Currently we are asking you to concentrate on the following sections of this guide:

Introduction

This guide is to assist you through our Online DevCo System. It is a general procedure guide. The screens may change due to updates. This guide will take you through the registration of your organization and getting permissions to your projects through finalizing a project.

For purposes of Going Live with DevCo online, not all of the Procedures will be needed. We are currently having issues with the Tenant Data imported in DevCo and are working diligently to correct it. Therefore, adding events at this time is not possible (if you do add events, there is a chance they will be overwritten).

We are asking each “Online-Property Owner” to do the following in DevCo Online: • Register in DevCo and gain access to your projects (I-VII)

• Enter your Utility Allowance (VIII) • Fill out the Annual Certification (XIII)

• Send 2013 XML files to [email protected] for all of your projects (see XI for the standards used)

• OHFA will import your XML files until data errors get corrected

• Once the 2013 tenant data is entered OHFA will either finalize your tenant data for you or send a message stating you can proceed.

Currently we are asking you to concentrate on the following sections of this guide:

I. Accessing DevCo – knowing what the different permissions mean.

II. Registering as the Online- Property Owner – those who were sent Organization Codes are the ones OHFA identified as the Managing Partner in any given project. Therefore it is important for you to register as the “Owner” so you can get the Organization Administrative Permissions and Manage other users under you. III. Registering as a Manager or Other – This access is for those that are not identified as the “Owner” but will be doing a lot of work in DevCo. Therefore the manager or other role needs to be chosen for the Online- Property Owner to manage them.

IV. Viewing and Adding Additional Projects – Similar to Registering and asking for access to projects, this will tell you how to see what projects you have permissions approval for and how to add new ones to your portfolio. V. Screen Overview – This section provides a brief overview of what is available in DevCo online once registration is complete.

VI. Accessing More than One Organization – This section will show you how to manage between organizations you may have different access for. Such as if you are the Owner for one and a manager for the other- it will turn on and off those permissions depending on the organization you are under.

VII. Manage Users – Shows how an online property-owner will manage the users under them. Note: a manager can manage other managers.

VIII. Adding Utility Allowance to a Project – You cannot load XML files without the Utility Allowance in the system. It would be very helpful as well for those manually adding Tenant Information because it appears as a dropdown in the TIC.

XIII. Annual Certification – This will take you step by step on how to fill out the Annual Certification on-line.

(IX, X, XI, XII will be used once we can get the tenant data in the system correctly so you will have initial data to begin the process, otherwise the system will not work correctly)

Table of Contents

I. Accessing DevCo ... 6

II. Registering as Online- Property Owner ... 6-11 • New User Registration (Step 1) ... 6

• Organization Code (Step 2) ... 7

• Access Type (Step 4) ... 7

III. Registering as Manager or Other ... 11-12 IV. Viewing and Adding Additional Projects ... 12-15 A. View Projects you Have Approved Permissions ... 12

B. Adding Additional Projects to your Properties Listing ... 13

V. Screen Overview... 15

VI. Accessing More than One Organization ... 16-18 VII. Manage Users... 18-19 VIII. Adding Utility Allowance(s) (UA) to a project... 20-22 IX. Adding Project Information and Tenant Income Certifications ... 23-36 A. Property Listings ... 23

B. Property Details Screen ... 24

C. Building Detail Screen ... 26

D. Unit Information Screen ... 27

E. Event Details... 28

• Manually Adding a TIC (Step 6-19) ... 28

• View and Print the TIC (Step 22) ... 33

X. Entering a Student Update Event ... 36-37 XI. Using the Data Import Function ... 38-40

XII. Finalize Year ... 41-43

I. Accessing DevCo

• OHFA allows Owner access by granting an organization code o Online – Property Owner is either defined by

 General Partner -or-

 Managing Partner if part Owner

• Owner grants access by sharing their organization code with affiliates: o Management to manage project

o Syndicator to view the project

Organization Access Groups Defined:

