Yardi Leasing Workflow

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Yardi Leasing Workflow

Receive

Application

Apartment

Available?

YES

Guest

Contacts:

Calls,

Visits,

&

Follow

‐

up

Apt

#

NO

Wait

Unit

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Yardi Voyager Section 10: HUD & Blended Move-Out Procedures

The Yardi Make Ready Function

When a unit is put on Notice in Yardi, the software will add the unit to the Yardi Dashboard under Maintenance and Pending Make Ready. This function sets up the unit to be made market ready in Yardi, after the move-out is complete.

Because Yardi is set-up to record the number of days to make ready as zero (0), the scheduled move-out date is the date Yardi will default as the Date Ready (market ready date).

It is not likely that a unit will be ready to be moved into the date that it is vacated. Therefore, after completing each move-out it is important to accurately record the expected date a unit will be ready to be occupied/market ready.

Adjusting the Make Ready Date in Yardi will tell the software to accurately record the date that the unit turn work is to be completed and the unit ready to be

occupied/market ready.

Once the unit is ready to be occupied/market ready, then the Make Ready function will be used to record that date.

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Adjusting the Make Ready Date

After the move out and the deposit accounting are complete, Yardi will return to the dashboard.

Upon returning to the Yardi Dashboard go to “Maintenance” and select the “number link” next to “Pending Make Ready”.

Find the unit that was recently vacated and click the “Adjust Date” button for that unit.

The Adjust Make Ready screen will open. Enter the date that the unit will be ready to be occupied/market ready and click “save”.

Once the “save” button is selected, Yardi will return to its dashboard. However, the adjusted date will not immediately be reflected.

To see the updated Make Ready Date, select the “number link”, next to “Pending Make Ready” again. Yardi will then reflect the new date.

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Making a Unit Ready in Yardi

Once a unit is ready to be occupied/market ready, it is important to record that the unit is market ready in Yardi.

To make a unit market ready in Yardi do the following:

From the Yardi Dashboard go to “Maintenance” and select the “number link” next to “Pending Make Ready”.

Find the unit that is ready to be occupied/market ready and select the “Make Ready” button.

The unit will be removed from the “Pending Make Ready” list in Yardi. Click “OK” on the message stating “Do you wish to make this unit ready?

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Section 2a: Guest Procedures

This section covers instructions managing Guest Cards and the Affordable Waiting List.

In This Section

Adding a Guest 2

Duplicate Guests 7

Recording Guest Contacts 9

Canceling a Guest 13

Reactivating a Guest 15

Occupants 17

Assigning a Wait Unit 19

Updating Family Member Information 21

Adding Additional Family Members 23

Assigning a Waiting Unit 24

Rental Options 26

Concessions 27

Application Form 28

Application Charges 30

Application Status 32

Adding an Application to the Affordable Waiting List 33

Printing the Affordable Waiting List 40

Other Waiting List Letters 43

Updating the Waiting List – Selecting an Applicant for Prequalification 47

Updating the Waiting List – Offering a Unit 49

Updating the Waiting List – Refusing a Unit Offer 51

Denying an Application 54

Canceling an Application 57

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Yardi Voyager Section 2a: Guest Procedures

Adding a Guest

As you are completing Guest Cards for your new guests, that same information should be entered into Yardi. The Guest Card function in Yardi mirrors the function of the Guest Card on the PPG and the NCRU. The Guest Card is documentation of all “traffic” that has come through your office and serves many purposes. Some of those are listed below.

• Guest Cards serve as Fair Housing references as documentation of business practice.

• To serve as a guide to ensure necessary questions are asked to identify the

customer’s wants and needs.

• To document the information given by the customer and to serve as a reminder as to

what was actually said by both the leasing consultant and the customer.

Before adding a guest, ensure that they are not already entered into Yardi. To verify that

the guest is not already entered, perform a Person Search first.

From the Yardi Voyager Dashboard, click 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 Person Search Tab for the Guest’s name. If the guest is

listed, click on his or her name to add any new information. Yardi will open the last step in

the Leasing Workflow where work was completed.

The starting point in Yardi for each guest is “Add Guest” even if you complete a Guest Card and receive a completed application at the same time.

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NOTE: If the guest is already listed go to the end of these instructions (page 9:

Adding Guest Bedroom Preferences) for direction on what to do next.

