The Operations module Leases feature is used to enter, update, and delete private landlord lease agreement information as necessary. Corresponding reports generated from data entered in this feature are accessible from the Reports module.
Required Permissions 
The Leases feature is available to users with the following permissions:
Program Chart Access
Lease Information (not required if you a member of an executive-level user group or the System Administrator user group)
NOTE: Permissions are assigned using the Permissions Maintenance feature. If you do not have access to that feature and need a permission listed here, please contact your supervisor or your local Help Desk for assistance.
Click-by-Click Instructions 
Maintaining Lease Information - Learn to enter, update, and delete private landlord lease agreement records.
To enter, update, or delete a private landlord lease agreement for a unit in an agency housing program, complete the following steps from the AWARDS Home screen:
- Click Administration from the left-hand menu, and then click Operations. The Operations fly-out menu is displayed.
- Click Leases. The Private Landlords Lease Information page is displayed.
- Click the Program drop-down arrow and select the program or group of programs associated with the unit for which lease information is to be entered, updated, or deleted.
- Click the Database drop-down arrow and select "Data Entry."
- Click CONTINUE. The Apartments as of page is displayed.
This page contains a list of all apartments in the selected residence program or group of programs as of today's date.
- Click the radio button next to the residence unit/apartment for which lease information is to be entered, updated, or deleted.
- Click CONTINUE. The Private Landlords Lease Information lease history page is displayed.
This page includes a list of all existing lease agreement records for the selected unit, if any.
- From this page, proceed with one of the following data entry tasks:
Enter a new lease agreement record - Click Add New. The Add Lease for page is displayed. Click the Select Landlord From List drop-down arrow and select the private landlord associated with the lease information to be entered. If the required landlord is not listed, select "Add New Landlord." Click CONTINUE. The Add Lease for data entry page is displayed. Continue with step 9.
Update an existing lease agreement record - Click the radio button next to the lease agreement to be updated, and then click Edit. The Add Lease for data entry page is displayed, containing the previously entered lease information. Continue with step 9.
Delete an existing lease agreement record - Click the radio button next to the lease agreement to be deleted, and then click Remove. A confirmation page is displayed. Click Yes to proceed with the deletion. The lease record is removed from AWARDS and the updated Private Landlords Lease Information page is displayed. The process of deleting a lease is now complete. The remaining steps are applicable only when entering or updating a lease agreement.
- Configure the fields and options on the Add Lease for data entry page as needed. For more information on each of those fields/options, refer to the Lease Information Fields / Options.
- Click CONTINUE. The lease information is saved and the updated Private Landlords Lease Information lease history page is displayed.
The process of entering, updating, or deleting lease information is now complete.
Viewing a Lease Information Report - Learn to view a read-only report of lease information.
A sortable read-only report that includes basic lease details is available from within the AWARDS Reports module. To view this report, complete the following steps:
- From the navigation bar, click Reports (or the Reports icon). The Reports index page is displayed.
- Click the Program drop-down arrow in the upper-right corner and select the program or group of programs for which the report is to be viewed.
- If you previously bookmarked the Private Landlords Lease Information Report it is displayed on the reports index by default; otherwise, from the left-hand menu bar, click All under "Show Reports."
- Use the navigation features in the bottom-right corner of the reports index to locate the Private Landlords Lease Information Report, or enter "lease" in the Search field in the upper-right corner.
- Click Private Landlords Lease Information Report from the reports index. The Lease Report Selections page is displayed.
- Specify which lease information is to be included in the report by configuring the options on this page as necessary:
Property Address - Click this drop-down arrow and select the address for which the lease information is to be reported on. The default value is "All Addresses" for the selected program or group of programs.
Landlord - Click this drop-down arrow and select the landlord for which lease information is to be reported on. The default value is "All Landlords."
Lease Status - Click this drop-down arrow and select the status of the leases to be included in the report. The default value is "Every Status." Other selections are: "Current Leases," "Lapsed Leases," and "Archived Units."
- Click CONTINUE. The report is displayed on the Lease Information as of today's date page.
The contents of this read-only report detail all leases meeting the criteria specified on the previous page. For each lease the report includes the address, landlord, rent, lease start and end dates, and lease status for each unit as of today's date.
Click any of the table's column headings to sort the report by that variable. Clicking a heading more than once will reverse the sort order. To also sort by a secondary variable, press <SHIFT> and click on the second column heading.
To limit which columns are displayed in the report table, click the column display icon in the upper left-hand corner of the report and pick and choose which columns of information should be included.
TIP: To export the report content to Microsoft Excel for further review and analysis, click the Excel File link at the bottom of the page. A PHI Download Alert is displayed, reminding you of your obligation to properly handle any confidential data and/or protected health information (PHI) within the download in accordance with related government regulations and agency policies. After reading the alert, click OK to acknowledge it and proceed with the export, or Cancel to return to the previous page.
The process of viewing a lease information report is now complete.
A Closer Look @ Fields & Options 
Lease Information Fields / Options - Learn about the fields and options available during lease information data entry.
Below is an alphabetical list of the fields and options available during lease information data entry. To jump directly to the information for a specific field or option, press <Ctrl+F> to access your browser's search field and enter the name of the field/option in question.
In the Bedrooms field, type or make changes to the number of bedrooms in this unit.
In the Landlord City, State Zip field, type or make changes to the landlord's city, state, and zipcode.
In the Landlord Name field, type or make changes to the name of the private landlord.
In the Landlord Phones 1 and 2 fields, type or make changes to the landlord's phone number(s) (using (nnn) nnn-nnnn format).
In the Landlord Street Address field, type or make changes to the landlord's street address.
In the Lease End field, type or make changes to the date on which the lease is to end (using mm/dd/yyyy format).
Click the Lease Held By drop-down arrow and select "Agency" or "Client" to indicate who this lease is held by.
NOTE: The inclusion of the Lease Held By option is set behind-the-scenes in AWARDS upon request. If you do not see this option on your leases data entry page and wish to, please contact the Help Desk for assistance. Note that the contents of this selection list are configurable, so be sure to include a list with your request.
In the Lease Notes text box, type or make changes to any notes relating to the lease agreement.
In the Lease Start field, type or make changes to the date on which the lease began (using mm/dd/yyyy format).
In the Rent field, type or make changes to the amount of rent being charged for the selected unit.
TIP: Enter only a numerical value - do not include "$".
In the Terms field, type or make changes to the terms of the lease.
Frequently Asked Questions 
Leases Frequently Asked Questions
How can I make multiple beds in a single apartment be seen as being in a single unit when entering lease information?
If the addresses and apartment information for the beds are exactly the same, including the apartment number, they will be seen as a single unit for the purposes of lease information data entry. For example, this means that if you have two beds in apartment 1, you'd need to enter them in the System Setup module Residence Units feature as Apt 1 and Apt 1, not Apt 1 #1 and Apt 1 #2.
When are lease expiration notification messages sent?
Lease expiration internal audit messages are generated on the following schedule: 90, 60, 30, and 14 days prior to expiration, as well as on the expiration date itself. An additional message is sent 7 days after the expiration date.
Who receives Lease Expiration notification messages?
Users in the "Operations" and "Fiscal Staff" user groups receive Lease Expiration notifications, as do users with chart access to the program for which the notification message is being sent and the "Lease Expiration" permission. Please note that not all databases are set up to use this functionality. For more information on whether the Lease Expiration notification messages are right for your agency, please contact the Help Desk for assistance.
Why can't I include client information (for example name, move in date, and move out date) in a lease record?
Lease records are tied to residence units (configured under System Setup > Residence Units) rather than client records. As a result, client information cannot be pulled into lease records.