 Online- 8609 Progress Report Editor  Edit and View 8609s

 Online- 8609 Progress Report Manager  Edit and View 8609s

 Grant 8609 privileges

 Online- 8609 Progress Report Viewer  View 8609

 Online- OC Editor

 Edit and View Online Compliance Reports

 Online- OC Viewer

 View Online Compliance Reports

 Online- Property Owner- We recommend one per project

 Overseer of Organization & Properties  Assign rights to managers

 Edit & Submit Events  Manage Users  Finalize the Project

 Online- Property Manager-

 Assign other managers (i.e. onsite) to edit events

 Edit & Submit Events

 Oversees the managers’ rights in DevCo

II. Registering as Online- Property Owner

• All contacts need to register to use the system • The Online- Property Owner will register with OHFA

• All other users will register and be managed by the Online- Property Owner

Step 1: Enter DevCo Online Management System

https://devco.ohiohome.org/AuthorityOnline/Default.aspx

• Notice: the various Browsers that support the Online System o Chrome does not support DevCo

Step 2: If you know your Organization Code (a code that is generated in DevCo)

• Enter the Code and Select: Load

• Organization information will auto populate from DevCo.

• If you Do Not have the Organization Code

o Check the box: “My organization is not registered” o Manually add the Organization information below it

Step 3: Fill in the Profile Information

• Name

• Email- your username defaults to your email address. You can change this to whatever you prefer.

• Password

Step 4: Select the appropriate Access Types for the Online- Property Owner:

A check mark will appear in the box next to the access you are selecting

• Manage your Organizations Information and Users - this will allow you to manage the

information about your organization such as contact information, users, partnerships and partners.

• Annual Owner Certification and 8609 Access for Rental Housing - this will allow you to

manage information about projects/ developments you are affiliated with; e.g., the completion of Annual Certifications and Tenant Income Certifications.

The following access types do not affect compliance, but are part of the choices:

• Claim Management Access- a Planning and Development type of access, allowing Awardee to submit claims online for payment. Currently not supported in DevCo Online.

• Online Application Access for Developers Only- a Planning and Development type of access, allowing applicants to enter information online.

Manually Complete (If no Org. Code)

Step 5: Select: Next

Step 6: Owner Certification Access

(Appears after clicking on Annual Owner Certification and 8609 Access for Rental Housing) • Add project numbers you are affiliated with one at a time

o Enter Project Number/ Award Number (BIN is not applicable for Ohio) o Select your role: Owner

 Additional Access Types: Property Manager and Other should be used by the managers or syndicators asking for access from the Online Property Owner

o Select: Add

• Repeat above for each project • Select: Next

Enter the Award

Number not the

Step 7: Complete the Manage your Organization Information Screen

(Appears after clicking on Manage your Organization Information)

• Use dropdown to pick Organization Role: Owner

o Other roles in dropdown are for the online application or if you have a manager or syndicator who wants to view/edit the organization information not just projects. • Select: Add

• Select: Any additional roles and Add • Select: Next

Step 8: Select: Submit

• A message will appear stating you may have to wait 3 business days for approval

• An email will be sent to the same email account you log in with, denying or approving your request for access

NOTE: One account can be registered as

Step 9: Check your email for access information

The online system will send an email similar to the examples below whenever access is approved or denied:

 Granting access to your Organization as an Administrator

 Denying or Approving Access to a specific project

Step 10: Log into DevCo Online

Step 11: Read and select “I agree” or the process will not move past this screen

• A message will appear once you login

After Selecting: I agree; the Programs Screen will appear similar to the screen below

III. Registering as a Manager or Other

Done similar to Registering as Online Owner, difference is mainly the role you choose.

Step 1: Choose Access Types

• To get Project Information

o Choose Annual Owner Certification and 8609 Access for Rental Housing • If you want access to Organization information

o Choose Manage your organization information and users

Step 2: Owner Certification Access

(Appears after clicking on Annual Owner Certification and 8609 Access for Rental Housing) • Add project numbers you are affiliated with one at a time.

o Enter Project Number/ Award Number (BIN is not applicable for Ohio) o Select your role: Property Manager or Other

• Select: Add

• Repeat above for each project • Select: Next

Enter the Award

Number not the

Step 3: Complete the Manage your Organization Information Screen

(Appears after clicking on Manage your Organization Information)

• Use dropdown to pick Organization Role: Management • Select: Add

• Select: Any additional Roles and Add • Select: Next

IV. Viewing and Adding Additional Projects

A. View Projects you have approved permissions:

Step 1: From the Programs Screen Select: Tenant Income Certification/Owner Certification

• The Properties Listing Screen Appears

o This will show you the projects you have gained access for

o Projects are based on current year events (not the Owner Certification date), e.g., if you have a 2013 move-in you have to choose the Project Name with the 2013 Effective Date in order to enter or an error will appear.

