New York Lease Renewals

This program will print the first page of the DHCR Renewal Lease Form, automatically set up the new rent charges and renew the lease for a one or two year period. If you are interested in licensing this additional module, please contact Spectra Marketing.

Set up for New York Lease Renewals requires the following:

1. Enter the New York DHCR Building Details information on the applicable building

2. Enter Exemptions, Rent and Improvements on the units of the building

New York DHCR Building Details

In the Navigation Pane, go to the Find Section > Click on Buildings > Search for and drill down on one building > Click on the Accounting bar on the left of the screen > Click on the Building tab and then the New York DHCR button.

Open the Database from the toolbar, search for the building, drill down on the building and go to the accounting tab. When on the accounting tab there is a row of tabs across the top of the screen. Click on the Building tab and then the New York DHCR button.

Building Reg. ID

Requires a 6-digit number that is supplied by DHCR

Address # 1

All of these fields must be filled in

Address #2 and # 3

Not required, but all fields must be filled in, if entered

City

This is a required field.

Zip Code

Enter your 5 or 9 digit Zip Code

County Code

2-digit code that is supplied by DHCR

Municipality

2-digit code that is required only for counties outside of New York

Agent Info Tab

This is not required, however, if you Enter the Agent, all fields will need to be completed.

Miscellaneous Tab

Building Class

Select the appropriate classification.

Building Description

Select the appropriate description for this building.

Co-op/Condo Dates

Optional field

Financing Programs

Complete as necessary

Types of Units

The information required here is based on the New York DHCR guidelines

POS ID Number

This field is optional.

Co-op/Condo Indicator

This field is optional.

DHCR Provider Code

This field is required. Use the 4-digit code provided by DHCR.

Sequence Control Name

DHCR supplies this name from the RR – 2S forms

Rent Increase Codes

Select the appropriate Regular Charge Code. These will be used only for the Lease Renewal. All of these fields must be compketed.

Exemptions, Rent and Improvements

To set up Exemptions, Rent and Improvements on your Units:

In the Navigation Pane, go to the Find Section > Click on Buildings > Search for and drill down on one building > Click on the Units bar on the left of the screen > Drill down on each unit and click on the New York DHCR button.

Exemptions & Rent Tab

The Unit Status and Exemption Status fields must be filled in and the Exemption date is required if the unit is Exempt. Note: The Rent Controlled and Not Exempt fields are required fields for Lease Renewals.

Temporary Exemption Reason

Select one of the categories if Unit is temporarily exempt

Permanent Exemption Reason

Select one of the categories if Unit is Permanently Exempt

Specific Exemptions, Reasons for Rent Differences and Rent Changes With Orders:

Optional fields

Improvements Tab

This information is used in New York DHCR Export to PCReg Software (System Tasks – File Exports – Start a Task – New York DHCR Export PCReg).

If a date is entered, then you must enter an amount, and if an amount is entered, a date must be entered.

Additional Setup Information

Owners must be set up before exporting to PCReg Software. Please refer to Spectra Help for assistance in setting up Owners.

Monthly Procedure

Go to Tenant – Start a Task – New York Lease Renewals.

Create Lease Renewal Work File

The first step is to create the work file. Enter the Portfolio or buildings to create records for. Select the year and month of expiring leases. Enter the percentage increase, supplementary, adjustment amounts and tick off the Rents in the Increase Charges box that you want increased. Click on the Create button.

These records may be deleted by clicking the Delete button. If a record has been updated or posted it may not be deleted.

Print Renewal Report / Renewal Forms

You can print unposted transactions or posted transactions, or both by a selected date range.

Update / Post Lease Renewals

1. Select the year and month of renewals you want to post.

2. Use the drop down box to select the building and unit you wish to post.

3. If you select a unit that has already posted, the screen will display that the renewal was posted.

You may edit the following fields:

Authorized Increase

Supplement

Adjustment

Additional Security deposit

All the Separate charges

Lower rent to be charged

Once fields have be edited, save the changes by clicking on the save button on the toolbar, you may print the revised form by previewing the lease renewal and then clicking the printer button on the toolbar.

Post the renewal by clicking the Post – 1 Year or Post – 2 Year button. This will renew the lease and create the new charges for the tenant.