N.Y. Comp. Codes R. & Regs. tit. 9 § 1642-4.1

Current through Register Vol. 46, No. 25, June 18, 2024

Section 1642-4.1 - General

(a) The aim of the detailed procedures, instructions, and specimen forms provided herein is to assist local agencies in properly recording and controlling all charges and credits to tenants and in accounting for project revenue arising therefrom. The system is designed for a situation in which the rent, schedule contains a constant element, hereinafter referred to as the basic rent, which does not change from month to month, and of variable elements consisting of surcharges and retroactive surcharges, which may vary from month to month with changes of tenancy or of tenants' incomes. Suitable modifications may be made to provide for a possible, third variable element, namely excess utility charges, if any, or if the need for the surcharge or retroactive surcharge classifications passes or is not present. The system may further be expanded to record and control rents and other charges to commercial tenants, charges for the use of non-dwelling facilities, etc.

(b) The system is designed for hand posting and should be used for tenant accounting in connection with the operation of offsite property or of the site prior to demolition, etc., as well as with the operation of the project proper. Variations from the system described herein which do not destroy or weaken the control over tenant's charges and credits, rent roll, vacancy losses, and cash receipts, are permitted. Local agencies engaged in operating more than one project should strive to achieve uniformity as to system procedures and use of documents. The following specimen forms will be found in Appendix S-8:

Tenants Ledger	Exhibit 20
Tenants Receipt	Exhibit 21
Miscellaneous Charge and Credit Ticket	Exhibit 22
Daily Statement of Operations	Exhibits 23 and 24
Tenants Charge and Credit Book	Exhibit 25
Rent Roll and Vacancy Loss Control Book	Exhibit 26

(c) Where machine posting is used, the specimen forms must, of course, be adapted to meet the requirements of the particular machine.

(d) In addition to the exhibited specimen accounting forms listed above, the tenant accounting system requires the following management forms prepared and approved by the project manager:

(1) Move-in and collect notice.

This form should be completed prior to the time the tenant moves into the apartment. See specimen form illustrated as Exhibit 32 of Appendix S-8.

(2) Move-out notice.

This form, Notice of Apartment to be Vacated, shall be prepared as soon as the tenant notifies the project office that he is ready to move. See specimen form illustrated as Exhibit 33 of Appendix S-8 and refer to subdivision (g) of section 1642-4.3. The move-in and move-out notices are also employed in intra and interproject transfers.

(3) Rent change authorization.

This form is illustrated on page 24 of the Guide to Annual Income Verification and Quarterly Income Review for Tenants in State-aided Public Housing Projects issued by the division, dated November 1, 1955. Also see subdivision (h) of section 1642-4.3.

(4) Tenant refund request.

This form should be prepared by the project bookkeeper after the tenant has moved and the move-out notice has been processed. See Exhibit 34 of Appendix S-8 for a specimen form.

(5) Space inventory record.

(i) Prior to renting, a space inventory record card should be prepared for each apartment. When assignment is made, the name of the tenant is entered. Move-in date is filled in either at the same time or later, if the move-in date is unknown at time of assignment. This file remains as a permanent record. As move-ins, move-outs, and transfers occur, the appropriate entries are made on the cards. It is essential that these cards are always kept up to date.

(ii) No erasures or deletions are permitted on these cards. Corrections should be cancelled by explanation notices. The move-in date must correspond with the date that establishes the pro rata charges on the ledger cards. See Exhibit 9 of Appendix S-8 for a specimen form.

(6) Work orders.

A work order should be prepared for each job done in a tenant's apartment. These sheets are prenumbered and prepared in duplicate, and both copies are sent to the superintendent's office for action. The duplicate is held by the superintendent and the original is given to the maintenance man, who is to make the repair. After the job has been completed and the tenant has signed the original, the original work order is returned to the superintendent's office, where it is matched with the duplicate. After the amount of the charge is indicated on the work order (if there is no charge, the work order should be marked accordingly) the original and duplicate is sent to the project bookkeeper. The project bookkeeper will enter the charge, if any, on the tenant's card from the original. The bookkeeper will also maintain the original copies of the work orders in numerical sequence (whether or not the tenant was charged). The duplicate copy is filed in the tenant' s folder. See Exhibit 35 of Appendix S-8 for a specimen form of a work order.

N.Y. Comp. Codes R. & Regs. Tit. 9 § 1642-4.1