Move Out Procedure
Policy
All Move-Out Files should be received by the Corporate Office within 15 days of tenant MoveOut. Units will be photographed to document damages and cleaning needs. Tenants will be
charged accurately for cleaning and damages. Copies of invoices will be included with the
Move-Out File to document charges. Managers will copy all of the Move Out documents
(exclude tenant file portion) and keep on-site for 12 months.
Procedure
1. Move the tenant out of Yardi
a. Locate the appropriate move out workflow procedure for the property (i.e.
Home/Tax Credit, HUD, Mod8, RD)
b. Follow the move out workflow instructions. If there are any questions or concerns
contact your Compliance Specialist.
2. Determine move out charges
a. Manager and Maintenance person will review the unit maintenance file, Move In
and Move Out inspection to ascertain age and condition of unit and furnishings.
Pre-Move Out Inspections are encouraged whenever possible. Accurate anticipation
of work and materials will reduce time needed to turn unit.
b. Units should be photographed (specifically, areas of damage or subpar cleanliness),
downloaded and stored electronically should the tenant dispute resulting charges.
c. Maintenance will complete the ‘Turn Over Completion Check List’ and will also use
two work orders (if damages occur); one checked ‘Move Out’ for standard unit turn
work, furnishings and appliance repair or replacement; the other with the ‘Tenant
Damages’ box checked and detailing any work, repair or replacement due to tenant
damage or neglect. It is critical to accurately document the hours spent completing
the tasks for each work order.
d. Charges
i. Use best judgment in charging. Consult direct supervisor if there is any question
of how to invoice charges.
ii. Consult with Regional Supervisor or Property Manager concerning charges for a
unit turn in the event of tenant’s demise.
iii. For damage and cleaning charges, copies of receipts or work orders must be in
the file.
Cleaning
 $20/hour for anything over 2 hours unless contracted at a higher rate.
Invoices from contracted cleaning services must reflect this hourly fee.
Page 1 of 27
iv.
(Exempt excess hours would include the exterior cleaning of second floor
windows.)
 Cost of cleaning carpet if the tenant lived there for <1 year
 Cost of non-routine carpet cleaning if tenant lived there for >1 year. These
excess charges must be itemized or noted on the invoice separately from the
base cleaning.
 Tenants will not be credited for carpet cleaning services that they contract or
perform themselves.
 Drip pans under stove burners will be replaced at each turn with no cost to
tenant.
 Light bulb replacements will not be charged to tenant, unless more than 25%
of units bulbs require replacement.
 Materials and supplies used for the units turn must be itemized on a receipt.
In the event of purchase of multipacks, managers must break out what
portion was used for the unit turn (excluding the 2 hour standard unit turn
cleaning). For example, if a three pack of paper towels is purchased and only
one is used for this unit, the cost of the purchase must be divided by three
and the tenant only charged this amount.
Carpet Replacement
 Carpets must be replaced that are:
- older than seven (7) years
- younger than seven (7) years if well-worn prior to the tenant’s move in or
damaged ruinously by tenant
 Tenant charged for damaging carpets by excessive staining, ripping, urine,
animals
Damages
 $20/hour shown on ‘tenant damage’ work order
NOTE: HUD rules concerning charges may vary from the above guidelines.
Please speak to the Regional Manager or Compliance Specialist in regards to the
specific variances of HUD allowable charges.
3. Complete Deposit Accounting
a. Locate the appropriate deposit accounting procedure for the property (i.e.
Home/Tax Credit, HUD, Mod8, RD)
b. Follow the deposit accounting isntructions. If there are any questions or concerns
contact your Accounting Specialist
Page 2 of 27
4. Assemble the Move-Out File
a. Assemble the file the following order:
 Move Out Coversheet (write either “billable” or “refund” on the coversheet)
 Move Out Packet Checklist
 Yardi Move-Out Statement (Deposit Accounting)
 Turn Over Completion Check List
 Tenant Damage Work Order with supporting documents (i.e. invoices, receipts,
materials and supply sheet)
 Materials and Supplies List if applicable for the above Work Order
 Pending Letter (should be sent only if all paperwork and invoicing cannot be
prepared and mailed to the Corporate Office within 15 days of tenant’s move out
date due to unusual circumstances. Pending letters should be viewed as an
exception and used only if absolutely necessary. All pending letters must be
approved, in writing, by Manager’s direct Supervisor. HUD projects cannot issue
pending letters and tenants must have a refund or statement of charges within
30 days of move out.)
