompted with this question the voucher building is complete and you can close the HAP form. Check your Voucher. All materials copyrighted by MultiSite Systems, LLC 2010 Page 53

Transmit Voucher MAT Get focus on the Voucher Under the Side bar group imax, click on the icon Trans Voucher You will be asked to confirm these actions. You will then receive this message File has been placed in your outbox and is ready to be uploaded. The Voucher MAT will remain in your outbox until it is uploaded. Build & Transmit Tenant MAT Under the Side bar group imax, click on the icon Write Tenant MAT. The Tenant Transmission Form will appear. Select your contract from the drop down list and the certifications from the 2btransmitted and 2b transmitted not 59 folders should be listed. The full certifications will be in the top panel of this form. The partial certifications will be in the bottom panel of the form: Full certificatio ns Partial Certifications In order for the certification to be packaged in the MAT file there must be a check mark in the Transmit Box in front of the cert. You can manually place a check mark in the box or click on Edit at the top of the form and select Check All. All materials copyrighted by MultiSite Systems, LLC 2010 Page 54

Note: if there is not a check mark in the transmit box that certification will not be sent. If you forget to Edit, check all and build the tenant file, the file will be empty. No tenant certifications will be transmitted. Click on the button Transmit Records for HAP Voucher. You will receive the following message when the MAT file has been successfully built File placed in your Outbox and Ready to be uploaded. You will receive a message asking, Do you want to upload now? If you are ready to upload your files answer yes. You will begin the process of uploading your files. If you are not ready to upload your files answer no and return at a later time. The files will remain in your outbox until they are uploaded. When you are ready to upload your files click on the icon imax Send/Receive. All materials copyrighted by MultiSite Systems, LLC 2010 Page 55

Upload Voucher and Tenant MAT Click on the icon imax Send/Receive The imax Transmitter will be displayed: The Tenant and Voucher files will be listed in the Outbox. Click on the button Upload New Files. You can also download files to your Inbox and check error messages and receipt of files as needed. IMAX Links HUD requires that your WASS/iMAX ID password be changed quite frequently. MultiSite will also need to be updated when the password is changed. To change the password click on the Sidebar group imax and select imax Links. Select your site from the drop down list. You will then be able to view and change the password. The HUD module must be closed and reopened to allow the new password to register. Each User must have their own WASS/iMAX ID. All materials copyrighted by MultiSite Systems, LLC 2010 Page 56

IMAX Status Messages Visit our website www.multisitesystems.com to print the document imax Status/Error Codes located under Help Files. This document contains the Status Messages you will receive when uploading and downloading files. Building and Transmitting Tips 1) There are basically three steps in building and transmitting the Voucher and Tenant MAT: A) Write/Build and Check the Voucher B) Transmit the Voucher C) Upload the voucher If you ve done these three steps you are done. 2) If there is no activity on your site, i.e. no Move Ins, Move Outs, Recertifications, etc. there will be no Tenant MAT to build. 3) There is always a voucher MAT to build. 4) Before you upload your files verify the correct number is listed in your outbox. If you built a and transmitted a voucher and tenant MAT file there should be 2 files in your outbox. If you happen to build and transmit a Voucher and two Tenant MAT files there should be 3 files in your outbox. 5) Always check your voucher. Compare the subsidy requested on the current voucher against the subsidy requested from the previous month. If there is a change in the amount requested, there should be a change code identifying the reason. It s also important to look over your adjustments if any. All materials copyrighted by MultiSite Systems, LLC 2010 Page 57

Generating HUD Recertification Notices (30,60,90,120 Notices) In the Tenant Module click on the Side Bar group Reports. The icons under this sidebar group will be displayed. Click on the icon Other Reports. A tenant report menu will be displayed. Using the scroll bar on the left side of the window scroll down the report menu until you find the report titled HUD/LIHC Recert Notices. You may also type the beginning of the report name (HUD) to locate the report. Highlight the report and click on current selection located under the preview menu. You will next need to enter the parameters for the report. If you have focus on your property prior to generating the report, there will already be a value in the complex code field or the complex code will be available in the drop down list of this field. Using the Calendar enter the start date of the Notices and click OK. The Notices will generate to the screen. Print the Notices. Generating Next Cert Date Report (HUD Tickler) In the Tenant Module click on the Side Bar group Reports. The icons under this sidebar group will be displayed. Click on the icon Other Reports. A tenant report menu will be displayed. Using the scroll bar on the left side of the window scroll down the report menu until you find the report titled Next Cert Dates. You may also type the beginning of the report name (Next) to locate the report. Highlight the report and select current selection located under the preview menu. You will next need to enter the parameters for the report. If you have focus on your property prior to generating the notice, there will already be a value in the complex code field or the complex code will be available in the drop down list of this field. Click OK. The Notice will generate to the screen. Print the Notice. Generating HUD Recert Notices & Next Cert Date All materials copyrighted by MultiSite Systems, LLC 2010 Page 58

