Section 2b: Compliance Procedures

Transcription

1 Section 2b: Compliance Procedures These procedures apply to Tax Credit property types and should be followed for EVERYONE who applies for residence at the property. In This Section Qualifying an Applicant 1 Completing a Background Check 2 Guest Applicant Background Check - Accepted applicants 8 Guest Applicant Background Check - Denied applicants 10 State-level searches 14 Reviewing Background Check Results at a Later Date 17 County-level searches 19 Background Checks for Live In Aides 22 Editing Family (Household) Members 26 Producing Family Member Verification Letters 30 Adding a Correspondent 34 Adding or Editing an Existing Correspondent 36 Adding Additional Family Members 37 Recording Income 38 Producing Income Verification Letters 42 Recording Assets 45 Producing Asset Verification Letters 48 Completing Household Info 51 Reviewing Verification Letters 52 Reprinting a Verification Letter 53 Removing a Verification Letter 54 Notes 55 All Rights Reserved Tax Credit Version

2 Qualifying an Applicant Household Yardi Voyager Section 2b: Tax Credit Compliance Procedures Qualifying an applicant to live in your affordable housing community is a critical step to ensure that your property is moving in only qualified residents. The qualification process is one that consists of several pieces and parts, which in Yardi all begin from the same location. To begin the qualification process for an applicant in Yardi, use Person Search from the Yardi Dashboard. From the Person Search tab on the dashboard, enter the name of the applicant being qualified. Then click Search. Yardi will locate all guests and applicants with the same name. Select the name of correct applicant. Yardi will take you to the last step where work was completed, which should be the Application Status step of the Leasing Workflow. From Application Status, first update the Affordable Waiting List. Go to the instructions titled, Updating the Waiting List Selecting an Applicant for Prequalification in Section 2a. After the Affordable Waiting List has been updated, begin the next step of the prequalification. Complete the applicant household s background check (screening). Go to the next page of these instructions for details. All Rights Reserved 1 Tax Credit Version

3 Completing a Background Check Yardi Voyager Section 2b: Tax Credit Compliance Procedures Background checks are required for every adult (18 and over) household member who is applying for housing. This is done to determine that the applicant meets minimum occupancy standards based on their criminal, credit and rental history. See the TSP (Tenant Selection Plan) for more details. We access our partner, Online Rental Exchange, for this service through Yardi Voyager. If beginning the qualification process from the Yardi Dashboard go to Person Search. Enter the name of the applicant, and click Search. Then click the applicant s name. If beginning from Application Status begin with the instruction Edit TIC. All Rights Reserved 2 Tax Credit Version

4 Then click Family Info. Yardi will move to the Qualification Steps where all qualification steps can be completed, this includes the background check, and creating and updating information received from 3 rd parties. From the Qualification Steps, click the Credit Check Button. After clicking Credit Check, the Yardi Credit Check screen will open. All Rights Reserved 3 Tax Credit Version

5 Warning: Yardi will pull the names of the Applicants into the Credit Check Integration. Only household members over 18 should show in the left menu. Do not complete background checks for any household members under 18. Please verify that the following is complete for each adult household member. Photo ID has been verified and a signed consent form has been obtained for this applicant/guarantor? - Select Yes Active (Include with request) Verify that each applicant whose background is being checked is set to Yes. If set to No Yardi will not run the background check for that applicant. First Name Verify the applicant s first name. Last Name Verify the applicant s last name. WARNING: Please do not use nicknames or abbreviations. Social Security Number Verify the applicant s Social Security Number. NOTE: If the applicant does not have a Social Security Number place a checkmark in the SSN N/A box. This will cause Yardi to disregard the social security number requirement. Birth Date Verify the applicant s date of birth. All Rights Reserved 4 Tax Credit Version

6 Click the Address Info tab and update the address of the applicant(s) applying for housing. Confirm and enter the address information for the applicant. Unparsed Street Address Street Number and Street Name Street Number Enter the Street Number only Street Name Enter the Street Name only Type Enter the Type only. (For example: Drive, Street, etc.) City Enter City of Residence Province or State Enter the State of Residence Postal/Zip Code Enter the Zip code of Residence After updating the address, click Save. If there are other household members select the name of any other household members from the Left Menu and repeat the steps on the previous pages. All Rights Reserved 5 Tax Credit Version

