Compliance Re-work LIHTC Leasing Workflow

Table of Contents Purpose... 2 Printing Application Packets... 2 Adding a Guest... 4 Duplicate Prospects... 6 Adding Preferences... 7 Adding Occupants... 8 Compliance Qualification Workflow... 10 Editing Family (Household) Members... 11 Generating Verification Letters... 13 Selecting a Verification Letter... 13 Selecting a Correspondent... 14 Adding a Correspondent... 16 Editing a Correspondent Record... 17 Recording Guest Income... 19 Recording Guest Assets... 23 Printing Verification Letters... 25 Unanswered Letters... 27 Approving an Application and Printing the Lease Documents... 29 Printing the TIC Certification... 31 Uploading Certification Packet into Voyager... 33 Organizing and Attaching the Certification Packet... 34 Notifying Regional Manager of Pending Certification Packet Review... 36 Re-Submitting a Packet with Corrections:... 36 Detaching an Attachment... 36 Printing the Certification and Property Lease... 37 Uploading Signed Document Packet into Voyager... 41 Locating Property and Compliance Management Documents in Voyager... 42 Demographic Certification Seal... 43 Cert Seal Override... 45 Unsealing the TIC... 46 Unsealing the Move-in TIC... 46 Printing Recertification Packets... 49 2016 RightSource Compliance, LLC. All Rights Reserved. 1

Purpose Compliance Re-Work LIHTC Leasing Workflow This topic covers the leading Voyager LIHTC Guest and Compliance Qualification workflow processes for Site Staff to use to create, generate, and track verification letters as well as upload move-in/initial certification packets into Voyager for Regional Manager remote review and approval. To optimize the file review and approval process for Tax Credit properties, Dominium Management Services has adopted a few new practices to create efficiencies through existing software platforms. The following procedures will be displaying and working from the options and menus available through the Voyager standard menu Affordable Manager. Please note that the location and names of certain functions may be different depending on your specific role and associated custom menu for different users. Printing Application Packets To ensure sites provide applicants with the correct application packet, ALL application packets MUST be printed from Voyager. When an applicant requests an application, print a copy directly from Voyager. To review and print the application packet, click on Guests then highlight and click on Application Packet to open the filter screen. From the Voyager Dashboard Menu, click on the Guests link then highlight and click on the Application Packet. The Application Packet filter screen appears. Complete the fields in the Application Packet filter screen described below. All fields in blue are required. 2016 RightSource Compliance, LLC. All Rights Reserved. 2

Property: Confirm the correct property code is present or click on the Property link to look up the property and replace the value on the screen. Adult Household Members: Confirm number of adult household members to pull the appropriate forms. Married Household Couples: Confirm if any members of the applying household are married as this will affect the amount of forms Voyager will generate. Click Submit to view the blank application packet and all required addenda for the property selected on the screen. The Application Packet appears on the screen as a PDF. NOTE Depending on which version of PDF reader/writer you are using, the printer icon may be at the top or bottom of the page. 2016 RightSource Compliance, LLC. All Rights Reserved. 3

Review and print out the application by clicking on the printer icon to hand to the applicant for completion in the office. The application packet will contain all application documents including the screening Release of Information and Application Deposit Agreement form. IMPORTANT Notify your Regional Manager and Compliance Coordinator of any changes needed to this application packet per instruction from your regulatory agencies. Changes submitted will be reviewed and incorporated into the packet to ensure ongoing compliance. Adding a Guest All prospects who have submitted a guest card should be entered into Voyager as a Guest. You will use the Voyager Guest function for your rental inquiry or prospect list as opposed to Excel or other manual methods. Before adding a Guest, ensure that the Guest is not already entered. If there are several individuals entering Guests into Voyager for the property, duplicate entries may occur. From the Voyager Dashboard Menu, click on the Person Search tab and enter the first few letters of the Guest s first or last name in the Name field and click Search. Review the names under the display section for the Guest s name. The results may be sorted by any of the columns listed. If the Guest is listed, click on his or her name to add any new information. If the Guest is not listed, they may be added by clicking Add Guest from the Voyager Dashboard Menu. 2016 RightSource Compliance, LLC. All Rights Reserved. 4

