1. Bond Loan Scheme Policy & Procedures

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1.1 Purpose and Scope

Purpose The purpose of this manual is to outline the processes by which the Office of Housing manages the Bond Loan Scheme.

This manual aims to ensure the Office of Housing provides a fair and consistent application of policy to all clients.

Scope The policy and procedures of this manual apply to all clients of the Bond Loan Scheme.

How to use this The procedures should be read in association with the policy, and where appropriate, referral should be made to other Office of Housing manuals manual and documents to ensure the intent of the policy is achieved when administering procedures.

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1.2 Bond Loan Scheme Policy

1.2.1 Introduction The OoH Bond Loan Scheme aims to assist low to middle income people who are capable of finding accommodation in the private rental market, but have difficulty meeting the up front costs associated with accessing private rental accommodation.

The OoH Bond Loan Scheme policy ensures that assistance is provided to households who have no other financial options. The OoH assesses all applicants eligibility for bond against the Bond Loan Scheme eligibility criteria based on information and documentation provided.

1.2.2 Eligibility for Eligibility Criteria the Bond Loan Scheme A household applying for the Bond Loan Scheme must meet each of the following eligibility criteria:

· Total assessable household income and assets cannot exceed eligibility limits for the Bond Loan Scheme.

· The applicant cannot own or have a share in a residential property unless there are specific circumstances that render them exempt.

· The rent on the property cannot exceed 55% of the household’s total

income .

· All previous bond loans must be repaid (for exemptions to this, refer to ‘Return of Previous Bonds’ section).

Return of Previous · All outstanding charges from any previous OoH tenancies must be Bonds in this chapter repaid (for exemptions to this, refer to section ‘Applicant Has Outstanding Charges’).

· The applicant must be a permanent resident of Australia.

Applicants are advised of the eligibility criteria and the documentation required to assess their application within one working day from an initial inquiry.

The application is processed and a cheque provided to the applicant within three working days from the date the completed application, with all necessary documentation, has been received.

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1.2.3 Income Assessment Eligibility

Eligibility for the Bond Loan Scheme is determined by adding together all assessable income of the household and by applying the appropriate Bond Loan Scheme Income Limit.

The combined household assessable income must be at or below the appropriate Bond Loan Scheme Income Limit to meet this eligibility criteria.

Bond Loan Scheme Income Limits

Bond income limits from 20/03/2001

Household Type Income limits

Single Person $315

Couple, no dependents $524

Family (one or two parents with one dependent child)* $558

Family (one or two parents with two dependent $592 children)*

Family (one or two parents with three dependent $626 children)*

Family (one or two parents with four dependent $660 children)*

Family (one or two parents with five dependent $694 children)*

Family (one or two parents with six dependent $728 children)*

Family (one or two parents with seven dependent $762 plus $34 for children)* extra child

Group Household $315 for each person

* Where a single parent has regular access visits from their children for at least 21% of the year, the relevant single person with dependents income limits should be applied.

Note: These limits are based on Centrelink Health Care Card income limits.

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Households that comprise a family with one or more children 18 years or over are assessed as separate income units. For example, a household comprising parents with one child aged 12 and one child aged 18 would be assessed against two separate income limits, ie. the income limit for a couple with one dependant is used for the parents and 12 year old child, and the income limit for a single person is used for the 18 year old person.

The combined incomes of couples are assessed against the Bond Loan Scheme income limits for couples. They are not assessed individually if the income of one member of the couple would make them ineligible.

Income counted in assessing eligibility

· Age Pension

· Asylum Seekers Allowance (Permanent residents and holders of Temporary Protection Visa Class 785 & 786)

· Austudy, Abstudy, University Grants and Bursaries; (where the recipient has traded part of their Austudy entitlement for a loan, we impute the appropriate Austudy entitlement)

· Blind Pension

· Carer’s Payment (formerly known as Carers Pension)

· CDEP Community Development Employment Project (Aboriginal community project paid by ATSIC)

· Defence Force Reserve Payments

· Department of Veteran Affairs, Service Pension

· Disability Support Pension

· Disability Wage Supplement

· Double Orphan Pension (if recipient is 18 years or over)

· Family Tax Benefit Part A (only include amounts above the Base Rate)

· Gross Wages ( including over time, shift allowances and bonuses, before tax instalments, superannuation contribution and union fees are deducted)

· Incentive Allowance

· Income generated from funds or assets (includes real estate)

