Tenant Change Requests

In order to change, add, or remove a name on a community or rental lease, community managers must initiate the process in NetSuite. Any additions or removals of tenants in the existing lease agreement must be approved by Underwriting. For information on RV resort guests, see Guests and Occupants on RV Long-Term Sites. For more information about adding and removing occupants, see Adding and Removing Occupants on Manufactured Home Sites.

The following situations represent the majority of the instances where Sun will remove tenants from a lease in the middle of the lease term:

• Applicant is deceased.
  • A domestic violence situation and a PPO or other court ordered protection has been issued. Sun will need a copy of the legal documents along with a completed TCR signed only by the remaining applicant saved in NetSuite.
• The tenant is moving from one site to another Sun site. This could be at the current Community/Resort or another Sun Community/Resort. The remaining tenants would still need to qualify for the current site and Sun would need an approval for the tenant's new site in order to process the change for the original site.
• A lease expires and a tenant is being removed. The TCR can be submitted up to 4 months prior to the lease expiring in order to determine if a lease renewal can be offered to the remaining tenants. Managers should leave a note to Underwriting in the comments to see if a renewal is possible.
• Rent From Homeowner leases where the tenants are changing.

Property manager must review the applicant details and upload all mandatory documents in the Predefined Documents section of NetSuite. These documents can include Employer information, State-issued ID, any legal documents, and others, depending on state requirements. Once the property manager submits the request, Underwriting reviews for approval.

Adding or Removing a Primary Applicant

There are three scenarios in which a property manager may need to add or remove the primary applicant:

1. The Primary Applicant is being removed and another occupant or co-applicant is being promoted to Primary Applicant.
2. The Primary Applicant is being removed and an entirely new person will replace them.
3. The Co-applicant is being removed and will be replaced by an entirely new person.

Add a primary applicant

1. Open the Lease Agreement and navigate to the Applicant Details tab.

2. Click More Actions, then Manage Applicants/Manage Occupants.

3. A popup window will appear with the option to Manage Applicants or to Manage Occupants. Select Manage Applicants.

Note: Manage Applicants is specifically to update details about the lease holder(s). Manage Occupants is for adding and removing people who live within the home but whose names are not on the lease.

4. On the Tenant Change Request screen, use the Type dropdown to select the type of change request you have.

5. Click the Applicant Name box to bring up the search window.

6. You will be prompted to select whether this is an existing occupant or a new applicant.

• Existing Occupants: If there are currently occupants listed on the lease, they will appear in the window. Simply click on the check box to select them, then click submit.

• New Applicant: Use the search function to look up a new applicant. If they exist in the system they will appear in the results field and you can select them from there. If they are not in the system, use the New Customer button to add their information, then click Submit.

7. Once you’ve selected the new applicant, click the Applicant Type dropdown to select whether they will be a new Co-Applicant or Co-Signer.

8. Click Submit to save them to the Change Request.

Their information will automatically populate the Addition of Co-Signer/Co-Applicant fields.

9. Click Save to save this addition.

10. Go to the Applicant Details menu and click Edit to begin. Update all the fields with red asterisks, then click Save when done.

11. Navigate to the Predefined Documents page and review the items that are required. Click Upload to upload the document to the appropriate field.

12. Submit for Approval to complete the request.

The request is sent to Underwriting for review and approval.

Note: If the change request is missing any information, an error message with the missing information will appear.

Remove a primary applicant

1. Open the Lease Agreement and navigate to the Applicant Details tab.

2. Click More Actions, then Manage Applicants/Manage Occupants.

3. A popup window will appear with the option to Manage Applicants or to Manage Occupants. Select Manage Applicants.

4. On the Tenant Change Request screen, use the Type dropdown to select the type of change request you have.

5. The current primary applicant’s information will autopopulate in the fields. Use the Reason to Remove dropdown to select why they are being removed from the application.

6. In the New Primary Applicant details, use the Applicant Name search to select the new primary applicant. This can be either an exisiting applicant or resident, or you can create a new applicant. Click Submit when done.

7. After selecting the new Primary Applicant, click Save to save your edits.

8. Go to the Applicant Details menu and click Edit to begin. Update all the fields with red asterisks, then click Save when done.

9. Navigate to the Predefined Documents page and review the items that are required. Click Upload to upload the document to the appropriate field.

10. Click Submit for Approval to complete the request and send to Underwriting for review.

Adding or Removing a Co-Applicant or Co-Signer

Add a Co-Applicant/Co-signer

1. Open the Lease Agreement and navigate to the Applicant Details tab.

2. Click More Actions, then Manage Applicants/Manage Occupants.

3. A popup window will appear with the option to Manage Applicants or to Manage Occupants. Select Manage Applicants.

4. On the Tenant Change Request screen, use the Type dropdown to select the type of change request you have. Select Addition of Co-Applicant/Co-Signer.

