RPM TRAINING GUIDE

APPLICATION HANDLING
Training Guide Application Handling

Last updated 07/12/2023

Table of Contents
Process Overview ........................................................................................................................................... 4
General Workflow ...................................................................................................................................... 4
Digital File Requirements ........................................................................................................................... 5
Steps to Reserve an Apartment ................................................................................................................. 6
Completing an Application .................................................................................................................... 6
Submit Payment..................................................................................................................................... 6
Qualification Requirements ........................................................................................................................... 7
Income Requirements................................................................................................................................ 7
Submitting Proof of Income................................................................................................................... 7
Guarantor in Lieu of Income Requirements .......................................................................................... 8
Income Calculation Worksheet.............................................................................................................. 9
Credit and Criminal Screening Requirements ........................................................................................... 9
Credit Screening ...................................................................................................................................10
National Criminal Screening ................................................................................................................11
Rental History Screening......................................................................................................................11
Occupancy Limits .....................................................................................................................................11
Pet Requirements ....................................................................................................................................11
Renters Insurance Requirements ............................................................................................................12
Application Materials ...................................................................................................................................13
Resident Selection Criteria ......................................................................................................................13
Privacy Policy ...........................................................................................................................................13
Preparing the Application Packets ...............................................................................................................14
Application Preparation ...........................................................................................................................15
Application & Lease File Checklist .......................................................................................................15
Resident Selection Criteria ..................................................................................................................15
Welcome Home Letter.........................................................................................................................16
Yardi Charges .......................................................................................................................................16
Applicant Submits Application Information ........................................................................................17
Application Submitted .............................................................................................................................27
Application and Identification .............................................................................................................27
Income Verification..............................................................................................................................28

Page 2 of 38
Updated 07/12/2023
Training Guide Application Handling

Guarantor Actions ................................................................................................................................31

Pet Documentation..............................................................................................................................36
Applicant Submits Payment .................................................................................................................36
Leasing Associate Submits for Review .................................................................................................36
Application Review ..................................................................................................................................37
Application Outcome ...............................................................................................................................37
Approved Application ..........................................................................................................................37

Page 3 of 38
Updated 07/12/2023
Training Guide Application Handling

Process Overview
It is imperative to handle each application properly,
consistent with RPM policies and procedures. This
training guide will provide you with our application:

» Standard operating procedures

» Workflow of tasks
» Step-by-step instructions for completing tasks
» Document links

In this section, you will review the process at a glance.

You will find the details of each step in the process further
in this document. Then, you will find some of high-level
information regarding the documents necessary for completing the
application process.

General Workflow

Page 4 of 38
Updated 07/12/2023
Training Guide Application Handling

Digital File Requirements

Our applications are completed through RENTCafé, which syncs with Yardi to complete the screening
process. Throughout the process, you will also need to complete some supplemental forms which can
be found in the Fuse. Below, you will find a list of documents that are required to be uploaded into the
digital file.

Required Documents
» Lease Contract
» Rental Application
» Resident Selection Criteria
» Application & Lease File Checklist
» Welcome Home Letter
» Screening Report
» Proof of Income
» Income Calculation Worksheet
» Inventory & Condition Form
» Renter’s Insurance Policy
» Employment Verification Form*
» Lease Guaranty*
» Locator Referral Form*
» Resident Referral Form*

Page 5 of 38
Updated 07/12/2023
Training Guide Application Handling

Steps to Reserve an Apartment

Throughout our leasing presentation and follow up, we express urgency because the only way we can
reserve an apartment, or take it off the market, is to do both of the following:

» Complete an application
» Submit payment

This reservation does not guarantee approval. The home will become available to rent again if the
applicant does not meet our screening criteria or does not provide required documentation within the
designated time.

Completing an Application
We refer all applications to the community website so the application can be completed online using
RENTCafé. If the system is down for any reason, we will use a paper form (state or NAA application,
depending on state) and manually add the information in Yardi.

When the application is completed using RENTCafé, the applicant can also upload required documents
(such as proof of income or pet vaccination records).

Submit Payment
We cannot reserve the home until payment for the application fee and administrative fee has been
made.

If the applicant is using RENTCafé to submit the application, they will be prompted to submit payment in
order to process the application.

If the applicant’s application is being manually processed due to an issue with RENTCafé, we must
physically receive the payment before the home can be reserved. We do process the payments
immediately and if any funds are returned, it will be done through deposit accounting, not by handing
back an original payment.

