Tracking Tenant Rent Calculations in PSh

1. Tracking Tenant Rent Calculations in PSh Tabitha Lawson, MUST Ministries, Inc.

2. Purpose of the Monthly Tracker • This tracker is designed to help Shelter Plus Care sponsor agencies track and account for tenant rental payments • Tenant rent calculation errors are the most common monitoring finding • Overcharging and under charging tenant rent has serious consequences • This tool is designed with agency staff roles in mind to help communication across various departments

3. Purpose of the Monthly Tracker • Communicate Acute Details about Clients to Grants Manager • Only very specific details are needed • & Only the facts, i.e. as little narrative as possible • Create a Record of Client Location & Rent for Files & Audits • Provide Necessary Information For Grant Reimbursements • Show a Snap-Shot of Client Activity for Case Managers & Grants Manager

4. Client Track & The Monthly Tracker • The Grants Manager does not use Client Track for Grant Reimbursements • Case Notes should only exist in Client Track & not on the Monthly Tracker • However, the Monthly Tracker should reflect the same Facts as Client Track

5. What Should be on the Monthly Tracker: • The Client’s Basic Demographic Information • Client Location as of the Last Day of the Month, or Exit Date • The Amount on the Most Recent Rental Calculation • The Amount Received in that Month from the Client • Important Dates with Relevant Notes

6. Client’s Basic Demographic Information: This includes: Client Track ID Number Last, First Name Current Project Status Chronically Homeless Indication Number of Family Members Special Needs Code, AND………

7. ENTRY & EXIT DATE Please enter client entry & exit dates as soon as possible if missing.

8. Client roster tab pulls information automatically from main pageThis will include entry and exit date and will calculate annual review date, and any required follow up datesInclude date of completion for case management purposes Client Roster

9. Location, Location, Location: Location Should be the Apartment Number Only MUST be the Location at Exit or at the End of the Month (If Client Moved, Please put at Note such as: 10/9 moved to 101)

10. Rent Calculation: Please include the amount shown on the most recent rental calculation, regardless of what client is expected to pay or actually pays Rental calculations should be input for the current month only, rather than revising prior months

11. If a client is not going to be held responsible for a rent due, please make an adjustment in column “BG” of the Monthly Tracker. If you are not sure how to do that, please ask the Grants Manager.

12. Amount Received – in the Current Month: • Only put the amount actually received and deposited with finance in this column • If client prepays or backpays, put those amounts in the column in the month they are received and deposited

13. Move Date or Comments: • The Most Important thing is to be able to see the Date first, and the comment when printing the Monthly Tracker:

14. 10/5 moved to 8-4 • 3/6 New Rent Calc • 6/12 Incarcerated • 12/24 Entered Rehab • 1/1 Disappeared • 4/3 Reappeared • * The Facts Only Please *

15. Prior Months: Will want to put in place procedures that prevent case management staff from inputting information regarding prior months. For example **no changes made to the tracker after 15th of the month*** The Grants Manager can lock the tracker to prevent changes after submitted reimbursement

16. The End! • Please feel free to now address any questions or concerns; • Created by MUST Ministries, Inc.