i-cam housing and urban development (hud only) … · i-cam housing and urban development (hud...

TM Associates Management, Inc. April 2010 Rev. 1

i-CAM Housing and Urban Development (HUD ONLY)

Self-Paced Training Manual

TM Associates Management, Inc. April 2010 Rev. 1

TABLE OF CONTENTS Chapter 1: Navigating the Report Preview screen ................................................ 1 Chapter 2: I-CAM HUD Monthly Processing Schedule ............................................ 2 Chapter 3: Backups ...................................................................................... 3 Chapter 4: Rent Precheck............................................................................... 4 Chapter 5: Post (Bill) Resident Rents ................................................................ 5 Chapter 6: Entering Resident Payments/Receipts ................................................ 6

Navigating the Payment Screen ...................................................................................... 7 Chapter 7: Entering HAP/Section 8 Voucher Receipts ........................................... 9 Chapter 8: Application, Credit & Criminal Check Fees ............................................ 9 Chapter 9: Escrow/Pet Receipts ...................................................................... 9

Receiving Security Deposits ........................................................................................... 9 Receiving Pet Deposits .................................................................................................. 9

Chapter 10: Bank Deposits ............................................................................ 11 Chapter 11: Recertifications (Annuals, Corrections, Interims) ............................... 14

Annual Certifications ................................................................................................... 14 Change in Income or Household Composition Recertification – INTERIM ............................ 15 50059 Correction Certification ...................................................................................... 15

Chapter 12: Bundling Certifications (TRACS/IMAX) ............................................. 17 Chapter 13: Bundling the Voucher (TRACS/IMAX) .............................................. 18 Chapter 14: Sending Certs and the Voucher to (TRACS/IMAX) ................................ 18 Chapter 14: Creating the HUD Voucher ............................................................. 19 Chapter 15: Posting the HUD Voucher .............................................................. 21 Chapter 16: The Move-In Process (from Applicant to Resident).............................. 22 Chapter 17: Move-Out Processing ................................................................... 29 Chapter 18: Security Deposit Dispositions ......................................................... 33 Chapter 19: Transferring a Resident ................................................................ 34 Chapter 20: Late Fee Processing ..................................................................... 36 Chapter 21: OTHER Charges (Maintenance/Damages/Legal, etc.) .......................... 37 Chapter 24: Processing PBE’S ........................................................................ 38 Chapter 25 - Miscellaneous Financial Activities ................................................... 39

NSF Check ................................................................................................................. 39 Correcting/Adjusting a Charge ...................................................................................... 39 Reassign Receipts ....................................................................................................... 40 Void Receipts ............................................................................................................. 42 Directly Applied Resident Concessions ........................................................................... 42

Chapter 26: Non-Resident Income (Laundry & Vending) ...................................... 44 Chapter 27: Closing the Month ....................................................................... 45 Chapter 28: System Reports .......................................................................... 46

TM Associates Management, Inc. April 2010 Rev. 1 Page 1

Chapter 1: Navigating the Report Preview screen The icons in the upper right hand side of the screen are:

Use the close button to go back to i-CAM when you are finished previewing the report.

Forward one page

Save the printout

Email

Print These four icons are all used to size your view of the report.

Back one page

First page

Last Page


Chapter 2: I-CAM HUD Monthly Processing Schedule Beginning of the Month Checklist: Rent Pre-check Post (Bill) Rents Approve your PBE’s (if you have PBE’s) Post your previous months HUD Voucher when Carmen or Kevin emails you Process Move-ins Process Move-outs Process Transfers Process Recertification’s Process Rent Receipts Process Escrow Receipts Process HAP/Section 8 Voucher Holder Receipts Create & Submit your HUD Voucher for the current month

End of the Month Checklist: Confirm all current month’s data has been entered (Move-ins, Move-outs, Recerts, Transfers) Confirm all deposits have been created and all money has been deposited in the bank Check the Net Receivables Report to confirm unpaid or overpaid balances

(If there is an incorrect balance, you may need to contact [email protected] to get it fixed, prior to closing the month.)

