NHE, Inc. Community Manager Month-End Certification

Month/Year: ___________________

Property Name: _________________________Community Manager Name: _________________________

Please initial all tasks and fill out all required information as each task is completed. Then sign the bottom signifying that,

as of that day, all tasks are completed as per procedure. Scan and email to your Regional by 4:00 pm on the 25th of

each month.

_______ 1. EIV Reports have been pulled and placed into binder. All discrepancies have been researched, corrected, and

documented. 90-day move-in report completed and sent to Lynn Carty.

# of discrepancies (Name/Unit):____________________________________________

# of New Hires (Name/Unit):_______________________________________________

_______ 2. Recert notices have been sent out. (1st, 2nd, and 3rd if applicable.)

_______ 3. Files sent to Lynn Carty per procedure. (List files in Lynn’s format.)

List any AR files not sent to LC within 30-day timeframe:________________________

_____________________________________________________________________

List any correction files working on:_________________________________________

_____________________________________________________________________

List any files sent to Lynn for approval that are pending:_________________________

_____________________________________________________________________

_______ 4. All money has been entered into Yardi and all bank deposits have been deposited into the bank.

_______ 5. All applications have been added to wait list. # of apps received this month: ___________________

If no new applications, what marketing steps have been implemented?

________________________________________________________________________________

_______ 6. All move-ins, move-outs, and Final Account Statements have been completed and entered into Yardi and sent

to acct. specialist/Lynn Carty. List below name, date, and apt #:

MI: ___________________________________________________________________

MO: __________________________________________________________________

Security Deposit Disposition Letters: ________________________________________

_______ 7. All special claims eligible for reimbursement during the month have been submitted and updated sheet was

sent to accounting department and RPM on the 1st.

Vacancy Special Claims submitted $_________________Date:___________________

o Name/Apt#:______________________________________________________

Unpaid Rent and Damages $_________________Date:___________________

o Name/Apt#:______________________________________________________

_______ 8. All payables have been entered into Yardi weekly.

Community Manager Month-End Certification 1 of 3 Feb 2016 Rev

_______ 9. Replacement schedules have been updated. Replacement schedules are to be emailed to Regional with this report. Capital Items purchased during the month:

Item: ________________ Unit: ____________ Cost: _$_______________

Item: ________________ Unit: ____________ Cost: _$_______________

Item: ________________ Unit: ____________ Cost: _$_______________

_______ 10. Apartment/property inspections are complete. Date: ____________________________

_______ 11. Receivable Aging Detail Report has been reviewed and is correct, current and past residents. (Attach a copy of both reports). All notices have been sent to residents. All resident charges have been posted to ledger.

Current resident delinquency: $__________________.

Prepaid Total: $__________________.

Past resident balances: $__________________.

Amount sent to collections: $__________________.

o Name/Apt #:____________________________________________________

Amount written off: $__________________.

o Name/Apt#:____________________________________________________

_______ 12. I reviewed the current “Affordable Rent Roll” and “Affordable Unit Vacancy”. (Attach both reports).

# Occupied Apartments _________Rent Potential $__________________

# Vacant Apartments __________Vacancy Loss $__________________

_______ 13. Completed workorders have been completed in Yardi.

# of hours maintenance worked this month:_________________ (Pull from timecard)

# of completed workorders:_____________________

# of uncompleted workorders:____________________________

_______ 14. Yardi “Daily Activity” monitored through-out month and there are no outstanding issues.

_______ 15. List vacant apartment(s), how many days vacant and pending applications:

_______________________________________________________________________________

_______ 16. All site employees up-to-date on Grace Hill classes: Yes_________ No_________

_______ 17. Petty Cash Reconciled: Cash $_________________ Receipts $________________ Total: $____________

Comments:

___________________________________________________________________________________________

___________________________________________________________________________________________

_____________________________________________________________________________________________________

_____________________________________________________________________________________________________

_______________________ _____________________________________________________ Manager Signature Date

Community Manager Month-End Certification 2 of 3 Feb 2016 Rev

Community Manager Month-End Certification 3 of 3 Feb 2016 Rev

Instructions for Completing Month-End Certification

1. EIV Reports and 90 day MI reports: Make sure to contact your Regional if you have ANY discrepancies

or new hires!! These items must be immediately addressed!!

2. 30/60/90/120 day notices are distributed and filed.

3. List any files not sent to LC by the 30 day time frame. Please list as you do on your subject line in

emails to Lynn.

4. This includes rent, laundry income, and any other funds received.

5. If this number is zero, you should be doing additional marketing unless you have a hefty waiting list (6

or more). Please be prepared to show your marketing file….ie ads, flyers, and lists of where they have

been distributed.

6. List names and dates of Move–ins, Move-outs, and names of Security Deposit Dispositions mailed and

the date they were mailed.

7. Vacancy Claims spreadsheets to be emailed to accounting specialist and RPM on first of each month.

Spreadsheet should also be updated during the month as needed.

8. Please comment on any late payables sent in in the comment section.

9. This includes HVAC units, water heaters, stoves, refrigerators, flooring, and office inventory.

10. Date of last inspection. Any serious issues (hoarders, bed bugs, etc.) please contact your RPM.

11. If you don’t understand a resident balance, please call your accounting specialist or RPM to get

clarification. Past resident balances should only be within 30 days old, then they go to collections the

next month, then they are written off (email RPM to do this).

12. Both reports are under “Affordable Reports”. Rent potential is the total rent you would receive if you

were 100% occupied. Even if you move out and move in a tenant into a unit during the same month

you may still have vacancy loss so always pull and include that amount.

13. Maintenance hours for the month based on their timecard.

14. Outstanding issues in Daily Activity could include unqualified certs, incomplete certs, expired leases,

etc.

15. If no pending applications for vacancies please explain marketing efforts.

16. List any Grace Hill classes not up-to-date on and explanation.

17. Please make sure you always have enough petty cash for evictions if needed.

******If the answer does not apply please put “0”.

******Keep reports and attachments in a binder separated by month tabs to be

inspected during site inspections.