If the guest is not already listed, they may be added into Yardi by clicking “Add Guest”

from the Yardi Voyager Dashboard Menu.

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Complete the following fields in the “Guest Guest Card” section:

First Name – Enter the Guest’s first name. Name fields are CASE SENSITIVE!

Make sure to use UPPER CASE for the FIRST LETTER of each name and LOWER

CASE for the rest. (For example: Elizabeth Walton).

MI – Enter the Guest’s middle initial, if any.

Last Name – Enter the Guest’s last name.

Title – Choose the Guest’s preferred title from the drop-down menu (For Example:

Mr., Mrs., etc.).

Address – Enter the current address of the Guest. This information will be used to

mail correspondence to this Guest.

City State Zip – 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 – Enter the Guest’s telephone number(s). Yardi will

automatically format the phone number. Make sure you enter the phone numbers in the correct fields. Yardi will pull home numbers for resident reports.

Cell# - Fax# – Enter a cell phone number, if applicable.

DOB/DL#/State – Enter the Guest’s driver’s license number and state.

E-mail – Enter the Guest’s email address, if known.

Notes – Provide information about any items discussed with the Guest. (For

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An Important Note on Entering NOTES

ALWAYS COMPLY WITH FAIR HOUSING LAWS WHEN KEEPING NOTES ON GUESTS!

9 GOOD NOTE: “The applicant’s current lease will expire in Sept 2011.”

9 GOOD NOTE: “The applicant is interested in renting a storage space.”

9 GOOD NOTE: “Per Tom G’s approval, applicant qualifies for move-in special.”

Property Management is no place for personal comments or opinions. Discrimination in any manner is NOT PERMITTED.

8

BAD NOTE: “The applicant has a wheelchair. Place on 1st_{floor close to the exit.”}

8

BAD NOTE: “The applicant is Korean. Showed the 1-BR unit near the others.”

Any indicator that identifies a person’s physical characteristics, race, color,

religion, sex, national origin, disability, familial status or any other protected class is considered discriminatory, even if unintentional.

Refer to the NCR Basics Fair Housing Module on NCRU for more guidance on Fair Housing.

Status – This field will be populated automatically.

Property – This field will be populated automatically.

First Contact – Choose the type of contact from the drop-down menu.

Agent – Select an Agent from the drop-down menu.

Source – Choose the source of advertisement from which the Guest learned of the

property from the drop-down menu.

Result – Enter in the appropriate result from the drop down menu.

Date – Enter the date the guest contacted the property.

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Always use the “Next” and “Previous” buttons in Yardi to ensure you will not miss any steps. The “Next button also acts as the save function in the Leasing

Workflow.

If you have not received a signed and completed application, stop entering your

Guest Card. Click the “Home” tab.

Once the application is returned, follow the instructions beginning on page 9 of this

section for more information on Adding Guest Bedroom Preferences, Adding

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Duplicate Guests

When entering a guest card into Yardi, the software will automatically complete a search for any other guests that share the same last name. This helps to prevent guests from being entered into Yardi more than once. This search is called a Duplicate Guest Search.

If the guest card being recorded has already been entered, click their name highlighted under the “Name” column to open their Guest Card in Yardi.

If the Guest has NOT been previously recorded in Yardi Voyager, click the first

“here” link to save the new guest. Go to the next page of these instructions.

If the Guest entered is not correct and should not be saved, click the second “here”

that states or here to start over.

WARNING: Clicking the second “here” will not save the Guest. All information for the

guest will be deleted. Yardi will then show a blank Guest Card. If you are not entering a guest at this time, click “Home”.

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Once the correct “here” link has been selected, click “Next” on the Guest Card again.

Yardi will move to the “Preferences Step”.

Go to the instructions titled “Adding Guest Bedroom Preferences” for information on completing the “Expected Move In” and “Bedrooms” fields.

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Adding Guest Bedroom Preferences

Adding Guest Bedroom Preferences identifies an estimated move in date as well as establishes the number of bedrooms the guest has requested.

If already on the “Preferences Step” of the Leasing Workflow, begin the instruction

“From the Preferences tab”.

If finding the guest from the dashboard go to “Person Search”, enter their last

name and click, “Search”. Then click their name.

From the Preferences Tab in the Leasing Workflow, enter the “Expected Move In Date”.

If no expected date of move in date is given, use “a future estimated move in

date”.

