Page 1 of 6 MOVE-IN PROCEDURES I Procedure Statement The Move-In Procedures will aid in consistent application of requirements for moving in tenants. II Who Should Read Procedures Individuals responsible for any reporting outlined in the following procedure who will be unavailable at the deadline, must delegate for coverage to ensure the deadline is met. A. President (P) B. Vice-President (VP) C. Chief Operating Officer (COO) D. Regional Property Managers (RPM) E. Regional Compliance Managers (RCM) F. Site Managers (SM) G. Assistant Site Managers (ASM) H. Training Specialist (TS) III Related Documents A. KPM176 Application Screening Checklist B. Move-In Checklist and associated forms, verifications, agreements, etc. C. All applicable Step-by-Step Instructions D. All Welcome Packet material E. KPM-PRC149 Tenant File Maintenance Procedure IV Procedure A. Screening Applicants 1. There should always be at least three (3) to five (5) applicants screened. Prior to screening applications, Site Manager should contact the applicant to confirm the applicant is still interested in remaining on the waiting list (see Waiting List Procedure). 2. Each household member 18 and older or emancipated must complete KPM100 Housing Application. In instances where adult household members will have the same references, the HOH should complete KPM100 Housing Application, answering all questions and listing all incomes, assets and explanations for the entire household. All additional adult household members should complete KPM100 CO-HEAD Housing Application. Any application older than 120 days must be updated using KPM100-UPDATE Application. 3. Using KPM176 Application Screening Checklist, begin screening applicants; A. Review the application for 100% completeness including signatures and dates. i. Signatures and dates on Application & Screening Consent forms cannot be older than 120 days. If signatures/dates are older than 120 days, have applicant complete KPM100-UPDATE before starting the screening process.
Page 2 of 6 B. Always fax (never email) information for credit and landlord screening. i. Site Managers are responsible for verifying previous landlord references and, if applicable, personal references. C. Always fax (never email) information for criminal screening. i. Site Managers are responsible for generating and printing National Sex Offender screening for all household members age six (6) and older. D. Generate an EIV Existing Tenant Search Report to check for dual subsidy on applicant(s). i. Site Managers are responsible for investigating and resolving dual subsidy. 4. Place all forms back in the application packet in their original order. 5. If applicant is denied: A. Fill out and mail a Denial of Housing letter (KPM126) and Denial for Housing Appeal Process (KPM126-A) to the applicant. B. The return address must be listed as Kier Property Managements corporate office, 3710 Quincy Avenue, Ogden, UT 84403. i. For Out of State Properties: List Property Address as return address. Any mailings that are returned must be filed in the past tenant file. C. The back of the envelope must include the property name and Denial (ABC Apts Denial). D. Every Friday, Site Manager should forward the application together with a copy of the denial to the RCM. i. For Out of State Properties: A hard or electronic copy of the denial letter needs to be sent to the RCM every Friday, all other application documentation will be requested on an as needed basis. B. Move-In Preparations (for the Applicant) 1. About two (2) weeks prior to the anticipated date of move-in, assuming screenings have come back and all reports have been approved, send acceptance letter to applicant (KPM124). If the applicant accepts the unit, the following documents will be required and must be obtained through third party verification excluding age verification and social security number verification: A. Current bank verification for all savings accounts held by any and all household members. B. Current bank verification that reflects a six (6) month average for all checking accounts held by any and all household members. C. All household members age verification. D. All household members Social Security Number verification. NOTE: Applicant households with members six (6) years and under who lack social security numbers at time of admission will have ninety (90) days to obtain and provide verification of social security number. E. All household members 18 and older need to complete all KPM verification forms as applicable according to information disclosed on the application. C. Program Eligibility Approval Preferably, about one (1) week prior to the anticipated date of move-in, the following documents MUST be scanned and uploaded to the Applicants Guest Card Screen in Yardi as
an attachment. Once document are uploaded into Yardi, send an Email to the RCM for approval prior to move-in. 1. All verifications (e.g., income, asset, medical, disability, student, etc.). 2. Calculation worksheet (KPM241 & KPM241-TC). 3. Tenant Income Certification (TIC) 4. Application. 5. All Final screening results (e.g., credit, criminal, landlord, personal references, sex offender, EIV existing tenant search). D. Preparing the Move-In Paperwork Page 3 of 6 The day before the scheduled move-in, call the applicant and verify the move-in is still taking place. If the applicant still intends to move in, complete the following procedures. 1. On the KPM185 Move-In Checklist fill in the following information: A. Tenant Name B. Unit Number C. Move-In Date D. Date Scanned to EFS (Date is filled in after all paperwork has been printed, signed by all parties and scanned into the Electronic Filing System) 2. Complete all paperwork listed within the KPM185 in its entirety. 3. Based on the information collected on KPM185 above, pre-calculate the pro-rated rent and deposit. 4. Notify perspective tenant of the required monies to be collected at their move-in appointment. They will be required to provide one money order for rent and deposit, made PAYABLE TO THE PROPERTY. 5. Place the following materials in the tenant s Welcome Packet: A. KPM304 Move In Survey B. Resident s copy of KPM284 House Rules C. KPM-PRC140 Accommodation/Modification Procedure D. KPM-P113 Resident Grievance Procedure E. KPM149 Brochure Lead Based Paint (if applicable) F. Lead Based Paint test results (if requested) G. Resident s Rights and Responsibilities Brochure H. HUD How Your Rent is Determined Brochure I. Fair Housing: It s Your Right Booklet J. EIV & You Brochure (Enterprise Income Verification) K. HUD-5380 Notice of Occupancy Rights Under the Violence Against Women Act L. HUD-5382 Certification of Domestic Violence M. Renter s Insurance pamphlets (if available) N. KPM285 After Hours Maintenance Emergency Notice O. One Maintenance Grievance/Request form P. KPM282-TENANT Vacating Cleaning Guide Q. Educational Materials, i.e. brochures, flyers, lists of services, etc. (provided by any agency). Such materials can be found in the Management Compliance binder.
