N.Y. Comp. Codes R. & Regs. Tit. 9 §§ 1642-4.7

Current through Register Vol. 46, No. 45, November 2, 2024

Section 1642-4.7 - Rent roll and vacancy loss control book

(a) This form (Exhibit 26 of Appendix S-8) provides a recapitulation of the interim dwelling rent adjustments resulting from move-ins, move-outs, transfers, and changes in rent surcharges and a summarization of the changes in the rent roll. It also provides the predetermined figure for authorized rentals which controls the charges to tenants on the first day of the month (see § 1642-4.4) and is the source of the figures for income from rents to be recorded in the general ledger and the income analysis ledger by journal voucher at the end of each month (see § 1642-4.8, below). The rent roll and vacancy loss control book shall be a bound book. A separate rent roll and vacancy loss control book shall be maintained for each tenants ledger.

(b) Suitable modifications in the specimen form (Exhibit 26, Appendix S-8) and in the tenants charge and credit book (Exhibit 25, Appendix S-8) should be made where the need for the surcharge or retroactive surcharge classifications is not present such as, for example, in the operation of property included the related programs or in the operation of the site prior to demolition and construction. The established rent schedule of such property will not ordinarily vary from month to month, except as buildings are added or demolished. The established rent schedule will then be the control over charges and furnish the income figure to be recorded. The specimen form (Exhibit 26) may then be reduced to a vacancy loss control book to be operated in conjunction with the established rent schedule.

(c) The first entry for the month in the rent roll and vacancy loss control book is to record the surcharges at the beginning of the month, as brought forward from the previous month, in columns 10 and 20 of the form. The total of this figure and the basic rent schedule, which will have been recorded as the authorized dwelling rental on the last line of column 10 for the previous month, is the control over the charges to tenants accounts and to vacancy losses as of the first day of the current month, as described in subdivision (c) of section 1642-4.3. The second step is to list the dwelling units vacant or vacated on the last day of the previous month, simultaneously with the posting of the authorized rent charges to the tenants' accounts, entering in column 15 the scheduled basic monthly rent for each dwelling unit so listed. Thereafter, the dwelling rent and vacancy loss adjustments resulting from move-ins, move-outs, transfers, and surcharge adjustments, as reflected in miscellaneous charge and credit tickets, are listed and entered in the appropriate columns. Detailed instructions follow:

(column 1) Enter here the date of the miscellaneous charge and credit ticket. The initial entries for the basic rent, surcharges, and vacancies at the beginning of the month should be dated the first day of the month.

(column 2) Enter here the account number of the unit being vacated, rented or with respect to which a surcharge adjustment or a retroactive surcharge, based on a rent change authorization, is being effected. Units vacant or vacated on the last day of the month shall be listed at the start of the subsequent month as previously described. In order to provide for the recording of the necessary information with respect to a unit as it is rented, one line shall separate the listing of each vacant unit.

(column 3) Enter here the name of the tenant vacating or moving into a unit or with respect to whom a surcharge adjustment or a retroactive surcharge, based on a rent change authorization, is being effected. With respect to those units vacant or vacated on the last day of the previous month, enter the word "vacant".

(column 4) Enter here the number of the miscellaneous charge or credit ticket.

(column 5) Enter here the date on which rent charges to a tenant moving into a unit commence.

(column 6) Enter here the date on which the rent charges to a tenant vacating a unit terminate. No entry will be made in this column for those units vacant as of the last day of the previous month.

(column 7) Enter here the effective date of a surcharge adjustment authorized by a rent change authorization.

(column 8) Enter here the full monthly surcharge to be made to a tenant moving into a unit or the new monthly surcharge to be made to a tenant on the basis of a rent change authorization, whether or not the monthly surcharge to be made is greater or smaller than the old or former monthly surcharge. Do not enter the difference between the surcharge to be made and the old or former surcharge.

(column 9) Enter here the full monthly surcharge made to the tenant vacating a unit or previously charged to a tenant affected by a rent change authorization, whether or not such surcharge is greater or less than the new surcharge to be made. Do not enter the difference between the old and new surcharges.

(column 10) The amount appearing on the total line of column 10 for the previous month shall be entered on the first line of this column. No further entries are made in this column until the end of the month. At the end of the month, the difference between columns 8 and 9 is entered in column 10 on the net adjustments line and the amount on the first line of the column, as adjusted by the difference between columns 8 and 9, is brought down to the total line of column 10. To this total is added the basic rent schedule, which does not change from month to month. The sum of the basic rent schedule and the surcharges, as adjusted, is entered on the last line of column 10 as the authorized dwelling rental, which controls the charges to be made as of the first day of the subsequent month.

(column 11) Enter here the amount representing a retroactive reduction in surcharges charged to a tenant, as supported by a rent change authorization. Do not enter retroactive surcharges written off as a collection loss (see § 1642- 4.6).

(column 12) Enter here retroactive surcharges made to tenants, as supported by a rent change authorization.

(column 13) At the end of the month, enter on the last line of this column the difference between columns 11 and 12. The amount entered shall agree with the total net retroactive surcharges charged to tenants, as per column 3 of the tenants charge and credit book and represents the credit to income from retroactive surcharges to be recorded at the end of the month (see § 1642-4.8).

(column 14) Enter here the number of days the unit was vacant.

(column 15) At the beginning of the month, enter in this column the full basic monthly rent (exclusive of surcharges) of each unit vacant or vacated on the last day of the previous month, indicating the total amount of vacancies so listed by a pencil-footing. The difference between this amount and the authorized dwelling rental as of the end of the previous month shall equal the rent charges made to tenants' accounts as of the first day of the current month. As units are vacated thereafter, the difference, between the full basic monthly rent (exclusive of surcharges) and the pro rata basic monthly rent (if any) through the charge-through date is entered in this column.

(column 16) As units are rented, enter the pro rata basic monthly rent for the fraction of the month charged to the tenant moving into a unit. Pro rata surcharges to tenants moving in will be reflected in column 19.

(column 17) At the end of the month, enter on the total line of this column the difference between columns 15 and 16. The amount entered represents the vacancy loss to be recorded for the month (see § 1642-4.8).

(column 18) Enter here the pro rata portion of the current monthly surcharge (representing unearned rent) which has been cancelled with respect to a tenant vacating a unit. At the end of the month, the total of this column is entered on the net adjustments line of the column.

(column 19) Enter here the pro rata rent surcharge for the fraction of the month charged to the tenant moving into a unit. At the end of the month, the total of this column is entered on the net adjustments line of the column.

(column 20) The amount appearing in the total of column 10 for the previous month shall be entered on the first line of this column. No further entries are made in this column until the end of the month. At the end of the month, the difference between columns 18 and 19 is entered on the net adjustments line of column 20, and the amount on the first line of the column, as adjusted by the difference between columns 18 and 19 is brought down to the total line of column 20. This is the amount recorded in account 3102 as income for the month from dwelling rent surcharges, as described in section 1642-4.8, and shall agree with the surcharges charged to tenants, as per the total of column 2 of the tenants charge and credit book.

N.Y. Comp. Codes R. & Regs. Tit. 9 §§ 1642-4.7