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Once the guest’s preferences have been added, Yardi will allow you to add Guest Contacts from this step.

If adding a contact to the Guest Card, such as appointment, tour etc. Go to

“Recording Guest Contacts”.

Until the application is received do not move forward to the next step. Click the

“Home” tab.

If the application has been received click “next” to move to the next step in the

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Recording Guest Contacts

During the time that a guest is in contact with the property, while either showing interest in the property before submitting an application and being added to the Waiting List, they may contact the property numerous times. It is important to record that information.

The type of contacts that are recorded may include:

To find the guest use the “Person Search” tab from the Yardi Dashboard. Yardi will move to the last step in the Leasing Workflow where work was completed.

To record a Guest contact, click the “Contacts” button.

Appointment

Call

E-mail

Return Visit

Letter

Show

Other

Only record “Show” as a type of contact ONCE per Guest when touring a unit. All additional tours of units must be recorded as “Return Visits.”

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Click “Add New Contact” to record the Guest contact. The Contact Information filter screen appears.

Complete the following fields in the “Contact Information” section:

Type – Select the type of contact the Guest had with the Agent.

Agent – Select the Agent responsible for contact with the Guest.

Result – If appropriate, enter the result.

NOTE: Show can only be used once.

Date – Leave as defaulted. If recording a contact from a different day, enter the

date.

Time – Enter the time the contact occurred. Click the Time Chooser icon to select

the appropriate time.

Property – Leave as defaulted.

Unit – If touring a unit, select the unit the Guest toured.

Notes – Record the details of the contact with the Guest.

When finished recording the contact, click “Save.”

If the application has been received go to the instructions titled, “Adding an

Application to the Affordable Waiting List” for the next step. .

If only entering a guest contact, click the “Home” tab to return to the Yardi

Dashboard.

ALWAYS COMPLY WITH FAIR HOUSING LAWS WHEN KEEPING NOTES ON CUSTOMERS!

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Canceling a Guest

If you have a guest that states they are not interested in your property, or after follow-up you are unable to confirm their interest in your property and an application has not yet been received, the guest can be canceled

To cancel a guest in Yardi from the Preferences Step of the Leasing Workflow, click “Cancel

Guest”.

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You will receive a message stating that “The prospect has been cancelled”. And only the Guest Card and Contacts may be edited.”

Click the “Home” tab. The guest has now been canceled.

To verify this, go to “Person Search” on the Yardi dashboard. Enter the “name” of your guest and click “Search”.

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Reactivating a Guest

If at some point in the future the same guest shows an interest in your property, or you find that their guest card was canceled by mistake, the Guest Card can be reactivated.

To reactivate a canceled guest in Yardi, do the following.

From the Yardi Dashboard, go to “Person Search”, enter the guest’s “name” and click

“Search”. Click the name of the guest with the Canceled Guest status or being

reactivated.

Yardi will open their guest card.

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Click “Ok” on the message “Do you want to reactivate this Guest?”

Yardi will return the guest to their previous place in the Leasing Workflow.

If there are items to update, go to the appropriate instructions. For example:

Recording Guest Contacts.

If there are no further updates to be completed, click the “Home” tab.

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Occupants

The Occupants step in Yardi is used to add household members other than the head for those applying for a market unit only.

If your guest has completed an application and is applying for a 236, Section 8, PRAC, another HUD subsidized unit type, or an LIHTC unit click “Next”.

If your property is a HUD/Combo property with market units (no Section 8, PRAC,

236, LIHTC, etc.) and there are additional household members, click “Add New Occupant”.

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Complete the following fields:

First Name – Enter the first name of the occupant.

Last Name – Enter the last name of the occupant.

Address – Enter the occupant’s current address.

City State Zip – Enter the City/State/Zip of the occupant’s current address.

Relationship – Enter the relationship of the occupant to the Head of Household.

Lessee – Select this check box if this resident is over 18 and will be signing the

lease. (Not a Dependent Child)

Tel # - Enter the occupant’s Office and/or Home telephone number.

Cel #/ Fax# - Enter the occupant’s cell and/or fax number.

DOB/DL #/St – Enter the occupant’s date of birth, driver’s license number and

state.

Email – Enter the occupant’s email address.

Social Security # - Enter the occupant’s Social

Click “Save”. Continue to Add New Occupants until all Family Members are added. Click

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Assigning a “Wait” Unit

Once you have received a signed and completed application from guest the guest’s status should be changed from “Prospect” to Applicant”. This is done by moving the applicant through the Leasing Workflow in Yardi and by adding their application to the Affordable Waiting List.