Check the Escrow Deposit Liability Reconciliation Report for correct Ending Balances Close the Month

mailto:[email protected]


Chapter 3: Backups

I-CAMS contains a backup program to save your data. The backup will appear once each day in your action items, however some days it is necessary to complete more than one backup. You can always click Activities Tools Backup (see picture below) at any time to do extra backups. It is extremely important that you backup regularly. If you make a big mistake in ICAMS sometimes our only option is to re-load the data back to your last backup. If your last backup was one month ago, you will be re-entering all data for that entire month. So it is very important to do a backup at least once a day.

TMAM recommends you make a backup before doing move-outs, move-ins in addition to the once daily backup.


Chapter 4: Rent Precheck

The Rent Precheck report shows all rent changes that will be taking effect this period. These changes may be the result of a rent increase, new lease, certification or month-to-month rate change. The report will be split into two sections: expiring leases that are not being renewed and lease renewals. It is important to review this list and make sure all changes appear and are correct. If a known change is not on the report, answer No to the ready to post rents message and make the necessary changes. Re-run the Rent Precheck action item until the report is correct, then answer Yes to the ready to post rents message.

1. To begin your month you must always start with processing the Rent Precheck. 2. Double Click the Rent Precheck Action Item 3. Confirm the Report has correct data:

a. If the report has correct data, click the Close button. Icams will ask if you are satisfied, click Yes

b. If the report has incorrect data, click the Close button. Icams will ask if you are satisfied, click No. Check that residents certification for the error, correct it and re-run the rent precheck.


Chapter 5: Post (Bill) Resident Rents

The Post Rents function appears as an action item on the first day of the period, after completing the Rent Precheck action. Rents should be posted after the rent precheck but before processing any other action items.

After executing the Post Rent Action Item, the system will display the following message. You must answer Yes in order to continue.

Important Note! Back up your i-CAM data before proceeding with Post Rent. There is no undo function.


Chapter 6: Entering Resident Payments/Receipts

All Resident’s receipts are to be entered in the Financial Collections screen.

1. Left Click on the resident in the upper right window (it should highlight them in blue) 2. Right click on the resident 3. Click Payment 4. Click Regular Receipt


Navigating the Payment Screen

• The Enter Receipt screen displays. The upper portion of the window concerns the payment being processed. The lower portion of the window displays a grid detailing the current status of the individual's account. This grid is blue at first, but turns white to allow editing as you move through the upper text fields.

5. Begin by entering the Date of Payment in the first text field.

6. The current date is displayed by default, but you may change it if necessary. Keep in mind that the Date of Payment is the date that will be noted for account auditing purposes. You must choose a date from the current accounting month.

7. In the field marked Payment Amount, enter the total amount of the payment.

8. Look at the grid. It displays the accounts that will be credited upon processing of this

payment.

9. Payments are always applied to Rent first. So if your resident is paying a maintenance fee or late fee, you will need to re-allocate the money to those accounts manually. Please see picture below.


10. In the field marked Type of Payment, click the down arrow to select the method of payment from a drop-down list.

11. If the payment is anything other than cash, additional fields will appear directly below the

Type of Payment field. 12. If the payment was in the form of a check, Traveler's Check, or Money Order, the Check

Number field is displayed. Furthermore, if a check is received, additional fields will appear to display any history of NSF checks.

13. If a receipt is desired, click the checkbox marked Print Receipt. 14. Click OK. You will be returned to the main collection screen.


Chapter 7: Entering HAP/Section 8 Voucher Receipts This section will explain how to post the Section 8 voucher payments you receive from your housing authority or other processor.

1. Go to Financial Hap Payments 2. Right Click in the White area on the right side 3. Click New 4. Before you enter any info, confirm that all residents receiving HAP is listed.

a. If a resident is not listed there is a certification issue. contact [email protected] if you cannot figure out how to fix the issue

5. Enter the total amount of the check in the “Payment Amount” Field 6. Enter each residents amount in their respective field 7. The total amount at the bottom must match the amount entered into the “Payment

Amount” field 8. Click OK 9. There is no deposit to be made, once you click ok ICAMs automatically creates the

deposit for you. Chapter 8: Application, Credit & Criminal Check Fees HUD DOES NOT ALLOW APPLICATION FEE’S, CREDIT FEE’S OR CRIMINAL FEE’S OF ANY KIND.

