PHA Web Tenant Accounting and ACH Upload Procedures

Procedure Identification: Select Procedure Number 2: Apply Credits located at the bottom of the list.
Program Selection: Select the program (Public Housing or Affordable). Public housing is typically processed first.
Project Settings: Set to All Projects.
Date Configuration: Use the date of $05/01$ (or current first of the month).
Financial Period: The system may default to the previous month (e.g., April) because it is the "end of the month" processing.
Manual Application Process: - A list of accounts with credits will appear. - Each account must be opened manually by clicking Open. - If there is no existing balance to apply the credit to, click Next. - Credits without an applicable balance will remain on the account until manually zeroed out or paid back to the tenant. - Post the credits by clicking Post after reviewing the list.
Affordable Housing Process: Repeat the same selection and posting steps for the "Affordable" program.

Procedure Identification: Select Advance Financial Period from the top of the procedures list.
Execution for Both Programs: - Select Public Housing and click Save. - Select Affordables and click Save.
Purpose: Moving the financial period forward allows the system to recognize the new month for recurring transactions and rent posting.

Return to Procedure Number 2: Apply Credits.
Action: Some credits may only show up or become applicable after the period has been advanced.
Streamlining: Use the Apply All button to see if the system can automatically match credits to the new month's charges.
Result: If nothing applies, the system will indicate "nothing to post."

Procedure Identification: Select Procedure Number 1: Create Monthly Recurring Transactions.
Public Housing (PH) Specifics: - Change the Control Group Date to the first of the month (e.g., $05/01$ ). - Financial amount is derived from a specific report (in this specific instance, the total total column was listed as $\$40$ ). - Click OK to generate.
Affordable Housing Specifics: - Select Affordable from the program column. - Click OK to see the system-calculated amount. - In the specific case discussed, the amount was $\$36$ . - Note: This amount must be manually typed into the top field before the system allows the user to click Post. - Final Steps: Post the transactions and print the report.

Procedure Identification: Select Generate Monthly Direct Payments.
Timing and Dates: - The Control Group Date should be the first of the month. - The Withdrawal Date is typically the $3rd$ of the month. - The 48-Hour Rule: The bank requires a $48$ -hour lead time. If the $3rd$ falls on a weekend, the date must be adjusted (e.g., moving it to the following Monday, such as the $4th$ ).
File Creation Process: - Click OK. - Wait for the system to calculate the total amount. - Input the system-calculated amount into the top field to enable posting. - Click Post and then Print Report for documentation of all amounts being pulled from tenant bank accounts.
Saving the Export File: - The file must be saved in the specific network directory: HAB HMS -> Deploy -> Tarbank. - Save the file as Tarbank.

Login: Access the bank portal (Navigate).
Security: Requires a security token for every session.
Path: Navigate to ACH Upload -> Pass-through file.
Account Selection: Select the General Fund.
Uploading: - Click Browse. - Go to the Deploy folder and select the Tarbank file saved previously. - Click Upload.
Approval Workflow: - The person performing the upload generally does not record the final approval. - A Director-level employee (specifically Bridget or Sue) must log in and "OK" or approve the bank upload to finalize the transfer of funds.

Q: What happens to credits that sit on the account?
A: They sit there indefinitely unless a decision is made to pay the tenant back or if the balance is manually zeroed out by accounting. Some tenants pay extra, which creates these hanging credits.
Q: Can the person uploading the file also approve it?
A: While the software might technically grant access to both upload and approve, standard internal procedure requires a different person (a Director) to approve for security and oversight purposes.

Payroll Corrections: Any corrections to previous payroll dates should not be edited directly in the main ledger; they must be submitted as a refund request.
Documentation Requirements: Specific payroll dates and contribution sources must be detailed in the request.
System Path: Use Plain Focus -> Left side navigation -> Service Request -> Refund Request Form.
Bulk Requests: If a request involves more than $9$ members or $30$ rows of data, the user must use the attached bulk request template rather than the standard form.