Submission & Approval Process in TRIRIGAOVERVIEW OF HOW TO PREPARE, CREATE AND SUBMIT A LEASE

What does the leasing coordinator do?

Gathers all required documents first and confirms Lessee information(**Lessee may already be in TRIRIGA – check in system first)

Takes note of dates, times, spaces and labor required

Checks school calendar for conflicts and school holidays/teacher workdays

Reviews all information and costs with Lessee BEFORE entering data into TRIRIGA

Creates “Draft” lease in TRIRIGA and enters dates, times, spaces & labor required in system

Checks to make sure lease is complete, then submits to Principal for approval

Verifying Lessee eligibilityLeasing coordinator checks Sunbiz for Non-Profit status (if lessee is claiming non-profit status) or Status of Corporation (to determine if real company or not), reviews Certificate of Insurance for correctness, checks Certification of Tax Exemption (if lessee is claiming non-taxable status).

All required documentation should be in electronic format to upload files to TRIRIGA.

Dates, Times, LaborCheck for availability of days, rooms/spaces, times and labor required

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Check if spaces/rooms needed for lease are already in TRIRIGABefore creating the reservations in the lease itself, make sure that the spaces/rooms the lessee wants to use have been configured as “Reservable” in TRIRIGA:

Creating a new leaseUnder “Quick Adds” (on TRIRIGA portal page), click on “Rental Contract”

Steps for creating a “draft” lease1. Enter Event name, 2. Enter Event Description, 3. Select (Find) Lessee Company, 4. Click on “Create Draft”

Add reservations and laborPlease see TUGs entitled “Creating a One-time Reservation” and “Creating Recurring Reservations” for specific step-by-step instructions to add reservations and “Adding Labor to Your Lease” to add labor in TRIRIGA. When completed, the lease will look something like this:

Submit for ApprovalWhen leasing coordinator has reviewed lease for completeness, the last step is to click the “Submit for Approval” button in the upper right-hand corner of the lease:

What does the school principal do?

Receives a notification when a lease is waiting for approval

Logs into TRIRIGA to review all pending action items

Follows 3-step process to “Approve” or “Return” the lease(Approve moves leasing to Real Estate for final approval;Return sends lease back to leasing coordinator for correction.)

The date that the principal approves lease in system is considered the “Approval” date

When leasing coordinator prints lease, principal’s (electronic) signature and date approved appear on printed lease.

What does the Real Estate group do?

The Real Estate group reviews ALL leases submitted by more than 180 school centers for correct charges and proper documentation

Gives final approval for leases that have been completed properly

Returns leases (to leasing coordinators) that need to have charges corrected/adjusted or do not have sufficient documentation

Advises school centers on Community Leasing of School Facility policies

No longer keep signed, original leases – schools are responsible for maintaining all leasing files/documents

Approval NotificationWhen the lease has gone through the entire approval process, the leasing coordinator who submitted the lease will receive an approval notification:

Notification tabThe leasing coordinator can monitor the progress of the lease approval by checking the “Notification” tab of the lease that has been submitted for review. You will be able to see where the lease is in the approval process. You will also be able to see any comments that may have been added:

Notes & DocumentsBe sure to add any relevant information that might be helpful for future audits or other school employees who may need to be apprised of any special circumstances involving the lease or lessee.

Reports tab: Printing your leaseTo print your lease, navigate to the “Reports” tab. Once you click on the tab, the system will start to generate the lease as in below:

Reports tab: Printing your leaseTRIRIGA will generate a preview of your lease:

Reports tab: Printing your leaseYou will then (1) click on the printer icon, (2) click on the “PDF” button, (3) click on “OK”

Reports tab: Printing your leaseTRIRIGA will generate a PDF file of your lease which you can either save or print:

Reports tab: Printing your leaseClick on Print (1) to print your lease to your local/network printer, but check to make sure your default printer is selected (2)

Don’t forget!Things to check before creating your lease

Is LESSEE COMPANY in the system?

Gather ALL required paperwork FIRST

Review CALENDAR to confirm days match

Write down the DATES and TIMES

If the reservations are repeating, use the RECURRING function

Are your spaces in the system? (Check Reservable Spaces tab)

Check on what type of LABOR is required for the lease

Confirm the START/END times for personnel

Is AIR CONDITIONING or LIGHTING needed?

“Signing Out” of TRIRIGAWhen you are finished, don’t forget to sign out of the system by clicking on “Sign Out”