7 Continue to repeat the steps until all of the information for any household members over 18, has been verified and updated. After verifying and updating the information for each household member, click Save, then Preview. Yardi will open the Credit Check Review Report. This report allows the information for the household to be reviewed before being sent to Online Rental Exchange for the background check. All Rights Reserved 6 Tax Credit Version

8 After verifying the information for the each applicant in the household is correct, go to the Report Column under Reporting Options. In the Report Column, select Credit Check from the drop-down list. In the Criminal Search Column, select the appropriate search range from the drop-down list as required for your property. Most NCR properties will select National unless: If your property is in or applicant s address is located in Alabama, Washington DC, Hawaii, Maryland, or South Dakota. In this case, select your state from the drop-down list. See the instructions titled State Level Background Searches found later in this section. If your property is in or your applicant s address is located in California, Kentucky, Louisiana, Maine, Nebraska, New York, Vermont, West Virginia, Wyoming, the U.S. Virgin Islands, or Puerto Rico. In this case, select County from the drop-down list and review the section titled County Level Background Searches found later in this section. NOTE the Eviction Search Column can be left blank. Yardi and Online Rental Exchange will run this search by default. Click Select. Before Yardi sends the search criteria, each user will be prompted to log into Online Rental Exchange. All Rights Reserved 7 Tax Credit Version

9 Enter the User Name and Password assigned to you for access to Online Rental Exchange and click Login. NOTE: The user name used will be the same as your Yardi user name. The password used will be a special password assigned to each user for Online Rental Exchange. After clicking Login, Online Rental Exchange will verify your information and run a background check for the applicant household. Applicant Background Check - Accepted If the applicant is Accepted, you will receive the following: All Rights Reserved 8 Tax Credit Version

10 NOTE: If the applicant s criminal background is accepted then Online Rental Exchange will check their credit and rental history automatically. Only one decision is needed. Click MOR Summary. Then single right click and select Print. Close the MOR Summary screen by clicking the X. And then close the Online Rental Exchange Accept Screen, by clicking the X. Yardi will return to the Qualification Steps. Go to the instructions titled Updating Family Member Information found later in this section for next steps. All Rights Reserved 9 Tax Credit Version

11 Applicant Background Check - Denial If an applicant is denied for criminal, credit or rental history, Deny will appear as the Application Decision. Click MOR Summary. Yardi will open the MOR Summary, giving a reference of the background checks run for the applicant s household. All Rights Reserved 10 Tax Credit Version

12 Print the report by single right-clicking and selecting Print. Close the MOR Summary, by clicking the X. Yardi will return to the Online Rental Exchange decision. NOTE: The screen may minimize after closing. Check the start bar and click the Online Rental Exchange link to reopen the screen. If the applicant is denied for Criminal background, the Criminal Report causing the denial must be printed and sent to the applicant with the Adverse Action Letter and the Rejection of Application for Housing. To View the Criminal Report, click Criminal National or Criminal and the state depending upon which selection was made in Yardi. A summary of the reason(s) for the denial will show. To see more detail, click Show All. This button will allow the criminal history to be printed. To print the report, click the Printer icon. All Rights Reserved 11 Tax Credit Version

13 If the denial was due to criminal background, after printing the Criminal Report, print the Adverse Action Letter. The Adverse Action Letter will inform the Applicant of the denial as well as their options. If the denial was due to credit or rental history only the Adverse Action Letter should be printed. To Print the Adverse Action Letter, click Print Adverse Action Letter. Click the Printer Icon to print the letter. After printing the Adverse Action Letter and if needed the Criminal Report, close the Online Rental Exchange screens by clicking the X. Return to the Yardi Qualification Steps by closing all of the Credit Reporting screens using the X. Continue through the Yardi Qualification Steps by clicking Next. All Rights Reserved 12 Tax Credit Version

14 Then click Done at the Select Unit Step. Yardi will return to the Tax Credit Summary Record. Close the Tax Credit Summary Record. Yardi will return to the Application Status Step where the applicant can be denied in Yardi. See Guest Procedures - Section 2a for instructions on Denying an Applicant. All Rights Reserved 13 Tax Credit Version