To begin this step from the Yardi Dashboard go to “Person Search” and enter the last name of your applicant. Then click “Search”. Yardi will find all prospects and residents with the same last name. Select the appropriate person.

Yardi will open to the last step in the Leasing Workflow where work was completed. This should be “Preferences”.

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Click “Next” on the Occupants step. Click “Compliance”.

NOTE: This step is only necessary to notify Yardi Voyager that the Guest has been assigned

to a Wait Unit, see the instructions titled “Selecting a Wait Unit”. Final unit assignment can be changed at a later date.

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Updating Family (Household) Member Information

In this step you will begin entering your applicant’s basic household information into Yardi. From the “Prospect Certification” screen, click “Edit” to complete the Guest’s personal information.

The “Edit Member” screen for the Head of Household appears.

In the Family Member Data section for each family member in the household, complete the following fields:

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.

Ethnicity – Enter the ethnicity of the family member indicated on the application.

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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.

Then click “Save”.

If there are no other household members to add, click “next” until reaching the

“Select Unit” step and turn to the instructions titled “Selecting a Wait Unit”.

If there are other household members to add, go to the next page of these

instructions.

In regards to RACE and ETHNICITY Reporting: Yardi requires race and ethnicity

fields to be completed. Because of Fair Housing issues, HUD requires that this form

be offered to our applicants and residents, but there is no penalty for refusal to complete the form.

When qualifying an applicant, enter the race and ethnicity data based on the completed information found on the Race and Ethnic Data Reporting form. NEVER GUESS A PERSON’S RACE OR ETHNICITY! If the applicant opts to keep this

information confidential and declines to complete Race and Ethnicity Data select,

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Adding Additional Family Members

To add all other household members indicated on the application (members other than the HOH), click “Add New Member” from the “Family Member” screen of the Qualification Steps.

Enter the Family Member Data for the other household member(s).

Click “Save”.

Continue to click “Add New Member” until all members listed on the application

have been added to Yardi.

After all Family Members have been added click “Next” until reaching “Select Unit”

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Selecting a “Wait Unit”

“Wait Units” allow users to move through the Leasing and Compliance workflow until the applicant is qualified and the unit they are moving to is available.

Complete the following fields in the “Select Unit” tab:

Lease From Date – This date is defaulted based on the “Expected Move In Date”

entered from the Preferences Step.

If known enter the date on which the Guest can expect to move in to the

property. This date should be a future date.

Lease Term (months) – Leave the default.

Lease To Date – Automatically calculated based on the “Lease From Date”.

Move In Date – This date should be the same as the Lease from Date. Leave the

default.

Bedrooms – This date will default based on the entry completed on the Preferences

Step.

Verify that the correct number of bedrooms is reflected.

# Bedrooms only – Uncheck this box.

WAIT Units only – Check this box.

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Minimize the “Left Menu”. This will allow the complete Select Unit screen to be viewed.

To select the Wait Unit, click the “Select” button.

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Rental Options

Rental Options or Rentable Items can include items that a resident can rent outside of their unit rent, such as an extra parking space or washers and dryers.

Very few HUD properties are allowed to charge extra rent for rentable items. Contact the RPL for the property with questions on what your property allows.

If available rentable items can be selected in this section of the “Leasing Steps”.

Follow the steps below to add the rentable item to the guest’s information.

If there are no rentable items for the property, click “Next”.

Complete the following fields in the “Rental Options” section:

Rentable Items – Select any Rentable Items if applicable.

Quoted Rent – Update the section to reflect the accurate quoted rent amount.

Click “Next” to save all changes and continue to the “Concessions” section of the Leasing Steps.

NOTE: If your property has Rental Options or Rentable Items they will be set-up for you.

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Concessions

Rental concessions are specials that are used to help lease a unit. An example of a concession is “First Month’s Rent Free”.

In HUD assisted properties, rental or move-in concessions are NOT

permitted. If your HUD property runs a special leasing promotion (such as first month’s rent free), HUD will NOT pay subsidy on that unit for that month.

If your property is a HUD property, click “Next” to proceed to the “Application Form” step.

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Application Form

The application form is reserved for Market Rate applicants.

If the property is a HUD Property the full application packet is required for all

applicants.