Important Reminder: The current year effective dates will be used for the next year’s Annual

B. Adding Additional Projects to your Properties Listing:

There are two methods:

1. Select: Request another property on the left side panel

o

Owner Certification Access appears- begin at Step 4

2. Go to My Profile and Select: Request New Access

from the left hand panel

o

Request New Access appears, the additional steps are listed below

Note: When adding projects only do approximately 3 at a time or it will give you an error

Step 1: Select: My Profile from the main Programs screen where you can:

• Change your password

• View your Profile

•

View User Access

Step 2: Select: Request New Access from the left hand panel under Profile

Step 3: Check access for Annual Owner Certification and 8609 Access for Rental Housing

• If you set up more than one organization you are affiliated with, pick which organization you

want the access for (See Section VI. Accessing More Than One Organization)

Step 4: Fill out Owner Certification Access

(Appears after clicking on Annual Owner Certification and 8609 Access for Rental Housing) • Add project numbers you are affiliated with one at a time

o Enter Project Number

o Select your role: Owner, Property Manager, Other o Select: Add

• Repeat above for each project • Select: Next

NOTE: Access Type- once you add one

Award Number and Access Type, the Access Type defaults to Property Manager and is ready for you to enter as many projects as you have.

Enter the Award

Number not the BIN

Step 5: The Registration Summary Screen will appear; Select

:

Submit

• Appears if you have approved access

Step 6: From the Programs Screen Select: Tenant Income Certification/Owner Certification

• The Properties Listing Screen Appears

o This will show you the projects you have gained access for

o Projects are based on current year events (not the Owner Certification date), meaning if you have a 2013 move-in you have to choose the Project Name with the 2013 Effective Date to enter it or an error will show.

Important Reminder: The current year effective dates will be used for the next year’s Owner

Certification. For instance, Projects with the 2013 Effective Date will submit the 2013 Owner Certification.

V. Screen Overview

• Once you select “I agree”: The Program Screen should look similar to the example below based on your access rights (Annual Owner Certification and 8609 Access for Rental

Housing & Manage your organizations information and users)

o Tenant Income Certification/Owner Certification – View and add project information

o Progress Report – 8609 progress reports

o My Organization – View organization information

o My Profile – Where you can add projects that you want access for • There is a timer in the right hand corner giving you 60 minutes of session time

o When the session expires, a message will appear asking if you would like to refresh your session

o If you do not refresh; the system will log you out

VI. Accessing More than One Organization

• In order to be connected to more than one organization: o The organization must be registered by the owner

o If it is not registered you have to register your role with the organization before you can manage any projects. See Step 4 for more details

Step 1: Select: My Organization

Step 2: Select: Request New Access

Step 4: Add in the Organization Code or fill in the Organization Details.

• The organization must be registered to move past this screen

• Checking the box for My Organization is not registered will enable you to register this project

• Enter Organization Details • Select: Next

Step 5: Enter your organizational role

•

Choose your role from the drop down box

•

SelectAdd

•

Select Next

• Note: If you try to add a Project without

registering your organization and you clicked the Annual Owner Certification Access Type:

You would get this error:

Award Number not the BIN number (OHFA

working on this wording to clarify) When you click this box

You can register the organization by putting in the correct information

Step 6: Once you have gained access:

• You can change which organization you are affiliated with by • Selecting: Change Organization from your Profile

• From the Drop Down pick which organization you want • Select: Set

o When setting which organization:

 The left side panel will change based on the access you have  Note: You will see all of the projects in the Program Listing for all

organizations. Depending on what access you have it will allow you to add information or view only

VII. Manage Users

Step 1: From the Programs Screen; Select: Tenant Income Certification/Owner Certification

• Double click on the Project you want to manage the users

• If you have more than one project you will have to manage the users for each project separately

Step 2: Make sure you are on the Correct Organization, if you are managing more than one.

