Will rent compliance portal training material and webinar recording be on the CSJ website for anyone who misses this or is hired after this?
The recording of the webinar and user guide is accessible via the link provided below.
I can login to the portal, but I don’t see the properties I am associated with?
You may add property on your profile by providing a valid combination property id and PIN#. If you do not have that information, reach out to asset management by emailing rentcompliance@sanjoseca.gov
I am associated with a City of San José’s Affordable Housing Project. But I did not receive an invite email to login to rent compliance portal.
- Only certain projects have been permitted for online rent roll submission for portal initial launch.
- If you are a contact for one of those permitted properties and city has your contact email in their records, you should have received an email. Please email your information to rentcompliance@sanjoseca.gov if you still haven’t received it.
- Make sure to check spam folders in your mailbox due to email filter rules in certain email providers
- If you are not a contact for one of those permitted properties, then you will continue with how you are submitting right now. City asset management will announce soon when your property is also enabled for online rent roll submission
How do you get the PIN for a property?
If you are new to the property, email rentcompliance@sanjoseca.gov. You may be contacted for additional information by the city asset management for verification and they will send invite email with information of property and its PIN to add property in your profile on the portal.
Where do I see the list of properties included for online rent roll submission for this initial launch of the portal
List of properties included are published here
What would be the effective date of rent roll submission. And is there a need to specify end date while submitting rent rolls.
Rent roll to be submitted with end date of June 30. 2024. There is no end date to be specified while submitting the rent roll. Rent roll submission is required once a year. However, some properties may be required to submit rent rolls more frequently such as every quarter as determined by the Asset management division of city if San Jose.
What is the deadline to submit the rent rolls by for the permitted projects on this initial portal launch?
The properties chosen for initial launch of rent compliance portal must submit the rent rolls online by Aug 30, 2024.
Can the lease expiration date be left blank? If the tenant is on month-to-month basis what should be entered for expiration date.
Lease expiration field on the rent roll template cannot be blank. The expiration date must be entered for each unit of the property. If tenant is on month to month, then enter original expiration date as of move-in.
Will the portal reject or display error for Rent roll submission with over income households?
The portal will not display error for rent roll submission with over income households. However, the application may be returned for more information or further action upon review by asset management division.
What if we do not collect a piece of the data and do not have the information or able to obtain the info
If you do not have certain information to be filed, please reach out to city asset management division(rentcompliance@sanjoseca.gov) for further guidance.
How long after we submit the rent roll can we expect a response regarding Approved, corrections needed, or rejected?
City will review and provide a response upon review. The response time may vary depending on the size of property and the information submitted. At this moment there is no guideline available
What if we don’t collect some of the information requested in the rent roll template? Race, ethnicity, Female HH, Disability Status etc., Is it acceptable to leave this information as N/A going forward
All information in the rent roll template must be collected and entered while submitting online. If tenant declines to provide information such as race, ethnicity etc. choose ‘did not respond’ option in the drop down.
Can 1 person have access to multiple properties? Meaning the same email registered to multiple accounts?
You may add more than one property in your online profile that you are associated with. You will also be able to submit rent roll all those properties in your profile.
Are we able to download a previous year rent roll and update it with any changes needed to submit for the new year? Or do we need to download a blank one and enter everything again for the current year.
If the city had records of prior year submissions and accessible via the portal, you will be able to download the copy of the previous year, modify and upload it for current year submissions. Alternatively, you may download blank template and enter information for each unit and submit as well.
Is rent roll submitted for each unit by entering information against each row manually?
The basic info for each unit (such unit number, bedroom etc.) is pre-populated in template and you will need to provide information for each unit. If certain units are staff occupied (resident manager) or vacant, then you may leave the columns blank proceed with submission on portal. Alternatively, If the city had records of prior year submissions and accessible via the portal, you will be able to download the copy of the previous year, modify and upload it for current year submissions
Is the rent roll the only information we need to submit through the portal? The other 2024 Compliance Documents should still be sent to CSJ representatives through email?
Yes. Only the rent roll information can be submitted online for now. Please continue to submit other compliance documents as per current process.