Click “Next” to continue to the “Application Charges” section of the “Leasing Steps.”

If adding information to the Application Form, click “Application Information”.

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Complete the following sections as applicable:

Personal Information – Enter any additional personal information for the applicant –

i.e. Date of Birth, Gross Monthly Income, Driver’s License / State, Social Security Number.

Current Address – Enter any additional information to the applicant’s current address.

Previous Address – Enter the applicant’s previous address.

Employer – Enter any information for the applicant’s current employer.

Emergency Contact – Enter emergency contact information for the applicant.

Vehicles – Enter the applicant’s vehicle information.

Click “Save” when you are finished to save the application information. Click “Print” to print the application.

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Application Charges

In HUD assisted properties application fees are NOT permitted.

Although we do not charge application fees in HUD Buildings, Yardi requires that we fill in a

“Charge Date”.

Charge Date – Yardi will default to the current date. Change this date to applicant’s

planned move-in date.

If this date is the same or less than the Expected Move In Date, click “Next”.

If the Charge Date comes after the expected move in date, you will receive the

following message:

If you receive the message above, click “Ok”.

For Example: The Preferred move-in date was set to

7/12/2010 and the current date is 7/15/2010.

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Change the “Charge Date” to a date that matches the Expected Move In Date.

or

To correct the Expected Move In Date, click “Previous” to return to the Preferences Step.

Change the “Expected Move-in Date”: to the date the resident can be expected to

move-in. This date must be either the current or a future date.

Use the “Next” buttons in the Leasing workflow, until you reach the Application Charges step again.

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Application Status

The last step of the Leasing Workflow is the Application Status Screen. From here the

applicant can be added to the Affordable Waiting List and the Waiting List can be updated. If prequalifying an applicant or if a unit is available, users can begin the qualification process using the Edit 50059 function. Finally, the Application Status screen is the place to Approve, Cancel, or Deny the application.

There are several functions that may be performed at this step of the Leasing Workflow.

1. Waiting List – Click this button to add or edit the Affordable Waiting List for this

applicant.

2. Credit Check – If your applicant is moving to a market unit, click this button to

access the Credit Check features.

3. Ledger – Review application charges for accuracy.

4. Assign Unit – Assign applicant to a unit.

5. Approve – Approve the application

(Only HUD only Properties, not Combo/Blended properties will have access to

approve an application.)

6. Deny - Deny the application for applicants who do not meet program requirements.

7. Cancel – Cancel an application.

8. Edit 50059/TIC – Enter or edit the applicant’s compliance information for the

applicant and complete at background check for an Affordable household.

9. Adjust Move-in Date – If necessary, change the expected date the Guest plans to

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Adding an Applicant to the Affordable Waiting List

A properly maintained waiting list will enable each property to minimize the amount of time a unit remains vacant and ensure that HUD regulations for application and intake are being followed. This will also help to show that you are following fair housing guidelines.

The Waiting List can be used as documentation as your fair treatment of each applicant.

All applications received must be stamped with the date and time of receipt. The Waiting List should be updated every time you have contact with that applicant until the applicant is removed, either due to move-in, denial, or cancelation.

Since the application could be from a guest who has visited the property previously, check Yardi to make sure the applicant isn’t a Duplicate Guest, by using Person Search!

If beginning from the Yardi Dashboard, use Person Search to find the applicant.

If the Application Status step is already open go to the next step.

From the Yardi Voyager Dashboard Menu, click 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.”

Once the Application Status Step of the Leasing Workflow is open, click the “Waiting List” button.

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The Guest Card information will show on the Waiting List. After verifying that the correct guest is being added to the Waiting List, verify and update the following information.

Name: Name of the applicant entered into Yardi from the Guest Card.

Address: Address of the applicant entered into Yardi from the Guest Card.

City, State, Zip: City, State and Zip Code entered into Yardi from the Guest Card.

Office Telephone: The Office or business number entered into Yardi from the

Guest Card.

Home Phone: The home phone number entered into Yardi from the Guest Card.

First Choice: Enter the applicant’s first unit type choice to add them to the Waiting

List for that unit type.

Second Choice: Enter the applicant’s second unit type choice. If selected Yardi will

add the applicant to the Waiting List for that unit type.

Third Choice: Enter the applicant’s third unit type choice. If selected Yardi will add

the applicant to the Waiting List for that unit type.

