Template Version : 1.3 Tenant Rent Record Template Last updated: 8/31/2009 Purpose Use of this template by Housing Associations and Co-operatives will help to ensure that rent records include all information required by the Residential Tenancy Tribunal (RTT). The template is located on Housing SA's Community Partnerships and Growth website at http://www.communityhousing.sa.gov.au and should be used in conjunction with the Residential Tenancies Fact Sheet 3, available at http://www.ocba.sa.gov.au. How to use this Template System tips 1. Save a copy of this template on your local/network drive Go to HELP- How to Enable Macros 2. Ensure that Macros are enabled 3. Ensure your Regional and Language Options are set to English (Australia) Go to HELP- Region Language Options 4. On completing your data entry Save this template to your local or network drive. Using the Template 1 Go to Tenant Rent Record Template 1. Click the Go to the Tenant Rent Record Template button (above) or click on the Tenant Rent Record Template tab down the bottom of the page 2. Replace red text in the Template with your organisation's relevant information/data. 3. Record Changes in Amount of Rent Charged (this will populate the "Amount Due") for each tenant payment due. 4. Record the first "Due Date" (C23). Subsequent Due Dates will populate from this date according to the rental agreement (F17) It is important the due date field is completed first for Rent Period Calculator to work. 5. Record "Date Paid" and "Amount Paid" details for each tenant payment made. 6. Record "Rent Period From" date, which if the tenant is fully paid up is the same as the "Due Date". 7. Rent Periods are 14 days if paying fortnightly and 7 days if paying weekly. (F17) 8. If the tenant has underpaid the first payment, leave the first "Rent Period From" and "Rent Period To" columns blank (See Example 1 below). 9. If the tenant has not paid the total amount due for any subsequent Rent Period, the "Rent Period From" and "Rent Period To" remain the same as the previous period (see line 2 in Example 2). 10. It is not possible for a Rental Period to be paid in full unless all previous Rental Periods have been paid in full (i.e. oldest debt is paid first). 11. Note: The RTT will NOT accept rent records showing Rent Periods calculated in number of days paid. 12. Click the "Print" button to send a finalised copy of the tenant's rent record to your default printer. If you require further assistance using this template please contact Community Partnerships and Growth on 1300 700 561 or email email@example.com Template incorporating steps listed above 2. Replace the Red Text in the Template with the relavant information. 7. Click on the Rent Period From (cell G23). Select from the drop down list 8. Record the value the Rent Period Calculator is 3. Enter in the changes in Rent Charged. That is, record the amount of rent that was charged from 4. Fill in the first Due 5. This Amount 6. Record the Tenant's the Rent Period From shown in the displaying as In Hand here e.g. "$100 In Hand" - Date. This should equal Due column will meaning that the Tenant has not fully paid for the the Effective Start Date till the Effective End Date in the Rent Amount Cell. First Rental Payment. Rent Period Calculator(AA18). The the Tenancy Start Date automatically The date the payment Rent Period To (H23) will populate rental period, but has paid $100 towards the period. listed above in (2). If populate when was made and how much based on the rental agreement (F17). however you are you fill in the the Tenant paid. Now return to step (3) and make sure the next Rent continuing from another Changes in Once the "First Rental If the Rent Period From(AA18) and Amount Due is correct. As you fill in the next sheet, the Due Date Amount of Rent Payment" has been Rent Period To(AB18) are blank in the payment details in step (6) on a new line you will should be the same as Charged section recorded move onto step Rent Period Calculator then leave the notice that the figures in the Rent Period Calculator the last unpaid Rent (3), based on (7). From(G23) and To(H23) fields above will automatically update in line with the new Period From date. the Due Date. blank. information. It is important that you Subsequent Due Dates work through all the If the Rent Period To (AB18) date will automatically steps for each payment displayed in the Calculator is ahead of populate from this initial before moving on to the the dates in the Rent Period From date, in accordance to next payment. (G23) drop down list then select the their rental agreement latest period and in the next Rent (14 days if fortnightly, 7 Period From (G24) select the date if weekly). that is shown in the Calculator. 