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· Income generated from investments & interest on savings (including assets over $5,000 gifted in one year)

· Income received by Ministers of Religion

· Income Support Supplement (paid by Veterans Affairs)

· Maintenance Payments

· Mature Age Allowance

· Net profits (for self-employed)

· New Employment Incentive Scheme (NEIS)

· Newstart Allowance

· Overseas Income including Overseas War Service or Veterans Affairs Pensions

· Parenting Payment Single (formerly known as Sole Parents Pension)

· Parenting Payment Partnered

· Partner Allowance

· Sheltered Workshop Payments

· Sickness Allowance

· Special Benefits

· Superannuation payments

· Veterans Affairs Pensions

· War Widows Pension

· Widow Allowance

· Work Cover and other compensation payments for loss earnings

· Youth Allowance (18 yrs and over)

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Income not counted in assessing eligibility

· Austudy Loan ( however, where the recipient has traded part of their Austudy entitlement for a loan, we impute the appropriate Austudy entitlement)

· Austudy Pensioner Educational Supplement

· Bereavement Payment

· Book Allowance

· Child Care Benefit (formerly knows as Child Care Cash Rebate and Child Care Assistance)

· Carer’s Allowance (formally known as Child Disability Allowance and Domiciliary Allowance)

· Double Orphan Pension

· Education Allowances

· Base Rate of Family Tax Benefit Part A (includes the former Minimum Family Allowance, Family Allowance and Family Tax Payment Part A)

· Family Tax Benefit Part B (includes the former Basic Parenting Payment, Guardian Allowance and Family Tax Payment Part B)

· Fares Assistance

· Formal Training Allowance (paid with Centrelink pension or allowance)

· Foster Allowance

· GST Component of Pensions and Allowances

· Lump sum compensation payments (unless documented as loss of income)

· Mobility Allowance

· Multiple Birth Allowance

· Orphan Pension (18 years and under)

· Pharmaceutical Allowance

· Remedial Tuition Allowance

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· Rent Assistance

· Supplementary Income (arrangement with relative/friend to supplement applicant’s income, when assessing 55% rule for rent affordability)

· Telephone Rental Concession

· Travel, Meals & Accommodation Allowances

· War Disability Pensions

· Youth Allowance (16-17 year old)

Note: All incomes listed under ‘Income not counted in assessing eligibility’ should be included when assessing whether income is above 55% of weekly rent payable.

1.2.4 Statutory Austudy Payments Income Has Not Started Where an applicant has applied for an Austudy grant and payments have not commenced, the applicant must provide documentation to confirm the main income currently used to meet living expenses and the amount received.

Documentation can include:

· Wage statements for any part-time or seasonal work undertaken; or

· A Statutory Declaration prepared by a parent or guardian who provides financial support.

Where the applicant receives income from more than one source for a given period, all assessable incomes are included in the assessment.

Centrelink Payments

If the applicant has been granted an allowance or benefit from Centrelink but it has not commenced, the applicant must provide documentation that confirms particulars of the allowance and details of their current source of income.

Where payments from Centrelink will commence shortly, eg. within two weeks, eligibility assessment is based on future statutory income.

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1.2.5 Applicant is Full and part-time employees Working

Applicants who work must provide a letter from their employer confirming:

· The applicant’s name.

· The applicant’s gross weekly income including overtime and other allowances for the last 13 weeks.

· The employer’s name and telephone number.

The OoH determines income eligibility on the calculation of average gross weekly income for the previous 13 week period. If the applicant cannot provide a 13 week statement as they have not been employed for this period of time, we calculate the average weekly income according to the income and the number of weeks of employment, eg. if the applicant has worked for 4 weeks, we divide the total income received for this period by 4 to obtain an average weekly income. Providing the average weekly income is below the appropriate Bond Loan Scheme Income Limit for the household, the applicant meets this criteria.

Self employed

A bond applicant who is self employed is requested to provide the following information:

· A certified profit and loss statement and balance sheet.

· A copy of income tax submissions for the self-employed person and their spouse.

· An assets statement.

· Documentation from Centrelink showing any benefit, pension or allowance paid.

· Documentation showing any other income for themselves, their spouse or child related payments.

· Copies of all bank books or bank statements.

If a recent Tax Statement is not available ie. from the last 12 months, a letter from an accountant stating the average gross weekly income received is sufficient.