• Profile: Change Organization

Step3: Select: Manage Users from the Side Panel

Step 4: Review Current Users

• Current Users will be shown in the upper area of the screen • The access given is highlighted in blue

• You can Update or Remove with the buttons to the right

• All Access Groups that are available in the drop down box include:

The Highlighted ones pertain to the Owner Certification Reporting o Online- 8609 Progress Report Editor

o Online- 8609 Progress Report Manager o Online- 8609 Progress Report Viewer

o Online- OC Editor

o Online- OC Viewer

o Online- Project Owner

o Online- Property Manager

Step 5: Review Users that requested access

• User Access Requests will be shown in the lower area of the screen • You can Approveor Deny with the buttons to the right

o Highlight the Access Groups and Select Approve or Deny

• An email will be sent to the address on the screen approving or denying access

VIII. Adding Utility Allowance(s) (UA) to a project

• You must enter UAs annually by effective date.

• Unless updated, the last effective UA will appear in the dropdown box of the TIC • UA(s) in the system stay for 1 year plus 45 days; if another one is effective before that

timeframe- they both will show

Step 1: Go to the Property Details Screen

• Select: Tenant Income Certification/Owner Certificationfrom the Program Screen • Select: A Project you want to add the utilty allowance

Step 2: Click on Utility Allowance

Step 3: Either Add New or Copy

• The utility allowance is entered by project not unit • Add New

o This will add a blank screen to enter data in • Copy

o Replicates the record so you can do minor updates, e.g., effective date change

Step 4: Fill out the general information

• The BINS are listed to the right

• Fill in:

o Description- this is what will appear when filling out the TIC, therefore, if you have two: one-bedroom allowances you will want to mark them in a way you can tell them apart. The more descriptive the better.

e.g., First name – 2 bdrm garden 1/1/13 & Second name – 2 bdrm townhome 1/1/13

o Allowance Type- is the main Utility Allowance used. Select: Mixed Allowance Typeif there is more than one UA source.

Step 5: Fill out specific UA type information

o Source- From the Drop Down; Select the source for each utility type:  Gas

 Electric  Oil

 L.P. (liquid propane)  Other (e.g. sewer, trash)  All

o Amount- Manually Enter

o Paid By- From Drop Down; Select:

 Owner Paid - OHFA does not need to know how much owner pays. The Owner paid drop down is for Owner/Manager use only.

 Tenant Paid

o Allowance Type- From Drop down; Select from the accepted OHFA UAs listed.  Utility Company Estimate

 HUD  PHA  USDA

 Energy Consumption Model Estimates  OHFA Approval

For Example; below is a sample of a PHA and a Utility Allowance filled out in Online- DevCo

Step 6: Once Data is filled out; Select: Save

IX. Adding Project Information and Tenant Income Certifications

•

This section can be broken down into: A. Property Listings

B. Property Details Screen C. Building Details Screen D. Unit Information Screen E. Event Details Screen

Step 1: Select: Tenant Income Certification/Owner Certification from the Program Screen

A. Property Listings

Step 2: Find and Select: the Project you want to add information

• All of the projects assigned to you are listed in alphabetical order

• You can filter Property Name or Status by clicking on the funnel to the right of the header o When you click on the funnel, a blank space appears

o Type in what you want to find and enter o Only those projects will appear

o To get back to all projects, go back to the funnel row and delete the search names and click the enter key on your keyboard

• You can sort the Property Name list by clicking on the column name o It will sort A-Z (or)

o Z-A

• Status: A property can be in one of five status stages:

o Active- The property is open for the certification year

o Property Review- The property is in the finalization process but can be edited o Finalized- The property has been finalized for OHFA review. Editing is no longer

possible

o Monitoring and Resolution- OHFA reviews the property before completion o Completed- Finalization of the property has been approved by OHFA and property

B. Property Details Screen

• An Overview of the Project will appear which mirrors what is in the OHFA internal DevCo system.

