MOVE ME IN 2.0. Approvals Made Simple

Transcription

1 MOVE ME IN 2.0 Approvals Made Simple

2 What is MoveMeIn? MoveMeIn is a FULL service compliance department that handles the application processing from prescreening your prospects to producing your TIC! MoveMeIn is committed pre-approving all express applications within 15 minutes and approving IC files within a 3 day processing average. The MoveMeIn Team consists of 7 Compliance Associates, 2 Screening Associates and 2 Administrative Support Associates. MoveMeIn is open Monday through Friday from 8 a.m. to 8p.m. (EST) MoveMeIn is open Saturday & Sunday from 9 a.m. to 6 p.m. (EST)

3 Facts and Figures ScreenMe processes on average 1,000 express applications monthly. MoveMeIn receives upwards of 1,400 site inquires on a monthly basis. Since MMI s inception in 2012, MMI has approved in 25,014 files. YTD for 2016 MMI has approved 9,860 files with a 1.11 day average processing. MMI s portfolio consists of tax credit and market rate communities in Florida, Texas, California, Maryland, New York, New Jersey, Connecticut and soon Colorado.

4 Pre- Approval Process 1.) The prospect will complete an Express Application (include everyone 13 years of age and older in Florida ONLY. Include everyone 18 years of age and older elsewhere!) 2.) or Fax the Express Application and Guest Card with Screen Me cover page to: or (813) ) The Express Application will be entered into Onesite and screeened at the Tampa office within 15 minutes. 4.) If the applicant is moved to OON (Out of Network), please forward the full rental application to and we will begin processing the application while we wait for the screening decision from RealPage. (California ONLY) 5.) If the applicant has a criminal background the screening associate will create an Ask an Expert ticket requesting that the Compliance Manager review the file for override. If additional documents are required to approve the criminal override, the property will be cc d in the Ask an Expert ticket and will be sent to the property address. 6.) Once the file is approved a packet will be created in Onesite and the decision can be viewed from the Onesite dashboard. Should the applicant be denied an adverse action letter will be generated and mailed to the applicant from the Tampa office. 7.) MMI will a Pre-Approval to the site and the applicant that will include the rental application.

5 Screen Me Fax Cover Page

6 The Express Application

7 Screening Decision Screen

8 Pre Approval

9 The Application Process Once the applicant is pre-approved and the site team receives the completed rental application from the applicant, they will forward the application to or fax to (813) The application is logged into Onesite under the Docs tab for the applicant and assigned to a MMI team member. This is when application process begins The assigned MMI team member will contact the applicant directly and request any documentation needed to complete the file The MMI team member will then follow up their telephone call with a Document Request confirming the items that were requested during the telephone call The MMI team member will enter notes under the Activity Tab in Onesite MMI 2.0 Processing stating where the application is within the approval process on a daily bases until the file is approved

10 Move Me In Fax Cover Page

11 The Application All applications must have a desired move in date! Applications that have ASAP or no date will be back dated 30 days from the receipt of the application!

12 Document Request

13 Additional Documentation If the applicant brings additional documentation to the community you have now have three options available to send the documentation to MMI. Pick your favorite one! 1.) the documentation along with the MMI cover page to 2.) Fax the documentation along with the MMI cover page to (813) ) You can attached the documentation directly to the applicant s Onesite record.

14 Attach documents in Onesite?

15 Attaching documents to Onesite 1.) Locate the applicant s record in Onesite 2.) Click on Attach Document

16 Adding documents to Onesite 3.) Choose the Head of Household (ALWAYS)

17 Adding documents to Onesite 4.) Choose the type of document you are uploading

18 Adding documents to Onesite 5.) Click on the Browse button and locate the document you would like to upload on from your computer.

19 Adding documents to Onesite 6.) Click on the Attach button

20 Adding documents to Onesite 7.) Now that you have successfully attached the document to the applicant s Onesite account you will need to notify the Compliance Associate that the document is available for viewing Step 1.) Click on the Follow Up tab under the applicant s Onesite account

21 Adding documents to Onesite Step 2.) Click Schedule follow-up

22 Adding documents to Onesite Step 3.) Assign to MMI 2.0

23 Adding document to Onesite Step 4.) Click on the Contact button and change the date to today s date and update the contact type to Event.

24 Adding documents to Onesite Step 5.) Under the notes field type what document was uploaded. Example: Received EV or Recived bank statements. Once the notes field is updated click the save button.

25 How do I communicate with MMI? 1.) If you need to inform the MMI team of a change to the applicant s information ( i.e. new employer fax number etc, change in the household etc.) or to inquire on the status of the applicants file you must create a follow up in Onesite.

26 How do I communicate with MMI? 2.) Click on Schedule follow up

27 How do I communicate with MMI? Step 3.) Change Assigned to MMI 2.0

28 How do I communicate with MMI? Step 4.) Click on the Contact button, update the date to todays date, and update type to Event

29 How do I communicate with MMI? Step 5.) Type the information that you would like to communicate to the MMI team and click the Save button.