Chapter 9: Escrow/Pet Receipts Receiving Security Deposits To receive security deposits after move-in and print a receipt:

• Choose Financial Collection • Click on the resident’s name and right-click on the resident’s name and choose Payment

Escrow Receipt. • Enter the payment information. • Enter the payment amount. • Make sure the “Print a receipt” box is checked. • Choose OK.

Receiving Pet Deposits To receive Pet Deposits after move-in and print a receipt:

• Choose Financial Collection. • Click on the resident’s name and right-click on the resident’s name and choose Payment

Escrow. • Enter the payment information. • Enter the amount. • ICAMS will automatically put this in the Escrow, you need to manually remove it from the



Escrow and enter it into the Pet Escrow (See Picture) • Make sure the “Print a receipt” box is checked. • Choose OK.


Chapter 10: Bank Deposits Un-deposited Payments tab will contain all the receipts entered since the last bank deposit was prepared. This will include resident receipts and miscellaneous income. Deposits tab displays the history of deposits for the property. This list includes subsidy payments as well as regular and escrow deposits. To make a deposit:

1. Go to Financial Banking 2. Right click anywhere in the right window 3. Click Create Deposit


• The Bank Deposit Document wizard displays:

• Note: Operational or Escrow account deposits must be created as separate operations.


After reviewing and approving the list of payments to be included on this deposit, click Next. The Deposit Summary page allows you to verify the entire deposit. It shows you the deposit number, the number of receipts being included in this deposit, the total amount of the deposit, and the date of the deposit. Note that you may change the deposit date to indicate a past deposit, but only within the current (active) month. A message appears to give you yet another opportunity to verify the accuracy of the deposit. If you are satisfied with the total of the deposit, click Yes.

EACH DEPOSIT YOU CREATE IN I-CAMS MUST HAVE A MATCHING DEPOSIT TICKET TO BE DEPOSITED INTO THE BANK. IF YOU CREATE A $1,000 DEPOSIT IN I-CAMS BE SURE YOU ARE DEPOSITING EXACTLY $1,000 INTO THE BANK.


Chapter 11: Recertifications (Annuals, Corrections, Interims) Every Recertification that is marked Final & Signed will show on the Compliance Tracs screen. These need to be bundled and sent to Tracs. Annual Certifications The i-CAM recertification process is wizard driven. It will guide you through the process step by step. Begin in Occupancy, Resident:

• Enter or use the drop down arrow to select the recertification effective date. (ICAMS ALREADY KNOWS WHEN THE ANNUAL RECERT DATE IS. IF THE DATE IN THE PICTURE BELOW IS NOT THE ANNUAL RECERT DATE, YOU MUST CONTACT [email protected] BEFORE GOING ANY FURTHER.



The New Re-Certification wizard begins. Make appropriate changes, as needed. The screens are similar to entering a reservation/move-in certification. Finalization Fatal Errors which must be corrected display on this page. When you click Save, the Finalization dialog displays. Select the appropriate Status and enter signature dates.

Other Recertifications: Change in Income or Household Composition Recertification – INTERIM

1. Go to Occupancy Resident 2. Right Click on the Resident 3. Click Process 50059 Certification Choose Interim Certification 4. Complete the recertification

50059 Correction Certification Occasionally after completing a certification and submitting it to TRACS, you may need to make a 50059 Correction Certification. The software processes the correction and also updates all occupancy activities that might have occurred after the effective date of the certification, like a unit transfer or a gross rent change. To process a 50059 Correction to a certification

• Choose Occupancy, Resident. • Right-click on the resident that needs to be corrected. • Select Process 50059 Correction Certification. • Highlight the certification that needs correcting, click OK. • The certification wizard will begin. • Proceed through the wizard, correcting the necessary information as you work through the

pages. • Click Save to finish.

Note: If the correction changed the monthly charges, there will be ledger adjustments indicating the new rates and the balances/credits affected by the correction.


If the current certification is pending submission to TRACS, you cannot create a 50059 Correction Cert.


Chapter 12: Bundling Certifications (TRACS/IMAX) Bundling certs will create a transmission file for you that needs to be sent to TRACS. Your transmission files will always be saved to your “outbox” on the IMAX tab

1. Go to Compliance TRACS 2. Right click in the white area 3. Click “New Bundle” 4. Click OK

Note: BUNDLING CERTS DOES NOT MEAN THEY HAVE BEEN SENT TO TRACS, YOU MUST SEND THEM THROUGH TO TRACS USING THE IMAX TAB.


