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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.
System tips
1. Save a copy of this template on your local/network drive
2. Ensure that Macros are enabled
Go to HELP- How to Enable Macros
3. Ensure your Regional and Language Options are set to English (Australia)
Go to HELP- Region Language
4. On completing your data entry Save this template to your local or network drive. Options
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 communityhousingweb@dfc.sa.gov.au
Template incorporating steps listed above
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.
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). This
Dec-03, To 19-Dec-03) and make a note in the Comments to show the 'In Hand' amount 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
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.
Rental Report for the Residential Tenancies Tribunal
Group Name
Address of rented Premisis: Address, Suburb Postcode, SA
Name of Tenant: Tenant's Name
Phone: Home Numbe (W) Work Numbe (M) Mobile Number
Commenced: 1 January 2009
Ending: 30 December 1899
Bond No: Bond Numbe Amount: Bond Amount
SAHT Guarantee No: SAHT Guarantee Number if Applicable
Rent Amount: $0.00 / Fortnight
Method of Payment: Cash/Cheque & Bank Name BSB: BSB Number Acc: Account Number
5) Click OK
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