15 State-Level Background Searches Yardi Voyager Section 2b: Tax Credit Compliance Procedures If needed run state level backgrounds search by doing the following: If your property is in, or applicant s address is located in Alabama, Washington DC, Hawaii, Maryland, or South Dakota. In some states, the state or county level criminal background check does not return instant results. In these instances, you will receive an 24 to 72 hours after the Criminal Background check is complete, advising you that the report is complete and to go to Yardi to view the results. See the instructions titled Reviewing a Background Check at a Later Date found later in this section. Use Person Search from the dashboard to locate the applicant. Click Person Search, enter the applicant s name and click Search. Then click the applicant s name in the list. From the Application Status Screen, click Edit TIC. All Rights Reserved 14 Tax Credit Version

16 Click Family Info. Click Credit Check. Complete any required fields for personal and address information as directed on page 4-5 of this section. Under Reporting Options select Credit Report and under Criminal, select the State the background check is being run in. Then click Select. All Rights Reserved 15 Tax Credit Version

17 Enter the Online Rental Exchange user name and password and click Login. You will receive the acceptance or denial. Because this is a state background search, it may take hours to receive the results. An will be sent to the property s address when the results are received. At that time, you can log into Yardi and retrieve the results. Go to the instructions titled Reviewing Background Check Results at a Later Date for further details. All Rights Reserved 16 Tax Credit Version

18 Reviewing Background Check Results at a Later Date From the Yardi Dashboard, go to Person Search. Find the applicant whose background check results were returned. Yardi will move to the Application Status screen. Click Edit TIC. From the Tax Credit Summary Screen, click Family Info. All Rights Reserved 17 Tax Credit Version

19 From the Qualification Steps, select Credit Check. Once the Credit Check Screen opens click the select button in the row that contains the date and report ID submitted earlier. Log into Online Rental Exchange and the background check results should appear. Follow the instructions on pages 8-12 for more information on printing the MOR Summary. If required print the Criminal Report and the Adverse Action Letter. All Rights Reserved 18 Tax Credit Version

20 County-Level Background Searches Yardi Voyager Section 2b: Tax Credit Compliance Procedures In some states, additional steps are required to create the Criminal Background Check for the appropriate county. If your property is in or your applicant s address is located in California, Kentucky, Louisiana, Maine, Nebraska, New York, Vermont, West Virginia, Wyoming, the U.S. Virgin Islands, or Puerto Rico. With the Credit Check screen open enter the information as directed on pages 4 5 of these instructions. In the Criminal search field select County from the drop-down list and click Select. After clicking Select from the Report Options Tab and enter your login information for Online Rental Exchange. All Rights Reserved 19 Tax Credit Version

21 Yardi displays the Report Summary Page form Online Rental Exchange. For each adult applicant, click the Add County link in the Upgrades section of the Report Summary Page. Then, on the State and County Selection screen, select the appropriate State and County of prior residence for each adult applicant and verify your work address as shown below. Click Select State and County. All Rights Reserved 20 Tax Credit Version

22 Click OK on the following message. Online Rental Exchange will begin the background check for your applicant. You will receive an within 24 to 72 hours after submitting the request advising you that the background check is complete and to go to Yardi to view the results. See the instructions titled Reviewing a Background Check at a Later Date for information on how to review this later. Close Online Rental Exchange. If continuing with the qualifications for the applicant, go to the instructions titled Editing Family Member Information for further details. If waiting on the background check results to continue, click Home to return to the dashboard. All Rights Reserved 21 Tax Credit Version

23 Background Check for a Live-In Aide Yardi Voyager Section 2b: Tax Credit Compliance Procedures The following steps should be used to run a background check for a Live In Aide. All other background checks should be created inside of Yardi following the instructions on the previous pages of this section. Go to the Online Rental Exchange website by clicking Helpful Links. Click Member Log-In. Enter the Online Rental Exchange Company ID for your property. If unsure of the ID Password or Log-In button, contact Online Rental Exchange Customer Service, at Enter your User ID for Online Rental Exchange. Enter your Password for Online Rental Exchange. Click the Log In button. All Rights Reserved 22 Tax Credit Version

24 Click Skip Tracing. From the Choose a Product Screen select: Criminal Search Only No Credit. Select National, (unless a more restrictive search is needed) and enter the information for the Live-In Aide. Click Submit application. NOTE: Go to the instructions on page 25 for information on printing the result. All Rights Reserved 23 Tax Credit Version