The Prospect Guest Card screen appears. Complete the fields in the Prospect Guest Card screen described below. All fields in blue are required. First Name: Enter the Guest s first name. MI: Option to enter the Guest s middle initial, if provided. Last Name: Enter the Guest s last name. Address: Recommended to enter the current address of the Guest. This information will be used to mail correspondence to the Guest. City, State, Zip: Recommended to enter the Guest s city, state, and zip code. If the Guest is from another country, enter the name of the country in the Zip field. Tel# Office-Home: Recommended to enter the Guest s telephone number(s). Voyager will automatically format the phone number. Make sure you enter the phone numbers in the correct fields. Voyager will use home numbers for resident reports. Cell# - Fax#: Recommended to enter phone numbers, if applicable. DOB/DL#/State: Option to enter the Guest s date of birth, driver s license, number and state of issue. E-mail: Enter the Guest s email address, if known. This is a required field. Notes: Option to include notes regarding the guest such as preferences the guest inquired about or move-in specials offered. Any notes recorded MUST be objective. Status: This field will be populated automatically. Property: This field will be populated automatically. First Contact: Select the type of contact from the drop-down menu. Agent: Select the agent (yourself) from the drop-down menu. 2016 RightSource Compliance, LLC. All Rights Reserved. 5

Source: Select the source of advertisement from which the Guest learned of the property from the dropdown menu. Result: Select the appropriate result from the drop-down menu. Date: Date will default to today s date. You may adjust the date the Prospect came in if you are entering it late. When all information has been entered, click Next to save changes and continue to the Preferences section of the Leasing Steps. Duplicate Prospects If a prospect shares the same last name as someone that has already been entered into Voyager, a message appears on the screen. There are three possible ways to proceed: 2016 RightSource Compliance, LLC. All Rights Reserved. 6

1. Guest being recorded has already been entered: In the Name column of the table click on their name. This will open the Prospect record that has already been created for them. Click the Contact button to update the contact record. 2. Guest has NOT been previously recorded: In the message that appears in the Guest Card tab, click the first here link that states here to add guest. This will save the new Guest and you can continue to through the workflow. 3. Guest entered is not correct: In the message that appears in the Guest Card tab, click on the second here that states here to start over. Any information you just entered will NOT be saved. Adding Preferences In the Prospect Guest Card screen, click the Preferences tab located under Leasing Steps. Complete the fields in the Preferences tab as appropriate: NOTE You will already be on this screen if you clicked Next after adding the guest. 2016 RightSource Compliance, LLC. All Rights Reserved. 7

Expected Move In- Enter the desired move in date of the Guest. Bedrooms- Enter the preferred number of bedrooms. Desired Rent- Enter the amount the Guest would like to pay in monthly rent. Amenity Preferences- Choose any, if applicable, amenities the Guest wishes to have. Click Next to save and go to the next step in the process. Adding Occupants Once preferences are added, the next step in the leasing workflow is to add additional occupants, if known, to the guest card. This makes these other household members available to locate using the Person Search function and add to consent and verification letters during the Compliance Qualification workflow. The Occupants tab will appear at the bottom of the screen. If there are any additional household members who will be occupying the unit you should enter as much of their information as possible now so their information is available when performing criminal and credit screening. In the Occupants tab under the Select column, click Add New Occupant. 2016 RightSource Compliance, LLC. All Rights Reserved. 8

The Occupant screen appears. Complete the fields as described below: First Name: Enter the first name of the other household member. Last Name: Enter the last name of the other household member. Address: Option to enter the other household member s current address if it differs from the Guest. Relationship: From the drop down menu options, select the status that best describes the other household members relationship to the Guest. Lessee: Box is automatically checked. Leave the box checked if the other household member will be signing and share responsibility for the Lease. If the occupant is a minor or will NOT be signing/responsible for the lease then uncheck the box. Checking this box will prompt Voyager to generate a 1099 for this occupant. Occupant Type: Recommended to select from the drop down menu if the occupant is an adult or a Minor. Personal Information fields: It is recommended to complete as much information as possible/available at the time of application. 2016 RightSource Compliance, LLC. All Rights Reserved. 9