5. Click Applicant Name to find the person to add to the lease.

6. Choose whether this is an exisiting customer or a new applicant.

7. A list of existing applicants will appear and you can select them to add to the lease. Otherwise, complete a search to find or create a new applicant, then click Submit.

8. Click Save.

9. Go to the Applicant Details menu and click Edit to begin. Update all the fields with red asterisks, then click Save when done.

10. Navigate to the Predefined Documents page and review the items that are required. Click Upload to upload the document to the appropriate field.

11. Click Submit for Approval to complete the request and send to Underwriting for review.

Remove a Co-Applicant or Co-Signer

1. Open the Lease Agreement and navigate to the Applicant Details tab.

2. Click More Actions, then Manage Applicants/Manage Occupants.

3. A popup window will appear with the option to Manage Applicants or to Manage Occupants. Select Manage Applicants.

4. On the Tenant Change Request screen, use the Type dropdown to select the type of change request you have. Select Removal of Co-Applicant/Co-Signer.

5. 

 The current co-signer/co-applicant’s information will autopopulate in the fields. Select the applicant from the dropdown.

6. Use the Reason to Remove dropdown to select why they are being removed from the application.

7. Click Save to save your edits.

8.  Go to the Pre-Defined Documents menu and upload the required documents.

9.  Click Submit for Approval to complete the request and send it to Underwriting.

Adding a Trust or Business LLC as a Co-Signer

In some instances, a Trust or business entity (like an LLC) can be added to an existing, active agreement as a Co-Signer for that lease agreement. Trusts and LLCs do not go through a background screening or credit check process like a individual person who is a Co-Applicant or Co-Signer.

For more information on required documentation for Trusts and business entities, see Trusts, Wills, and Powers of Attorney Guidelines.

From the Lease Agreement screen, click More Actions from the top of the screen. Select Manage Applicants/Manage Occupants.

Click Manage Applicants.

A Tenant Change Request will generate. Select Add Trust/LLC as Co-Signer from the Type dropdown. Click Save.

Click the magnifying glass icon in the Applicant Name field.

A pop-up will open. Enter the name of the Trust or LLC in the Company Name field and click Search.

Click New Customer.

Another pop-up will open. Ensure the Company Name lists the legal Trust or Business name as it appears on the legal documents provided. Do not add additional contact information unless the contact person for the Trust or LLC is different from the existing Leaseholder. Click Submit.

Click Add.

Click Submit.

The Trust/LLC will display in the Applicant Name field.

Add the required documentation by uploading the Trust or business LLC legal documents under the Communication tab.

Once documents are uploaded, click Submit for Approval. Underwriting will review the Tenant Change Request.

Canceling a Change Request

If a TCR is no longer needed, you can cancel the TCR before it is submitted to Underwriting. 

1. Open the TCR you wish to cancel.

2. Click Cancel TCR to cancel the request.

3. Write the reason for the cancellation in the popup.

4. The TCR's status updates to Cancelled on the TCR and in the Lease Agreement.

Name Change Request

The property manager selects Name Change Request as the change request type and upload the supporting documents to send to Underwriting for approval.

If approved, Underwriting will change the name on the lease. If the rejection reason is related to the documents, then the property manager can resubmit the request. If the rejection reason is not related to the documents, then the Tenant Change Request will get rejected.

1. Open the Lease Agreement and navigate to the Applicant Details tab.

2. Click More Actions, then Manage Applicants/Manage Occupants.

3. A popup window will appear with the option to Manage Applicants or to Manage Occupants. Select  Manage Applicants.

4. On the Tenant Change Request screen, use the Type dropdown to select Name Change Request.

5. Select the applicant from the dropdown.

6. Enter the applicant’s new information in the Modified Applicant Details fields. Add remarks to make a note about why the name is changing.

7. Click Save.

8. Go to the Applicant Details menu and click Edit to begin. Update all the fields with red asterisks, then click Save when done.

9. Navigate to the Predefined Documents page and review the items that are required. Click Upload to upload the document to the appropriate field.

10. Confirm the occupant’s new information is correct, then click Submit for Approval to send it to Underwriting for approval.

Checking the Status of a Change Request

Check the status of change requests by going to the Tenant Change Request list, found under Lease Operations.

On this page you can check the status column to see what is happening with the request.

Updates to Customer Ledgers

When the primary applicant on a lease changes, the customer ledger is updated to reflect it. The ledger will show the previous lease history, as well as current/new entries. 

At the date of the tenant change you will see entries showing balance transfer(s) and credit memo(s). This reflects the transfer of the previous primary applicant's ledger balance, as well as credits to offset it.  These ledger entries offset one another and do not affect the balance due; the merely represent the transfer of the previous primary applicant's ledger to the new ledger.  

 

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SunSource Knowledge Base Article: https://sunsource.suninc.com//Interact/Pages/Content/Document.aspx?id=6154