30 How do I check on the status of all of my applicants? 1.) In order to check all applicants at once you must generate an Activity report within Onesite. Choose All Reports then choose Generate next to Activity Report.

31 How do I check on the status of all of my applicants 2.) Choose Applicants under Occupancy Status, Enter the requested date range and under Selected Activity Types click on All Activity Types and then choose the Remove All button.

32 How do I check on the status of all of my applicants? 3.) Under the Available Activity Types choose MMI 2.0 File Status and MMI 2.0 Processing Ready. Once your selections have been made click Generate.

33 Activity Report

34 The Approval Process Once the file is completed the Compliance Associate will upload the calculations and supporting documentation to the applicant s packet in Onesite. The calculation documentation can then be printed and placed in the lease file. The approved file in Onesite is the only documentation that should be in the resident lease folder. Please move all original documentation to the mania folder located next to the resident folder in your filing cabinet. DO NOT DISGARD OF ORIGINAL DOCUMENTS! The Compliance Associate will the applicant and the Pack Your Boxes informing the applicant to contact the Leasing Office to schedule the move in etc.

35 Your Approved!!!

36 Locating the Approved File in Onesite 1.) From the applicants page in Onesite click on the Docs tab

37 Locating the Approved File in Onesite. Step 2.) Click on the + sign next to Approved File + Button

38 Locating the Approved File in Onesite Step 3.) Click on the View button and the file will open and is ready to be printed.

39 Final Tips DO NOT HOLD APPLICATION PAPERWORK! DO NOT WORK THE FILE IN YOUR OFFICE! IS THE DESIRED MOVE IN DATE ON THE RENTAL APPLICATION? IS THE RENTAL APPLICATION COMPLETED ENTIRELY? DOWNLOAD THE COMPLETED FILE FROM ONESITE AND PLACE IN THE RESIDENT FILE

40 Requesting a MI/TIC All MI/TIC requests for MMI 2.0 will be handled through the Ask an Expert portal. To create a MI/TIC request please use the following steps: 1.) Click on the Ask An Expert web link on InsideRPS

41 Requesting a MI/TIC Step 2.) Under Please choose your issue below select MMI 2.0 Tic Request

42 Requesting a MI/TIC 2.) Under address: Type in the property address 3.) Under subject: Type MI TIC request 4.) Under description: Type MI TIC request 5.) Ticket Priority: Normal 6.) Household Name: Type the applicants name 7.) Unit: Type the unit number 8.) Scheduled Move In Date: List the requested move in date 9.) Tenant Rent: List the amount of rent the tenant will be paying 10.) Section 8 (Subsidy) Rent: If known list the housing portion rent amount 11.) Deposit Amount: List the refundable security deposit amount 12.) Concession Amount: List the concession amount 13.) Set Aside: If affordable unit list the set aside. If market list MKT. 14.) Pet Deposit: List the pet deposit amount 15.) Amenity Card Charge: If you charge a deposit for amenity cards list that amount here 16.) Click submit Once the MI/TIC request is completed by the MMI team a confirmation will be sent to the property address.

43 MMI Renewals The MMI team will handle criminal background screenings for all existing residents 13 years of age and older in Florida and 18 years of age and older in all other states. If an existing resident or child fails due to criminal an adverse action letter and a nonrenewal notice will be ed from the Tampa office 60 days prior to the certification expiration to the property address. The MMI team will enter the notice to vacate into Onesite for any resident that fails the criminal background automatically! If a resident turns in a notice to vacate the site staff must enter the notice into Onesite immediately! If Management determines that they have a resident that they would like to nonrenew due to property issues, the Manager must enter the Non- Renewal & NTV into Onesite. At 120 days the Regional Manager will enter all bulk renewal rates into Onesite. The MMI team will recertification letters to the community address each month with updated 90, 60 and 30 days renewal letters.

44 The Renewal Letter

45 Renewal Cover Page

46 Recertification Questionnaire

47 The Renewal Process If you receive a renewal application and any supporting documentation from your resident please it to renewme@richmanmgt.com or fax it to (813) Please use the Renewal Cover Page when sending any documentation to MoveMeIn. The renewal process is exactly the same process as MMI 2.0 There is not a need to create a MI/TIC request as the Compliance Associate will create the TIC based off of the renewal quote. The approved renewal file will be uploaded to the resident packet in Onesite marked AR Approved File

48 Attaching Signed Lease and Certification to the packet In order to move a resident in to the system you must attach the signed lease agreement and signed tenant income certification (TC units) to the resident packet. * Click on the More link and choose Attach Document

49 Attaching Signed Lease and Certification to the packet Click on the More link and select Attach Document. Next select the document from your computer and choose the type of document from the drop down menu and click Attach

50 Finalize the Process In order to qualify for a new move in bonus or renewal bonus you must do the following: Upload a signed copy of the lease and TIC to the Onesite packet under the place holder called Signed Lease

51 Finalize the Process In order to complete the move in or renewal in Onesite you must first verify that the signed lease and approved file are in the residents packet. Once you have verified that all items are present you will need to click on Close Packet

52 Finalize the Process Once the packet is closed you may proceed with the move in or lease renewal process as normal.