Chapter 13: Bundling the Voucher (TRACS/IMAX) Once you create the Voucher you must bundle it, in order to send it through (TRACS/IMAX)

5. Go to Compliance TRACS 6. Click the Voucher Tab 7. Right click in the white area 8. Click “New Bundle” 9. Click OK

Note: BUNDLING THE VOUCHER DOES NOT MEAN IT HAS BEEN SENT TO TRACS, YOU MUST SEND IT THROUGH TO TRACS USING THE IMAX TAB. Chapter 14: Sending Certs and the Voucher to (TRACS/IMAX)

1. Go to Compliance TRACS 2. Click the Imax Tab 3. Click the “Outbox” 4. Click Send/Receive 5. Type in your WASS ID & PASSWORD


Chapter 14: Creating the HUD Voucher Every HUD Property must create the HUD Voucher. Most Vouchers are due by the 10th of each month, other areas are the 20th. Be sure you know the deadline for your property.

A. Confirm all Certifications are bundled B. Do a Backup C. Go to Compliance 59 Vouchers D. Right Click in the white box E. Click “New” F. Confirm the “Voucher to Prepare” date is correct. You should always be creating the

Voucher for the Next Month.


G. Click “Ok” H. Click “Next” until you get to the last page. I. Confirm the numbers are correct


J. If everything is correct, Click “Save” K. Click “yes” L. Now you can Bundle your Voucher and send it through IMAX (see Chapter 13)

Chapter 15: Posting the HUD Voucher Every HUD Property is required to Post the HUD voucher at the beginning of every month, once you receive an email from Kevin or Carmen. Posting the HUD Voucher

1. Go to Compliance 59 Vouchers 2. Confirm that the amount approved (in the email from Kevin) is the same

as the amount your requested. i. IF NOT, contact [email protected] if you need help

to fix it. ii. IF it matches, continue to #3

3. Right Click on the Voucher 4. Click Accept 5. Right Click on the Voucher 6. Click Post



7. Confirm your Voucher approval is for the amount shown on screen.

8. Click OK 9. Subsidy Amounts are posted automatically to each Residents Account

Chapter 16: The Move-In Process (from Applicant to Resident) Every new move-in always starts as an Applicant in ICAMS

1. Go to Occupancy Applicant 2. Right Click in white area in bottom window 3. Click New


1. Enter the Date &Time the applicant applied 2. Select your user as the Agent 3. Input the Interview Date

NOTE: NEVER CLICK THE “ALLOW REASONABLE ACCOMMODATION” BOX EVEN IF THE RESIDENT CURRENTLY HAS A REASONABLE ACCOMODATION. ALL REASONABLE ACCOMMODATION REQUESTS MUST BE SUBMITTED TO THERESA MCDOWELL IN THE CORPORATE OFFICE.

4. Click Next 5. Enter the Head of Households information, please see the picture below for what is

required to be entered. The fields that are crossed off are not required to be filled in. HOWEVER, the Statuses Field is not required either if there is no special allowance for that resident. In the Statuses Field Handicapped is the same as Disabled for the purposes of determining the allowance, so please only choose one.


6. Click OK 7. Click ADD, if you need to add any more people to the household, be sure to select the

correct relationship (co-head, spouse, dependant) for that person. 8. Click Next 9. You do not need to enter anything for the Guarantor or Address History, Click NEXT

twice 10. Profile Type: Always make sure all profile types are Checked, Click NEXT 11. Fill in the proposed move-in date & the desired unit type. Click Next

NOTE: You should not select a priority or preference type for any resident. 12. Click ADD, enter the applicant’s Income. Add any other income to other residents in

that household too. Click NEXT 13. Click ADD, enter the applicants Assets. Add any other Assets to other residents in

that household too. Click NEXT 14. Click ADD, enter the applicants Expenses. Add any other Expenses to other

residents in that household too. Click NEXT 15. If the unit has pets, click the box “Has Pets” enter the amount. Click NEXT 16. Never enter any comments in this area. Click NEXT 17. Click SAVE (If you missed entering any required fields it will not let you continue

until you fill in that information) You will now see that person as an applicant (see picture below)