• This Screen is Read-only, if any of the information needs updated it must be submitted to the Compliance Analyst:

o OHFA Programs o Award Numbers o Building and units o Owner Entity o Management Entity

• Owner Certification Year is very important

o All TICs entered under this Specific Project Screen must have the same year (e.g. 2013)

o

An error will occur if you update a TIC with a different effective date year o If you are in the wrong certification year, you will have to go back to the

Properties listing and choose the project name by the effective date you want • Property Errors

o A link to a collective list of warnings and errors from the property events are at the top of this screen

o Click to display

o You can get to each TIC with the error/warning by clicking on the event

Funnel- will allow you to filter your projects

Reminder: Eff Date- reflects the year

you can enter event dates, that is why you will see your project listed more than once.

Through the side panel on your left you can navigate and select specific property details: buildings, units and events.

Navigating through the Side Panel

B. Building Details Screen

• All of the BIN numbers are listed under Project Name. • Click on the (+) by a BIN to expand it to see the unit

numbers.

• Click on the BIN number and the Building Details Screen will appear.

C. Unit Information Screen

• Click on the (+) by a unit number to expand it to see Events added.

• Click on the Unit number and the Unit Information Screen will appear.

D. Event Details Screen

• Click on an event, such as Move-in to view an existing event • Select: Add New Event to get a blank Certification to

create a new TIC.

Step 3: Add the Utility Allowance for the project if you have not already

(See VIII. Adding a Utility Allowance for detailed instructions)

Step 4: Select a BIN number you want to add information to (Side Panel)

C. Building Details Screen

• An overview of the building appears

• You can change and verify basic building information

• Verify Building Identification Number or Identifying Name if not a Tax Credit Project • Verify Address of Building (See recommended format IX. D. Unit Information) • Owner Pays Utilities- check box, if owner pays all utilities.

• Note- use to identify any issues or special characteristics about this particular building.

Step 5: Select: the Unit you want to add Tenant Information

• Choose the unit from the Unit Name below- or-

D. Unit Information Screen

• You can see an overview of the unit.

• If you Select: Add Funding, the following appears:

o

Since most HOME units Float; this is a good method to track them.

• Update any information that needs updated, such as:

o

Unit Number- We have a recommeded format if your organization lists a unit

number with abreviations of street names.

o

Recommended Formatting:

 Abbreviate street directions as a capital letter with no punctuation (i.e. N or SW)

 Use standard post office street abbreviations with no punctuation (i.e. St or Dr)

o Standard abbreviations can be found here: https://www.usps.com/ship/official-abbreviations.htm

 Include apostrophes, no hyphens when present in street addresses (i.e. O’Hara Ln

 Enter numbered streets as the number with the appropriate suffix (i.e. 1st _{or 133}rd₎  Capitalize the start of each word in an address (i.e. High Tree Ln)

o

Number of Bedrooms (could be incorrect from DevCo initial Set-Up)

o

Square Footage

o

AMI Percentage

o

Unit Identity- Owner/manager needs to update this to communicate to OHFA

which units they are.

 Program Unit (LIHTC, HOME, TCAP, etc)  Manager

 Maintenance  Model  Security  Market

o

Status Date- Last time any of the information on this screen was updated.

o

Funding Type

E. Event Details- Manually Adding a Tenant Income Certification (TIC)

Important considerations before getting started:

• Initial Information should already be in the DevCo system for your projects, if you submitted a 2012 Compliance Tool

• If your initial information is not in DevCo, please let us know by sending an email to the DevCo helpdesk at [email protected].

• All new move-ins need a full certification

• A student status needs to be completed every year

• A version of the Tenant Income Certification (TIC) appears ready to be completed • If you use Management Software you can upload your Tenant Information using the

produced XML Files

o Dates should import correctly based on the dates already in your Software System, which goes by the Tax Credit Year

o The 2013 and 2014 Certification year is in the system for those using XML to get as much valid information in the system as possible

(SeeSection XI. Using the Data Import Function from your Property Management Softwarefor more information)

Step 6: Select: Add New Event

Step 7: Make Sure Utility Allowances are entered and available from the dropdown box

Step 8: Put in the correct event date.

