Revised: 11/18/2015
Go to Maintain>>Tenants (Active)
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>>Unlock Tenant File
Select a Tracking Code or enter a Modified Description and click Save
Go to Quick Link>>Household Composition
Do not enter a Member #, tab to Last Name
Last Name will default to the same name as the head of household, tab to accept or enter the member's last name
Fill in the member's information on the Main tab for the following
First Name
Middle initial or name
Select a Relation to Head option
Note: If a new member is under the age of 18 and Head is selected, an alert message box will be displayed when the record is saved. Press Yes to save and continue or press No to edit the record.
Sex
J-Stat - only available for Relation to Head options C and E. For 59 properties the options will control the child deduction. Select one of the following:
C Custody Option - Dependent whose custody is jointly shared by more than one family but who does not receive a dependant allowance and lives in the unit less than 50% of the time. Such a person's child care expenses count toward the child care allowance.
CK Custody Option - Dependent whose custody is jointly shared by more than one family and lives in the unit 50% or more of the time. Count for unit size and income limit purposes.
JK Custody Option - Dependent whose custody is jointly shared by more than one family and who receives a dependent allowance along with a child care allowance where applicable.
No Joint Custody - A dependent that is assumed to be a full-time resident of the unit.
Social Security Number
Date of Birth
Member's Status
Email Address
Click the Demographics tab
Enter the member's Birth Place
Prior Head Soc-Sec # should be left blank
Select the member's Elderly Status and Citizenship (if the member is not a citizen, enter the Alien Number for the member)
Select a Community Service option
Checkmark the member's Race and select their Ethnicity
Checkmark Employee Observed only when Race and Ethnicity information was not provided by the tenant.
Click the Needs/Service tab
Fill in Disability Information, if applicable
Fill in Veteran information, if applicable
Click the Education tab
Enter applicable School Information or leave blank if the member is not a student. The school name and address may be used on verification letters.
Check Full Time Student if the member is 18 or over and attending school
Click the Medical Professional tab
Enter the name and address information, if needed, for Disability Verifications or leave blank if not applicable
Click the Criminal Info tab
Enter all applicable information or leave blank if not applicable
Click the Marriages tab
Enter all applicable information or leave blank if not applicable
Click the Section 3 Skills tab
Check any skills that apply for the member, if applicable
Click the Absentee Information tab
Enter Absent Parent/Spouse Information, if applicable, or leave blank
The Previous HOH tab may be skipped
This information is filled in when there is a new head of household for an existing tenant family
Click the Notes/Tracking tab
Enter any notes on the member
Click the Main tab
Click the arrow beside the Save icon and select Save without clearing view
During the save without clearing process, the system will assign the member a number
If the member DOES NOT have any Income/Asset/Deduction information, close the Household Composition view and Go to Quick Link>>Lock Tenant File if in "Edit Mode"
If the member DOES have Income/Asset/Deduction information, click on Quick Link and select the applicable source option (Income Information, Asset Information, Deduction Information)
How to enter Income Information for a member:
From the Household Composition screen:
Go to Quick Link>>Income Information
Tab to Class
Select the income class and tab
Enter a Modified Description, if applicable, and tab
For a Wage income type - The Value, Periods and Annual income can be left blank. Click the Details button to enter the Wage Information on the details page or follow the instructions below:
Enter the value of the wage income and tab
Enter the number of periods and tab:
For a weekly income, enter 52
For a biweekly income, enter 26
For a monthly income, enter 12
The system will calculate the Annual Income based on the Value times the Periods
Click on Details
Enter any applicable information for the member's employer, wages and exclusions on this page and click OK
On the Income Source Detail view
If the Default Source Information is correct, leave the Source Name and Address information blank. If the default information is blank or incorrect, enter the Source information for the income.
For a wage income type:
Enter the Rate of Pay - this is the member's hourly, weekly, daily, etc pay rate.
Select one of the following Per options:
Hour, Day, Week, 2 Week, Semi-Month, Month or Year
There are two other Rate fields and Per fields that can be utilized if needed or leave them blank if they are not needed.
The system will calculate the Annual wage from the information entered in the three rate areas.
There is also a space for Comment, Emp # and Occupation. These are provided for informational purposes and are not used by the system and may be left blank.
For Other Income types:
Enter a Claim Number, if applicable (this is a variable that is available for an Income Verification Letter Type)
Enter a Comment, if applicable (this is also a variable that is available for an Income Verification Letter Type)
Enter an Exclusion Amount, if applicable or leave blank
If you enter an exclusion amount, click the Exclusion Details button to open the Exclusion Details view
Enter the following information for the exclusion:
Description, Expiration date, Initial Date, 100% Start and Stop dates, 50% Start and Stop dates
Save the entries
Enter a Deduction, if applicable or leave blank
Enter a Description for the deduction, if applicable
Enter an Expiration date for the deduction, if applicable
Press the Save button to close the Detail view
Enter additional Income information, if applicable or close the Income Worksheet
Close Household Composition when you are done entering member information
How to Enter Asset Information
From the Household Composition screen:
Go to Quick Link>>Asset Information
Tab to Class
Select the appropriate asset Class and tab
Edit the Modified Description, if applicable
Enter the Market Value of the asset and tab
Enter the Interest % on the asset and tab
The system will calculate the Annual Income (Market Value times Interest)
Click on the Details button
Enter any applicable information on the Details tab and click OK
The asset information should be displayed in the window at the bottom of the view. Enter any additional assets or click Close to return to Household Composition
Close Household Composition when you are done entering member information
How to Enter Deduction Information
From the Household Composition screen:
Go to Quick Link>>Deduction Information
Tab to Deduction Class
Select a Deduction Class and tab
Edit the Modified Description, if applicable and tab
Enter the Amount of the deduction and tab
Enter the Frequency of the deduction and tab
The system will calculate the (Amount times Frequency)
Click the Details button
Enter the name and address information if not available in the Default Source Information and Click OK. Click Cancel to close without entering or saving information.
The deduction should be shown in the window at the bottom of the view. Continue to enter additional deductions or click Close to return to Household Composition
When you have finished entering Income, Asset or Deduction information, click Close to close the Household Composition view