You must approve the application before continuing the move-in process:

1. Right click on the applicant 2. Process Approve Application


3. Enter the date and time the application was approved and Click OK


4. It will ask “Would you like to make a reservation for Applicant” Click YES 5. Click 50059 Certification (ONLY HUD PROPERTIES WITH SECTION 236 SHOULD EVER

CHOOSE MARKET) 6. Click OK 7. Select the Unit they will be moving into, Click OK 8. Fill out the 50059 initial cert

a. Monthly Charges Page This page must reflect all charges for that resident,

including Rent & Subsidy. Please make sure the correct amounts are listed. b. Escrow Required Page It is very important that you fill out this page on the

50059 certification. This should reflect the total amount of the security deposit for that unit. (if there is a move-in special that decreases the Security Deposit amount, only enter the amount of the special)

c. On the Print Outs Page, make sure you select to Print the 50059 cert, so you can

have your Applicants sign it. d. On the Finalization Page, fix all Fatal errors, Click OK e. If the applicants are not there to sign the certification, choose “Pending Signatures” f. If they are there to sign, Click Final & Signed and enter the signed dates.

ICAMS will now ask you if you want to MOVE-IN the Applicant, ALWAYS CLICK NO TO COMPLETE THE MOVE-IN: (MOVE-INS CAN ONLY BE DONE ON OR AFTER THEIR ACTUAL MOVE-IN DATE)

1. Go to Occupancy Applicant 2. Right Click on the Applicant 3. Process Move-in

(MAKE SURE THEY ARE ACUTALLY MOVING IN THAT DAY, ICAMS WILL CREATE THE INTIAL CERT BASED ON THE MOVE-IN DATE AND CHARGES WILL BE PRORATED FOR THAT MONTH BASED ON THE MOVE-IN DATE) If all information is correct, Click MOVE-IN THEN CLICK PROCEED

Prior to completing a move-in, it is highly recommended that you process a backup of i-CAM. There is no automatic move-in undo process!


Chapter 17: Move-Out Processing

The site manager is not to enter any charges related to the move-out, this will be done during the Security Deposit Disposition, SEE CHAPTER 18 Step 1: When a tenant informs the Site Manager, they are moving out (gives 30 day notice), or when it is initially brought to the Site Managers attention that the resident has vacated the unit, the Site Manager needs to process an “Intent to Move” in ICAMS:

1. Go to Occupancy Resident 2. Right click on the Tenant 3. Click Process Schedule Intent to Move 4. Complete the Intent to move window, press ok

If the resident decides not to move after the Site Manager has processed the intent to move: 1. Go to Occupancy Resident 2. Right click on the Tenant 3. Click Process Cancel Intent to Move

Step 2: THIS CAN ONLY BE DONE ON OR AFTER THE ACTUAL MOVE-OUT DATE. Go to Financial Collection

1. Select the tenant in the upper right hand screen 2. Check that their rent balance is correct – per the Settlement Form.

A. IF THE RESIDENT MOVED-OUT IN THE PRIOR MONTH, THE SYSTEM WILL AUTOMATICALLY REDUCE THE RENT BALANCE BY THE CURRENT MONTH’S RENT CHARGE ONCE YOU COMPLETE THE MOVE-OUT.

Important Note! Back up your i-CAM data before proceeding with Move-Out Processing. There is no undo function for a move-out.


B. I-CAMS WILL ALSO AUTOMATICALLY PRO-RATE CHARGES FOR A MOVE-OUT THAT OCCURS MID-MONTH

3. Check that their escrow Amount Received is correct – per the Settlement Form (THIS NUMBER SHOULD NOT INCLUDE THE INTEREST EARNED)

Step 3:

1. If the Escrow Balance & Rent Balance is correct: a. Occupancy Resident b. Right click on the Tenant c. Click Process Move-out d. Always choose the unit to be Vacant (Never choose Rehab or Out of Service) e. Enter the Move-out date: this is the actual date the resident moved-out


f. Enter the Responsible date: this is the date the resident is responsible through for rent. (For example: if the tenant did not give 30 days notice, he may have moved out on 7-1-09, but is responsible through 7-31-09)

g. If the Responsible date is different from the Move-out Date the system may ask you for a GL posting Account, Select “Rental Income”

h. Use the drop down box to fill in the Move-Out Reason i. Click Next when finished j. Do not Fill out the Forwarding Address screen.