Page 6 of 38
Updated 07/12/2023
Training Guide Application Handling

Qualification Requirements
RPM has a specific set of requirements which all applicants must
meet to be approved to live at an RPM property.

RPM requires all application materials to be submitted within

72 hours (about 3 days) after the application has been
submitted.

All qualification requirements are outlined in our Resident

Selection Criteria document which each applicant signs, but
below, you will review the details including:

• Income Requirements
• Credit and Criminal Screening
• Occupancy
• Pet Requirements
• Renters Insurance

We have a separate process for employee and corporate leases; please see those guides
for specific details about those.

Income Requirements
RPM has set income requirements to mitigate the risk of bad debt. Verifying income increases the
likelihood that our residents will consistently pay on time. This will benefit our client because there will
be less bad debt to write off and benefit you because the property will have an advantage in meeting
collection goals as well as net operating income goals. Additionally, following a consistent process for all
applications mitigates the risk of Fair Housing violations.

Below, you will find details of each step, but here is the workflow of the income verification process:

1. Applicant submits proof of income.

2. Applicant completes Employment Verification Form (if applicable)
3. Leasing agent sends Employment Verification Form to applicant’s employer (if applicable)
4. Leasing agent completes Income Calculation Worksheet.

We are only required to use the employment verification form if the applicant has insufficient
documentation, meaning the applicant meets one of the following:

• Has less than the required 6 weeks of • The applicant’s paystubs are unusual,
consecutive paystubs inconsistent or otherwise require
• Uses an offer letter as documentation. additional income information

Submitting Proof of Income

Page 7 of 38
Updated 07/12/2023
Training Guide Application Handling

Applicants do have the option of attaching proof of income during the application process in RENTCafé.
Any attachments submitted in RENTCafé are automatically attached to the applicant guest card in Yardi.

There are two ways an applicant can meet income requirements:

1. Proof of income. Gross household income must qualify based on your community’s guidelines.
We can accept any of the following as proof of income:
a. Six weeks of most recent paystubs. We do not include wages attributed to overtime
hours or bonuses in the income.
b. Job offer letter on company letterhead with pay included.
c. Most recent year’s tax returns.
d. Social security payments
e. VA payments
f. Retirement payments
g. Pension payments
2. Proof of financial worth. If income is not verifiable, we will accept proof of financial worth of at
least ten times the monthly rent. We can accept the following as proof of income:
a. Six consecutive bank statements showing a bank balance at or above 10 times the
monthly rental rate.

Guarantor in Lieu of Income Requirements

A guarantor may be obtained in the event the prospect cannot fulfill the income requirement.

Guarantors must complete a Lease Contract Guaranty and provide proof of income equaling five times
the monthly rent or financial worth of at least 25 times the monthly rent. We will accept the following
types of proof:

» Bank statements » VA payments

» Paystubs » Retirement payments
» Social security payments » Pension payments

Only one guarantor may be accepted per apartment. The guarantor agreement must be renewed each
time the lease is renewed.

Page 8 of 38
Updated 07/12/2023
Training Guide Application Handling

Income Calculation Worksheet

Once proof of income has been received, you will
complete the Income Calculation Worksheet to
ensure the applicant meets our requirements.

There are multiple tabs on this worksheet to help

you calculate and determine eligibility. Not all
fields are required since the information entered
will depend on the type of income you’re
verifying.

Credit and Criminal Screening Requirements

We complete a comprehensive credit and criminal screening for all applicants, which is conducted using
First Advantage. Although we only launch one task to complete the screen, the system will return results
for three screenings:

1. Credit screening
2. National criminal screening
3. Rental history screening

Learn more about the screening requirements and results of each of these below.

Page 9 of 38
Updated 07/12/2023
Training Guide Application Handling

Credit Screening
The system will determine the credit risk and provide a recommendation. The recommendation will
either be:

• Accept: The applicant meets the requirements.

• Decline: The applicant does not meet the requirements and cannot be approved.
• Conditionally approve: The applicant does not meet the requirements but can be approved if an
additional measure it taken. The measure will depend on the requirement which was not met,
but there are two options:
o Guarantor
o Additional Admin Fee

Below is a chart which describes the recommendation for each risk level.

