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Applicant Move in to S8 Unit
An applicant move in can be done from Encompass/Applicants, or Tenant/Applicant Mgt/FAM/Applicants/Offers move in wizard. The examples below start from the Encompass menu.
From the main Encompass menu:
Go to ‘Applicants’ to look up the applicant that is moving in.
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Click and highlight the appropriate Waiting List to be used for move-in. (Note: Under waiting list setup,
it is determined what programs/projects an applicant can move to.)
Page 3 of 13 On the Issue Voucher screen, Click on Lookup
Page 4 of 13 At the issue voucher screen the Date Issued is auto filled with the system date and the Expiration date is filled in 60 days from the system date. Both fields can be changed if needed. Change the application status if desired. Clicking on the Change Status Date box will update the status date on the waiting list with the date and time. These fields may be changed if needed.
If a letter is being sent notifying the tenant of the issuance of voucher and date of expiration, click on Letter to utilize the mail merge feature. Note: This is step is optional.
Page 5 of 13 This will issue the Voucher to the applicant and allow the option to print the Voucher forms.
If the tenant does not find a unit prior to the expiration of the voucher, click on the Voucher Maintenance button and Expire the voucher. The voucher will be made available for another applicant.
Page 6 of 13 Next, Click on the Lookup button to choose (or add) a Landlord
Page 7 of 13 1. Landlord exists example: choose from the list or use the soundex search box (circled) to
narrow down the list by entering a few letters of the Landlord’s Lookup Name, Full Name, or Address, or numbers for the Fed Id or Party ID (no need to press enter or tab as this search box works immediately to narrow down the choices as values are entered). Highlight the Landlord and click on Fetch Landlord or simply double-click.
Page 8 of 13 Once the new Landlord is saved, the list will rebuild.
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ADD a Unit
Often, even if there are available units for that Landlord, the unit needed is a new address. NOTE: if the Landlord was just added, there won’t be any available units yet.
a. MUST FILL FIELDS during add before saving (Circled in Red, or top circle)
Unit Size (not Voucher size) and Address (street number, street name, city, state, and zip). It’s
important to fill in these fields as they will populate not only the unit information but also the correspondence and utility address fields (in most instances: if the tenant’s corr address was different in the previous unit, the tenant will retain the corr address, such as a PO Box). b. OPTIONAL DURING ADD (Circled in Blue, or bottom circle)
County, Census, Contract Rent, Structure Type, check Use Base Rent and choose table, Utility Allowance, Unit Type and Utility Location (if using calculated method), etc., and Tax Credit Unit checkbox (upper right-hand corner).
c. NOT ALLOWED DURING ADD
Page 10 of 13 Example of new unit added, before saving:
Page 11 of 13 Once the new unit has been saved, the new unit will populate the available unit list. Choose the unit from the list and click Ok.
Page 12 of 13 Once the unit has been Held, the applicant can accept the unit and Move-in or refuse the unit. If refused, select the make available and the unit will be available again for another applicant and the refusal count will be incremented by 1 for this applicant.
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Enter the actual move-in date for the applicant, the rent start date will default to the first full month the
tenant will be charged rent. Change the Applicant Status if desired. Click on the Move-in button.
The option to update the Applicants record with the new address and waiting list status is now available. Your move is complete.