k. Click Next until the “Print-outs” Screen, Click Ok l. Check that the information is correct before clicking “Proceed” (Once you click

proceed there is no going back)

YOU HAVE COMPLETED THE MOVE-OUT PROCESS!! PLEASE REMEMBER TO FILL OUT THE SETTLEMENT FORM AND SEND IT TO YOUR REGIONAL (See Chapter 18)


Chapter 18: Security Deposit Dispositions

*The Site Manager & Regional Manager should never process a disposition in ICAMS* Step 1:

A. Within 7 business days after the tenant has moved out of the unit, the Site Manager must fill out the TM Approved Security Deposit Settlement Notice from the TM website and submit it to their Regional Manager.

B. The Regional Manager has 5 business days to approve or disapprove the Security Deposit Settlement Notice.

i. If approved the Regional Manager is to sign the form, and fax one copy to the main office at 240-387-6223 and one copy back to the Site Manager for their records.

ii. If disapproved the Regional Manager is to send the form back to the Site Manager for correction. Within 2 business days the Site Manager must re-submit the form to the Regional Manager for approval.

*** The Regional Manager is to mail out all security deposit settlement notices to the residents if there is NO REFUND.*** *** If there is a refund, the main office will be sending out a copy of the settlement notice to the resident.*** The Site Manager should never mail a Settlement Notice to a resident or the main office. Once the Site Manager & Regional Manager have completed their task, the rest of the move-out and disposition will be completed in the main office.


Chapter 19: Transferring a Resident

When transferring a resident, i-CAM will transfer security and pet deposits as well as pro-rate monthly charges in both the old and new unit. DO NOT attempt to process a unit transfer prior to the actual transfer date. To process a unit transfer:

1. From Occupancy, Resident, select the resident. 2. Right-click and choose Process, Transfer. 3. Choose the unit the Resident is transferring to, click OK. 4. Enter the Date of Transfer and click OK. 5. Review information on the Transfer In Document Details tab, this will indicate the date of

transfer, the new unit and the new monthly charges for the unit. 6. Click the Printing tab and check mark any documents you wish to print with the transfer

including the transfer certification. 7. Errors Tab will list any errors preventing the transfer. Click Transfer button to complete

transfer. 8. Select Vacant for the Status of the old unit.

It is strongly recommended that a backup is processed prior to a transfer.


Chapter 20: Late Fee Processing All Late fees are processed manually in ICAMS.

1. Go to Financial Collection 2. Right Click a resident in the upper right window 3. Click Charge 4. Fill in the Amount & Account to Charge (Late Fee) 5. You may also Print the Charge notice to hand to the resident


Chapter 21: OTHER Charges (Maintenance/Damages/Legal, etc.) To process other charges in ICAMS:

1. Go to Financial Collection 2. Right Click a resident in the upper right window 3. Click Charge 4. Fill in the Amount & Account to Charge (Maintenance or Legal) 5. Place a comment in the Comment Box as to what they are being charged for. (BE

CAREFUL! THIS COMMENT BOX WILL PRINT OUT ON THE CHARGE NOTICE) 6. You may also Print the Charge notice to hand to the resident


Chapter 24: Processing PBE’S You can only process the PBE checks after you have posted rents in the beginning of the month. You can expect to receive PBE checks for each resident between the 10th -15th of each month. PBE checks will not be sent to your property until you Approve the PBE invoices in ICAMS: Approving PBE’s:

1. Go to Payables Invoices 2. You will see all of your PBE / Utility Reimbursement checks in the Right Window. 3. Right click in that box 4. Click “Approve Invoices” 5. Select all the invoices to pay (You should always be paying all the invoices, if not

something is wrong and you should email [email protected] 6. Click Next until Finished



Chapter 25 - Miscellaneous Financial Activities NSF Check When the bank returns a check, the charges must be reinstated to the resident’s account.

1. Choose Financial Collection. 2. Click on the resident. 3. Click on the Res. Payments tab in the lower work space. 4. Right-click on the payment you want to NSF, select NSF Check. 5. Enter NSF Date as date the check was returned by the bank, enter Late Fee & NSF amount

to be charged, if necessary. 6. Click OK.