Generating Reports The majority of the reports you will generate will be located in the tenant module with the exception of the following report: Print-All-GRC-202C and a few other 50059 related reports. To view and generate the reports in both the HUD and Tenant Modules you will follow the same process below: In the HUD/Tenant Module click on the Side bar group Reports. In the Tenant Module there will be icon reports listed under this side bar group. The HUD Module does not have icon reports. To view these reports click on the icon. Generating Reports The remaining reports in the Tenant Module and all the reports in the HUD Module will be found under the first icon Other Reports. When you click on this icon a tenant report menu will be displayed. All materials copyrighted by MultiSite Systems, LLC 2010 Page 59

Highlight the report you wish to generate and select current selection under the preview menu on the right side. Depending on the report, you will need to enter certain parameters such as the date range, period, etc. The main parameter you will need to enter is your complex code. If you have focus on your property prior to generating reports this value will already be in the complex code field or will be available in the drop down list of this field. After entering all of the required parameters click ok to generate the report. The report will generate a split screen. Tool Bar Tree The screen on the left is the Tree. You can expand the tree to view the sections of the report. You can navigate to these sections of the report by clicking on the section of the report you wish to view. The screen on the right will hold the actual report. At the top of the report form is the tool bar. All materials copyrighted by MultiSite Systems, LLC 2010 Page 60

Navigating in, Printing, Exporting, and E-mailing Reports Use the toolbar buttons and labels (shown below) to navigate among the report pages, print the report, export the report to a computer file, and/or send the report as an e-mail attachment to a specified e-mail recipient. Explanations of each button and label (in sequential order from left to right) are as follows Export Button. It opens a standard export window that enables you to export the report to a file or to send it as an e-mail attachment to an e- mail address that you specify. Your personal email account information must be setup before you can use the email feature. Print Button Tree button. Shows or hides the tree. Hide the tree and the report displays with a larger and more readable report. Click the + to expand and contract the tree. Click on an item in the tree and the report will zoom to the tree item. All materials copyrighted by MultiSite Systems, LLC 2010 Page 61

Move to first page; move to previous page; next page; last page Shows what page is displayed in the report window Grayed X stops the report if you think it is taking to long. Blue arrows are the Refresh button. Press this button to go back to the parameters screen so you can change the report options and relaunch the report. Use this to quickly change the report so you do not have to close the report and run for another set of conditions. Select Expert allows you to add more select conditions to the report. You can build custom formulas. Find Expert allows you to use advanced Find techniques. You can build custom formulas for finding records or words. Find allows you to find all occurrences of a word or number in the report Zoom allows you to Zoom In or Out. After you press this button your mouse roller takes over the zoom function. The red x closes the window. The percentage that appears next to the Total Records indicator is the percentage of records in the report that have been processed by the system. All materials copyrighted by MultiSite Systems, LLC 2010 Page 62

Generating & Printing Letters Other Letters This section will discuss three different methods to print Letters. Multi- Pad custom letter writer and Other Reports are not discussed in this section. The three methods are: Other Letters ; Package Print and Verifications See the comparison table at the end of this section quick reference. Individual and stock letters can be created in MultiPad. You can launch MultiPad from the Tools menu. Usually administrators create stock letters. Letters can be printed from three main areas: MultiPad; Group Sidebar Letters; and Verifications. MultiPad instructions are not included in this section. There are many stock letters for you to choose from. This section of the manual we are going to discuss how to print stock letters. Most modules have a sidebar group labeled Letters. Click the Other Letters icon to launch the letter merge interface. All materials copyrighted by MultiSite Systems, LLC 2010 Page 63