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Where documentation is not available from an accountant, or the applicant has not been self employed long enough to lodge a tax return, a Statutory Declaration that confirms all financial details of the business must be provided

1.2.6 Asset Policy Intent Eligibility

The Asset Limits for the Bond Loan Scheme are based on the estimated cost of securing appropriately sized housing in the private rental market.

Household Composition and Maximum Asset Limits

Single Applicant $1,300

Couple, no dependent children $1,300

Family (one or two parents with one dependent child)* $1,300

Group household made up of two persons $1,300

Family(one or two parents with two or more $2,100 dependent children)*

Group households made up of three or more persons $2,100

* Where a single parent has regular access visits from their children for at least 21% of the year, the relevant single person with dependents asset limits should be applied.

Note: These limits are based on the average cost of renting in the private rental market, as well as on Centrelink Health Care Card asset limits.

Assets included in assessing eligibility

Assessable assets include the capital value of assets or equity in:

· Cash holdings

· Mobile homes and recreation vehicles eg. caravans, boats etc

· Net fixed assets of a business, including the value of the business itself

· Savings including fixed term deposits

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· Shares in estates and businesses

· Stock market bonds and investments

· Superannuation funds that can be realised

· The value of any interest or equity in land in Australia

· An interest or equity in real estate in Australia eg. houses, flats or units or land that can be used or sold by the applicant to pay the bond

Documentation must be provided to confirm applicant’s claim, that assets cannot be realised. For example, a letter from a solicitor or financial institution confirming details of the assets and why they are not realisable would be acceptable.

Documentation required to confirm cash assets

All applicants for a bond loan must provide one of the following to confirm cash savings available:

· A current bank book or bank statement, or

· A current bank account print-out which confirms the account belongs to the applicant and confirms the balance of the account.

Assets not included when assessing eligibility

Assets not included in assessing eligibility are:

· Personal belongings

· Furniture

· A private car

· Assets that cannot be realised eg. superannuation roll over funds, lifetime annuities

· An interest or equity in real estate in Australia, that cannot be used or sold by the applicant to pay the bond

Documentation must be provided to confirm an applicant’s claim that assets cannot be realised. For example, a letter from a solicitor or financial institution confirming details of the assets and why they are not realisable would be acceptable.

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1.2.7 Applicants An applicant who owns or has an interest in real estate in Australia including land, is ineligible for a bond loan unless they confirm they are Who Own Real unable to sell or live in the property. Estate

Exemptions for bond applicants who own real estate

An applicant who owns or has an interest in real estate is ineligible for bond unless they cannot make ‘effective use’ of the property by:

· Selling their equity in the property.

If they state they are experiencing difficulties selling a property, documentation is also required from an approved valuer, stating the market value of the property and documentation showing that a real estate agency or the applicant is attempting to sell the property with a reserve price of no more than the market value.

· Residing in the property or continue to reside in the property.

Appropriate documentation must be provided to support a claim that they cannot reside in the property. For example, a letter from a doctor confirming that the applicant’s health would deteriorate should they reside or continue to reside in the property, or a letter from a solicitor confirming the applicant’s property is part of a contested property settlement and that the applicant cannot reside in the property as a result.

Applicants must provide documentation that is appropriate to the circumstances and provide details of their interest in the property and why they are unable to occupy or sell it.

Note: Where an applicant is escaping from a current family violence situation and has not yet commenced legal proceedings, that confirmation form their family violence support worker stating that they are unable to reside in their property and are unable to sell their equity is accepted.

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1.2.8 Test for 55% 55% of Income - Rent Ratio Test Eligibility

To be eligible for a bond loan, the weekly rent charged for the property cannot exceed 55% of the applicant’s total gross weekly income.

For group households, we assess each eligible applicant within the household and calculate their portion of the rent to assess whether it is less than 55% of their total income. Income Eligibility in this manual For an application from a couple, the couples total income is combined and assessed against the full rent to determine whether the rent is less than 55% of their total income.

We include all assessable and non-assessable incomes, including the maximum Rent Assistance that the applicant is eligible for, to calculate whether the rent charged is less than 55% of the household’s income. If the rent is less than 55% of the total household income, they meet this criteria.

This policy differs from the income limit eligibility test in that all income, whether assessable or non-assessable, is taken into account.

1.2.9 Reduced An applicant who does not receive the full Centrelink entitlement is assessed on the actual amount of statutory income received, to determine Centrelink if the rent exceeds 55% of the applicant’s income. Circumstances where Payments payments are reduced include:

· A previous overpayment, or

· Repayment of a loan from Centrelink.

