Chapter 16

TRACS

Section 1 Posting EIV Charges

Section 2Creating Voucher

Section 3 Gross Rent Change

Section 4Baseline Certs

SECTION 1

Post EVI Charges

  • Go 50059 Functions
  • Repayment Agreements
  • Go to Post Agreement Charges 202D
  • Put in property name
  • Put in post month- post month is month prior to hap month- if hap month is 7/2015 post month should be 6/2015
  • Click display
  • Review charges
  • Click post
  • Click ok
  • Charges will post- a pop up will appear at the top of the screen that says “charges have been posted”

SECTION 2

How to create a Voucher

  • 50059 Functions
  • Go to Post tenant and Hap 202d
  • Put in property and check current month (current month is the voucher month you are processing) then click display
  • Make sure there are no out of date certs –if there are stop- You have to contact manager to put in owner/tenant sign date or find out why the cert is not complete.

  • Out of date certwill appear in the highlighted space above if any cert is out of date for the posting month.
  • Review voucher. Check the voucher and validate information. If there are errors, do not continue until corrected.
  • Post
  • Advance to the next month.
  • Go to reports
  • 50059 reports
  • Hap voucher 202d
  • Put in property
  • Put in post month
  • Submit

  • Print
  • After printing must be signed by representative at this time that person is P. Sherman
  • Transmit to HUD and State Housing
  1. Create cert file
  1. Go to TRACs
  1. Then “TRACS certification 202d”
  2. Put in property and check HAP month and make sure it is correct

  1. Click load

  1. Compare voucher to screen
  2. Click create
  1. Create voucher
  1. Go to TRACS
  1. Go to “TRACS Voucher 202d”
  2. Put in property
  1. Check Hap month
  1. Voucher signed by should be xx-ps
  1. Auction should be “report”
  1. Submit
  1. Review voucher
  2. Use the back arrow on your browser to return to the original filter.
  3. Change “report” to “create file”
  • Then click submit
  1. Send file
  1. Check for messages for verification that voucher was accepted.
  • Save voucher to P drive
  • Send State Housing voucher via email to Representative

SECTION 3

Gross Rent Change

Before you start print a rent roll for the month the GRC takes effect.

  • Go to 50059 function
  • Go to Gross Rent Change
  • Put in the property
  • Pick unit type
  • Put in effective date of change
  • Put in new contract rent
  • Put in utility allowance
  • Put in new market rent
  • Post past residents should be “yes”
  • Report only “yes”
  • Submit
  • Compare data to make sure changes were made
  • Use the back arrow on your browser to return to the original filter.
  • Change “yes” to “no” for reports only. This step takes a while to change to the next screen.

Click Submit, then Home.

  1. Go to reports
  • Go to 50059 reports
  • Print 50059 202D
  • Choose the property
  • Effective dates will be the date of the GRC through the current recertification month.
  • Click submit
  • Print
  • Send to manages to have signed and put owner/tenant sign date in Yardi
  • When step 23 is complete –all owner and tenant sign dates are in Yardi
  • Print new rent roll
  • Compare and make sure all information has changed

Section 4

Baseline back through TRACs

  • Go to Guest
  • When you click on Guest “Find Resident” will be in the drop down box. Click on “Find Resident” this screen will appear.
  • Fill in the property name and unit number and click submit.

This will bring you to the resident’s dashboard.

  • Click on MO/AR/MI/GR whichever you want to send back through TRACS
  • This screen will appear
  • You are looking for the TRACs sent date and the Hap Voucher date. Make a note of these dates.
  • Go to TRACS on the Yardi dashboard
  • Choose “Clear TRACS sent date”. This screen will appear. Fill in the information and change no to yes. Then click submit.
  • View the information. After you have viewed the information and confirmed that it is correct
  • Click the back arrow button and changed the “yes” back to “no” to create the file.
  • Go back to the resident screen. Change Baseline Cert from Blank to “yes” and then save
  • Create a Cert File. Go to TRACS on the main dashboard (see 6) choose “TRACS certification 202d this screen will appear.
  • Fill in the property name and Hap Month. (you got this information in step 5)
  • Click load.
  • Click on “create file” then send.

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