Send First Notice and Questionnaire

This is the first step in the Annual Recertification Process.  In this step you will print the 1st Notice and Questionnaire for the tenant to fill-out and return to you for the recertification, and log that this notice has been sent.  If you have any other documents set-up to print with the questionnaire, such as a letter to the tenant, you can select (or de-select) those to print as well.  Forms available to be printed with this task are assigned to the Annual Recertification: Produce/Reprint Questionnaire Document Group at System Administration > Maintain Documents - Maintain Document Groups.

Sending out the first notice will result in the household remaining in the Send Notice stage with a status of "awaiting tenant response".  The household will keep that status until a 2nd Notice is due.

The list of households will include every household where their next recertification date is within the days range as specified for 1st Notices on the Community Detail > Program Groups tab and who have not already been sent the first notice.

How do you get here?

Occupancy and Compliance Detail Annual Recertification Tab Tasks Send First Notice and Questionnaire

To Send First Notice and Questionnaire:

1. Enter the Notice Send Date.  This is the date you intend to mail the 1st Notice.  This date will print on the top of the Annual Recertification Questionnaire.

2. Select one or more or all households.  You can select to include or exclude Voucher Holders from the list

3. Click Next.

4. Select the available forms you want to print by clicking the box next to the document name.

• You can also use the Select All and Deselect All links to help in making your selections.

• Documents included in the "Annual Recertification: Produce/Reprint Questionnaire" Document Group (System Administration > Maintain Documents - Maintain Document Groups) will be included in the list of available documents.

5. Specify the number of copies you want for each document.

• You can preview many of the documents in Microsoft Word, make changes, and print them within Microsoft Word by clicking the preview icon.

• A document is available in the "Annual Recertification:Produce/Reprint Questionnaire" document group called "Annual Recertification - Questionnaire Summary Sheet".  This document lists the members, emergency contacts,  assets, income and expenses for the household.  This can be used as an attachment to show current information, for customers that prefer to use their own questionnaire.

• Household User Codes can be flagged to be included on the Annual Questionnaire.  Household User Codes are maintained at System Administration > User Codes.

• For households in a Funding Program Group where only Tax Credit rules apply (i.e. - there is NO funding program in the group where HUD, PHA or USDA rules apply), the questionnaire will not include the questions on Medical or Child Care Expenses.

6. Click Finished to print the questionnaire and any other documents you selected.

7. A pop-up will appear stating "You have successfully created the questionnaire for this household."  Click OK.

Related Topics:

Annual Recertification Process