New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1642 - Basic Instructions › Subpart 1642-4 - Tenant Accounting › Section 1642-4.3 - Tenants accounts receivable ledger

Current through Register Vol. 46, No. 28, July 10, 2024
This record has been given the short title, tenants
						  ledger. The procedures described herein are generally applicable to all types
						  of operations.
(a) Preparation of
						ledger. The preparation of the tenants ledger sheets, the assigning of account
						numbers, and the arrangement of the sheets by account numbers has been
						described in section
						1642-3.13, to which reference
						should be made.
(b) New accounts.
						As described in section
						1642-3.13, a new tenants ledger
						sheet is prepared as a unit or space is leased. The authorization for a charge
						to a new tenant moving in shall be a move-in and collect notice (Exhibit 32,
						Appendix S-8) prepared and approved by the project manager. A charge to a
						tenant transferring from one unit to another shall, be supported by a move-out
						notice (Exhibit 33, Appendix S-8) and move-in and collect notice, prepared and
						approved by the project manager. The pro rata rent specified in the move-in
						notice shall be checked against the pro rata rent schedule to ascertain the
						correctness of the computation. Referring to the pro rata rent schedule,
						outlined in section
						1642-4.2, where the effective date
						of tenancy of a tenant moving into a dwelling unit with an authorized monthly
						rent of $19.95 was June 2, the pro rata rent charge to the tenant for the
						balance of the month would be $19.29.
(c) Posting monthly rent charges. As of the
						first day of the month, there shall be posted to each tenant's account, the
						authorized monthly rent appearing in the heading of the tenants ledger sheet or
						card. The authorized monthly rent consists of the basic rent and the rent
						surcharge, if any. It will not be necessary to post the basic rent and the
						surcharge separately. Simultaneously, all units vacant or vacated on the last
						day of the preceding month shall be listed, by account number, in the rent roll
						and vacancy loss control book (Exhibit 26, Appendix S-8), the full monthly
						basic rent being entered in the vacancy loss debit column (column 18). The sum
						of the total charges to tenants accounts and to vacancy losses, as determined
						by an adding machine tape, shall agree with the total authorized dwelling rent
						roll, as of even date, as reflected in the rent roll and vacancy loss control
						book. Interim rent charges shall be posted to the tenants ledger from move-in,
						and move-out notices, and rent change authorizations, signed by the project
						manager. In order to post the rental charges before the first day of the month,
						it may be necessary to close the last day's business early. If this practice is
						followed, subsequent transactions that day shall be dated as of the first day
						of the following month.
(d)
						Collections.
(1) In most instances, tenants
						will be required to pay a full month's rent prior to occupancy. In the instance
						cited in subdivision (b) above, a tenant moving into a unit with an authorized
						monthly rental of $19.95 would be charged to $19.29 for the remaining part of
						the month if the effective date of occupancy was June 2. Prior to occupancy,
						the tenant would, however, pay the full month's rent of $19.95. As of June 30,
						the tenant's ledger sheet would show a credit balance, indicating prepaid rent,
						of $.66. On July 1, the tenant would be charged the full month's rent of
						$19.95, but would pay only the difference between the full month's rent and the
						prepaid balance, or $19.29.
(2)
						Receipts shall be issued for all collections and shall be prepared in
						duplicate. A specimen form of receipt, for a hand posting system, is shown as
						Exhibit 21 of Appendix S-8. One copy shall be given the tenant and the
						duplicate copy shall be kept at the project office for posting purposes.
						Receipts for hand posting shall be prenumbered. When a receipt is "voided", the
						original and duplicate shall be so marked and both copies stapled and retained.
						The receipt shall be signed by the person handling the transaction and may be
						further validated by an official stamp. Each person authorized to collect rents
						should be assigned a set of receipts for his or her sole use. A control record
						shall be kept of all receipt forms purchased and issued.
(3) As an aid in proving the cash received
						against the receipts issued during the day and in making up the summary entry
						in the cash receipts register, it is recommended that a daily collection sheet
						be utilized. A specimen form of daily collection sheet is shown as Exhibit 27
						of Appendix S-8. The essential minimum information which should be recorded on
						a daily collection sheet (if used) upon the issuance of a receipt is the
						receipt number, tenant's account number, name of tenant, and amount received.
						The specimen form of daily collection sheet exhibited provides additional
						columns to indicate the mode of payment, the analysis of the amounts received
						and to record such circumstances surrounding the payment as may be deemed
						pertinent. The information provided by such additional columns is desirable but
						not essential as it is already of record on the duplicate receipt. It should
						not be insisted upon if its recording simultaneously with the minimum essential
						information proves to be too burdensome on the cashier and unduly holds up the
						line of tenants seeking to make payments. The daily collection sheet exhibited
						can also be used to handle amounts received at the project office from others
						than tenants, such as commissions on washing machine and coin telephone
						installations. If so used, all cash received at the project office can be more
						readily accounted for and controlled.
(4) Adequate provisions shall be made for the
						safekeeping of collections while on the project premises or in transit to the
						bank. Collections, for example, should not be permitted to accumulate in the
						cash drawer, but should be placed in the project safe until the daily deposit
						is made up, etc.