 Receipts for any items that are to be charged to the tenant for damages
 Move Out Work Order (typical unit turn charges)
 Move Out inspection
 Move In inspection
 30 day notice to vacate
 Security deposit statement
 Notice of Abandonment if applicable
 Interest Earned Documentation (HUD Only)
 Tenants Application at Move In (This is for collection purposed)
 Tenants first Lease with the Company (This is for collection purposes)
 Remainder of Tenant file
 EIV documents in a large envelope marked “EIV” (HUD Only)
b. Scan in the Move Out portion and save it as an attachment under the correct tenant.
c. E-mail the Accounting Specialist so they can finish processing the Move-out.
5. HUD only: Special Claims
For HUD tenants that owe the property at move out, visit the following website for the
forms and guidelines to submit the Special Claim. If there are any questions on filling
out the forms, please contact your Compliance Specialist.
http://portal.hud.gov/hudportal/HUD?src=/program_offices/administration/hudclips/g
uidebooks/HSG-06-01
Page 3 of 27
Move Out Work Flows
Page 4 of 27
Move Out Work Flow:
Home/TAX Credit
1. To locate the tenant moving out click the “Guests” tab, then “Find Resident”
2. Input Property if it’s not automatically there. Either input the Unit number/Resident #/or a
last name. Click “Submit”.
3. Once at the tenant screen click “Notice”
Page 5 of 27
4. Fill in Termination Type using the drop down. Input the tenants Notice date, Move Out Date
and if there is not a reason listed in the drop down for Reason for move out leave it as N/A.
Click “Save”
5. This will then return you to the tenant screen. Double check to make sure the Status has
been changed to “Notice.”
6. Here you can “Cancel notice.” This happens when a tenant decides not to move out.
Also, you can “Adjust Moveout Dates.” If a tenant decideds not to move out yet but does
not want to cancel their 30 day notice.
Page 6 of 27
7. To locate a tenant who has been put on notice go to the “Home” page. Under Resident
Activity find “On Notice.” Click on the number to the right.
8. Click on the tenant’s name you are going to be doing the Move Out on.
9. This then takes you to the Resident screen. Click “Adjust Moveout Dates” under Functions
on the right hand side of the Resident screen. Double check the Move Out Date is correct. If
not, adjust it to be correct and click “Save.”
Page 7 of 27
10. Looking at the Resident screen click on “Move Out” on the right hand side under function.
Then hit “Save” on the Resident Screen to update the information.
11. Make sure that the Status has changed from “Notice” to “Past”
12. The Move Out process from the Compliance side is now complete. From here, please locate
the Move Out process in Accounting.
Page 8 of 27
Move Out Work Flow:
HUD
1. To locate the tenant moving out click the “Guests” tab, then “Find Resident”
2. Input Property if it’s not automatically there. Either input the Unit number/Resident #/or a
last name. Click “Submit”.
3. Once at the tenant screen click “Notice”
Page 9 of 27
4. Fill in Termination Type using the drop down. Input the tenants Notice date, Move Out Date
and if there is not a reason listed in the drop down for Reason for move out leave it as N/A.
Click “Save”
5. This will then return you to the tenant screen. Double check to make sure the Status has
been changed to “Notice” and that there is a “MO” Cert under the “Affordable tab” that is
in “Edit”
6. Here you can also “Cancel notice.” This happens when a tenant decided to no move out.
Also, here is where you can “Adjust Moveout Dates.” If a tenant decided not to move out
yet but does not want to cancel their 30 day notice.
Page 10 of 27
7. To locate a tenant who has been put on notice go to the “Home” page. Under Resident
Activity find “On Notice.” Click on the number to the right.
8. Click on the tenant’s name you are going to be doing the Move Out on.
9. This then takes you to the Resident screen. Below on the “Affordable” tab should be the
“MO” Cert. Click on “MO” Cert to fill in the information to close the cert.