Household Size: Enter the number of persons reflected on the application, who will

be residing in the household.

Comment Field: Enter any comment that is pertinent to that applicant. These

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The Contact Log will reflect information on the date and time the completed and signed application was received.

Contact Date: Enter the date the application was received.

Contact Time: Enter the time the application was received or any new contact with the

applicant.

Type of Contact: Select the type of contact you had with the applicant. For example: “New Application”.

Comment: In the comment field you can add notes for the Contact Log for that

applicant.

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Accessible Unit: If the applicant has requested an accessible unit, select the

accessible unit type.

Income Limit: Select the HUD Income Category that the applicant’s income falls

under. (This information is indicated on the Application For Housing and is completed by the applicant.)

236/RAP Eligibility: If an applicant is eligible for a RAP or a 236 unit, their income

limit level should be indicated in this field. For example – An applicant who is eligible for a 236 unit can be moved in up to the Low Income Limit (80%). If the applicant falls at or below the Low Income Limit, select “below market”. If the applicant is above the low income limit select “market”. This will affect their rank on the

Waiting List.

Displaced: If your community is a BMIR property or a 236 property, an applicant

who has been displaced by government action or a presidentially declared disaster is given preference on the Waiting List. In this instance, click “Displaced”.

Preferences: If a property has Owner Adopted Preferences, they will be listed

under the Preference section of the 50059 tab. If there are no Owner Adopted Preferences for the Waiting List, the Preferences will be blank.

• If your property has an Owner- Adopted Preference it will be outlined in your

Tenant Selection Plan found on the PPG under Property Specific Forms. To mark that this applicant is a preferred applicant on the Waiting List, place a check mark in the “Has Preference” column.

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Click “Add to Contact Log”.

After clicking the Add to Contact Log button, click “Save”. Close the Affordable Waiting List.

Yardi will move back to the Application Status Step of the Leasing Workflow.

The applicant will now appear on the Affordable Waiting List. The Affordable Waiting List is accessible from the Yardi Dashboard.

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Click “Home”.

To check the information entered for your applicant do the following: Click the “number link” next to the Affordable Waiting List.

Yardi will open the Affordable Waiting Lists tab.

Select the Waiting List for the unit type that you would like to view. Select the “number

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The Waiting List for that particular unit type will open.

To determine if the applicant has been added to the Affordable Waiting List correctly, find the applicant’s name.

To view the Comments, Preferences, Special Unit Requirements, Income Limit,

Current Status and the Contact Log, scroll to the right.

To update or move back into the Leasing Workflow for that guest/applicant, click

their name or go to “Person Search” and Yardi will go back to the Application Status step in the Leasing Workflow.

To Print the Affordable Waiting List Report, go to the next page and follow the

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Printing the Affordable Waiting List Report

The Affordable Waiting List Report is required to show HUD and our Contract Administrators that we are following HUD regulations when managing our Waiting List. It is required that we print the Waiting List as often as necessary (at least monthly) to show each applicant’s placement on and selection from the Waiting List. See the 4350.3 for more details.

Print the Waiting List Report whenever there has been a change to the Waiting List.

This includes, but is not limited to, adding a new applicant, removing an applicant, sending applicant maintenance letters, etc.

The Mid-Month Data Review will remind you to print the Waiting List Report at least

every month.

To print the Affordable Waiting List Report, go to the left-side menu, select “Reports”,

Waiting List Reports, Waiting List.”

The Yardi Affordable

Property: Property number of

Waiting List being printed.

Bedroom Size: Select the unit

type or types whose Waiting List is being printed.

Effective Date: Enter the

current date.

Show On List: Yes or No

depending on the Waiting List status being viewed.

Show Moved In: Yes or No

Show Removed: Yes or No

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To print the report click “PDF”.

Click “Open”.

Yardi will open a PDF, printable and savable version of the Waiting List Report. To print the report, click the “Print” icon on the PDF Tool Bar.

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Print the Waiting List Report by clicking the “printer” icon. Then close the Waiting List Report.

After printing the Waiting List report, file the report in the property’s central Waiting List file.

After adding an applicant to the Waiting List, print the “Receipt of Application for

Housing” from the PPG.

If continuing to qualify this applicant for a unit, move to “Guest Procedures –

Section 2b”.

