Created: 05/01/2013
Landlord tax payments are recorded in the tenant's Unit Master during the reexamination process. In order to record payments, the taxable information must first be setup. Follow the following steps to implement Tax Tracking. After setup has been completed a listing of Tax Tracking information may be generated at any time from Lists>>Tax Tracking Listing.
Setup Tax Tracking Items
Go to Settings>>Section 8 Tax Tracking
In Tax Item 1, enter a taxable item that is to be tracked. For example if a Landlord should pay County taxes, enter County in field 1.
Enter a check mark in the Default Tax Type box if this is a taxable item for all units.
A Tax Item that is checked as a Default Tax Type will, in all new units, have a column entered in the Tax Year Grid to record payment of the tax. Existing units will need to have the boxes checked manually to add the column(s) to the grid.
A Tax Item that does not have Default Tax Type checked will be available in the unit master to check mark as needed.
Continue to enter Tax Items in fields 2 through 9 as needed to record taxes as paid and checkmark Default Tax Type as needed.
Click Save
Create a Tax Year
Go to Processes>>Create Tax Tracking Entries
This process will create a Tax Year in the Unit Master>>Tax Year Grid for all units that fall within the selection criteria entered.
Enter or select a Project for the process or leave blank to include all Projects.
Enter or select a Caseworker or leave blank if Caseworkers are not used or to include all Caseworkers
Enter or select Reexamination range using the Start and End Date fields
Enter a four digit Tax Year (yyyy). The year should be the year you are recording tax payments for and not necessarily the calendar year.
Press the Create Tax Entries button
This process may be repeated as often as needed to create tax year entries in all of the appropriate units.
Record Tax Payments
During a tenant's reexamination process or at anytime a Landlord reports a tax payment, the information may be updated in the Unit Master.
During a Reexamination: Go to Maintain>>Tenants (Active)
Select the tenant using the Tenant Number or Tenant Name field.
Go to Quick Link>>Unit Information the tenant's unit will be selected
Open the Tax Tracking tab
Review the Applicable Taxes, check or uncheck taxes as needed.
Checking a tax will cause a column to be displayed in the grid where users may checkmark any taxes that the Landlord has provided evidence of payment.
If this unit was included when the Create Tax Tracking Entries was processed, the Tax Year will be shown in the grid under Tax Year. If the Tax Year is not shown, it may be entered manually.
In the appropriate Columns, checkmark all of the taxes that have been paid.
Run a Tax Tracking List
Go to Lists>>Tax Tracking Listing
Enter or select a Project. Project may be left blank to include all projects.
Select a Sort Order or leave at the default of Tenant Number
Enter or select a Start and End Date for the Reexamination Date Range
A Caseworker may be selected or the field may be left blank.
Group by Caseworker may be checked or left blank
Enter the four digit Tax Year (yyyy) that tax information is being entered for
Not Paid Only may be checked to only include the units with unpaid taxes
Create Merge Interface should be checked if you will be sending out batch letters based on the listing
Preview and/or Print the report