Objectives of this Manual      

Employee Requirements  

               Employee Acknowledgement Form     

 

II.  Company Profile            

Company Philosophy and Goals

Company Organization    

 

III.  Personnel         

 Group Benefits

Office Procedures

Personal Development   

Other Policies and Statements  

      Receipt of Handbook

       Information on Benefits

 

IV.  Operating the On-Site Office       

Standard Office Procedures         

Required Office Equipment         

Maintaining Required Files         

Resident Master Files    

Inactive Resident Files    

Other Required Files    

Bulletin Boards   

Home Office Communication         

Time Management for Site Managers         

Implementing Rent Increases        

Resident Surveys 

Publishing the Apartment Community Newsletter        

 

V.  Marketing         

What is Marketing?        

Curb Appeal         

Generating Traffic    

The Affirmative Fair Housing Marketing Plan         

Advertising         

Waiting Lists         

Model  Apartments       

VI. Leasing, Move-Ins and Occupancy         

 Rental Policies         

Fair Housing Laws    

Federal Preferences 

Resident Selection Criteria  

Moving the Resident In         

The New Resident Orientation

Performing the Move‑in Inspection  

Tenant Certification and Recertifications    

Verifications Required    

Collecting the Necessary Money    

Security Deposits Requirements     

Establishing the Active Resident File    

Transfers

Tenant Integrity Program 

Income Inquiry Forms   

Denial of Allegation Forms  

Resident Grievance Procedure         

Resident\Management Relations

 

VII.  Move-outs  

 Residents' Lease Obligation         

What To Do When a Resident Moves Out        

Collection Agencies

Mailing Schedule         

VIII.  Financial Management

Rent Collection

Bank Deposits

Handling Delinquent Payments        

Obtaining Government Subsidies        

Purchasing      

General Purchasing Policies    

Accounts   

Accounts Payable Voucher (Bills)

Utility Bills       

Petty Cash      

Purchases Under $100     

Reserve for Replacements  

Vendors

The Approved Vendor List        

Unapproved Vendors

Mailing Schedule    

Budgets 

Budget Development      

Budget Monitoring 

Budget Changes

Using the Financial Statements      

Comparative Operating and Cash Flow Statement   

The Comparative Balance Sheet     

Check Register 

Monthly Receivables Report   

Financial Reporting Requirements  

Laundry Revenue Collections     

IX.  Legal Matters          

Lawsuits

Terminating Lease Agreements        

Expiration of the Lease Term    

Non-payment of Rent    

(your state) Legal Procedures 

Filing Procedures

Appearing in Court    

Execution of Judgment 

Legal Action for Other Than Non-Payment of Rent   

Handling Returned Checks 

Abandoned Units 

Death of a Resident 

Cases Involving Illegal Drug Activity  

 

X.  Maintenance        

 Maintenance Work Priority        

Physical Inspections         

Guidelines for Agency Inspections 

Periodic Inspections 

Site Manager Responsibilities    

Inspections Procedures 

Property Manager Responsibilities    

Work Orders         

Procedures 

Equipment Inventory Procedures        

Schedules  

Procedures for Taking Inventory    

Preventive Maintenance         

Roof Inspections 

Heating, Ventilation and Air Components    

Structural Inspections 

Paint Schedules for Occupied Units   

Key Control         

Master Keys    

Common Area Keys    

Apartment Keys    

Energy Conservation         

Energy Conservation Procedures 

     Building Exterior    

     Heating and Air Conditioning System    

     Plumbing Systems    

     Lighting and Electricity 

 

XI.  Reviews and Inspections         

Types of Reviews and Inspections         

Preparation for:

HUD Management Reviews    

Rural Development Supervisory Visits    

State Housing Finance Agency Reviews    

Mortgagee/Investor Inspections or Reviews    

Insurance Companies 

Owners Inspections 

Executive-level Management Inspections

Property Manager Site Visits   

Compliance Coordinator Audits 

          Schedule of Inspections 

General Guidelines for Agency Inspections        

Periodic Inspections         

Site Manager Responsibilities        

Inspection Procedures         

Property Manager Responsibilities         

Exterior Inspections      

Preventive Maintenance Inspections        

Structural Inspections       

XII.  Insurance Requirements        

 Incident Reports  

Property Inspections for Insurance Purposes

Employee Responsibilities         

Inspections by Insurance Carriers

Service Vendors and Contractors  

       

XIII.  Emergency Situations      

General Information for All Emergencies   

In Case of a Fire   

What to Do in Case of Flooding

What  to Do in Case of Major Storms   

Hurricanes 

Tornadoes 

Windstorms

Robbery

Break-Ins        

Loitering, Suspected Drug Dealing, et cetera 

When a Death Occurs

 

XIV.  Payroll Procedures        

Payroll Forms         

Payroll Changes         

New Employee Procedures    

Leave of Absence    

Miscellaneous Change    

Salary Increase    

Termination Procedures    

Payroll Forms and Procedures