Program Directors have the primary responsibility for management of program sites, negotiation of leases, and general landlord relations. Part of this responsibility is making sure that the Fiscal Department is notified of any changes in client living situations that would have a financial impact. To ensure that necessary lines of communication are maintained, the following procedures should be followed.
CLIENT MOVING INTO A NEW SITE
When a client moves into a new apartment, whether the client is new to the agency or is a current client moving to a different living situation, several forms must be completed:
1) Lease: If ServiceNet, as opposed to the client, him/herself, is going to be responsible for paying rent to the landlord, there should be a lease. If the landlord does not have a lease form, the Fiscal Department has a generic lease that can be used. The lease must be signed by the Director of Administration and Finance. Program Directors do not have authority to sign leases or contracts on behalf of ServiceNet.
Once the lease has been signed by both the landlord and an authorized ServiceNet representative, the original lease should be forwarded to the Controller in the Fiscal Department. A copy should be retained at the program for your records.
2) Security Deposit/Last Month's Rent Receipt: If the landlord requires a security deposit and/or last month's rent, you will be given a receipt form for these items at the time the check is issued. This receipt must be signed by the landlord and returned to the Controller as soon as possible. It is our permanent documentation that we have paid this money to the landlord, so that we will be able to prove our right to a refund when the client vacates the apartment.
NOTE: Items (1) and (2) also apply to any extensions of or changes to existing leases.
3) Checklist for Client Entering Apartment: This is an internal checklist the contains information needed for accounting and insurance records. It should be completed and submitted to the Fiscal Department within the first month of the client's occupancy of the new site. NOTE: This form must be completed if ServiceNet is paying any costs (e.g. utilities) for the apartment, even if the agency is not paying the rent (e.g. if the client has a housing subsidy).
NOTE: It is the responsibility of the Program Director to arrange for utilities and heat to be activated. Telephone set-ups may not be done by program staff and must be coordinated with the Business Manager.
4) Insurance Company Form: This form is required by our property/liability insurance company for any new sites to be covered by our insurance. It should be submitted to the Fiscal Department with the Checklist.
CLIENT VACATING AN APARTMENT
If a client is going to be leaving an apartment it is critical that the Fiscal Department be notified immediately (i.e. as soon as you are aware this will be happening) so that we make sure we settle out last month's rent and security deposits. Also, the accounts payable staff need to know when to expect a final billing on utilities, phones, etc.
It is the responsibility of the Program Director to arrange for termination of all utilities, including heat, electricity, and cable TV service. Termination or transfer of telephone service should be coordinated with the Business Manager.
To facilitate this process and the related communication, the Checklist for Client Vacating Apartment should be completed and submitted to the Fiscal Department.