Correcting/Adjusting a Charge Occasionally, a charge must be corrected because the original charge was incorrect or because the original balance was incorrect.

1. To correct a charge, go to Financial Collection. 2. In the upper right grid, highlight the resident who needs a charge corrected. 3. In the lower section of the screen, click the Res. Charges tab. 4. Select the charge to be corrected and right-click and choose Correct/Adjust Charge. 5. Verify Correction Date. 6. Enter the amount that the charge should have been in New Charge Amount. 7. Enter Correction Comment and click OK. 8. The corrected charge will show in red.


Note: The difference between Correct and Adjust is the month the charge was originally billed versus the month it is being corrected. Prior period corrections are adjustments.

Reassign Receipts If you mistakenly apply a receipt to the wrong resident, you can move it to another resident only if you have not created the bank deposit in I-CAMS. If you have created the bank deposit in I-CAMS, please email [email protected], and be specific.

1. Go to Financial Collections 2. Select the Resident in the upper right window 3. Click the Res Payments Tab 4. Right click on the payment you want to reassign 5. Click Reassign Receipt



6. Select the Unit this Receipt belongs to 7. Click Continue 8. A confirmation screen will appear, Click OK


Void Receipts If you mistakenly apply a receipt to a resident for the wrong amount you can void the receipt: You may only void a receipt if a bank deposit has not been created in ICAMS for that receipt. If you have created the bank deposit in I-CAMS, please email [email protected], and be specific.

1. Go to Financial Collections 2. Select the Resident in the upper right window 3. Click the Res Payments Tab 4. Right click on the payment you want to Void 5. Click Void

1. A confirmation screen will appear, Click OK Directly Applied Resident Concessions

• Can only be a one-time concession



• Can be applied to one or more charges

• From Financial/Collection, Residents View:

• The Enter Concession window displays. • To change the payment distribution, click on an Amount Received and enter a different

amount.

• Concessions, like other payments, may be automatically applied in alphabetical order or rent first, beginning with the oldest charges. This is a setting in Setup/Financial.


Chapter 26: Non-Resident Income (Laundry & Vending)

This option is used to record miscellaneous “Non-Resident” receipts, such as laundry income or vending income. To Enter Non Resident Income:

• Choose Financial, Non-Resident Income. • Right-click in the white work space area. • Choose Add. • Enter Date, G/L posting Account, Amount, Payment form and Ch Number if necessary. • Enter any Comments. • Choose OK.

Non-Resident Income receipts will be deposited into the Rental (Operating) Account for the property.


Chapter 27: Closing the Month

On the 25th of every month an Action Item will appear to Close the Month. You are to click this only when you area completely finished entering all data for the current month. Once you click close the month, you must wait until the first of the next month before Posting/Billing rents. The only things you may do between Close the Month and posting rents for the new month is RECERTIFICATION’S. Closing the Month:

1. Under Action Items, double click Close the Month 2. You should always choose Hard Close & Backup Icam Database

3. Click OK 4. Click Backup 5. When it says Backup Complete Click OK 6. The month is now closed. You must wait to Post/Bill rents until the 1st of the month.


Chapter 28: System Reports There are 3 different places in ICAMS to see System Reports:

Occupancy Resident - Occupancy related reports Financial Collections – Financial reports Compliance 50059 Certifications - Certification Reports

1. Occupancy Resident (System Reports)

a. Go to Occupancy Resident b. Click the System Reports Tab in the upper left Window c. Double Click any report d. Choose the month e. Click OK

2. Financial Collections (System Reports)

a. Go to Financial Collections b. Click the System Reports Tab in the upper left Window c. Double Click any report d. Choose the month e. Click OK

For the Financial Reports it is important that you check once a month the following reports to make sure they are 100% correct:

1. Net Receivables Report 2. Escrow Deposit Liability Reconciliation (Ending Balance Only) 3. Rent Roll – Subsidy

3. Compliance 50050 Certifications

a. Go to Compliance 50059 Certifications b. Click the System Reports Tab in the upper left Window c. Double Click any report d. Choose the month e. Click OK

i-cam housing and urban development (hud only) … · i-cam housing and urban development (hud...

Documents