Page 4 of 6 6. SM performs a final quality check on unit prior to Move-In appointment to ensure no other maintenance or cleaning issues have developed. Contact the MT immediately if necessary. E. Moving in the Applicant 1. Schedule at least two (2) hours for the Move-In appointment. 2. Gather all documents and prepare them for signatures. 3. All documents should be read aloud word-for-word with the applicant. A. Special attention and time needs to be given to the Lease, addendums and the House Rules. 4. Obtain signatures and dates on all required forms. Signatures are required to be in blue ink. 5. Access the Resident s Dashboard in the software system and complete the required information. (See Affordable Move-In Step-by-Step) A. Print out the 50059 full packet and all other applicable forms. B. The SM and resident need to sign the 50059 full packet and all other applicable forms, ensuring all forms are completed 100%. C. Insert the 50059 Full Packet and all other applicable forms in the move-in materials. D. Make one (1) copy of the move-in paperwork (excluding the application, birth certificates, Social Security cards, and credit and criminal screening) for the Welcome Packet. E. Place the resident s copy of the move-in paperwork in the Tenant Welcome Packet. F. Completing the Move-In Inspection 1. Take the tenant to the unit and do the move-in inspection. The following materials are needed to complete this process: A. Two (2) blue ink pens B. Move-In/Move-Out Inspection form C. Tenant s Welcome Packet D. Keys to the unit E. Keys to the laundry room (if applicable) F. Keys to the mail box G. Digital Camera 2. Have tenant check all keys with locks to ensure they work. 3. Take a picture of the tenant(s) standing in front of the apartment door. Make sure the unit number is visible in the photo. While inspecting the unit with the Tenant, take pictures of each room to record the rentable condition of the unit at Move-In. Inspect EVERYTHING with the tenant. Document any defects the tenant points out. The SM should also document defects he/she finds. 4. Document number of keys given to the tenant. 5. SM and tenant sign the Move-In/Move-Out Inspection form. The tenant gets the pink copy as well as the Welcome Packet. 6. Tenant will be allowed three (3) days from the date of move-in to notify site management of any additional maintenance or cleaning items found in the apartment. G. Completing Move-In File Maintenance
Page 5 of 6 1. Site Manager must complete the following: A. Compile all documents in the appropriate order (see checklist KPM185), double checking for accuracy and 100% completeness. B. Scan all documents to the Electronic Filing System (EFS). (See applicable scanning step-by-step). C. Place all original documents in a legal size folder in appropriate order (see checklist KPM185). D. Upload Photo s to Yardi (see applicable step-by-step) E. Upload scanned MI paperwork to Yardi (see applicable step-by-step) F. Folder Submission: i. Local Properties: Submit folder(s) to the RCM within three (3) to five (5) days of the move-in. ii. Out of State Properties: Notify the RCM via email that the Move-In paperwork was successfully uploaded into the EFS and Yardi. File folder(s) in the specified locking filing cabinet located on-site. G. Subsidized Properties Only: Within 90 days after transmission of the Move-In certification to TRACS, Site Manager must generate and print EIV Income Reports (Summary Report, Income Report and Income Discrepancy Report) to confirm/validate the income reported by the household. i. Print reports on dark blue paper ii. Compare report to information verified at time of move-in. Resolve any discrepancies within 30 days from the date printed on report. iii. File report on top of the right side Move-In paperwork in the tenant file. 2. 1st Review of Move-In File: A. The RCM has five (5) to seven (7) days to review the file for accuracy and 100% completeness. If accurate and complete, the RCM signs/dates KPM185 checklist and forwards the file to the TS. B. If the file has deficiencies, the RCM drafts a deficiency list in email format, prints and attaches a copy of the deficiency list to the file and forwards the file and the email to the TS. 3. 2nd Review of Move-In File: A. The TS reviews the file for accuracy and 100% completeness. If accurate and complete, the TS initials KPM185 checklist and forwards the file back to the RCM. It is the RCM s responsibility to place the file in the permanent cabinet. B. Should the TS find any additional deficiencies, the RCM s emailed deficiency list is updated, printed and attached to the front of the move-in file. The move-in file is sent back to the RCM. The TS emails the updated deficiency list to the RCM and SM. C. The SM will have five (5) business days to complete and/or correct all deficiencies, scan all corrections to EFS and return the documents to the RCM. D. If a document is missing a signature or date, the SM prints a new document, obtains both signature and date, scans and inserts the new document on top of the original scanned document, and forwards the new document to the RCM for review and filing. E. If the SM needs longer than five (5) business days, he/she contacts the RCM with a valid explanation. F. After all deficiencies have been received and approved by the RCM and placed in the file, he/she signs/dates the KPM185 checklist.
Page 6 of 6 1. Non-performance of File Maintenance Every Friday the TS will generate a Resident Activity Detail Report (RADR). If the TS has not received files listed on the RADR, he/she will send the report as an attachment in an email to the RPM & RCM asking for the file. The TS will also copy the RADR to the COO, VP & P. A. When two (2) or more notices of failure of file maintenance procedure are received employees are given the opportunity to explain the situation. A verbal warning may be given. B. If a pattern of delinquency and non-performance is established the situation will be evaluated by supervisors and formal employee warnings and/or termination may be appropriate.