Click Save. The additional occupant is now listed in the table on the Occupants tab, and will appear in a person search from the dashboard. If you need to add additional occupants you can repeat the process as it was described above. You can add additional occupants at any point to the Prospect Guest Card while they are still in process. If at any point you need to remove an occupant from a Prospect Guest Card, click Edit. The Occupant screen will appear. Click Delete to remove the occupant from the household. Once you have finished creating additional occupants click Next to continue through the leasing workflow. NOTE If using criminal and credit within Voyager: Do NOT enter minors or anyone who should NOT have the criminal and credit check run. Enter these household members AFTER you complete the criminal and credit check and charge application fees during the Compliance Qualification workflow. Compliance Qualification Workflow Once you have added Occupants and have received a completed application, you will continue on through the Leasing workflow. During the compliance interview, data from the application MUST be recorded in Voyager to generate verification letters. To record data and generate and print out verification letters for each applicable adult household member, advance to Select Unit. When there is an affordable layer on the property those programs will appear on the Select Unit tab. The type of program standards that the prospect is applying for must be identified PRIOR to selecting a unit. You will do this by selecting the program check boxes that apply to that prospect/unit/property. Properties that normally complete a TIC check the Tax Credit box. 2016 RightSource Compliance, LLC. All Rights Reserved. 10

The actual selection of a unit must be done through the Compliance Qualification workflow. Once the appropriate boxes have been checked, click the Compliance button to enter into the Prospect Certification. Editing Family (Household) Members The first step in the qualification process is completing the Family Members section. Here we can see a list of all adult household members already added during the Occupants step discussed earlier in this section. From the Prospect Certification screen, click Edit to complete the Guest s personal information. IMPORTANT Please note Demographics (Ethnicity/Race) should not be collected at this time. 2016 RightSource Compliance, LLC. All Rights Reserved. 11

Click Edit on the Head of Household s information. The Edit Member screen will appear. Information that has already been entered from the Prospect Guest Card will auto populate. Complete the fields in each section as described below: 1. Family Member Data Section Relationship: Select appropriate relationship from the drop-down menu. Only applicable when adding additional members. Select relationship to the HOH. First Name: Enter first name of family member. Middle Initial: Option to enter middle initial of family member. Last Name: Enter last name of family member. Ethnicity: Choose decline as this field will be completed at Move In. Race: Choose decline as this field will be completed at Move In. Sex: Select Male or Female. Birth Date Age: Enter the birth date of the family member. SSN: Enter the social security number of the family member. Alien Registration: Enter an alien registration number if applicable. F/T Student: Place a check mark in this field if the family member is a full time student. Disabled: Select and option from the drop down menu if the family member is disabled. 2016 RightSource Compliance, LLC. All Rights Reserved. 12

2. In the Tax Credit Data section leave all fields blank. 3. The Verification Letters section will be utilized if any of the personal information regarding the applicant needed to be verified. Such as Veteran status or Citizenship. Generating Verification Letters When entering Family Member, Income, and Asset information, notice the Verification letters section found at the bottom of each record screen. In this section, you can add a verification letter to be sent to a third party, or completed by an applicant. Before selecting your letter to be generated and sent, you must ensure you have added the appropriate correspondent or recipient. It is very important to review the correspondents first to ensure it is the correct contact for this letter. Selecting a Verification Letter The first step in generating a verification letter is to select the letter from the available Family Member, Income, or Asset letter options. Now select the grey box in the Letter column. Enter the two letter state abbreviation in the first field and click Find. The available verification letters for this section of the TIC and property will appear. Click the check box next to the correspondent you wish to use, and click OK. 2016 RightSource Compliance, LLC. All Rights Reserved. 13

Once you have made your selection, click OK to select the verification letter. Selecting a Correspondent Next, you must select your correspondent for the letter you wish to generate. Click on the grey box in the Send To column. Enter the property code in the first field and click Find. The available correspondents for this property will appear. 2016 RightSource Compliance, LLC. All Rights Reserved. 14

Click the check box next to the correspondent you wish to use, and click OK. Notice that the correspondent selected now appears in the Send To column. The Date Sent and Response Date fields should remain blank. These fields will be completed later in the process. Repeat these steps to continue creating letters for this household member as needed. For more details on how to print out the verification letters from Voyager, refer to the Printing Verification Letters section in this document. Click Save when all the member information has been completed. This will bring you back to the Prospect Certification screen. At this point you should add additional members to the household such as a minor child that wasn t added as an Occupant if needed. To add additional household members click Add New Member. Repeat the process as described above for each new member you add to the household. Once all household members are accurately documented in the certification click Next to continue on with the qualification steps. 2016 RightSource Compliance, LLC. All Rights Reserved. 15