The applicant will automatically receive an adverse action letter if approved with conditions or denied.

Page 10 of 38
Updated 07/12/2023
Training Guide Application Handling

National Criminal Screening

The system will also perform a criminal screening from a national database. The system will screen for
the following records:

Rental History Screening

The system will also screen for rental history and identify applicants with the following:

» Eviction records
» Eviction initial filings and notices
» Rental collections
» Late or NSF rental payments

Occupancy Limits
Each home is limited to a specific number of residents (including adults and minors). Occupancy limits
will not exceed two people per bedroom plus one additional bedroom. Additionally:

» Efficiency and studio apartments are considered one bedroom for occupancy purposes.

Pet Requirements
RPM allows a maximum of two pets per apartment and requires the following fees for each pet in each
apartment:

Page 11 of 38
Updated 07/12/2023
Training Guide Application Handling

Current vaccination records must be submitted at the time of application and updated annually. Each
city has unique vaccination requirements; RPM’s policy stipulates the vaccination records must meet
city requirements.

The community will not accept any animals that exhibit any type of aggressive behavior. A pet interview
will be conducted prior to move in.

Either a bird cage or a fish tank not to exceed 20 gallons will be allowed in each apartment. Only
domesticated, common household pets will be allowed.

The community doesn’t guarantee or represent those pets currently residing in the community qualify
under this criteria.

Renters Insurance Requirements

We require proof of insurance which provides at least $100,000 personal liability coverage prior to the
lease start date. The insurance must be maintained through the lease-end date. Applicants can upload
proof of insurance in RENTCafé.

Page 12 of 38
Updated 07/12/2023
Training Guide Application Handling

Application Materials
In the process overview, you gained visibility to the additional materials required to complete the
application process.

In this section, you will find details about each form or document. It is important to become familiar
with these documents because you will need to explain them and answer questions about them.

You will learn how to complete each document in the next section, Preparing the Application Packets.

Resident Selection Criteria

Each applicant signs a document which explains our criteria for making leasing decisions. It’s important
that each applicant understands our requirements before submitting an application. These are the same
policies we follow for every applicant.

During the application workflow in RENTCafé, applicants are automatically prompted to electronically
sign this document before beginning the application. If you are following a manual process, you will
need to print this document and have each applicant sign the document before proceeding with
completing the application.

The document reviews policies already covered in this training guide, but in general, it reviews:

» A statement regarding how the applications are processed and determinations are made
» Income requirements and acceptable documents for proof of income
» Guarantor requirements which outline when a guarantor can be used and the conditions in
which a guarantor will be accepted
» Resident history requirements
» Credit history requirements along with instructions for applicants without a social security
number
» Criminal history requirements
» Renters insurance requirements
» Occupancy limits
» Pet requirements

Privacy Policy
The privacy policy outlines how we obtain personal information, who has access to the information,
what it is used for, and how it is disposed of. It also explains that apartment locators are not our
employees so we cannot attest to their methods for handling the applicant’s personal information.

This document is included in the Resident Selection Criteria document.

This is important to you because it outlines how you will need to handle the information.

Page 13 of 38
Updated 07/12/2023
Training Guide Application Handling

Preparing the Application Packets

As we end the tour, we walk the future
resident to the application computers and
instruct them to start the application while we
get their lease paperwork ready. At that time,
you will start preparing the Yardi application
file.

In your community’s
Teams channel, you will
begin a new subfolder,
named for this
application.

To keep everything organized, we use the

following naming convention for all
documents within the subfolder:

» Last Name │ Apartment │ Document

» Perez 01-306 TAA Application
» Perez 01-306 Employment Verification

The first document you will create and save will be the Application & Lease File Checklist. As you begin
the document, you’ll see it leads you through the process for creating the additional documents. You
will need to mark items as they are completed.

Page 14 of 38
Updated 07/12/2023
Training Guide Application Handling

This guide will step through each document, but here is a general overview:

Application Preparation
The leasing associate is responsible for completing all required documents and uploading the completed
documents into the Yardi digital file. Below is a list of all required documents.

Application & Lease File Checklist

1. Access this document here and save it in your shared folder with the following naming
convention:
Last name Apartment Application Checklist

2. Complete all relevant details. This checklist is intended to be edited live in your community’s
Teams channel. Once the checklist is complete and your Community Manager has signed, you
will save the checklist as a PDF and upload into the Yardi digital file.

