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 1642-4.7 - Rent roll and vacancy loss control book

Current through Register Vol. 46, No. 28, July 10, 2024
(a) This form (Exhibit 26 of Appendix S-8)
						provides a recapitulation of the interim dwelling rent adjustments resulting
						from move-ins, move-outs, transfers, and changes in rent surcharges and a
						summarization of the changes in the rent roll. It also provides the
						predetermined figure for authorized rentals which controls the charges to
						tenants on the first day of the month (see §
												1642-4.4) and is the source of the
						figures for income from rents to be recorded in the general ledger and the
						income analysis ledger by journal voucher at the end of each month (see §
												1642-4.8, below). The rent roll and
						vacancy loss control book shall be a bound book. A separate rent roll and
						vacancy loss control book shall be maintained for each tenants
						ledger.
(b) Suitable modifications
						in the specimen form (Exhibit 26, Appendix S-8) and in the tenants charge and
						credit book (Exhibit 25, Appendix S-8) should be made where the need for the
						surcharge or retroactive surcharge classifications is not present such as, for
						example, in the operation of property included the related programs or in the
						operation of the site prior to demolition and construction. The established
						rent schedule of such property will not ordinarily vary from month to month,
						except as buildings are added or demolished. The established rent schedule will
						then be the control over charges and furnish the income figure to be recorded.
						The specimen form (Exhibit 26) may then be reduced to a vacancy loss control
						book to be operated in conjunction with the established rent
						schedule.
(c) The first entry for
						the month in the rent roll and vacancy loss control book is to record the
						surcharges at the beginning of the month, as brought forward from the previous
						month, in columns 10 and 20 of the form. The total of this figure and the basic
						rent schedule, which will have been recorded as the authorized dwelling rental
						on the last line of column 10 for the previous month, is the control over the
						charges to tenants accounts and to vacancy losses as of the first day of the
						current month, as described in subdivision (c) of section
						1642-4.3. The second step is to
						list the dwelling units vacant or vacated on the last day of the previous
						month, simultaneously with the posting of the authorized rent charges to the
						tenants' accounts, entering in column 15 the scheduled basic monthly rent for
						each dwelling unit so listed. Thereafter, the dwelling rent and vacancy loss
						adjustments resulting from move-ins, move-outs, transfers, and surcharge
						adjustments, as reflected in miscellaneous charge and credit tickets, are
						listed and entered in the appropriate columns. Detailed instructions follow:
(column 1) Enter here the date of the miscellaneous
						  charge and credit ticket. The initial entries for the basic rent, surcharges,
						  and vacancies at the beginning of the month should be dated the first day of
						  the month.
(column 2) Enter here the account number of the unit
						  being vacated, rented or with respect to which a surcharge adjustment or a
						  retroactive surcharge, based on a rent change authorization, is being effected.
						  Units vacant or vacated on the last day of the month shall be listed at the
						  start of the subsequent month as previously described. In order to provide for
						  the recording of the necessary information with respect to a unit as it is
						  rented, one line shall separate the listing of each vacant unit.
(column 3) Enter here the name of the tenant vacating
						  or moving into a unit or with respect to whom a surcharge adjustment or a
						  retroactive surcharge, based on a rent change authorization, is being effected.
						  With respect to those units vacant or vacated on the last day of the previous
						  month, enter the word "vacant".
(column 4) Enter here the number of the miscellaneous
						  charge or credit ticket.
(column 5) Enter here the date on which rent charges to
						  a tenant moving into a unit commence.
(column 6) Enter here the date on which the rent
						  charges to a tenant vacating a unit terminate. No entry will be made in this
						  column for those units vacant as of the last day of the previous month.
(column 7) Enter here the effective date of a surcharge
						  adjustment authorized by a rent change authorization.
