Regional Manager Inspection - Month One (Administrative and Misc)
NOTE: Please select compliant if a question does not apply. Any items marked non-compliant or minor issue requires detailed comments. Photos must be provided for each area.
Date of Inspection:
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-
Month
-
Day
Year
Date
Property Name:
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Property Manager:
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First Name
Last Name
Property Manger Email:
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example@example.com
Regional Manager:
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First Name
Last Name
Regional Manager Email:
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example@example.com
Vice President or Regional Vice President:
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First Name
Last Name
Vice President or Regional Vice President Email:
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example@example.com
Work Order Management
Summary of Open Work Orders as of Today
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# of Work Orders
> 24 hours
24 - 48 hrs
> 48 hours
Please explain for any items listed non-compliant.
Please attach the current work order report as of today.
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Unit Inspections
Have the required occupied unit inspections been completed?
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Yes
No
Are the inspections uploaded into Sharepoint into the correct folder per the policy?
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Yes
No
Please explain for any items listed non-compliant.
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Please list all units from occupied unit inspections.
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P Card
What is the date of the last p-card reconciliation?
Date
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-
Month
-
Day
Year
Date
Please explain for any items listed non-compliant:
Budget/Accounting Control
What is the current delinquency?
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Upload Current Delinquency Report:
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If over 2%, please explain reason and action plan.
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Have the financials been reviewed with the Property Manager?
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Yes
No
If no, explain why.
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Are there any outstanding HandyTrak invoices that need to be obtained from the vendor?
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Yes
No
Have the appropriate pet fees and pet rent be setup in Yardi?
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Yes
No
Please select one of the following regarding washers and dryers.
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All occupied units are being charged for rental or have provided proper insurance that is uploaded into Yardi as an attachment if they are using their own.
There are some occupied units that do not have monthly charges for washer and dryer and no insurance uploaded.
Are there any invoices over 30 days not paid?
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Yes, explain below
No
Please explain for any items listed non-compliant:
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Conservice
Are all the meters checking in?
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Yes
No
Is the meter health 97% or above?
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Yes
No
Is the vacant recovery report blank?
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Yes
No
If it is not blank, has the resident been sent a 7 day notice to cure?
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Yes
No
Is the manager receiving the month report from Conservice? It is sent to the community email address.
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Yes
No
Please explain for any items listed non-compliant:
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File Review/Compliance
Number of Files Expiring:
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Total Expiring:
Total Completed:
120 days
90 days
60 days
30 days
Past Due Recerts
Move In File Review (All new move ins since last review):
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# Compliant
# Not Compliant
Organization
Completed Checklist
Lease Matches Yardi
Deposits Match Yardi
In Compliance
PetScreening Profile
Pet, Storage, Parking W/D Charges
Move In File Review (Summary from above for scoring):
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80-100% Compliant
40-79% Compliant
0-39% Compliant
Organization
Completed Checklist
Lease Matches Yardi
Deposits Match Yardi
In Compliance
Pet Screening Profile
Pet, Storage, Parking W/D Charges
Please explain for any items listed non-compliant:
*
Renewal File Review (minimum of 10% of renewals since last review):
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# Compliant
# Not Compliant
Organization
Completed Checklist
Lease Matches Yardi
Deposits Match Yardi
In Compliance
PetScreening Profile
Pet, Storage, Parking, W/D Charges
Renewal File Review (Summary from above for scoring):
*
80-100% Compliant
40-79% Compliant
0-39% Compliant
Organization
Completed Checklist
Lease Matches Yardi
Deposits Match Yardi
In Compliance
PetScreening Profile
Pet, Storage, Parking, W/D Charges
Please explain for any items listed non-compliant:
*
Move Out File Review (select 2 from Move Out Report)
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# Compliant
# Minor Issues
# Needs Improvement
Organization
Completed Checklist
SODA Processed On Time
Appropriate Back Up Documentation Uploaded to Support Charges
Move Out File Review (Summary from above for scoring):
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80-100% Compliant
40-79% Compliant
0-39% Compliant
Organization
Completed Checklist
SODA Processed On Time
Appropriate Back Up Documentation Uploaded to Support Charges
Are there any pending items in Hunter Warfield for files pending collections?
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Yes
No
Was the program report file upload completed in a timely manner?
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Yes
No
Please explain for any items listed non-compliant:
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Employee Units
Does this property have an employees living on site?
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Yes
No
Apartment #:
*
Employee Name:
*
First Name
Last Name
Employee Unit File
*
Yes
No
Employee Addendum Present for all Files and Submitted to Operations
Preferred Compliance Approval
Charges
*
Yes
No
Lease Charges Match Yardi
Deposit Charges Match Yardi
Is this an exempt unit?