25 If the property is in or applicant address is in, Alabama, Washington DC, Hawaii, Maryland, or South Dakota, please select the state name from the Criminal Report Options Drop-Down List. If your property is in or your applicant s address is located in California, Kentucky, Louisiana, Maine, Nebraska, New York, Vermont, West Virginia, Wyoming, the U.S. Virgin Islands, or Puerto Rico select County Search Non-Instant. Online Rental Exchange will then prompt you to enter the state and counties of residency indicated on the application. Online Rental Exchange will also show the address of the user who is completing the background check. Close the State and Counties window by using the X. All Rights Reserved 24 Tax Credit Version

26 After selecting the appropriate area to run the criminal background check, enter all other required information. This will include: name, address, birth date, and social security number. (Indicated by Yellow fields) Click Submit Application. If National was selected, instant results should be available. If you selected a state or county background check, Online Rental Exchange may take hours to process the request. When the report is ready, you will receive an from Online Rental Exchange stating the report is ready. Log into Online Rental Exchange website to retrieve the results. Once the result is available you will receive the screen below. Click View Single right click and select print to print either the denied or accepted decision. If the Live-In Aide is denied, the Criminal Report should be printed. Use the printer icon to print the criminal report. Then print the Adverse Action Letter. Go to the PPG Forms page and print the Rejection of Application for Housing to mail to the applicant along with the Adverse Action Letter. If the Live-In Aide s background is accepted, add the Live-In Aide into Yardi under Family Member Information. NOTE: It the Live In Aide is accepted, and the background check was not created inside of Yardi, the RVP for your area should override the Unqualified Result that Yardi will give the household. Contact your RPL for guidance. All Rights Reserved 25 Tax Credit Version

27 Editing Family (Household) Member Information This process is used during the applicant interview. It is during this process that you will select and print the verification letters used to determine the applicant/resident s family member information. All verifications should be printed from Yardi. NOTE: Go to the next page if the Qualification Steps are already open. If finding the applicant from the Yardi Dashboard use Person Search. Enter the name of the applicant. Then click Search and select the name of the correct applicant. Then from the Application Status step, click Edit TIC All Rights Reserved 26 Tax Credit Version

28 Then click, Family Info. From the Prospect Certification screen, click Edit to update and verify the applicant s/resident s personal information. The Edit Member screen for the Head of Household appears. NOTE: Each Family Member should have their own record. All Rights Reserved 27 Tax Credit Version

29 1. Family Member Data 2. Tax Credit Data Section 3. Verification Letters 1. In the Family Member Data section for each family member in the household, verify the following information: Relationship Select appropriate relationship from the drop-down menu. First Name Enter first name of family member. Middle Initial Enter middle initial of family member. Last Name Enter last name of family member. NEVER GUESS A PERSON S RACE OR ETHNICITY! Complete these fields as the applicant completes on the Race and Ethnic Data Reporting Form. All Rights Reserved 28 Tax Credit Version

30 Ethnicity Enter the ethnicity of the family member indicated on the application. Race Select the race of the family member as reported by the applicant. 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 Place a check mark in this field if the family member is disabled. 2. In the Tax Credit Data Section for each family member in the household, complete the following fields: Occupation If known, enter the occupation of the family member or leave this field blank. Marital Status If known, record the marital status of the family member or leave this field blank. PSR Special Status - Select the special status of either Elderly, Disabled or leave this field blank. Relationship Type For family members OTHER than the Head of Household select the relationship that family member has to the head of household. Employment Type If known, select the type of employment the family member has or leave this field blank. 3. See the next page for details on Producing Verification Letters. All Rights Reserved 29 Tax Credit Version

31 Producing Family Member Verification Letters Verification letters are available to confirm the applicant s household composition, income, assets, and expenses. To create a verification letter, complete the following steps in the Verification Letters section: Helpful Hint: There are some verification letters needed for Tax Credit Qualification that are State Specific. In those instances print a HUD verification letter from Yardi for the HUD and the Tax Credit State Specific letter needed found on the PPG. All State Specific Tax Credit verification letters are found on the PPG/Forms/Tax Credit Forms/choose the state needed. Some forms are needed because they are required as a part of the applicant/residents file. Be sure to print these forms also. See the HUD File Checklist and the Tax Credit Binder Checklist found on the PPG for more information. NOTE: The state specific letters will be loaded into Yardi in the near future. Click on the box to the right of the Letter column to display a listing of all pertinent verification letters. A list of the letters specific to your program type (For example: HUD or Tax Credit) will appear. All Rights Reserved 30 Tax Credit Version