Package Print Letters When you launched the Letter Menu form MultiSite noticed if you had current focus on a current tenant or an applicant. The letters menu will filter by tenant or applicant letters based upon what you have in focus. You may change the filtering by clicking on one of the three option buttons at the top of the screen: All, Tenants or Applicant. The letter you pick may or may not have merge fields on it. If you have focus on a Tenant and choose an applicant report the merging will not work correctly. However, not all letters have merge fields and this filtering feature gives you the flexibility to make your own choices. Get focus on a letter in the grid and you will see the description fill in the text box below the grid. You can edit the description by double-clicking in the description textbox. If the letter you are printing is for one person click the Current Selection icon in the sidebar on the right side of the form. When you click a Merge Preview icon the letter will open up in MultiPad for your editing or printing. Edit the letter. When you are finished print and save the letter. When you save the letter the file save box will be defaulted to your document file location. The letter will also have a default filename. The filename might look cryptic; we suggest you do not alter the filename. Of course you may alter the filename but you will have no further direct use for this letter file. MultiSite, of course, knows the filename and stores it as a Tenant Note. The letter will become a record attached to a tenant and available to view and reprint in Tenant Notes. See Letter Interface Comparison at end of this paper. Groups of related letters may be printed for applicants or tenants through the interface called Package Print. The Package Print feature allows the printing of many letters to the same tenant or applicant. Information from Tenant, Lease and certification information will automatically be merged in to your letter. Occupant information is not visible to Package Printing. Package printing can be launched from the following locations: Tenants, RD, TC & HUD Modules: Letters Group Package Print Icon. Get focus on a tenant and press the Package Print icon. And, Applicants group App Package Icon. Get focus on an Applicant and press the App Package icon. Package printing is also on the Applicant form as a menu item. Open the New or Edit Applicant form and click on the File menu then click on Package Print. All materials copyrighted by MultiSite Systems, LLC 2010 Page 64

Common uses for Package Printing are: Related groups of stock letters that are executed on actions, like: Move-In, Move-Out, Transfer, Recertification, Annual Certification, Termination, etc. Letters can have HOH merge information. Merge fields are available for the following tables: Tenants, Units, Site, Lease, Tax Credit, HUD, RD and other subsidized certifications. See the form, picture below. The form opens with all letters appropriate for the module and property type. All letters are checked. When you press the print button each letter that is checked will print directly to your printer and a list of letter names is added in a Tenant Note. You can check or un-check all items in the grid by clicking the menu item File and clicking on Check All or Un-Check All See Letter Interface Comparison at end of this paper. All materials copyrighted by MultiSite Systems, LLC 2010 Page 65

Print Lease Print Lease can be opened manually from the Letters group sidebar or, when a Print Package form closes you will be asked if you want to print the lease. A Lease Summary form will be displayed. Verify the Lease information is accurate, review and check the pertinent information required to complete the lease. Click Save. The lease will generate on the screen. Click the save button on the tool bar. This will add the lease document to the tenant notes. Next, print your lease using the print icon from the tool bar. Close the lease by clicking file and exit, and close the lease summary form. All materials copyrighted by MultiSite Systems, LLC 2010 Page 66

Verification Letters To launch Verifications, click on icons located in the Letters and Applicants sidebar. Here is a screenshot of the interface. Remarks about the above screen shot example: Forms printed on this session textbox. Since, you will be entering multiple tenant/occupant and letter combinations this textbox will list what you have done in this session. Also, the contents from this box will be written to a tenant note. When you press the Exit button the note will be written. You can select one row on each of the three grids on this form. The combination of information in these three rows will be used when you press the Save and Print button. You must have a row selected in each grid. HH Members Grid The first row will be the HOH. Next rows are occupants. All materials copyrighted by MultiSite Systems, LLC 2010 Page 67

Verify Reports Grid Contains a list of available reports or letters for verification purposes. The contents of this grid can be filled for your Default site letters setup, or individual sites can have their own unique letters/reports. See Instructions on using the Administrator Module. Address Book Grid Contains an alphabetical listing of your property Address Book. Each property has their own address book and they cannot be shared among properties. The grid only displays addresses that are marked as Active. You can change the addressee status, edit the addressee and add new addresses by pressing a button at the bottom of the screen. Edit Address Add Address The following screenshot shows this address maintenance form: Tip: Leave the Verification form open until you have printed all the letters for this household. Then all letters will be contained in one tidy Tenant Note. Screenshot of Address Add/Edit form All materials copyrighted by MultiSite Systems, LLC 2010 Page 68