Adding a Correspondent To add a verification letter contact as a correspondent from the qualification workflow, click on Add Correspondent in the verification letter section of the Family Member, Income, or Asset record. The Correspondent screen appears. Complete the fields as described below: Code: Enter appropriate property code (i.e. 474) followed by the first 5 digits of the verification letter description. Description: Enter a description that will assist in identifying this verification letter contact. Descriptions are limited to 25 alphanumeric characters. Company Name: Enter the name of the company. Company names are limited to 25 alphanumeric characters. This will appear in the address field of the letter. 2016 RightSource Compliance, LLC. All Rights Reserved. 16

First Name: Enter the first name for the verification letter contact if known. Last Name: Enter the last name for the verification letter contact if known. Dear: Enter any surname (i.e., Mr., Ms., Dr.) or Department. Address/City-St-Zip: Enter the address for the Correspondent. Phone/Fax/Email: Enter this information if known. Inactive: Clicking on this box will inactivate this Correspondent and it will no longer appear on your selection list. Property: Click on the blue box to select the appropriate property code. The property must be selected in order for the Correspondent to appear in the Verification Letter Contact list. Click Save and close the screen. IMPORTANT The property code must be entered for all correspondents. This will ensure that the correspondent displays for the correct property/properties. Editing a Correspondent Record To edit a verification letter contact you will need to follow the left side menu workflow as described below: Left Side Menu Workflow Setup > Correspondent > Review Correspondent The Correspondent filter screen appears. To view all correspondents leave all fields blank and click Submit. To view Correspondents for a single property enter the property code in the Property field. 2016 RightSource Compliance, LLC. All Rights Reserved. 17

The Correspondent screen appears. Notice on the left side menu a list of all other correspondents for the property. The first correspondent of that list will appear in the main screen. Use the left side menu of the screen to find the verification letter contact whose information should be updated. NOTE 2016 RightSource Compliance, LLC. All Rights Reserved. 18

Do NOT change or edit the Property Correspondent that features the manager name and property address. This is used for Compliance functions and is edited by the corporate office. Update any of the fields relating to the correspondent information as described below: Company Name: Update the name of the company. Company names are limited to 25 alphanumeric characters. This will appear in the address field of the letter. First Name: Enter or update the first name for the verification letter contact if known. Last Name: Enter or update the last name for the verification letter contact if known. Dear: Enter or update any surname (i.e., Mr., Ms., Dr.) or Department. Address/City-St-Zip: Enter or update the address for the Correspondent. Phone/Fax/Email: Enter or update this information if known. You can also update and add the properties that can use the Correspondent by adding the property code to the Property Code table. When all your updates are complete click Save. Recording Guest Income In the Income section of the Qualification Steps you will add details of the household income. IMPORTANT This data is unverified and CANNOT be used to determine the final eligibility of the Applicant! Click Add New Income to record the income of each family member based on the application to generate verification letters. 2016 RightSource Compliance, LLC. All Rights Reserved. 19

The Add New Income Record screen appears. Complete the following fields in the Income Data section: Member: Choose from the drop-down menu the family member responsible for the income data. Income Source: Select the source of the income being recorded. Report each income source separately. The choices are: PE-Pension, T-TANF, SS-Social Security, G-General Assistance, S-SSI, CS-Child Support, M- Military, F-Federal, W-Non Federal Wage, U-Unemployment, I-Indian Trust, B-Business, or N-Other. SSN Claim Number: Optional to enter the social security number if the source of income is either Social Security (SS) or Social Security Income (SSI). Leave this field blank for all other income types. Payment Frequency: Select the frequency in which the payment is received. Pay periods per year: Calculated by the software based on selections made in the Payment Frequency field. You can adjust the number if needed. $/Hour - Hrs/Period: Enter the pay rate and number of hours worked during the time period specified above. Total/Year: This will be calculated automatically by the software. 2016 RightSource Compliance, LLC. All Rights Reserved. 20

EXAMPLE If applicant receives monthly payments: The pay periods per year will calculate automatically to 12. Fill in the monthly dollar amount in the $/Hour section. Use 1 in the Hrs/Period section If the applicant is hourly and receives weekly paychecks: Pay periods per year will calculate automatically to 52. Fill in the HOURLY rate of pay in the $/Hour section. Use the number of hours per pay period in the Hrs/Period section OT1 Rate Hrs/Period: If applicable, enter the rate of OVERTIME pay received during the specified time period (e.g., $7.50 per hour, 10 hours per week). OT2 Rate Hrs/Period: If applicable, enter a separate rate of OVERTIME pay received during a specified time period. Annual Current Income: Calculated by the software. 2016 RightSource Compliance, LLC. All Rights Reserved. 21