Resident Selection Criteria

Page 15 of 38
Updated 07/12/2023
Training Guide Application Handling

The resident selection criteria should be signed through the applicant portal and will be automatically
uploaded into the Yardi digital file once signed.

Welcome Home Letter

The Welcome Home Letter is generated while the applicant is completing an application and included in
the applicant packet. It provides details about the steps the applicant needs to take during the
application process. There are three steps you need to take with this form:

1. Complete the letter and print two copies.

2. Have the applicant sign one copy and return it to you, give the other copy to the resident.
3. Scan the signed letter and save it in the applicant’s digital file in Yardi.

You can access the document here.

Yardi Charges
The leasing associate is responsible for ensuring all charges, fees, concessions, and leasing specials are
accurate within Yardi. This must take place on the prospect guest card in Yardi.

All concessions are visible on the concessions leasing step in Yardi.

If concessions should be applied,

but are not set up, the
Community Manager will need to
update the leasing specials in
Yardi.

Page 16 of 38
Updated 07/12/2023
Training Guide Application Handling

All fees are visible on the application charges leasing step in Yardi.

If fees are missing, they can be

added using the charge function.
The only fees due at this time
will be application and admin
fees.

Applicant Submits Application Information

The applicant will complete the application using RENTCafé. If for some reason, a paper application must
be completed, you will need to manually print all necessary documents and obtain appropriate
signatures.

Prospective residents will apply for apartments directly from the community website. Encouraging
prospects to apply online accomplishes multiple objectives:

• Simplifies leasing to out of state applicants

• Ensures applications are legible
• Saves paper
• Gives tech savvy prospective residents what they expect
• Enables processing of all payments electronically
• Sets the standard for how all future payments should be made

Selecting an Apartment

1. The applicant will select the floor plans link in the top menu bar.

2. A list of available floor plans will appear and the applicant will press apply now on the
appropriate one.

Page 17 of 38
Updated 07/12/2023
Training Guide Application Handling

3. A list of up to three available apartments will display. The applicant will press select next to the
apartment of their choice.

If the applicant has agreed to pre-lease an apartment for a future move-in date,
the specific apartment number may not appear. The applicant can still choose
any of the apartments listed, and the staff can easily change the apartment
number in Yardi.

4. The applicant will be directed to enter their lease

preferences.

This page also includes a summary of the rental rate,

application fees, and available date of the apartment selected.
If the prospect agrees to all the displayed information, they will
press start application.

Page 18 of 38
Updated 07/12/2023
Training Guide Application Handling

Registering As an Applicant

1. The applicant will then register for a RENTCafé account.

The name and email must match with Yardi or a duplicate guest
card will be created and the application will not be tied to your
original guest card.

2. The applicant will then be prompted to sign documents before they begin the application.

Signing Documents

The applicant will need to sign the Resident Selection Criteria before beginning the application process:

Here are the steps the applicant will follow to sign the document:

1. Press the sign button on the document.

Page 19 of 38
Updated 07/12/2023
Training Guide Application Handling

2. Review the document and press the buttons to sign the document.
a. This shortcut will take the applicant directly to the signature page. This is helpful for
long documents.
i. If the applicant has not already created a signature, they will be prompted to do
so.
1. Applicants can choose a font
using the drop down option.
2. The applicant’s name and
initials will appear with the
selected font.
3. The applicant must agree to
the terms.
4. The applicant can save the
signature.

ii. A pop-up window displaying the terms of use will appear. After reviewing the
terms, the applicant can press the x to close the window.

Page 20 of 38
Updated 07/12/2023
Training Guide Application Handling

iii. The applicant will press save signature again, the press ok to confirm the
request.

iv. The applicant can then sign the document

3. A pop-up will display confirming the signature and the applicant will press ok.

a. It may take a moment for this to update. You can scroll to the top and see a processing
window when it is still working.

Completing the Application

Next, the applicant will be prompted to complete the application. All information is presented on one
screen, so the applicant will need to scroll through, filling in the necessary information. If there are any
required fields which have not been answered when the applicant presses submit, the site will prompt
the applicant to complete those details.

Below, you will find important details about each section.

Page 21 of 38
Updated 07/12/2023
Training Guide Application Handling

First, the applicant will input identifying information. Any information already submitted by this point
will be entered for the applicant. Keep the following in mind:

• The name must match the identification documentation provided by the applicant.