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Other Waiting List Letters

Receipt of Application for Housing – PPG

The “Receipt of Application for Housing” acknowledges that we have received an Applicant’s completed application and that they have been added to the Affordable Waiting List for the property.

This letter must be printed for every applicant from whom we receive a signed and completed application.

Send this letter after adding the applicant to the Waiting List.

Waiting List Maintenance Letter - PPG

In order to maintain a Waiting List containing only interested applicants, an application update letter, also called a “Maintenance Letter, should be sent to every applicant on the Waiting List.

This letter serves two purposes:

To update current information

To remove applicants who are no longer interested in moving into the property.

Send this letter every six months to every applicant on the Waiting List.

1. Before sending this letter, update each applicant on the Waiting List stating that the

Waiting List letter was sent. Print the Waiting List Report.

2. When responses are received, make the appropriate update to the Waiting List.

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Recording Updates/Contacts to the Affordable Waiting List

The Affordable Waiting List should record any changes or updates that occurred for an applicant during their time on the Waiting List. Recording these changes is essential in order to show an independent reviewer that we are following HUD Regulation, Fair Housing Guidelines and NCR Policy in the management of our Waiting List.

Each time an applicant’s status is changed, the Waiting List Contact Log must be updated. Click “Person Search”. In the name field, enter the applicant’s last name and click the

“Search” button. The applicant’s name will appear. Click the link for their name.

Or

To find an applicant name from the Waiting List on the dashboard, click the “number link

(1, 2, etc.)”, next to the wording “Affordable Waiting List”.

Select the “number link” in the “Number on List” column. Yardi will open the Waiting List.

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Click the applicant’s name.

Yardi will move to the Application Status Step of the Leasing Workflow where information was entered for that applicant.

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Complete the following fields in the “Contact Information” section:

Contact Date: Select the date of the contact with the applicant.

Contact Time: Select the time of the contact with the applicant.

Type of Contact: From the drop down list select the type of contact had with the

applicant. Some examples are: “Update”.

Comment: Enter any notes regarding the contact had with the applicant. For

example: Maintenance letter sent.

When finished recording the contact, click “Add to Contact Log and click “Save”.

ALWAYS COMPLY WITH FAIR HOUSING LAWS WHEN KEEPING NOTES ON CUSTOMERS! SEEK ADDITIONAL TRAINING THROUGH NCRU, NCR BASICS PROGRAM, IF NEEDED.

Click the “X to close the Affordable Waiting List and move back into the Yardi Leasing Workflow.

Click “Home” to go back to the dashboard.

Print the Waiting List Report to reflect any updates made to the Waiting List. See the instructions titled “Printing the Affordable Waiting List” for more details.

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Updating the Waiting List – Selecting an Applicant for

Prequalification

At all times, top applicants from the Waiting List should be selected to complete third-party verifications allowing them to be ready for move-in when a unit becomes available. Prior to completing verification letters, all Family Member, Income, Asset, and Expense information from the application must be entered into Yardi Voyager.

It is NCR Policy that a set number of applicants from the Waiting List must be prescreened and approved for move-in. The number of applicants needed is

dependent upon the size of the community. The rule is 5% per unit type with a

minimum of 2 applicants.

When it is time for an applicant to be prequalified for housing, the Affordable Waiting List should be updated to reflect this.

From the Yardi Dashboard, click the “Person Search” tab. Enter the applicant’s name and click “Search”. Click the link for the applicant.

Yardi will move to the Application Status step of the Leasing Workflow. Click “Waiting

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Add the “Contact Date” and “Contact Time” that the applicant was selected for qualification.

Select “Update” for the Type of Contact.

Update the comments to show that the applicant was “Selected for prequalification”.

After updating the application and adding a comment to explain the update, click “Add to

Contact Log” to record the update to the Waiting List.

Close the Waiting List by clicking the “X”.

If finished updating information for this applicant, click the “Home” tab to return to

the Yardi dashboard.

Follow the instructions titled “Printing the Affordable Waiting List found in this

section.

If continuing with this applicant’s qualifications go to the instruction found in Section

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Updating the Waiting List – Offering a Unit

Before offering a unit to an applicant, the Affordable Waiting List must be updated to reflect the offer. In this way, we document the number of times a unit has been offered to an applicant and how many times the unit has been refused.