10. Make sure the effective date is correct. Fill in the “Owner Sign Date.” Most tenants do not
come into sign so change the drop down to “Yes.”
Page 11 of 27
11. Scroll down and to the right locate “Move Out / Termination Reason” using the drop down.
Click “Save” at the bottom right hand side of the page. Close out of the Move Out Cert.
12. Looking at the Resident screen click on “Move Out” on the right hand side under function.
Then hit “Save” on the Resident Screen to update the information.
13. Make sure that the Status has changed from “Notice” to “Past” and that the “MO” cert now
says “Edit”
14. The Move Out process from the Compliance side is now complete. From here, please locate
the Move Out process in Accounting.
Page 12 of 27
Move Out Work Flow:
Mod8
1. To locate the tenant moving out click the “Guests” tab, then “Find Resident”
2. Input Property if it’s not automatically there. Either input the Unit number/Resident #/or a
last name. Click “Submit”.
3. Once at the tenant screen click “Notice”
Page 13 of 27
4. Fill in Termination Type using the drop down. Input the tenants Notice date, Move Out Date
and if there is not a reason listed in the drop down for Reason for move out leave it as N/A.
Click “Save”
5. This will then return you to the tenant screen. Double check to make sure the Status has
been changed to “Notice” and that there is a “MO” Cert under the “Affordable tab” that is
in “Edit”
6. Here you can also “Cancel notice.” This happens when a tenant decided to no move out.
Also, here is where you can “Adjust Moveout Dates.” If a tenant decided not to move out
yet but does not want to cancel their 30 day notice.
Page 14 of 27
7. To locate a tenant who has been put on notice go to the “Home” page. Under Resident
Activity find “On Notice.” Click on the number to the right.
8. Click on the tenant’s name you are going to be doing the Move Out on.
9. Under Functions click on “Adjust Moveout Dates.” Make sure the Move Out Date is correct
and reason for leaving is correct as well
10. Looking at the Resident screen click on “Move Out” on the right hand side under
function. Then hit “Save” on the Resident Screen to update the information.
Page 15 of 27
11. Make sure that the Status has changed from “Notice” to “Past.”
12. The Move Out process from the Compliance side is now complete. From here, please
locate the Move Out process in Accounting.
Page 16 of 27
Move Out Work Flow
RD
1. To locate the tenant moving out click the “Guests” tab, then “Find Resident”
2. Input Property if it’s not automatically there. Either input the Unit number/Resident #/or a
last name. Click “Submit”.
3. Once at the tenant screen click “Notice”
Page 17 of 27
4. Fill in Termination Type using the drop down. Input the tenants Notice date, Move Out Date
and if there is not a reason listed in the drop down for Reason for move out leave it as N/A.
Click “Save”
5. This will then return you to the tenant screen. Double check to make sure the Status has
been changed to “Notice” and that there is a “MO” Cert under the “Affordable tab” that is
in “Edit”
6. Here you can also “Cancel notice.” This happens when a tenant decided to no move out.
Also, here is where you can “Adjust Moveout Dates.” If a tenant decided not to move out
yet but does not want to cancel their 30 day notice.
Page 18 of 27
7. To locate a tenant who has been put on notice go to the “Home” page. Under Resident
Activity find “On Notice.” Click on the number to the right.
8. Click on the tenant’s name you are going to be doing the Move Out on.
9. This then takes you to the Resident screen. Below on the “Affordable” tab should be the
“MO” Cert. Click on “MO” Cert to fill in the information to close the cert.
10. Make sure the effective date is correct. Fill in the “Borrower Sign Date.” Most tenants
do not come into sign so change the drop down to “Yes.” Fill in “Date Completed.” Click
“Save” at the top right corner. Close out of the Cert.
Page 19 of 27
11. Looking at the Resident screen click on “Move Out” on the right hand side under
function. Then hit “Save” on the Resident Screen to update the information.
12. Make sure that the Status has changed from “Notice” to “Past” and that the “MO” cert
now says “View”
13. The Move Out process from the Compliance side is now complete. From here, please
locate the Move Out process in Accounting.