32 Click the appropriate verification letter. Helpful Hint: You can search for a specific letter or letter code by using the search fields at the top of the screen. Click OK. Click the box to the right of the Send To column to display a listing of all correspondents to whom the verification letter could be sent. Click the appropriate correspondent to whom the verification letter will be addressed. All Rights Reserved 31 Tax Credit Version

33 Helpful Hint: If a 3 rd party is missing from the Correspondent List, click Add Correspondent and go to the instructions titled Adding a Correspondent found later in this section. Click Ok. Note that the correspondent selected now appears in the Send To column. WARNING: The Date Sent and Response Date will be entered at a later time. Leave these dates blank until directed by this guide. Continue to add letters and correspondents until all letters needed to verify the Family Member Information have been added to Yardi. After all letters and correspondents have been added, click Save. All Rights Reserved 32 Tax Credit Version

34 Once save is selected, the Family Members screen automatically closes and updates the Family Members list. If adding information for a household member already reflected in Yardi, click Edit. If adding additional family members leave the Family Member Step open and go to the instructions titled Adding an Additional Family Member. When all Family Members are added click Next. All Rights Reserved 33 Tax Credit Version

35 Adding a Correspondent Yardi Voyager Section 2b: Tax Credit Compliance Procedures If a correspondent record should be added into Yardi for a 3 rd Party that verification letters are being sent to, it can be done by clicking the Add Correspondent button. To access the Add Correspondent button from the Qualification Steps, click Edit. (For example: Family Members/Edit). Then select Add Correspondent. The Correspondent screen will open allowing the contact information for the 3 rd party to be entered. NOTE: The code should be 8 characters long. Use the last three (3) digits of your property number and the first five (5) letters of the correspondent s name. For example: If your property number is and the correspondent is Funny Property Management, the code would look like the below. 001funny If you have more than one correspondent with the same name drop the 5 th letter in the code and add a number. 001funn1 All Rights Reserved 34 Tax Credit Version

36 Then complete the following fields: Code You must use the last three (3) numbers of your property number, followed by the first five (5) letters of the correspondent s name. (Ex. Funny Way Apartments -001funny) All correspondent codes should be eight (8) characters long. Description Enter a description that will assist in identifying this Correspondent. Descriptions are limited to twenty five (25) alphanumeric characters. Company Name Enter the name of the company. This will appear in the address field of the letter. First Name Enter the first name for the correspondent, if known. Last Name Enter the last name for the correspondent, 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/ Enter this information, if known. Inactive Clicking on this box will inactivate a correspondent and it will no longer appear on your selection list. Property The property code MUST be selected or entered. Click the box under the Property to select the appropriate property code. WARNING: If this correspondent record is not associated with your property, this record will show up on EVERY property s correspondent list and will be deleted! After entering all of the information for your correspondent, click Save. A confirmation message will appear stating, Correspondent record saved. Click OK and Yardi will return to the Correspondent Record. Close the record by click the X. Add the correspondent just created to the verification letter section by clicking the Send To. See Producing a Verification Letter for details. Once all verification letters and correspondents are added, click SAVE on the Member Record. Yardi will return to the Qualification Steps. All Rights Reserved 35 Tax Credit Version

37 Adding or Editing an Existing Correspondent If a correspondent that has already been created in Yardi and has information (such as address or phone number) that needs to be updated, this can be done from the Left Menu on the Yardi Dashboard. A new correspondent can also be added without entering Qualification Steps from this same location. From the Left Side Menu, select Review Correspondent. If updating a correspondent s information, select Correspondent and find the correspondent being updated. Then click Submit. If adding a new correspondent leave the filter screen blank. Then click Submit. If editing a correspondent s information update or change what is necessary. If a new correspondent click New and add the information. NOTE: For instructions on how to update the correspondent screen follow the instructions Adding a Correspondent found earlier in this section. Click, Save and Home to return to the Yardi Dashboard. All Rights Reserved 36 Tax Credit Version