Anticipated Wage Change Date: If necessary, enter the date a change in income is expected to take place. New Rate: Option to enter the new rate after the anticipated wage change. New OT1 Rate Hrs/Period: If applicable, enter the new rate of OVERTIME pay received during the specified time period. New OT2 Rate Hrs/Period: If applicable, enter the new separate rate of OVERTIME pay received during the specified time period. Annual Anticipated Income: Calculated by the software using the prior-mentioned variables. Verify that the annual income total is correct. Income at current rate / Income at new rate/ Total Annual Wages: Calculated by the software using the prior-mentioned variables. Commissions, Bonuses, Tips, etc.: If applicable, enter the appropriate amount. Other Annual Amount: If applicable, enter the appropriate amount. Income / Year: Calculated by the software using the prior-mentioned variables. Verify that the annual income total is correct. Date Verified: Option to enter the date the income is verified by a third party. 2016 RightSource Compliance, LLC. All Rights Reserved. 22

To generate Income Verification Letters, complete the Verification Letters fields at the bottom of the screen. For more details on how to generate the letters review the Generating Verification Letters section in this document. For more details on how to print out the verification letters from Voyager, refer to the Printing Verification Letters section in this document. Click Save when all the income information and verification letters have been completed. This will bring you back to the Prospect Certification screen. At this point you should add additional income data as recorded in the application. To add additional income click Add New Income. Repeat the process as described above for each new income you add to the household. Once all income has been accurately documented and verification letters created, click Next to continue on with the qualification steps. Recording Guest Assets In the Assets section record the assets of all family members based on the verifications received. To add assets to the certification click Add New Asset. The Add New Asset Record screen appears. Complete the fields as described below: 2016 RightSource Compliance, LLC. All Rights Reserved. 23

Member: Choose the family member responsible for the asset data. Description: Enter the description of the asset being recorded. Report each asset separately (e.g., Cash, CD, Checking Account, Real Estate, or Savings Account). Status: Enter the status of the asset being recorded. Choose either C-Current or I-Imputed. Select Imputed for all assets sold for less than fair market value. Market Value: Enter the market value of the asset here. Annual Interest % Record the annual interest rate (if applicable). Divestiture Cost/Sale Price: Record the cost (in dollars) to divest or dispose of the asset (if applicable). Do NOT use negative numbers. Annual Interest%: Enter the annual interest percentage earned if applicable. Actual Income/year: If the annual interest percentage was entered above, the actual income per year will be calculated automatically. If the asset lacks an annual interest percentage but has an actual income per year, manually record the amount. Date Verified: Option to enter the date the asset is verified by a third party. To generate Asset Verification Letters, complete the Verification Letters fields at the bottom of the screen. For more details on how to generate the letters review the Generating Verification Letters section in this document. 2016 RightSource Compliance, LLC. All Rights Reserved. 24

For more details on how to print out the verification letters from Voyager, refer to the Printing Verification Letters section in this document. Click Save when all the asset information and verification letters have been completed. This will bring you back to the Prospect Certification screen. At this point you should add additional asset data as recorded in the application. To add additional asset click Add New Asset. Repeat the process as described above for each new asset you add to the household. Once all assets have been accurately documented and verification letters created, click Next to continue on with the qualification steps. Printing Verification Letters To review the letters selected to be generated for the appropriate Family Member, Income, Asset, and Expense records, click on the Verification link in the Qualification Steps section of the Prospect Certification. To generate the letters click Letters on the right side of the screen. The letters will generate in a new tab of your browser. 2016 RightSource Compliance, LLC. All Rights Reserved. 25

To print the verification letters, click on the printer icon on your screen. If you have printed and sent out the verification letters, you can mark them as sent in the verification screen by clicking the Send button. This will enter today s date in the Date Sent column. Click Next to move on to the next step in the Qualification workflow. 2016 RightSource Compliance, LLC. All Rights Reserved. 26

Unanswered Letters Compliance Re-Work LIHTC Leasing Workflow From the Voyager Dashboard Menu, any verification letters sent that have NOT been received will appear in the details of the Unanswered Letters link under the Resident Activity section. Click on the number link next to Unanswered Letters to view all outstanding verification letters. The list can be sorted by any of the columns at the top of the worksheet. Locate the verification letter that corresponds to the response received from the third party. The name of the letter sent is listed under the Letter column. Click on the Resident/Prospect link associated with the verification letter response to return to the Compliance Qualification Steps or Leasing Steps. Click on the Certification link to view the verification letters sent. 2016 RightSource Compliance, LLC. All Rights Reserved. 27