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Yes
No
Has this unit been inspected in the past year?
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Yes
No
On what date?
*
-
Month
-
Day
Year
Date
Is the inspection uploaded into SharePoint?
*
Yes
No
Does the employee have a pet?
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Yes and the charges are in Yardi
No
Does the employee rent a washer and dryer?
*
Yes and the charges are in Yardi
No and a copy of renters insurance has been provided to Operations
Current Balance On Ledger:
*
Attach Ledger:
*
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Please explain for any items listed non-compliant:
*
Does this community have another employee living on site?
*
Yes
No
Apartment #:
*
Employee Name:
*
First Name
Last Name
Employee Unit File
*
Yes
No
Employee Addendum Present for all Files and Subitted to Operations
Preferred Compliance Approval
Charges
*
Yes
No
Lease Charges Match Yardi
Deposit Charges Match Yardi
Is this an exempt unit?
*
Yes
No
Has this unit been inspected in the past year?
*
Yes
No
On what date?
*
-
Month
-
Day
Year
Date
Is the inspection uploaded into SharePoint?
*
Yes
No
Does the employee have a pet?
*
Yes and the charges are in Yardi
No
Does the employee rent a washer and dryer?
*
Yes and the charges are in Yardi
No and a copy of renters insurance has been provided to Operations
Current Balance On Ledger:
*
Attach Ledger:
*
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Please explain for any items listed non-compliant:
*
Does this community have another employee living on site?
*
Yes
No
Apartment #:
*
Employee Name:
*
First Name
Last Name
Employee Unit File
*
Yes
No
Employee Addendum Present for all Files and Subitted to Operations
Preferred Compliance Approval
Charges
*
Yes
No
Lease Charges Match Yardi
Deposit Charges Match Yardi
Is this an exempt unit?
*
Yes
No
Has this unit been inspected in the past year?
*
Yes
No
On what date?
*
-
Month
-
Day
Year
Date
Is the inspection uploaded into SharePoint?
*
Yes
No
Does the employee have a pet?
*
Yes and the charges are in Yardi
No
Does the employee rent a washer and dryer?
*
Yes and the charges are in Yardi
No and a copy of renters insurance has been provided to Operations
Current Balance On Ledger:
*
Attach Ledger:
*
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Please explain for any items listed non-compliant:
*
Does this community have another employee living on site?
*
Yes
No
Apartment #:
*
Employee Name:
*
First Name
Last Name
Employee Unit File
*
Yes
No
Employee Addendum Present for all Files and Subitted to Operations
Preferred Compliance Approval
Charges
*
Yes
No
Lease Charges Match Yardi
Deposit Charges Match Yardi
Is this an exempt unit?
*
Yes
No
Has this unit been inspected in the past year?
*
Yes
No
On what date?
*
-
Month
-
Day
Year
Date
Is the inspection uploaded into SharePoint?
*
Yes
No
Does the employee have a pet?
*
Yes and the charges are in Yardi
No
Does the employee rent a washer and dryer?
*
Yes and the charges are in Yardi
No and a copy of renters insurance has been provided to Operations
Current Balance On Ledger:
*
Attach Ledger:
*
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Please explain for any items listed non-compliant:
*
Compliance
Is a termite bond on file?
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Yes
No
If applicable, has the MOU binder been reviewed?
*
Yes
No
This property does not have MOU requirements
Is the MOU at the property being met?
*
Yes
No
Please explain for any items listed non-compliant:
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Marketing
Do the following online accounts have accurate information (phone, email, website, current content, professional photos, address, rent amounts, etc)
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Yes
No
N/A
Property Website
Google Listing
Any Other ILSs - Apartments.Com, etc.
Social Media Accounts
FHFC Site
Affordable Housing Sites
Has the current Property Manager ever visited the housing authority?
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Yes
No
When was the last time the property manager visited the housing authority?
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-
Month
-
Day
Year
Date
Was any follow up sent?
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Yes
No
Why not?
*
Upload the follow up.
*
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Please explain for any items listed non-compliant:
*
Administrative
Has the Resident Activity Tracker binder been reviewed?
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Yes
No
Did the community participate in the HTGM Cares Community standard event last month?
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Yes
No, no event was held
No, but held an alternative event
Were all the performance reviews that were due for each staff member completed last quarter?
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Yes
No
Are there any staff concerns or performance issues?
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Yes
No
I have verified that all appliances replaced have been recorded with the documenation required per "Adding Appliances and Assets in Yardi Voyager" policy.
*
Yes
No
Please explain for any items listed non-compliant:
*
Overall Comments
Please provide any additional comments including action plan to correct non-compliant items.
*
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