38 Adding Additional Family Members Yardi Voyager Section 2b: Tax Credit Compliance Procedures If not already added from the application, additional Family Members can be added. To add household members other than the HOH, click Add New Member from Family Member in screen of the Qualification Steps. When Add New Member is selected, the following screen will appear: Complete the Tax Credit information for the family member added. For more information, go to the instructions titled Updating Family Member Information. After adding the additional household member, click Save. Yardi will move back to the Qualification Steps. Continue adding new members until all household members are reflected under the Family Member Tab. After all Family Members are added, click Next to Record Guest/Resident Income. All Rights Reserved 37 Tax Credit Version

39 Recording Income This process is used during the interview. During this process that you will select and print the verification letters used to determine the applicant/resident s income information. All verifications letters should be printed from Yardi. If this is a new income, click Add New Income. The Add New Income Record screen appears. If this is an income from a previous time period and is being re-verified, click Edit. The Edit Income Record will appear. All Rights Reserved 38 Tax Credit Version

40 Complete the following fields in the Income Data section: Member From the drop-down menu, select the family member responsible for the income. For example: H- Head of Household, S-Spouse, etc. Income Source Select the source of the income being recorded. Report each income source separately. The choices are PE-Pension, A-AFDC, 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. Occupation If applicable, enter the occupation of the applicant. Occupation Zip Code If applicable, enter the zip code of the applicant s employer. SSN Claim Number If receiving a Social Security payment/disbursement from another s claim, enter the Social Security Number of the other Social Security Claim. (For example: Wife is a widower collecting spouses Social Security.) Payment Frequency Select the frequency in which the payment is received. Pay periods per year Calculated by the software. $/Hour - Hrs/Period Enter the pay rate and number of hours worked during the time period specified above. Example 1: If the applicant receives monthly payments: 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. Example 2: If the applicant/resident is an hourly employee. Pay periods per year will calculate automatically to 52. Fill in the HOURLY rate of pay in the $/Hour section. All Rights Reserved 39 Tax Credit Version

41 Total/Year This will be calculated automatically by the software. 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 Income Calculated by the software. Anticipated Wage Change Date If known, enter the date the change in income is expected to take place. For example: Applicant/Resident is receiving an increase mid-year. New Rate If known, 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. All Rights Reserved 40 Tax Credit Version

42 Annual Anticipated Income Calculated by the software using the priormentioned 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 This date will be entered after the 3 rd party verification letter is returned to the office. NAHMA Field Income Verification Source If known enter the source of the 3 rd party verification. All Rights Reserved 41 Tax Credit Version

43 Producing Income Verification Letters To create an income verification letter, complete the following steps in the Verification Letters section: Click on the box to the right of the Letter column to display a listing of all verification letters for the Income Data section of the TIC. Yardi will open the Verification Letter list. Select the verification letter that best describes the income just entered. NOTE: All income verification letter codes begin with the letter i. All Rights Reserved 42 Tax Credit Version

44 Select the letter, and click, Ok. Then select the correspondent that the letter is being sent to. Click Send To. Yardi will open the list of correspondents for your property. Select the correspondent the letter is being sent to and click OK. All Rights Reserved 43 Tax Credit Version

45 Both the letter and the correspondent will now show in the Verification Letter portion of the screen. Click Save. NOTE: The Date Sent and Response Date should remain blank at this time. These fields will be completed later in the process. After clicking save, the Income Data screen automatically closes and updates the Income List, adding the appropriate family member name and the Income Source. If there is other family member income to add click Add New Income and repeat the steps on the previous pages. If all incomes have been added, click Next begin Recording Guest Assets. All Rights Reserved 44 Tax Credit Version

46 Recording Assets This process is used during the applicant/resident interview. It is during this process that you will select and print the verification letters used to determine the applicant/resident s asset information. All verifications should be printed from Yardi. An applicant should never be asked to sign a blank verification form. If this is a new asset, click Add New Asset. If this is an asset held previously, click Edit. All Rights Reserved 45 Tax Credit Version

47 The Add New Asset Record screen appears. Complete the following fields in the Asset Data section: Member Choose the family member responsible for the asset. Description Enter the description of the asset being recorded. Report each asset separately (e.g., Cash, CD, Checking Account, Real Estate, Savings Account, etc). 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. Annual Interest % Record the annual interest rate (if applicable). All Rights Reserved 46 Tax Credit Version