Click on the Edit link to record the verified data provided from the received verification. When finished, click Save to record the changes. On the Verification Qualification Step, record the response date by entering the date the verification letter was received in the appropriate Response Date field. 2016 RightSource Compliance, LLC. All Rights Reserved. 28

IMPORTANT You MUST enter the Response Date by clicking Edit and entering the date in the individual record. This will both ensure that the date is saved in Voyager as well as confirming that the record has been reviewed and updated with any necessary changes. At this point in the process, you will continue to the Select Unit screen to select a unit for this prospect. Once the unit has been selected and you have clicked Done, Voyager will take you back to the Leasing Steps. You must complete the Leasing Steps up to the Application Status section in order to proceed with approving the application. Approving an Application and Printing the Lease Documents If the applicant meets the project requirements and passes the screening process, perform the Approve Application function and print out the lease documents. To approve the application in Voyager, click the Approve button on the Application Status tab of the Leasing Steps. 2016 RightSource Compliance, LLC. All Rights Reserved. 29

A confirmation message appears. Select the Agent responsible for the approval and click Save. A second confirmation message appears. Click OK. Click OK. The Application Status has now changed to Approved. 2016 RightSource Compliance, LLC. All Rights Reserved. 30

Note that after the application is approved, the options in the Application Status section have changed. To print out the lease and lease addenda, click on the Blue Moon if your property is using Blue Moon leases, and Lease Doc buttons if your property is not using Blue Moon and print out the documents to be included in the certification packet and for the household to sign at time of move-in. Printing the TIC Certification Once an Applicant has passed screening and has been approved in Voyager, the completed Certification Packet must be scanned and uploaded into Voyager for processing by your Regional Manager. Prior to doing so, the TIC must be printed from Voyager. To print out the certification, click Edit TIC, located at the bottom of the Application Status screen. 2016 RightSource Compliance, LLC. All Rights Reserved. 31

The Tax Credit Summary Record screen appears. To generate the certification, click on the Reports drop-down menu and select State TIC. Click the Go button to view the certification. The certification appears on the screen as a PDF. 2016 RightSource Compliance, LLC. All Rights Reserved. 32

Print out the certification by clicking on the printer icon on the screen. When finished, close both screens to return to the Prospect workflow and complete the steps necessary to upload the certification packet for review by the Regional Manager. Uploading Certification Packet into Voyager Once an Applicant has been approved in Voyager and all compliance paperwork has been completed, the completed Certification Packet must be scanned and uploaded into Voyager for processing by the Regional Manager. The anticipated move-in date and unit assignment must be identified within the certification. This date and unit will be used by the Regional Manager to determine eligibility for the household. 2016 RightSource Compliance, LLC. All Rights Reserved. 33

Organizing and Attaching the Certification Packet All documents must be scanned and uploaded to the Attachments link on the Prospect Guest Card using a specific naming convention. Please refer to the corresponding job aid for more information. NOTE All verification letters and consents must be signed and included in the certification packet uploaded to Voyager. Incomplete applications will NOT be approved. Email notification of any missing information will be sent by the Regional Manager automatically from Voyager when the file review is complete and rejected notes are recorded in the audit tool. Once saved to your local PC, the entire certification packet must be uploaded to the attachments on the prospect guest card. To upload the move-in/initial certification packet, click on the Attachments link in the Prospect Guest Card. An upload window appears. Click on the Upload button to upload the scanned certification packet into Voyager. 2016 RightSource Compliance, LLC. All Rights Reserved. 34

Browse for your certification packet by clicking the Browse button and select the PDF file from your PC. Once listed, click on the Upload button to load the packet into Voyager. When the upload process is successful, a message will appear on the screen. Close the window by clicking on the Close button. The screen refreshes and the document you have uploaded appears on the screen. Verify the name of the file matches the nomenclature discussed earlier in this lesson and select the Type from the drop-down menu Cert Ready for Review. When finished, click Save and then the Close button. 2016 RightSource Compliance, LLC. All Rights Reserved. 35

