Transfer Policy-ON Site Transfer
When a resident elects to transfer within the same community at the expiration of their lease term, please do the following:
1. The Manager must perform a pre-move out inspection of the apartment to determine if the
apartment has been taken care of and no major damages are present. If they have a pet and there are no pet damage/odor/stains in the current apartment- Resident will not have to pay another non-refundable pet deposit.
2. We will not charge an Application fee, Security deposit or run credit/background.
3. The Manager must check the resident’s payment history. Does he/she pay the rent on time? How
many NSF’s (returned items) do they have, current with BUBS payments. Manager will pull the resident’s file to check on formal complaints, illegal pets or illegal occupants.
4. If the rent on new apartment is higher, make sure the resident(s) qualify to pay the higher rent.
(Ask for current pay stubs)
5. Once everything is approved and you know that they are eligible to transfer on site, change their
status to “On Notice” on their current apartment. Set them up as an applicant at the new address.
6. You may move them out of the system, however, prior to doing the Deposit Accounting, be sure to
obtain the final water bill from Buckeye Utility. If applicable, return any refundable security deposit
to the resident.
7. The move out paperwork would come to the corporate office. Make a copy of the ledger for their
current file.
8. Move them into the new address. If they fulfilled their lease previously, then no security deposit is
required. If they did not fulfill all aspects of their previous lease, they should be charged the security
deposit that is in effect now at your community. As stated, a Surety Bond will follow the resident to
the new address.
9. They must sign a new one year lease agreement.
EXCEPTION: If a current resident has to be relocated to another unit, through no fault of his/her own, i.e., a leaky roof, a flood, etc. we would not require another security deposit be paid on the new unit. You would still do a move out and a move in. Current balances due would be transferred to the new ledger via ledger adjustments. (Remember the rent/audit department will do the ledger adjustments.) The ledger should have a zero balance prior to processing the move out. The security deposit refund would be made payable to the resident, pouched to the rental office so you can deposit the monies for the new unit once the resident has endorsed the check over to Oakwood. The same would be true for pet fees.
If you notify the corporate office prior to doing the deposit accounting, we may be able to transfer the money from one unit to the other. This can only take place if monies were collected and posted in the Voyager system.
DOWNGRADING to a smaller, less expensive apartment can be done with Regional Manager Approval.
12.2020 * All policies are subject to change per managements discretion.