48 Dvst Cost/Sale Price Record the cost (in dollars) to divest or dispose of the asset (if applicable). If there are any penalties associated with early withdrawal of the asset, enter the penalty here also. Do NOT use negative numbers. Actual Inc/yr If an 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 This date will be entered after the 3 rd party verification letter is returned to the office. NAHMA FIELD Asset Verification Source Enter the type of 3 rd party verification received. All Rights Reserved 47 Tax Credit Version

49 Producing Asset Verification Letters Yardi Voyager Section 2b: Tax Credit Compliance Procedures To create an asset verification letter, complete the following steps in the Verification Letters section: Click on the box to the right of the Letter column to display a listing of all verification letters for the Asset Data section of the TIC. All asset letters begin with a letter a. Click OK. Note that the letter selected appears in the Letter column. All Rights Reserved 48 Tax Credit Version

50 Click on the box to the right of the Send To column to display a list of all correspondents to whom the verification letter could be sent. Select the appropriate correspondent. Click OK. All Rights Reserved 49 Tax Credit Version

51 Note that the correspondent selected appears in the Send To column. Click SAVE. The Date Sent and Response Date should remain blank at this time. These fields will be completed later in the process. After clicking Save, the Asset Data screen automatically closes and updates the Assets list, adding the Description, Market Value, and Annual Income information of the family member(s). If there are additional family member assets to record, click Add New Asset in the Assets section and repeat the process. When all assets have been added, click Next to save all changes and continue to the Expenses section of the Qualification Steps. All Rights Reserved 50 Tax Credit Version

52 Completing the Household Info Yardi Voyager Section 2b: Tax Credit Compliance Procedures The Household Information consists of data about the household that does not belong to a specific applicant/resident but to the entire household. This information is required for the TIC. Student Exception If the household is moving in under a Student Exception (For Example: The HOH is a full time student, who is a single parent with a dependent child), select the appropriate exception for the drop down menu. PSR Social Services Click Yes or No. Click Next. All Rights Reserved 51 Tax Credit Version

53 Reviewing Verification Letters Yardi Voyager Section 2b: Tax Credit Compliance Procedures In the Verification Letters section, ensure that all verification letters for each section of the TIC have been created. If changes are necessary, click Edit to select a different letter or a different correspondent to whom to send the letter. To generate and print the verification letters, click on the Letters button. Helpful Hint: If the Sent Date is populated the verification letters will not print. See the instructions titled Reprinting a Verification Letter for more information. Print the letters by clicking on the printer icon. Once all verification letters have been printed, close the Adobe Acrobat window, by clicking the X. To record the date the verification letters are sent, click on the Send button. Close the Verification screen by clicking the X. Close the Tax Credit Summary. and then click Home to return to the Yardi Dashboard. Once the verification letters are returned use Section 2c for details on updating information returned from 3 rd parties. All Rights Reserved 52 Tax Credit Version

54 Reprinting a Verification Letter Yardi Voyager Section 2b: Tax Credit Compliance Procedures To reprint a verification letter already printed or one where the Date Sent was entered too early in the process, do the following: From the Verification Screen in the Qualification Steps: Delete the Date Sent Click Previous Click Next Click Letters to create the letter. Click Send to record the Date Sent. If completing the interview, close the Verification Screen by clicking the X. Then close the Tax Credit Summary and click the Home tab to go to the Yardi Dashboard. If updating 3 rd party verification information, click Next to continue to the Validation screen of the Qualification Steps. The instructions for utilizing the Validation Screen can be found in Section 2C and Section 8. Warning: This data is unverified and CANNOT be used to determine final eligibility until all verification responses have been returned. See Guest Procedures, Section 2C for more information. All Rights Reserved 53 Tax Credit Version

55 Removing a Verification Letter Yardi Voyager Section 2b: Tax Credit Compliance Procedures If you find a verification letter in the verification list that should not be sent to a third party, the letter can be removed from the verification letter list by clearing the letter from the appropriate Family Member, Income, Asset or Expense Record. From the Verification Screen in the Qualification Steps: Click Edit. Select the Delete/Clear checkbox or click the Clear button next to the appropriate letter and click Save. After confirming that all the necessary verification letters are listed, generate the verification letters. Close the Verification letter screen by clicking the X. Then close the Tax Credit Summary and return to the Yardi Dashboard by clicking Home. All Rights Reserved 54 Tax Credit Version

56 Notes: All Rights Reserved 55 Tax Credit Version