The information here will be used for the credit and criminal screening as well as the rental history
screening. These are all completed by the system. Please keep the following in mind:

• The address entered must match the identification documentation.

• If the residency listed is for a short time period, the applicant will be prompted to enter prior
residency information.

Page 22 of 38
Updated 07/12/2023
Training Guide Application Handling

The applicant will be prompted to submit employer information. Please keep the following in mind:

• The income listed here will be used by the system to ensure the applicant meets our income
requirements. If all income details are not entered, the screening system will not have all
necessary information and it may return adverse results.
• Verify the information is accurate using the income documentation provided by the applicant.

Page 23 of 38
Updated 07/12/2023
Training Guide Application Handling

The applicant will then enter some more identifying information and answer questions about their
rental and criminal history. The applicant is also prompted to agree to the terms of use and verify all
information is true and correct. Please keep the following in mind:

• Applicants without a social security number will need to submit a supplemental application
which is not available in RENTCafé. This document will be found in Blue Moon. Please see the
Non-US Citizen Application training guide for more details.

The applicant will then be prompted to add pet, vehicle, and emergency contact information. If the
applicant selects yes for either pets or vehicles, additional fields will appear so the applicant can
complete the necessary forms (see below).

Page 24 of 38
Updated 07/12/2023
Training Guide Application Handling

The applicant will have the ability to upload their documents, including income documentation, pet
records, and proof of insurance. The applicant will simply choose the appropriate area, press choose
files, then select the files from their computer. If the applicant is using the computers in the leasing
office, be sure the applicant deletes the documents from the computer after uploading and empties the
recycling bin.

Page 25 of 38
Updated 07/12/2023
Training Guide Application Handling

The applicant will then enter

some final information.

It is important that if the

applicant was referred by a
resident or locator, their
information is listed here as it
is necessary for the referral
fee to be paid.

Finally, the applicant will sign the document. This will show as a signature on page two of the
application.

Registering Additional Occupants

If multiple roommates are applying to live together, the primary applicant must follow the following
steps to ensure that fees are charged correctly:

• Add the emails of all future roommates in the ‘Additional Occupants’ section. Once the
roommate’s email is entered, the roommate will receive an invitation email from your

Page 26 of 38
Updated 07/12/2023
Training Guide Application Handling

community website to register as a co-applicant. The roommate must then follow the activation
link in the email to create their co-applicant profile.
• The roommate must activate their registration before the primary applicant proceeds to the
payment step.

If the primary roommate fails to add the roommates’ emails or the roommates fail to follow the link to
register prior to the primary roommate making payment, the system will not assess the correct
application or administrative fees. These charges can be added in Yardi if necessary.

Application Submitted
This is the step where most of the paperwork will be completed. The leasing associate will be
responsible for verifying the documentation and information the applicant submitted as well as creating
some additional documents. You will find detailed instructions below, but as a general overview, you
will:

1. Collect signed application and verify accuracy using applicant identification.

2. Collect proof of income and complete income calculation worksheet.
3. If guarantor is being used, verify identification and proof of income.
4. If applicant has a pet, collect vaccination records and conduct pet interview.
5. Ensure all charges, concessions, and specials have been charged in Yardi and collected.
6. Applicant submits payment, automatically prompting the screening.
7. Submit to property manager for review.

Be sure to mark off completed steps as you progress through the Application & Lease File Checklist.

Application and Identification

The Resident Selection Criteria states the applicant is responsible for ensuring all information is
complete and accurate. If there are any discrepancies, it is ultimately the applicant’s responsibility. To
ensure we have a smooth application process, the leasing associate is responsible for ensuring the
following:

1. The information on the application matches identification documentation.

2. The applicant has been signed.
3. If a locator or resident referred the applicant, it is stated on the application.

Page 27 of 38
Updated 07/12/2023
Training Guide Application Handling

We can accept any government-issued photo ID (driver’s license, passport, state identification card).
During your review, pay close attention to the following fields:

» Name and date of birth match identification

» Referral source is completed
» If a paper application was used, no penciled in details or changes are present
» Page 2 is completed and signed

We do not store a copy of the identification under any circumstances.

RENTCafé will automatically save the application to Yardi. If the applicant completed a paper
application, you will then scan the signed document and store it in the Yardi digital file.

