HAP Rent Charge in Tenant Auto Bills
Tenant Auto Billing can be setup to bill Tenant Rent and HAP Rent Separately. If not already setup, please consult with Horizon in the setup of the HAP Rent Charge and Payment Codes.
When a tenant lives at a Tax Credit property or Market Rate property, the Housing Authority may subsidize the Contract Rent with a voucher from Section 8. If this is the case, the property manager may want to consider setting up two separate rent lines in the Tenant Auto-Bills program.
- One line will be used to track the Dwelling Rent (portion of rent to be paid by the tenant)
- The other line will be used to track the portion of rent to be paid by Section 8 (known as the HAP Rent charge).
By setting up the tenant with two lines of rent, the property manager can track and analyze both sources of Rental Income.
Setup New HAP Rent Charge
NAVIGATION: ACTIVITIES menu > Tenant Master
- Locate the Tenant by entering the Last Name and selecting the appropriate tenant from the list, if applicable
- If tenant file is "Read Only" go to Quick Link menu > Unlock Tenant File
- Select a Tracking Code or enter a Modified Description and click SAVE
- Go to Quick Link menu > Auto-Bills
- The Tenant Auto-Bills dialog box will appear with the household member displayed.
- The entry area grid will show the rent charge and payment codes.
- Line 1 should already be setup with the 03-00 DWELLING RENTAL charge
- Line #: to add the HAP rent charge on line 2, make sure the Line # field displays a 2.
- Iif there is more than one line displayed in the grid, make sure the Line # increments to the next line number, i.e., Line 3, Line 4, etc.)
- Accounting Code field: enter or select the HAP Rent Code; press TAB
- Modified Description: when a valid accounting code is selected, the description will appear
- Amount: Enter the HAP Rent Charge Amount (portion to be paid by Section 8) in the Amount field; press TAB
- Frequency: select Monthly from the drop down; press TAB
- Start Date: enter or select the date
- End Date: enter or select the date
- Tab through the remaining fields until the line drops into and saves to the grid area
- If the line is correct, click SAVE and close the Tenant Auto-Bill dialog box
- If the line is incorrect, double click on it to pull it back into the Entry Area. Make corrections and tab through the remaining fields until the line drops into and saved to the grid area.
Update Auto-Bills for a Future HAP Rent Charge
When there is a change in the HAP Rent Charge, the Tenant Auto-Bills should be updated to reflect the future charge using these instructions.
NAVIGATION: ACTIVITIES menu > Tenant Master
- Locate the Tenant by entering the Last Name and selecting the appropriate tenant from the list, if applicable
- If tenant file is "Read Only" go to Quick Link menu > Unlock Tenant File
- Select a Tracking Code or enter a Modified Description and click SAVE
- Go to Quick Link menu > Auto-Bills
- The Tenant Auto-Bills dialog box will appear with the household member displayed.
- The entry area grid will show the rent charge and payment codes.
- Enter the Line # of the HAP Rent Charge line and tab to bring the line up into the Entry Area for editing.
- Double click the Code area in the grid to bring the line up
- With the HAP RENT CHARGE line showing in the Entry Area, update the Future Amount and Future Start Date
- Future Amount: enter the future HAP RENT CHARGE
- Future Start Date: enter or select the Effective Date of the change/new HAP Rent; press TAB
- Tab through the remaining fields until the line drops into and saves to the grid area
- The HAP Rent Charge line should now be shown in the grid. Slide the scroll bar under the grid to the right to see the future amount and date.
- If the line is correct, click SAVE and close the Tenant Auto-Bill dialog box
- If the line is incorrect, double click on it to pull it back into the Entry Area. Make corrections and tab through the remaining fields until the line drops into and saved to the grid area.
8/2023