• Event date year must be the same as the Certification effective year you selected at the Property Listing Screen

• If you change to a different effective date while filling out your TIC, you will loose the information you are entering. You will either get a blank TIC or the last TIC you updated e.g., 3/17/2013 Event for Tiffin Acres would have to be entered under Tiffin Acres effective date 2013

Step 9: Choose Rent and Income Level % from the dropdown box

• 30% is the default rent and income level for Add New Events

• If you have a different Rent Level than what is listed, list it in the Notes box and choose the closest corresponding Rent Level %

e.g. If you have a 42% rent limit, you would add to the notes: “42% Rent Limit $____ (the

amount)”, under the Rent Level % dropdown box you would choose 50% because it is the next greatest rent level %

Years 2013 and beyond- the following are the Rent and Income limits in DevCo:

They appear based on the funding source in DevCo Income: Rent:

MTSP HERA Special (MTSP) HOME MTSP HERA Special (MTSP) HOME

18% 18% 18% 18% Low Rent- 50% 30% 30% 30% 30% High Rent- 65% 35% 35% 35% 35% 50% 50% 50% 50% 50% 60% 60% 60% 60% 80% 80%

Step 10: Add Tenant Rent Portion

• If the tenant is receiving subsidy in the form of a Housing Choice Voucher, enter their portion of the rent as calculated by the local Public Housing Authority (PHA).

• If the tenant is receiving subsidy that is project-based through either the local PHA or from HUD, then enter the amount listed as the Total Tenant Payment (TTP) as indicated on their 50058 or 50059.

11: Add Rental Assistance Amount, Type and Source

•

Types: Property Based or Tenant Based

•

Sources: Rural, Section 8 Project Based, HOME, Other, TC, Section 8 Tenant Based

Step 12: Select: Add Member

•

Drop down- choose tenant you are adding information

•

Student Status Dropdown- needs to match what was entered in Step 10

•

_{Race and Ethnicity and Special Needs must be filled in if have the information from}

tenant - Do Not Assume

HERA Required

•

“Hispanic or Latino” and “is Disabled” check boxes must be filled in if have the

inforamtion from tenant-Do Not Assume

Step 13: Select: Add Non- Asset Income

• Use the drop down to select the tenant(s) you’r adding income

Step 14: Select: Add Asset Income

• Use the drop down to select the tenant(s) you’r adding income

Step 15: Select: Calculate Total Household Income and Member Income

•

_{Income will be added to the Total Househould Income field at the top.}

Step 16: Select: Update

Step 17: Must manually enter Household Income at Move-in

• Once you Select: Update, the total income will populate to the Total Household Income field and not in the Household Income at Move-in field.

• Even if you select the event type to be a Move-in, you still have to manually enter Household Income at Move-in.

Step 18: Select: Update

Step 12

Step 13

Step 14

Step 15 Step 16

Step 19: Correct any errors and warnings that might have occurred

Same errors/warnings that are linked to the Properties Details Screen in Section XIII.

• Errors- Will not let you finalize your project at the end of the year; reflects mostly items not entered • Warnings- Will let you finalize; reflects mostly items entered incorrectly

Errors and Warnings in the system broken down by category Building

 Error

o Building Does Not Have A County Selected Dates

 Error

o Event Date is Not in Selected Certification Year o Initial Move-In Date is Required

o Event Date is Required Event Type

 Error

o Event Type is Required

o Event Type is Transfer and No Building is Selected

o Event Type is Transfer and No Unit is Selected Funding Program

 Error

o Funding Program Required When Unit is not Market Rate

Income  Error

o Total Household Income is Required o Household Income at Move-in is Required o Income Level is Required

o All Members Must have An Income Entered o Income Level is Not Valid for the Funding

Program

o Household Members Income Exceeds Household Income (e.g. user forgot to select calculate) o Income Less Than Member Income Total  Warning

o Total Household Income is Zero

o Income Exceeds County AMI Income Schedule o Income Exceeds 140%

Rent  Errors

o Rent Level is Required

o Tenant Rent Portion is Required

o Rent Level is Not Valid for the Funding Program

o Allowable Rent Exceeded  Warnings

o Tenant Rent Portion is Zero Rental Assistance

 Errors

o Rental Assistance Amount is Required o Rental Assistance Source is Required o Rental Assistance Type is Required o Rental Assistance Type is Required when

