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Tenant Portal

Manually Add Tenant Events

ProLink Solutions provides the option to add tenant events manually.

Property owner/managers can enter tenant events at whatever frequency the agency business process dictates, whether annually, quarterly, or even monthly. For example, if the agency's deadline is March 30, then property owners/managers can add events for the 2018 compliance review period throughout 2018 and until March 30, 2019. 

Tip

You can navigate within a WorkCenter using the breadcrumbs located at the top of the screen.

  1. Click View Tenant Events for the compliance period to view its units and tenant events.

    The List Units screen opens.

    Units.png

    Depending on the app configuration, the List Units screen might show the units grouped by building. Click the arrows at the right of the grid to expand or collapse the building information.

    RN-Compliance-Period-Vacant.png

    The Household column shows "Vacant" if the last event was a Move Out or Transfer Out event type or there are no tenant events for the unit.

  2. Click the row of the unit to view the tenant events for the unit.

    The List Tenant Events screen opens.

    Tenant-Events.png
  3. Click Add Tenant Event.

    Tenant-Events-New.png
  4. Enter the Event Type, Event Date, Unit Type, and any other general information at the top of the form as needed.

  5. Click Save.

    You can now enter additional information about the tenant event. 

  6. Depending on the agency's system configuration, the Total Household Income field might be read-only or editable.

    If the field is editable, you can enter a value for the Total Household Income in place of creating household member income record(s).

    Keep in mind that the system calculates income and assets for Total Household Income, which overrides any manually entered amount. If you import tenant events, and the XML contains an income or asset record, then system calculation will be used. If no income or asset records exist, then the system uses the annual income value from the XML.

  7. Optionally, enter the owner/agent assumptions about the Most Restrictive Income Designation (AMI% for Income) and Most Restrictive Rent Designation (AMI% for Rent).

    The agency system administrator must have enabled the Owner/Agent Assumptions section for it to be displayed. See Configure the Tenant Portal for more information.

    Tenant-Events-Assumptions.png
  8. If you selected Low Income in the Unit Type list, complete the Programs grid. 

    Caution

    Only select the LIHTC program when the unit type is Low Income. Market units should not include the LIHTC program.

    The Tenant Portal will present an error when a market unit is added or uploaded with the LIHTC program selected.

    Tenant-Events-Programs.png

    If the compliance review period start date is greater than or equal to the HOMEStudentRuleComplianceSwitchStartDate configuration date, then the HOME Full Time Student Exception list is not visible.

    RN-Tenant-Portal-Programs-HOME-Student-Exception-visible.png
    RN-Tenant-Portal-Programs-HOME-Student-Exception-hidden.png

    Programs section in the Tenant Portal for an event before the config setting date; Programs section in the Tenant Portal for an event after the config setting date

  9. Click the Household Members tab, and then click Add Household Member to open a screen where you can enter and save information about a household member.

    Household-Member.png

    Tip

    Use the Tenant Event breadcrumb link or click Cancel to return to the Tenant Event screen.

    Note

    When the HOME program is selected on the Tenant Event tab (Programs section), then the HOME Student Information section on the Household Member screen is displayed. If the HOME program is not selected, the fields are hidden.

  10. Click the Household Income tab, and then click Add Household Income to open a screen where you can enter and save information about household income.

    Household-Income.png
  11. Click the Household Income from Assets tab, and then click Add Household Income from Assets to open a screen where you can enter and save information about household income from assets. 

    Household-Assets.png
  12. Click Save.

    Note

    To edit an existing tenant event, click the row of the tenant event in the List Tenant Events screen. Make the necessary changes, and click Save.

    To delete a tenant event, click the row of the tenant event in the List Tenant Events screen. Click Delete at the top of the page, and then confirm the deletion.

    If you need to edit or delete tenant event data for a compliance review period that is already Submitted or Submitted and Finalized, you need to contact the agency. 

    Important

    Remember to validate and submit the tenant events to the agency!

Transfer Events

Transfer In and Transfer Out events are linked in the system so that you can better manage these events.

When a Transfer In event is created, the system automatically creates a Transfer Out event, with the household members, household income, and household income from assets copied to the associated event. Similarly, when a Transfer Out event is created, the system automatically creates a Transfer In event.

If an event occurs after a Transfer Out (other than Transfer In), the system does not copy household members, household income, or household income from assets to the new event.

Creating a Transfer event also copies the household members, household income, and household income from assets from the prior event for the unit, if applicable.

You can navigate between the linked Transfer events using the Associated Event link.

Tenant-Events-Transfer-Associated-Event.png

If the building or unit is incorrect for a Transfer event, you will need to delete the events and start over.

When you delete a Transfer event or you change the event type, then the system automatically deletes the associated event.

The system allows a one-day gap between the associated Transfer In and Transfer Out events to support HUD's grace period. For gaps greater than one day, the system presents an error.

Initial Certification Events

The compliance engine will test Initial Certification events the same as Recertification events.