Before updating the Waiting List to show that a unit has been offered, print the Letter of Offer from the PPG. (See the PPG for more details on offering a unit to an applicant.) From the Yardi Dashboard, go to “Person Search” and enter the last name of your applicant. Click “Search”. Yardi will find all prospects and residents with the same last name. Select the appropriate person.

Yardi will move to the last step in the Leasing Workflow, “Application Status”.

Click the “Waiting List” button.

NCR Policy states that an applicant can be offered a unit two times. After the second unit is refused, the applicant should be removed from the Waiting List. If the applicant would like to remain on the Waiting List, they must reapply. See the TSP for more information.

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Contact Date: Enter the contact date that the unit was offered to the applicant. Contact Time: Enter the time the unit was offered to the applicant.

Type of Contact: Select “Unit Offered”. Comment: Enter any pertinent comments

Click “Add to Contact Log”. Click “Save”.

Close the Affordable Waiting List by clicking the “X”.

Click the “Home” tab.

Print the Affordable Waiting List by following the instructions titled “Printing the Affordable Waiting List, found earlier in this section.

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Updating the Waiting List – Refusing a Unit Offer

From the Yardi Dashboard go to “Person Search” and enter the last name of your applicant. Then click “Search”. Yardi will find all prospects and residents with the same last name. Select the appropriate prospect.

Yardi will go to the “Application Status Step” of the Leasing Workflow.

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From the Waiting List Contact Log, enter the following information.

Contact Date: Enter the date the unit was either accepted or refused. Contact Time: Enter the time the unit was either accepted or refused. Type of Contact: If the applicant refused the unit, select “Unit Refused”. Comment: Enter any pertinent comments.

Click “Add to Contact Log”. Click “Save”.

Remember: If the applicant refuses a unit offer two (2) times, they

must be removed from the Waiting List. If the applicant would like to remain on the Waiting List, they must reapply. See the TSP for more details.

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Close the Waiting List. And click the “Home” tab to return to the Yardi Dashboard. Print the Affordable Waiting List Report. Follow the instructions titled “Printing the Affordable Waiting List” found earlier in this section.

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Denying an Application

If the Applicant/Guest fails to meet the project requirements, receives a bad landlord reference, etc., their application must be denied and removed from the Waiting List. From the Yardi Dashboard, go to “Person Search” and enter the last name of your applicant. Click “Search”. Yardi will find all prospects and residents with the same last name. Select the appropriate person.

To deny an Applicant/Guest, from the “Application Status” step in the “Leasing

Workflow”.

Click “Deny”.

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You will receive the message “Do you wish to deny this Application?” Click, “OK”.

The Application Status has now changed to “Denied.”

Complete the following:

Date: Enter the date of the denial. Time: Enter the time of the denial. Agent: Enter the agent completing

the denial.

Reason: Select a reason for denial. Removal Comment: Enter any

pertinent comments for the Waiting List Log.

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To print the Letter of Rejection for Housing also known as the Denial Letter, do the following.

Click “Denial Letter”.

Print the letter, by clicking the “printer icon”. Close the letter and click the “Home” to go back to the Yardi Dashboard.

Remember before sending the Letter of Rejection for Housing to the applicant, that you check the letter and indicate the appropriate reason for denial. The applicant has 14 days to appeal the decision. Once the 14 day period of appeal is over, if the denial is overturned, you reinstate the applicant with their original date and time on the Waiting List by adding them as a new guest and reentering their application with the original date and time stamp.

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Canceling an Application

If the Guest voluntarily withdraws his or her application or fails to respond to repeated attempts by management to follow-up on the application, “Cancel Application” may be performed.

From the Yardi Dashboard, go to “Person Search” and enter the last name of your applicant. Click “Search”. Yardi will find all prospects and residents with the same last name. Select the appropriate person.

From the “Application Status” step of the Leasing Workflow click “Cancel”.

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When the reason is selected, click “Save.”

The program confirms the cancellation and asks “Do you wish to cancel the

Application?”

Click “Ok.”

Complete the following: Date: Enter the date of the

cancelation.

Time: Enter the time of the

cancelation.

Agent: Enter the agent completing

the cancelation.

Reason: Select a reason for the

cancelation

Removal Comment: Enter any

pertinent comments for the Waiting List Log, explaining the cancelation.

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The Application Status has now changed to “Canceled.”

Yardi will remove the guest/applicant from the Waiting List Report.

Click “Home”.

Print the Waiting List to show a record of this change using the instructions titled “Printing

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