When and why do I use the Swap Counted Group Task?
Funding programs typically have specific income targeting requirements or unit counts that need to be maintained. Property Manager will keep track of these requirements and make it easy for you to monitor.
The Swap Counted Group task at the household (and at the unit) allows you to swap a household or a vacant unit from one funding program group into another one.
To complete the Swap Counted Group task correctly the first time, make sure the following requirements are met:
The unit you are swapping to a new funding program group is eligible to be counted in the new funding program group. If the unit is not already eligible use the Add Unit to a Program Group task on the Unit Detail > General Tab.
If a household is moved out of a subsidized program and another qualified household does not replace the contracted unit, errors will appear. The kind of errors received will pertain to the funding program. So make sure that when you move a household out you replace the household with another qualified one.
To check the total number of units in a contract to make sure everything is in balance you can do the following: Go to the Community Detail > Contract tab - on the left hand side of the page you will see a list of current contracts.
Select the contract you want to look at
For HUD contracts make sure the Subsidy Type, Total Units is the same quantity as the Current column in income layers.
For RD contracts make sure the combined total of the column in Income Layers, Current column need to match the Occupancy by Unit Class, Total Count
For Tax Credit contracts check to make sure Income Layers Current column matches the Occupancy by Unit Class, Count Column.
Another option that you can use to check the number of units in a contact would be to run a rent roll report.
Make sure you are swapping a household for the correct date.
With Tax Credit households when you are making the swap make sure you select the correct income layer. If the income layer is not selected, the default layer will be set to Tax Credit Ineligible and, if left unnoticed, will present problems for tax credit forms and reports.
If you miss any information that needs to be included on the certification, go through the task again and choose "No Changes".