Amount is Greater than Zero Student

 Errors

o Student Count is Required

o Student Household Status is Not Indicated o Student Explanation is Required

o All Student Household, Student Explanation is Required

o Students Listed Exceeds Student Count Tenant Information

 Errors

o Member With Special Needs, Household Needs Not Selected

o Special Needs is Required

o Head of Household Member Count Must be Greater than 0

o Head of Household Required With Last Name o There can Only be One Head of Household o There can Only be One Adult Co-Tenant o Household Members Listed Exceeds Member

Count

o All Members Must Have Relationship to Head of Household Entered

o All Members Must Have a Last Name Entered o Household Needs Selected, Member with Special

Needs Not Selected

Utility Allowance  Errors

o Utility Allowance is Required o Utility Allowance Not Selected

 Warnings

o A More Current Utility Allowance is Available- Utility Allowance is Zero (e.g. user did not enter a current utility allowance in the data base.) o Allowance Amount is Not Equal to the Selected

Utility Allowance

Re-Select: Update after making the corrections

***Example : Notice it now lists the TIC in the Side Panel with Event Type and Effective Date

Step 20: Select: View TIC

Step 21: View information added to the TIC

• The Rent and Income Limits are calculated

Step 22: Print the TIC

• Select the print icon on the top of the TIC.

*******When you Print for the first time

o A yellow message will appear on the top of your screen asking you to install a print driver to your machine.

o Click and install it; this will enable you to print the TIC

Step 23: After Viewing the TIC

• Select: Return to Event Details

• This will take you back to “Event Details” for the selected unit.

X. Entering a Student Update Event (under Return to Event Details)

Step 1: Pick the unit you want to update using the left hand panel

Step 2: Select: Add New Event

Step 3: Add the Event Date

•

Student Status needs to be updated annually

Step 4: Choose Student Update from the Event Type dropdown box

• Once you Select the Student Update Event the last certification entered information will appear.

Step 5: Update the Student information if it has changed

• All Student House-Hold drop down: No/Yes • Student Count

• Student Explanation o N/A

o TANF Assistance o Job Training Program

o Single Parent/Dependent Child o Married/ joint return

o Former Foster Child

Step 6: Select: Update

• When you select to view the TIC, notice Student Update appears at the top with the new Certification Date

Step 3

Step 5 Step 5

XI. Using the Data Import Function from your Property Management Software

• To be used when you have the ability to upload tenant data from onsite property management software, such as Yardi, RealPage, etc

Step 1: Double Check that your Utility Allowances are loaded prior to doing any import

(Refer to Section VIII for Updating Utility Allowances)

Step 2: Double Check the BINs, Award Numbers and Project Numbers from your property

management software system to ensure they match identically to the corresponding

numbers in DevCo

• Failure to match these items will result in failure of the Upload

•

To correct this issue you must correct your property management software system to match how OHFA and Ownership designated the BIN’s per your 8609’s for each building

Recommended Format:

o

No Hyphen in the Award e.g. 020050

o

Hyphen in the Building e.g. OH-02-00040

Step 3: Double Check that your Unit Numbers from your property management software

system matches identically to the Unit Numbers in DevCo

• Failure to match units will result in failure of Upload

Refer to Section VII-D for instructions on Updating Unit Information in DevCo

Step 4: Import your events for the entire property. Do not import building by building or

person by person

• If you already have information uploaded to the system, importing at a lower level than Property will cause you to lose that information already uploaded

Step 5: From the Property Details Screen Select: Import Events

Step 6: When the “Import XML File” screen appears click on Browse to search your computer

for the XML file to import

Step 7: Once you select the file click on Upload

• The file will begin its import process which can take up to a couple of minutes to complete • If discrepancies are found, you will be given a list of errors as to why the import could not

be completed

Step 8: Select the Utility Allowance for each Unit

• If upload was successful and data was accepted, the Utility Allowance Confirmation screen will appear

• You will need to select the correct Utility for each unit

o NOTE: there could be varying years associated with each unit depending on Move In or Annual Recertification

Refer to Section VII for Updating Utility Allowances -failure to update Utility Allowances prior to import will result in a failed upload

Step 9: Select: Done

• If everything was successful and everything imported correctly you will be given clearance that you’ve “Successfully saved XML data”

XII. Finalize Year

• Once you have all of your tenant, unit and building Certification information in your

Project you are ready to finalize the year

• This report will replace the Compliance Tool

• Once you finalize your project, you CANNOT go back and change any information from

that year

• If a change is necessary contact the OHFA Compliance Analyst for this project.