1 EXAMPLE 1: Where Tenant Makes Underpayment in first Rent Period Notice how the Rent Period Calculator is showing Rent Period From as 20- The first rent payment is short and there is no previous rental period that has been fully Dec-03 To 02-Jan-04, $0 In Hand and Owing $340 (this is the amount that paid for, so leave the Rent Period From and the Rent Period To blank. is needed to fully pay for the next rental period). The Rent Period From (20-Dec-03) is recorded in Cell G26. This is the first payment that the Tenant is required to make. This amount ($300) is $40 short of a full fortnight's rent ($340). Here the Tenant has paid $300 on 02-Jan-04, $40 short of fully paying for the next period. The $40 the Tenant paid on 22-Dec-03 along with the $300 in hand In this Rent Period From and To we record the last period that was fully paid (From 06- has fully paid for the next rental period (20-Dec-03 to 02-Jan-04). Dec-03, To 19-Dec-03) and make a note in the Comments to show the 'In Hand' amount This is reflected in the Rent Period From and To. for the (06-Dec-03 to 19-Dec-03) period. EXAMPLE 2: Where Tenant Makes Underpayment in a Second / Subsequent Rent Payment This amount ($300) is $40 short of a full fortnight's rent ($340) The rent is still paid to the last fortnight's rent period, with an amount In Hand. The tenant has paid $300 towards the next rental period, but has not paid the full fortnight's rent ($340). The next period has not been fully paid. Only record the last period that has been fully paid. Notice the last Rent Period To (H28) '16-Jan-04' has a pink background. The cheque was dishonoured, so the Rent Period From moved back by one pay period (i.e. Previous Rent Period To(H27) was '30-Jan-04' and the current Rent Period To (H28) is '16-Jan-04'). Whenever the Rent Period To date is not a forward date, the Rent Period To cell will be highlighted pink to identify a potentially incorrect Rent Period From date. In this case the dates were correct. 14 days has elapsed since last payment and the Tenant is still in This $300 payment is added to the previous $300 in hand, arrears. No arrangement has been entered into between the Tenant making a total of $600. and the Organisation. Form 2 is served to Tenant. This pays for 1 full fortnight's rent ($340), with the remaining $260 in hand. Tenant Rent Recording Template for the Residential Tenancies Tribunal (RTT) Rent Period Calculator *It is strongly recommended that when typing dates into the template to type them as dd-MMM-yy (eg 12-May-09) to minimise date conversion problems This Calculator will determine how many Rental Periods have been paid in full. In Hand means the amount of money that is less than the full Amount Due Rental Period Orange Cells - Automated Text (it is recommended that these are not changed) Owing means the amount of money required to fully pay for the next Rent Period Fortnight Pink Cells - Highlight a potential error. Double check inputted data before proceeding. Fill in the Changes in Amount of Rent Charged first. This will populate the Amount Due Column Week Red Text - Replace all the red text below with the appropriate details If Changes in Amount of Rent Charged are not recorded this Calculator will not work. Purple Cell - (In Hand From Previous Sheet) Only use if continuing from a previous sheet After the Amount Paid (F23) is entered the Number of Periods Paid in Full and amounts owing will change. Record the In Hand amount in the Comments section on the template. Group Name Please note: Address of rented Premises Address, Suburb Postcode, SA If the Rent Period From Date below (AA18) doesn't appear as an option in the drop down (G23), this Name of Tenant Tenant's Name is most likely due to a tenant paying multiple periods. Select the next period and then in the Phone (H) Home Number (W) Work Number (M) Mobile Number following row, select the date shown below in the Rent Period From (AA18). Tenancy Start Date 1 January 2009 If the Rent Period From(AA18) and Rent Period To(AB18) dates are blank then no periods have been paid. Tenancy End Date In Hand From Leave the From (G23) & To (H23) fields blank. In the next From (G24) Date, type in the appropriate date. $ - Bond No Bond Number Bond Amount previous Sheet Number of Periods Paid in Full = 0 SAHT Guarantee No SAHT Guarantee Number if Applicable Rent Period Rent Period Rent Payable / Fortnight From To In Hand Owing Method of Payment Cash/Cheque & Bank Name BSB BSB Number Acc Account Number $0.00 Changes in Amount of Rent Charged Rent Period Effective Start Effective End Due Date Amount Due Date Paid Amount paid From To Comments Date Date Rent Amount Notes 01-Jan-09 Report Created on 18-Jul-10 Rental Report for the Residential Tenancies Tribunal Group Name Address of rented Premises: Address Name of Tenant: Tenant's Name Phone: (H) Home Number (W) Work Number (M) Mobile Number Commenced: Date Started Ending: Date Ending Bond No: Bond Number Amount: Bond Amount SAHT Guarantee No: SAHT Guarantee Number if applicable Rent Amount: Amount charged / Fortnight Method of Payment: Cash/Cheque & Bank Name BSB: BSB Acc: Account Number Amount Amount Rent Period Due Date Due Date Paid paid From To Comments Report Created on 18-Jul-10 How to Check/Change your Regional And Language Options It is important to set your Regional Formats to English (Australia) as this will resolve formatting issues with dates. 1) Click on the Start button (bottom left corner of your screen) 2) Select Control Panel from the list 3) Double Click on Regional and Language Options 4) Select English (Australia) 5) Click OK How to Enable Macros 1) Click on Tools -> then Macro -> then Security… Consult with your IT area about changing this security setting. Make a note of your current Security Level, (it would be wise return to your orignal settings after you finish using this tool.) Change the Security Setting to Medium When the macro security level in Excel is set to Low (not recommended), macros can be run without prompting. Medium, Excel displays a dialog box asking if you want to enable macros. High (the recommended macro security setting for all users), Excel allows you to run only those macros that are digitally signed or stored in the Excel startup (XLStart) folder. For further information see: http://office.microsoft.com/en-au/excel/HP011195791033.aspx
"Copy of a Blank Rental Agreement Template"