Income Verification
There are three main steps the leasing agent will need to complete here:

1. Ensure the applicant provided proof of income and signed the employment verification form.
2. Complete the employment verification (if necessary).
3. Complete the income calculation spreadsheet.

Income Documentation

The applicant can scan and attach proof of income in the RENTCafé application process. If completed
this way, the details will automatically upload in Yardi.

If the applicant does not upload the information in RENTCafé, you can scan images of the documents
and save them in the applicant’s sub-folder in your shared folders.

Ensure the documentation meets Roscoe’s standards. You can learn details about details about the
verification requirements here in this guide.

Employment Verification

It is only necessary to contact the employer for verification if the applicant is using payroll to meet the
income requirement and did not provide the last two paystubs. If this is used, be sure to save the signed
form in your digital file.

Page 28 of 38
Updated 07/12/2023
Training Guide Application Handling

Income Calculation Worksheet

The leasing associate will need to complete the income calculation worksheet for each applicant. This
will be used for everyone who is using payroll as the source of income, which includes guarantors.

You can access the document here. Be sure to download the document that corresponds to your
community’s income requirements.

The income calculation spreadsheet is an internal document which is used with every application. We
use this form to mitigate risk for our client and ensure applicants meet our income qualification
guidelines.

Below, you will find a description of each tab and an explanation for how it will work.

Tab1 Income Calculation Totals

This is a summary tab. All of the information you submit on the subsequent tabs will calculate on this
tab. You do need to input some information here, including;

» Step 1 – Details about the primary applicant (complete all yellow fields)

» Step 4 – Details about additional applicants (list the names of all residents aged 18 and over).

o If the applicant is using paystubs as proof of income, you will enter those details on a
different tab in this workbook.
o If the applicant is using income other than paystubs, you will need to complete the
appropriate yellow fields on this tab along with any additional fields on subsequent tabs.

Page 29 of 38
Updated 07/12/2023
Training Guide Application Handling

» Step 6 – This is to be completed once the form is complete, you will input your name and the
date; your manager will also input their name and date.

Tab2 Income Detail

In this tab, you will enter the income detail if the applicants are using a traditional proof of income. Pay
close attention to the instructions in grey as entering too much or too little information will alter the
results.

You will input information in the yellow fields. You will only input the necessary details. In this example,
Rhonda submitted paystubs and Randy submitted an offer letter as proof of income.

The grey boxes will tell you the number of fields you must update. If you update more fields than
required, it will overstate the income. If you update fewer fields than required, it will understate the
income.

The information you add here will update on the first tab of the workbook.

Tab3 Guarantor Income Calc

You will only use this tab when the applicant is using a guarantor. It functions the same as the first tab;
you will input preliminary information here and add remaining details on the final tab.

Tab4 Guarantor Income Detail

Page 30 of 38
Updated 07/12/2023
Training Guide Application Handling

Again, this tab is only used if the applicant is using a guarantor. If functions the same way as the second
tab.

Guarantor Actions
A guarantor is not necessary for all applications but may be used to meet income requirements or as
part of a conditional acceptance. If a guarantor is being used, you will need to:

1. Collect proof of income for the guarantor.

2. Create Lease Contract Guaranty in Blue Moon.
3. Collect signed guaranty and enter application details into Yardi for screening.
4. Compare information to identification documentation.

Guarantor Proof of Income

Proof of income for the guarantor can be scanned and attached in the RENTCafé application process. If
completed this way, the details will automatically upload in Yardi. If the applicant does not upload the
information in RENTCafé, you can scan images of the documents and save them in the Yardi digital file.
Be sure to include it as the guarantor’s proof of income in your naming convention.

Ensure the documentation meets RPM’s standards. You can learn details about details about the
guarantor’s verification requirements here in this guide.

Creating Lease Contract Guaranty

We must have the guarantor complete the Lease Contract Guaranty before we screen the guarantor.
You will need to log into Blue Moon to complete this step; you will find instructions for completing this
step below.

Page 31 of 38
Updated 07/12/2023
Training Guide Application Handling

1. Sign into Blue Moon using your community-specific credentials.

2. Choose the application forms tab.

3. Scroll down and choose the Lease Contract Guaranty form for the appropriate language.

4. Choose the option to print the form.

5. Update the Lease Contract Information section with details about lease (this can be obtained
from the prospect screen in Yardi).

