Rental Worksheets

An optional component of the Rent & Utilities feature - Rental Worksheets - enables users to generate and fill out two forms:

  The Recipient Rental Payment Worksheet (referred to as the Payment Worksheet)

  The Supported Housing Rental Stipend Worksheet (referred to as the Stipend Worksheet)

These forms draw on data entered in the AWARDS Operations module Leases feature, and in the Entitlements module Certified Entitlements feature.  Using that data, AWARDS automatically makes calculations for monthly rent transactions.

Required Permissions 

Because the Rent & Utilities functionality is optional, it is not automatically available in all databases.  Likewise with the Rental Worksheets component of the Rent & Utilities feature, which is an optional piece of Rent & Utilities, as noted above.  To request Rent & Utilities be made available in your database and that it include this optional Rental Worksheets component, please contact your Foothold Customer Success & Advocacy team representative for guidance on whether or not this functionality is right for your agency.

In databases in which the Rent & Utilities feature is turned on, it is available to all AWARDS users with employee logins (with the exception of those whose access is limited by the "Restrict to Aggregate Data View" permission). 

Click-by-Click Instructions 

Filling Out a Payment Worksheet - Learn to access and fill out payment worksheets.

To access and fill out a Payment Worksheet, complete the following steps from the AWARDS Home screen:

1. Click Administration from the left-hand menu, and then click Operations.  The Operations fly-out menu is displayed.
2. Click Rent & Utilities.  The Rent & Utilities menu page is displayed. 

3. Click the Residence Street Addresses drop-down arrow and select the address or residential program associated with the consumer for whom the Payment Worksheet is to be filled out.
4. Click the Database drop-down arrow and select "Data Entry."
5. Click Rental Worksheets.  The Rental Worksheets settings page is displayed.

6. Click the Renter drop-down arrow and select the consumer for whom the Payment Worksheet is to be filled out.

  NOTE: The Renter selection list is composed of all consumers currently occupying an apartment at the selected program or address.

7. Click the Form drop-down arrow and select "Payment."
8. Confirm that the Database selection is set to "Data Entry."
9. Click CONTINUE.  If there is not a current Payment Worksheet for this consumer, the Consumer Rental Payment Worksheet page is displayed.  Continue with step 12 for more information on filling out the worksheet.

If there IS a current Payment Worksheet for this consumer, you are instead presented with the option to Edit Existing Payment Worksheet or to Close Out Current Payment and Stipend Worksheets and Create New Payment and Stipend Worksheets.  Continue with step 10.

10. Click the radio button next to the worksheet option that meets your needs.  If you choose the close out option, be sure to specify an effective date for the new Payment and Stipend worksheets in the corresponding date field (using mm/dd/yyyy format).

  TIP: When a new worksheet is created, all entitlement records associated with the existing worksheet are automatically closed.

11. Click CONTINUE.  The Consumer Rental Payment Worksheet page is displayed.
12. Configure the required fields and options on this page as follows:

  Effective - This field contains either the existing effective date (when editing a current Payment Worksheet) or the new effective date you specified on the previous page (when creating a new Payment Worksheet).  To make changes to the date in either of these cases, overwrite the date that's presently there using mm/dd/yyyy format.

  Consumer Rental Payment - A consumer rental payment value automatically drops into this field when the worksheet is opened.  This default value is calculated using entitlements information (30% of the net income minus the estimated utility cost), but can be adjusted here if you must override the calculated amount.

  Consumer Payment to - Indicate who the consumer payment is being made to by clicking one of the available radio buttons:  "Directly to Landlord" or "[your agency]."  When working with existing worksheets the previously chosen option remains selected by default but can be changed at this time.

All other information on this worksheet is read-only, and is drawn from data entry done in the AWARDS Entitlements module.  For example, the net income found on the Payment Worksheet is the sum of all income-generating entitlements, minus any adjustments.

13. To enter new entitlements information, or to update existing information, click Entitlements.  An instructional pop-up is displayed, letting you know that any estimated utilities costs or public shelter allowance information must be entered into a Miscellaneous Entitlements record.

  TIP: If it is not necessary to enter or update entitlements records at this time, please skip to step 16.

14. Click OK to acknowledge the entitlements data entry instructions.  The Certified Entitlements page is displayed.
15. At this time a new entitlements record can be entered, or an existing record updated.  Use the following guidelines when determining what type of entitlement should be entered:

  Income-Generating Entitlements - This type of entitlement record should be used when entering SSD, SSI, net wage, or other income source information.

  Income Adjustments - This type of entitlement record should be used when entering adjustment information.

  Miscellaneous Entitlements - This type of entitlement record should be used when entering estimated utilities costs or public assistance shelter allowance information.  (If the consumer receives public assistance and 30% of their net income is less than the public assistance shelter allowance, the consumer rental payment will be the public shelter allowance amount.)

Once the data entry is complete for the selected entitlement and you have clicked UPDATE, the Payment Worksheet is re-displayed.

  TIP:  For more information on entering or updating entitlement records, click here.

16. Click SAVE.  A read-only report version of the Payment Worksheet is displayed.

If in step 10, above, you chose to close out both the Payment and Stipend Worksheets, click Stipend Form to fill out the newly created Stipend Worksheet.  For more information on doing so, see Filling Out a Stipend Worksheet, beginning with step 10.

The process of filling out a Payment Worksheet is now complete. 