IMPORTANT You MUST select the Cert Ready For Review attachment Type, as this will trigger the email to be sent to the Regional Manager. If the incorrect type is chosen, Voyager will not send the email. No other attachment type should be chosen here; it will auto-update based on the results indicated by the Regional Manager in the Compliance Audits. Notifying Regional Manager of Pending Certification Packet Review When the certification packet is uploaded to Voyager with the attachment type of Cert Ready for Review, AND the Prospect status is Applied an email notification to your Regional Manager is sent automatically from Voyager notifying them that the packet is ready for review and approval. Re-Submitting a Packet with Corrections: If a packet requires corrections and has been rejected, you must make the corrections and rescan and upload the ENTIRE packet again into Voyager. Delete/detach the original packet prior to uploading the new one with the status. As a reminder, when ready for the Regional Manager to review and approve the packet, select the Type from the drop-down menu Cert Ready for Review. An automatic email for the packet will be sent to the Regional Manager from Voyager. Finally, you will get an email message from the Regional Manager telling you that your packet was reviewed and approved. Detaching an Attachment In the event that a previously attached attachment needs to be deleted, follow this process to delete the attachment either before or after uploading the new attachment. You may need to detach an attachment when uploading a new attachment with necessary corrections, or if a duplicate packet is accidently uploaded into Voyager. In this example two of the same document have been uploaded. To detach one of the duplicate attachments, check the Detach box on the right side of the screen and click Save. 2016 RightSource Compliance, LLC. All Rights Reserved. 36

The attachment will be removed and you can click Close to save the remaining attachment. Printing the Certification and Property Lease After the Regional Manager has executed the lease and prior to completing the move-in, the Certification and Property Lease must be printed out and signed by the future Resident. To print out the Certification and Property Lease, use the Person Search function in Voyager looking up the household by their name or unit number click Search. 2016 RightSource Compliance, LLC. All Rights Reserved. 37

Click on the appropriate name when displayed below the dashboard to be taken to the Resident screen. The Resident Record screen appears. To print out the Certification and Property Lease, click Edit, located on the right side of the Tax Credit Data section. The Certification Record workflow appears. 2016 RightSource Compliance, LLC. All Rights Reserved. 38

Click Validation located under Qualification Steps. Voyager will allow you to print the certification at or prior to move-in. Don t wait until after the move-in to print it! Click on the TIC button to print out the TIC. 2016 RightSource Compliance, LLC. All Rights Reserved. 39

The TIC appears on the screen. NOTE Compliance Re-Work LIHTC Leasing Workflow If the Applicant household reports any changes to the previously approved certification or if the verifications exceed 120 days from move-in, the move-in process must stop! Obtain necessary verifications and complete the Regional Manager approval process again. Do NOT move-in the household without Regional Manager approval first. To print the TIC, click on the printer icon. When finished, close the window and return to the Qualification Steps screen. When finished printing the TIC, click Done. Voyager returns to the Resident Record screen. 2016 RightSource Compliance, LLC. All Rights Reserved. 40

To print out the Blue Moon lease, click on the Blue Moon link located under the Functions section on the right side of the screen. A pop-up window will appear enabling you to complete the login and printing of the lease for the household to sign along with the TIC. Uploading the Signed Document Packet into Voyager When the Move-In Certification(s) and Property Lease have been signed by both parties, all signed documents must be scanned and uploaded to the Resident Record in Voyager for review by the Regional Manager. To upload the signed lease and certification or any recertification packet, click on the Attachments link under Data in the Resident Record Screen. 2016 RightSource Compliance, LLC. All Rights Reserved. 41

Locating Property and Compliance Management Documents in Voyager Property and compliance documents that were previously located in Lasefiche or OPPM are now available to review in Voyager. To locate these documents such as the Tenant Selection Plan, click on the Property link available at the top of the Prospect or Resident record screens. The Property Record screen appears. On the right side of the screen under the Functions section, click on the Attachments link. The Property Attachments screen appears. 2016 RightSource Compliance, LLC. All Rights Reserved. 42

Click on the appropriate PDF link to view the Tenant Selection Plan and other documents uploaded into Voyager for the property. When finished, click the Close button. These documents will be maintained and updated as needed by the Regional Manager and Compliance. Demographic Data Entry Verification Due to fair housing regulations, demographic information should not be recorded entered while processing an application. This function will serve as a reminder to enter these details prior to sealing a certification. After receiving confirmation that your applicant s lease has been executed, return to the Resident screen and click on the MI link to access the family information. NOTE Both Race and Ethnicity are required fields in the Family Member information screen, with the exception of Illinois. Declined is auto-populated. Once the TIC is signed, race and ethnicity must be filled out for all household members. Declined is not an option. Click Family Info and update demographic information for each household member, then click Save. 2016 RightSource Compliance, LLC. All Rights Reserved. 43