6. Instruct the guarantor to complete the form in full.

Page 32 of 38
Updated 07/12/2023
Training Guide Application Handling

a. Ensure all fields are completed.

b. Ensure the document is signed by the guarantor.

7. Once the completed, signed document is returned, update the “for office use only” section.

8. Save the signed and completed document into your digital file
in Yardi.

Ensure identification documentation matches the information provided by the guarantor, then add the
information in Yardi following these steps:

1. From the occupants step in the prospect guest card, click add new occupant.

2. Input the guarantor information and press save, ensuring the following is selected
appropriately:
a. Relationship should be guarantor
b. Lessee should be unchecked

Page 33 of 38
Updated 07/12/2023
Training Guide Application Handling

Page 34 of 38
Updated 07/12/2023
Training Guide Application Handling

3. Go to the application form step and click the hyperlink for the guarantor’s occupant
information.

4. Add remaining details to ensure the all necessary details have been included.

Page 35 of 38
Updated 07/12/2023
Training Guide Application Handling

Pet Documentation
The leasing associate is responsible for ensuring vaccination records have been received and conducting
the pet interview.

In RENTCafé, applicants can upload vaccination records for pets. If the applicant is completing a paper
application, we can save a copy of the records in the shared sub-folder for the applicant. The vaccination
records must meet city requirements – these are not outlined here since they may vary by city.

Below are the guidelines for the pet interview:

1. The owner must bring the pet to the office on a leash.

2. The interview must last at least 10 minutes.
3. The manager will offer the pet a treat with an open hand and interact with the pet.

If the pet displays aggressive behavior during the interview (raised fur, growling, showing teeth), the pet
cannot be approved. Any further guidance will be provided by the regional manager.

Applicant Submits Payment

After completing the application, applicants will be directed to the application fee page. This page
details all fees to be paid by the applicant.

All fees pull from Yardi.

In order to proceed with the payment, the applicant(s) will add credit card information in the requested
fields and press proceed to payment.

Once payment has been made, the online rental application is now complete for the prospective
resident and the screening will be processed.

Leasing Associate Submits for Review

Once all steps are complete, the leasing associate will submit the information to the Community
Manager for review.

Page 36 of 38
Updated 07/12/2023
Training Guide Application Handling

At this point, all necessary documentation should be saved in the Yardi digital file. You will simply send
an email to your manager with the applicant name and apartment number.

In the next section, you will see the steps the Community Manager takes when reviewing the application
file and making a decision.

Application Review
While there are some steps the leasing associate will take during this step, much of the work is
completed by the Community Manager. There are three actions the manager will take in this step:

Send any necessary

Review documents
changes to leasing Complete
for accuracy and
associate to screening decision
completion
complete

1. Review for accuracy and completion.

a. Ensure all necessary documents have been saved in the shared folder.
b. Open each document to ensure the information matches Yardi and is signed
appropriately.
c. Update the boxes on the Application & Lease File Checklist as you verify each step has
been completed.
2. Send changes to leasing agent to complete.
a. If a discrepancy is found, notify the leasing associate of the corrections and when
they’re made, you will continue with the process.
b. If no discrepancy is found, you will continue with the process.
3. Make a screening decision in RENTCafé.
a. Review the screening results
b. Go to RENTCafé and approve or deny the application based on the screening results and
all other evaluation criteria.
c. Add any additional charges in Yardi which are necessary based on the results.
d. Update the checklist with your results and save the document in the shared folder.
e. Notify the leasing associate a decision has been made.

Application Outcome
The tasks needed during the application outcome will vary depending on the screening result. Below,
you will find steps for either an approved application or denied application.

Approved Application
If the application is approved, the following actions will be taken:

1. The leasing associate will generate a lease using RENTCafé.

2. The applicant(s) will sign the lease.
3. The leasing associate will complete any referral forms necessary (resident or locator referrals).

Page 37 of 38
Updated 07/12/2023
Training Guide Application Handling

4. The leasing associate will schedule the move-in appointment.

5. The community manager will execute the lease.
6. The leasing associate will scan and attach all documents in Yardi.

Scan and Attach All Documents

The last step in this checklist is to complete one last check to ensure all documents have been included
and upload them in Yardi. We wait until after the lease has been executed so we can save the
documents on the resident file (instead of the prospect file).

Page 38 of 38
Updated 07/12/2023