Filling Out a Stipend Worksheet - Learn to access and fill out stipend worksheets.

To access and fill out a Stipend Worksheet, complete the following steps from the AWARDS Home screen:

  TIP: The Payment Worksheet must be completed before the Stipend Worksheet.

1. Click Administration from the left-hand menu, and then click Operations.  The Operations fly-out menu is displayed.
2. Click Rent & Utilities.  The Rent & Utilities menu page is displayed. 

3. Click the Residence Street Addresses drop-down arrow and select the address or residential program associated with the consumer for whom the Stipend Worksheet is to be filled out.
4. Click the Database drop-down arrow and select "Data Entry."
5. Click Rental Worksheets.  The Rental Worksheets settings page is displayed.

6. Click the Renter drop-down arrow and select the consumer for whom the Stipend Worksheet is to be filled out.

  NOTE: The Renter selection list is composed of all consumers currently occupying an apartment at the selected program or address.

7. Click the Form drop-down arrow and select "Stipend."
8. Confirm that the Database selection is set to "Data Entry."
9. Click CONTINUE.  The Consumer Rental Stipend Worksheet page is displayed.
10. Configure the fields and options on this page as follows:

  TIP: When working with an existing Stipend Worksheet, the previously configured values on this page remain in place but can be changed/overwritten at this time.

  Effective - In this field, type or make changes to the Worksheet's effective date using mm/dd/yyyy format.

  Reason for Change - In this field, type or make changes to a brief description of why the Worksheet is being created/updated; for example, an income or lease change.

  Supervisor - In this field, type or make changes to the supervisor name.

  Consumer Payment to - Indicate who the consumer payment is being made to by clicking one of the available radio buttons:  "Directly to Landlord" or "[your agency]."  (If the consumer payment is to the landlord, the amount shown as the Monthly [your agency] Payment to Owner is the agency monthly rent stipend.  If the consumer payment is to [your agency], then the Monthly [your agency] Payment to Owner is the monthly rent amount.)

  Other Resident Name and Other Resident Payment - These fields are included on the worksheet if the apartment is shared with a person who is not recorded in the census of any of your agency's program.  In these fields enter the name of the resident and any payment amount associated with that resident, respectively.

All other information on this worksheet is read-only, and is drawn from data entry done in the AWARDS Entitlements module and in the Operations module Lease Information feature.

  TIP: Lease information, including the owner's name, owner's address, lease start and end dates, and monthly rental amount, can be entered using the Operations module Leases feature.  This feature also captures the number of bedrooms for those situations when more than one person occupies an apartment and the number of bedrooms is used to allocate the individual rent payments.  For more information on entering or updating lease information, click here.

11. To enter new entitlements information, or to update existing information, click Entitlements.  An instructional pop-up is displayed, letting you know that any estimated utilities costs or public shelter allowance information must be entered into a Miscellaneous Entitlements record.

  TIP: If it is not necessary to enter or update entitlements records at this time, please skip to step 14.

12. Click OK to acknowledge the entitlements data entry instructions.  The Certified Entitlements page is displayed.
13. At this time a new entitlements record can be entered, or an existing record updated.  Use the following guidelines when determining what type of entitlement should be entered:

  Income-Generating Entitlements - This type of entitlement record should be used when entering SSD, SSI, net wage, or other income source information.

  Income Adjustments - This type of entitlement record should be used when entering adjustment information.

  Miscellaneous Entitlements - This type of entitlement record should be used when entering estimated utilities costs or public assistance shelter allowance information.  (If the consumer receives public assistance and 30% of their net income is less than the public assistance shelter allowance, the consumer rental payment will be the public shelter allowance amount.)

Once the data entry is complete for the selected entitlement and you have clicked UPDATE, the Stipend Worksheet is re-displayed.

  TIP: For more information on entering or updating entitlement records, click here.

14. Click SAVE.  A read-only report version of the Stipend Worksheet is displayed.

The process of filling out a Stipend Worksheet is now complete. 

Viewing a Payments and Stipends Report - Learn to view a read-only consumer rental payments and stipends report.

To view a read-only consumer rental payments and stipends report, complete the following steps from the AWARDS Home screen:

1. Click Administration from the left-hand menu, and then click Operations.  The Operations fly-out menu is displayed.
2. Click Rent & Utilities.  The Rent & Utilities menu page is displayed. 

3. Click the Residence Street Addresses drop-down arrow and select the address or residential program for which the report is to be viewed. The default value is "All Addresses."
4. Click the Database drop-down arrow and select "Reports."
5. Click Rental Worksheets.  The Rental Worksheets page is displayed.
6. Click the Renter drop-down arrow and select the consumer for whom the report is to be viewed.

  TIP: If a specific renter is selected, the worksheet report will include signature lines.  If "All Renters" is selected, the report will include one row for each renter with columns for net income, 30% of net income, estimated utility costs, consumer rental payment, agency monthly stipend, and [your agency] monthly payment to owner.  A total amount is also shown for each of these columns.

7. If a specific renter was selected in step 6, click the Form drop-down arrow and select "Payment" or "Stipend" to indicate which worksheet report is to be viewed.
8. Confirm that the Database option is set to "Reports."
9. Click CONTINUE.  The read-only report is displayed.  The contents of this page vary based on whether a specific renter or "All Renters" was selected in step 6.

The process of viewing a payments and stipends report is now complete.