The system updates the Initial Move In Date/Initial Certification Date field when Initial Certification is selected, using that event date as the new Initial Move In Date/Initial Certification Date for any event types after the Initial Certification event.

An Initial Certification event cannot follow a Move Out or Transfer Out event, and Initial Certification cannot be the first event on a new unit. Initial Certification must follow a Move In, Transfer In, or Recertification event.

The following adjustment event types can occur in between the Move In, Transfer In, or Recertification event and the Initial Certification event: Household Update, Rent Update, Student Update.

You cannot select Initial Certification as the Event Type when the Unit Type = Market or Employee.

Income and Rent Evaluation Details

Important

The Account Administrator must turn on a configuration setting to show the Income and Rent Evaluation Details section. See Configure the Tenant Portal for information about configuring the Tenant Portal.

Tenant-Events-Evaluation-Details.png

You can view the system-calculated evaluation data for a tenant event:

  • LIHTC Max Income Limit—Displays the LIHTC Max Income Limit based on what the compliance engine will use to test income for the event.

    When the Federal Minimum Set Aside on the Building (BIN) is set to Average Income, then the LIHTC Max Income Limit field will use the AIT Unit Designation % to determine the max income limit to display, using the most recent AIT Unit Designation effective date equal to or prior to the Tenant Event Date.

  • LIHTC Max Income Limit Source/AMI %—Displays the source of the max income limit and the project set aside for the value in the LIHTC Max Income Limit field.

    When the Federal Minimum Set Aside on the Building (BIN) is set to Average Income, then the LIHTC Max Income Source/AMI% field will use the AIT Unit Designation % as the AMI%, using the most recent AIT Unit Designation effective date equal to or prior to the Tenant Event Date (that is, the AIT Unit Designation % that was used to test income and rent).

  • LIHTC Max Income 140% (170% Deep Rent Skew)—Displays the calculated value based on the income limit for the project set aside % for the number of people x 140%.

    When the Federal Minimum Set Aside on the Building (BIN) is set to Average Income, then the LIHTC Max Income 140% (170% Deep Rent Skew) field will be updated for AIT as follows:

    • When AIT Unit Designation = 20, 30, 40, 50 or 60, then the 140% calculation will use the Designated Income Limit for 60% x 140%.

    • When AIT Unit Designation = 70, then the 140% calculation will use the Designated Income limit for 70% x 140%.

    • When AIT Unit Designation = 80, then the 140% calculation will use the Designated Income limit for 80% x 140%.

  • LIHTC Max Income Source File Effective Date—Displays the effective date of the source file.

  • Last Evaluation Date—Displays the date the last evaluation occurred to test income and rent.

  • LIHTC Max Rent Limit—Displays the LIHTC Max Rent Limit based on what the compliance engine will use to test income for the event.

    When the Federal Minimum Set Aside on the Building (BIN) is set to Average Income, then the LIHTC Max Rent Limit field will use the AIT Unit Designation % to determine the max rent limit to display, using the most recent AIT Unit Designation effective date equal to or prior to the Tenant Event Date.

  • LIHTC Max Rent Limit Source/AMI% or Floor—Displays the source of max rent limit and the project set aside for the value in the LIHTC or the Gross Rent Floor in the Max Rent Limit field.

    When the Federal Minimum Set Aside on the Building (BIN) is set to Average Income, then the LIHTC Max Rent Source/AMI% or Floor field will use the AIT Unit Designation % as the AMI%, using the most recent AIT Unit Designation effective date equal to or prior to the Tenant Event Date (that is, the AIT Unit Designation % that was used to test income and rent).

  • LIHTC Max Rent Source File Effective Date—Displays the effective date of the source file or Gross Rent Floor effective date.

  • Use 45-Day Rule—Displays "Yes" when Use 45 Day Rule is selected for the BIN on the LIHTC Income Limits tab for the Compliance Review Period, or displays "No" when the checkbox is not selected.

Data is populated after a compliance review evaluation is executed.

The compliance engine does not test income and/or rent for certain event types. If an event type is not tested for income and/or rent, then the corresponding evaluation data fields will not be populated. Some examples:

  • Rent Update does not test income

  • Student Update does not test income or rent

  • Household Update does not test rent

  • Transfer In does not test rent

If a unit has the AIT Unit Designation of Excluded or Market, then Income and Rent is not tested and the fields will be blank.

Average Income Unit Designation Validation

Tenant Portal includes validation to ensure the unit type on a tenant event correlates to the AIT unit designation where the most recent AIT unit designation effective date is prior to or equal to the tenant event date.

The app checks that when the Unit Type = Low Income, the current AIT Unit Designation is a value between 20–80 or Excluded. The app also checks that when the Unit Type = Market or Employee, the current AIT Unit Designation = Market or Excluded. If either of these conditions are not met, then the app presents a validation error on the tenant event.

Tenant-Events-AIT-mismatch-error.png

For more information about average income unit designations, see Average Income Designations in the Tenant Portal.