Page 20 of 27
Deposit Accounting Instructions
Page 21 of 27
Deposit Accounting:
HOME/Tax Credit
Mod8
RD
1. From the dashboard, click on the number to the right of “Deposit Accounting” under
Resident Activity.
2. The names of the tenant(s) that have gone through the Move out Work Flow and are ready
to have the Deposit Accounting done are listed. Click on the name you wish to start Deposit
Accounting on.
3. The Resident Screen will appear.
4. Open up the ‘Ledger-Non-HAP’ to make sure the tenant ledger is correct up until the move
out date. Close screen if all is correct.
Page 22 of 27
5. Click on ‘Deposit Accounting’ on the top right hand side under ‘Functions’
6. The Deposit Accounting Screen will automatically come up. Yardi automatically calculates
the tenants Rent and Prorated rent amount by using the Move Out date, the number of
days in the month, how many days the tenant resided in the unit and the rent amount.
Yardi also credits back the Security Deposit the tenant was charged (double check to make
sure the tenant paid the full amount of Security Deposit).
a. Type in the tenants Forwarding address
b. Double check the rent debits and credits
c. Double check the Security Deposit credit
d. Charge the tenant for any cleaning charges and damage charges as necessary. The
Description can be edited in order to add detail for the charges/credits.
e. Charge out/credit any key charges, materials used and late fees if needed.
f. If the tenant receives a ‘Refund’ the ‘Amount of Refund’ will have an amount in it, if the
tenant owes the project money there will be an amount in the ‘Amount Owed.’
g. Click the ‘Print Statement’ box and hit ‘Post.’ Place the print off with the tenants move
out file.
Page 23 of 27
7. Once the Deposit Accounting is posted, create the Move Out packet and send it to
Corporate. This must be done within 15 days of the tenant moving out. If charges are not
clear before the 15th day, contact either the vendor/maintenance worker and get an
estimate or the invoice faxed over to you.
Page 24 of 27
Deposit Accounting:
HUD
1. From the dashboard, click on the number to the right of “Deposit Accounting” under
Resident Activity.
2. The names of the tenant(s) that have gone through the Compliance Work Flow and are
ready to have the Deposit Accounting done are listed. Click on the name you wish to start
Deposit Accounting on.
3. The Resident Screen will appear.
4. Open up the ‘Ledger-Non-HAP’ to make sure the tenant ledger is correct up until the move
out date.
Page 25 of 27
5. Click on ‘Deposit Accounting’ on the top right hand side under ‘Functions’
6. A ‘Move Out’ screen will appear. Make sure the Move Out date is correct, the reason for
moving out is correct, the Owner sign date, the tenant sign date, if the tenant was able to
sign, hit ‘Quick Post Preview,’ close out of the screen and then click ‘Post.’
7. Exit out of the extra screen. In the ‘Move Out’ screen click ‘Done’
8. The Deposit Accounting Screen will automatically come up. Yardi automatically calculates
the tenants Rent and Prorated rent amount by using the Move Out date, the number of
days in the month, how many days the tenant resided in the unit and the rent amount.
Yardi also credits back the Security Deposit the tenant was charged (double check to make
sure the tenant paid the full amount of Security Deposit).
a. Type in the tenants Forwarding address is applicable
b. Double check the rent debits and credits
Page 26 of 27
c. Double check the Security Deposit credit
d. Charge the tenant for any cleaning charges and damage charges as necessary.
The Description can be edited in order to add detail for the charges/credits.
e. Enter ‘interest Earned’ as a credit not a charge
f. Charge out/credit any key charges, materials used and late fees if needed.
g. If the tenant receives a ‘Refund’ the ‘Amount of Refund’ will have an amount in
it, if the tenant owes the project money there will be an amount in the ‘Amount
Owed.’
h. Click the ‘Print Statement’ box and hit ‘Post.’ Place the print off with the tenants
move out file.
9. Once the Deposit Accounting is posted, create the Move Out packet and send it to
Corporate. This must be done within 15 days of the tenant moving out. If charges are not
clear before the 15th day, contact either the vendor/maintenance worker and get an
estimate or the invoice faxed over to you. HUD properties are under date deadlines. If a
tenant owes money please see ‘HUD Special Claims Procedure.’
Page 27 of 27