IMPORTANT If the Household does in fact decline to report their demographic information, please refer to the below section titled Cert Seal Override which will override the Demographic requirement. Close the Family Info window to return back to the Tax Credit Summary Record. Now that demographics have been entered, you are able to enter Date Completed and seal the MI Certification. IMPORTANT This Date Completed field must be fully typed out. If this box isn t manually entered, Yardi will not recognize the field and the screen will not properly save. 2016 RightSource Compliance, LLC. All Rights Reserved. 44

If you attempt to enter the Date Completed and have not completed Demographic information for all household members, a pop up will appear. NOTE Before clicking Save be sure that the Tenant Rent and Subsidy information is correct. Once the Date Completed date is entered and you click Save, the Save button is eliminated from the screen preventing any future certification changes. Once the proper Demographics have been entered and Date Completed has been entered your certification is completed. Cert Seal Override If the tenant has declined to report demographics, you must use the Cert Seal Override function to seal the MI Certification. From the Resident screen, scroll down on the right side of the data menu and click on the Cert Seal Override option. 2016 RightSource Compliance, LLC. All Rights Reserved. 45

This will open up the Cert Seal Override screen. Select yes in the Overrides Yes/No drop down, and the MI certification will then be sealed. Unsealing the TIC Occasionally a change may need to be made to the TIC to update the rent and subsidy amounts after the movein or effective date of an annual recertification. In those situations, the TIC must be unsealed so the changes can be made. To unseal a certification you will need to follow the left side menu workflow as described below: Left Side Menu Workflow Tax Credit Functions > Clear Date Completed or Clear MI Date Completed Unsealing the Move-in TIC The Clear Tax Credit MI Date Completed Field filter screen appears. All fields in blue are required. 2016 RightSource Compliance, LLC. All Rights Reserved. 46

Property: Confirm the correct property code is present or click on the Property link to look up the property and replace the value on the screen. Tenant: Click on the Tenant link to look up the resident whose move-in TIC must be unsealed. Enter the last name of the resident in the middle field of the look-up screen and click Find. Check the box next the resident name and click OK. 2016 RightSource Compliance, LLC. All Rights Reserved. 47

Report Only: Select Yes to confirm the correct resident was selected after clicking Submit. Once the resident has been confirmed, return to the filter screen and change this to NO. When finished, click Submit. The Clear Tax Credit MI Date Completed Field results appear on the screen. Verify that the correct resident name appears on the screen and if so, return to the filter screen and change the Report Only dropdown from Yes to No. When finished, click Submit. The Clear Tax Credit MI Date Completed Field results appear on the screen. Verify that the correct resident name appears on the screen and if so, click on the Tenant Code to return to the Resident Record screen and edit the TIC. To edit the TIC click on the Cert Type link under the Affordable tab to make edits to the TIC record. 2016 RightSource Compliance, LLC. All Rights Reserved. 48

NOTE A TIC is considered unsealed if the Edit link appears on the right side of the certification you wish to modify. If the View link appears the TIC is still sealed. Printing Recertification Packets To ensure sites provide tenants with the correct recertification packet, ALL recertification packets MUST be printed from Voyager. When a tenant comes in for their recertification appointment, print a copy directly from Voyager using the below process. To review and print the packet from the Voyager Dashboard Menu, click on the Residential link then highlight and click on the Recert Packet. 2016 RightSource Compliance, LLC. All Rights Reserved. 49

The Recert Packet filter screen appears. Complete the fields in the Application Packet filter screen described below. All fields in blue are required. Property: Confirm the correct property code is present or click on the Property link to look up the property and replace the value on the screen. Tenant: Select the tenant completing the recertification. Click Submit to view the blank application packet and all required addenda for the property selected on the screen. The Recertification Packet appears on the screen as a PDF. 2016 RightSource Compliance, LLC. All Rights Reserved. 50

IMPORTANT Notify your Regional Manager and Compliance Coordinator of any changes needed to this recertification packet per instruction from your regulatory agencies. Changes submitted will be reviewed and incorporated into the packet to ensure ongoing compliance. 2016 RightSource Compliance, LLC. All Rights Reserved. 51