Template Version :

1.3 8/31/2009

Tenant Rent Record Template

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.

Last updated:

How to use this Template

System tips 1. Save a copy of this template on your local/network drive 2. Ensure that Macros are enabled 3. Ensure your Regional and Language Options are set to English (Australia) 4. On completing your data entry Save this template to your local or network drive.

Go to HELP- How to Enable Macros

Go to HELP- Region Language Options

Go to Tenant Rent Record Template 1 Using the 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 protected]

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

4. Fill in the first Due

Date. This should equal the Tenancy Start Date listed above in (2). If however you are continuing from another sheet, the Due Date should be the same as the last unpaid Rent Period From date.

5. This Amount 6. Record the Tenant's

Due column will automatically populate when you fill in the Changes in Amount of Rent Charged section (3), based on the Due Date.
First Rental Payment. The date the payment was made and how much the Tenant paid. Once the "First Rental Payment" has been recorded move onto step (7).

G23). Select from the drop down list the Rent Period From shown in the Rent Period Calculator(AA18). The Rent Period To (H23) will populate based on the rental agreement (F17).
If the Rent Period From(AA18) and Rent Period To(AB18) are blank in the Rent Period Calculator then leave the From(G23) and To(H23) fields above blank.

8. Record the value the Rent Period Calculator is

displaying as In Hand here e.g. "$100 In Hand" meaning that the Tenant has not fully paid for the rental period, but has paid $100 towards the period.
Now return to step ( 3) and make sure the next Rent Amount Due is correct. As you fill in the next payment details in step ( 6) on a new line you will notice that the figures in the Rent Period Calculator will automatically update in line with the new information.

3. Enter in the changes in Rent Charged. That is, record the amount of rent that was charged from
the Effective Start Date till the Effective End Date in the Rent Amount Cell.

Subsequent Due Dates will automatically populate from this initial date, in accordance to their rental agreement (14 days if fortnightly, 7 if weekly).

It is important that you work through all the steps for each payment before moving on to the next payment.

If the Rent Period To (AB18) date displayed in the Calculator is ahead of the dates in the Rent Period From (G23) drop down list then select the latest period and in the next Rent Period From (G24) select the date that is shown in the Calculator.

EXAMPLE 1: Where Tenant Makes Underpayment in first Rent Period

The first rent payment is short and there is no previous rental period that has been fully paid for, so leave the Rent Period From and the Rent Period To blank. 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). Notice how the Rent Period Calculator is showing Rent Period From as 20Dec-03 To 02-Jan-04, $0 In Hand and Owing $340 (this is the amount that is needed to fully pay for the next rental period). The Rent Period From (20-Dec-03) is recorded in Cell G26.

Here the Tenant has paid $300 on 02-Jan-04, $40 short of fully paying for the next period. In this Rent Period From and To we record the last period that was fully paid (From 06Dec-03, To 19-Dec-03) and make a note in the Comments to show the 'In Hand' amount for the (06-Dec-03 to 19-Dec-03) period.

The $40 the Tenant paid on 22-Dec-03 along with the $300 in hand has fully paid for the next rental period (20-Dec-03 to 02-Jan-04). This is reflected in the Rent Period From and To.

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 arrears. No arrangement has been entered into between the Tenant and the Organisation. Form 2 is served to Tenant.

This $300 payment is added to the previous $300 in hand, making a total of $600. 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)
*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 Orange Cells - Automated Text (it is recommended that these are not changed) Pink Cells - Highlight a potential error. Double check inputted data before proceeding. Red Text - Replace all the red text below with the appropriate details Purple Cell - (In Hand From Previous Sheet) Only use if continuing from a previous sheet

Rent Period Calculator

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 Owing means the amount of money required to fully pay for the next Rent Period Fill in the Changes in Amount of Rent Charged first. This will populate the Amount Due Column If Changes in Amount of Rent Charged are not recorded this Calculator will not work. 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. Please note: If the Rent Period From Date below (AA18) doesn't appear as an option in the drop down (G23), this is most likely due to a tenant paying multiple periods. Select the next period and then in the following row, select the date shown below in the Rent Period From (AA18). If the Rent Period From(AA18) and Rent Period To(AB18) dates are blank then no periods have been paid. Leave the From (G23) & To (H23) fields blank. In the next From (G24) Date, type in the appropriate date. Rental Period Fortnight Week

Group Name
Address of rented Premises Address, Suburb Postcode, SA Name of Tenant Tenant's Name Phone (H) Home Number (W) Work Number Tenancy Start Date 1 January 2009 Tenancy End Date Bond No Bond Number Bond Amount SAHT Guarantee No SAHT Guarantee Number if Applicable Rent Payable / Fortnight Method of Payment Cash/Cheque & Bank Name (M) Mobile Number In Hand From previous Sheet $ -

Number of Periods Paid in Full = 0

Rent Period From Rent Period To In Hand $0.00 Owing

BSB BSB Number

Acc

Account Number

Changes in Amount of Rent Charged

Rent Period Due Date Amount Due Date Paid Amount paid From To Comments Effective Start Date 01-Jan-09 Effective End Date Rent Amount Notes

Report Created on

2-May-12

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

Due Date

Amount Due

Date Paid

Amount paid

Rent Period From To

Comments

Report Created on 2-May-12

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