(column 8) Enter here the full monthly surcharge to be
						  made to a tenant moving into a unit or the new monthly surcharge to be made to
						  a tenant on the basis of a rent change authorization, whether or not the
						  monthly surcharge to be made is greater or smaller than the old or former
						  monthly surcharge. Do not enter the difference between the surcharge to be made
						  and the old or former surcharge.
(column 9) Enter here the full monthly surcharge made
						  to the tenant vacating a unit or previously charged to a tenant affected by a
						  rent change authorization, whether or not such surcharge is greater or less
						  than the new surcharge to be made. Do not enter the difference between the old
						  and new surcharges.
(column 10) The amount appearing on the total line of
						  column 10 for the previous month shall be entered on the first line of this
						  column. No further entries are made in this column until the end of the month.
						  At the end of the month, the difference between columns 8 and 9 is entered in
						  column 10 on the net adjustments line and the amount on the first line of the
						  column, as adjusted by the difference between columns 8 and 9, is brought down
						  to the total line of column 10. To this total is added the basic rent schedule,
						  which does not change from month to month. The sum of the basic rent schedule
						  and the surcharges, as adjusted, is entered on the last line of column 10 as
						  the authorized dwelling rental, which controls the charges to be made as of the
						  first day of the subsequent month.
(column 11) Enter here the amount representing a
						  retroactive reduction in surcharges charged to a tenant, as supported by a rent
						  change authorization. Do not enter retroactive surcharges written off as a
						  collection loss (see § 1642- 4.6).
(column 12) Enter here retroactive surcharges made to
						  tenants, as supported by a rent change authorization.
(column 13) At the end of the month, enter on the last
						  line of this column the difference between columns 11 and 12. The amount
						  entered shall agree with the total net retroactive surcharges charged to
						  tenants, as per column 3 of the tenants charge and credit book and represents
						  the credit to income from retroactive surcharges to be recorded at the end of
						  the month (see §
													1642-4.8).
(column 14) Enter here the number of days the unit was
						  vacant.
(column 15) At the beginning of the month, enter in
						  this column the full basic monthly rent (exclusive of surcharges) of each unit
						  vacant or vacated on the last day of the previous month, indicating the total
						  amount of vacancies so listed by a pencil-footing. The difference between this
						  amount and the authorized dwelling rental as of the end of the previous month
						  shall equal the rent charges made to tenants' accounts as of the first day of
						  the current month. As units are vacated thereafter, the difference, between the
						  full basic monthly rent (exclusive of surcharges) and the pro rata basic
						  monthly rent (if any) through the charge-through date is entered in this
						  column.
(column 16) As units are rented, enter the pro rata
						  basic monthly rent for the fraction of the month charged to the tenant moving
						  into a unit. Pro rata surcharges to tenants moving in will be reflected in
						  column 19.
(column 17) At the end of the month, enter on the total
						  line of this column the difference between columns 15 and 16. The amount
						  entered represents the vacancy loss to be recorded for the month (see §
													1642-4.8).
(column 18) Enter here the pro rata portion of the
						  current monthly surcharge (representing unearned rent) which has been cancelled
						  with respect to a tenant vacating a unit. At the end of the month, the total of
						  this column is entered on the net adjustments line of the column.
(column 19) Enter here the pro rata rent surcharge for
						  the fraction of the month charged to the tenant moving into a unit. At the end
						  of the month, the total of this column is entered on the net adjustments line
						  of the column.
(column 20) The amount appearing in the total of column
						  10 for the previous month shall be entered on the first line of this column. No
						  further entries are made in this column until the end of the month. At the end
						  of the month, the difference between columns 18 and 19 is entered on the net
						  adjustments line of column 20, and the amount on the first line of the column,
						  as adjusted by the difference between columns 18 and 19 is brought down to the
						  total line of column 20. This is the amount recorded in account 3102 as income
						  for the month from dwelling rent surcharges, as described in section
						  1642-4.8, and shall agree with the
						  surcharges charged to tenants, as per the total of column 2 of the tenants
						  charge and credit book.