Step 1: Select: Finalize Year

Step 2: Select: Start Finalization

Step 3: Resolve errors listed

• You CANNOT proceed without resolving the errors

Step 4: After you resolve the errors, you will have to go back through Finalize Year:

Step 5: Select: Refresh Error List

• The Warnings will be listed; these will not hinder the project to being finalized

Step 6: Select: Proceed to Finalize

Step 7: Select: Finalize

Step 8: A Receipt will be ready for you to Print

Step 9: You can view your Report by Selecting:

Export Events from the Property Details

Screen

Note: The right hand options changed; Instead of

Finalize Year there is a Receipt button.

Step 11: Notice now in the Properties Listing the Status changes from Active to Finalized

• Once the property is finalized, the OHFA Program Compliance Analyst will receive an

XIII. Annual Certification

Step 1: Select the appropriate reporting year from the Property Listing screen.

e.g., 2013 reporting year select the 2013 effective date

Step 2: Select: Annual Certification

Step 3: Review each section of the Property General Information Screen

• The information on this page reflects the information in our internal DevCo system.

• Owners need to let the Analyst know of any changes

• It is broken down by:

o

Project Information

o

Unit Information

o

Management

o

Owner

Step 4: Answer the question for each section: Project Information is up to date

•

From the drop down Choose “Yes” or “No”

o

If the information is not up to date then choose “No”

Step 5: Select: Save

• As you complete the certification, clicking on save will enable you to come back at a

later time

Step 6: Select: Next to go to the Next Screen

Unit Info

Management Info Project Info

“No”- a text box will

appear to add in updates needed.

“Yes”- tells us this is correct information and you have verified it.

Owner Info

Step 5

Step 7: Select the applicable certification(s) using the drop-down below

• To select more than one Certification, press and hold the Ctrl key and click each Certification type to highlight them. A maximum of two Certifications may be submitted for each project.

 “Gap Financing” must be submitted for Projects financed with HDAP, HOME, OHTF, FAF, NSP, or TCAP.

 “Tax Credit” must be submitted for Projects financed with 9% Housing Tax Credits or 4% Housing Tax Credits with multifamily bonds.

 “Extended Use” must be submitted for projects financed with 9% Housing Tax Credits or 4% Housing Tax Credits with multifamily bonds that are in their 15 year extended use period. If these projects have HDAP they need to fill out GAP Financing questions as well.

NOTE: No project can submit both a Tax Credit Annual Certification and an Extended Use Annual Certification

Step 8: Click: Load. The Certification questions should appear

• If a certification type is not selected, click Save for any answered questions, then click on Resetand select the required certification(s)

Step 9: Fill out the questions

• For questions requiring an explanation, a text box will appear to the right requiring

the explanation. The user cannot move to the next page without filling in the text

boxes with appropriate responses.

Step 10: Select: Save

Step 12: Fill out your credentials

• This information will serve as an electronic signature confirming the Certification is

submitted by a person with authority to act on behalf of the owner

o Name o Title o Company o Email Address

o Direct Telephone Number

Step 13: Select: Submit

• If you need to send additional information, a reminder appears depending how you

answered the certification questions:

o

Owner-Manager change Notification

o

Letter of findings or discrimination from the adjudicating agency or court

o

Copy of the building code or health/safety citation

Step 14: Select: Close

• This will take you back to Property Details

• Once you submit your Certification, you cannot make changes.

• If you return to the Annual Certification the message in red will appear on all screens

o

The message indicates that your Certification was submitted successfully

o

Date and Time of submission is recorded

o

Anything you update after submission will not be saved

o

If a correction is needed, send an email to

[email protected]



In the email:

• Give the project number

• Project Name