In these circumstances, we include all assessable and non-assessable incomes as well as the maximum Rent Assistance that the applicant is eligible for, to determine eligibility.

Where full Centrelink entitlement amounts will shortly resume, the full entitlement is imputed to determine whether the rent exceeds 55% of the applicant’s income.

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1.2.10 Where documentation confirms an existing arrangement with a relative or friend supplementing the income of the applicant, this income is included Supplementary when assessing whether the rent exceeds 55% of the applicant’s income. Income The documentation provided can include:

· A bank statement from the applicant showing regular payments, or

· A Statutory Declaration from the person providing the income. This must include the amount of income they are providing the applicant and the regularity of payment.

1.2.11 Increases in Future increases in pensions or allowances Income

If the applicant advises they will shortly receive an increase in their Centrelink payment, an assessment of the increased amount is made to determine whether the rent exceeds 55% of the applicant’s income.

Circumstances where we assess an applicant based on their increased income include:

· Applicants moving away from home, or turning 18 or 21.

· A single applicant who is pregnant and will soon be receiving a Parenting Payment Single.

· A couple who are expecting a child and will soon be receiving Family Allowance.

· Any indexed increases in pensions and allowances for all Centrelink recipients.

Note: The assessment is based on documentation from Centrelink confirming the increase.

1.2.12 Return of Repayment of an original bond loan Previous Bonds

The Residential Tenancies Bond Authority (RTBA) at the termination of the tenancy must return all bond loans in full to the OoH.

Each applicant who receives a bond loan must sign a legally binding agreement to repay the loan to the OoH at the end of the tenancy should any portion be paid to the landlord as compensation for rental arrears or damage to the property, or, return the cheque within three days of it being issued if the tenancy does not proceed.

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The landlord/estate agent may retain all, or part of the bond to cover costs associated with the tenancy. Under Section 417 of the RTA (1997). The landlord may apply to the Victorian Civil and Administrative Tribunal for an order directing the Residential Tenancies Bond Authority to pay an amount of the bond to the landlord for either of the following reasons:

· Rent arrears, when the tenant has not paid rent for some period of the tenancy up until the date the tenant vacates, or

· Compensation for any damage to the rented premises by the tenant up until the date the tenant vacates.

An amount paid to the owner/landlord under an order by VCAT remains a debt to the applicant.

Exemptions to repayment of an original bond loan

The OoH does not require the bond to be repaid where:

· It is demonstrated that the landlord illegally withheld the bond, or

· The bond is retained by the landlord as the tenant could not provide sufficient notice of their intention to vacate due to their requirement to commence a public housing tenancy.

Application for bond where the previous bond has not been returned

The OoH accepts applications for bond where a previous bond has not been returned if the applicant provides written advice from their current landlord/agent that the bond will be returned in full to the OoH on the termination of their current tenancy.

Written advice may be in the form of a Residential Tenancies Bond Authority (RTBA) Claim Form that has been signed by the tenant/s and the landlord/agent.

This policy recognises that there can be significant delays in the RTBA bond return system.

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Applicant is from a previous group or Joint tenancy

This includes applicants who were part of a previous group household, a couple or a family bond application.

An applicant with outstanding bond from a previous tenancy where more than one tenant received a bond loan must repay their share of the outstanding bond before a further loan is provided.

The outstanding bond is apportioned equally according to the number of tenants listed on the original bond loan agreement.

Before receiving further bond, the applicant is also required to sign an & Appendix 1.4.2 – agreement to repay the remaining bond apportioned to other members of Outstanding Charges Repayment Agreement the household.

Applicant has left a current group or Joint tenancy

An applicant who has left a current tenancy where more than one tenant received a bond loan from the OoH, can be considered for further bond assistance where the applicant’s share of the current bond loan has been returned by the landlord or agent. Where this occurs, the applicant is no longer responsible for the remaining bond loan.

1.2.13 Exemptions Where an applicant requests further bond and all outstanding bond loans have not been completely repaid, the OoH does not provide further to Immediate assistance unless: Repayment of Bond · An applicant is forced to leave a tenancy as they are currently subject to family violence, eg. a group household where one household member takes out an Intervention Order against another household member. The OoH will exempt the person subject to the violence from immediate repayment of any outstanding bond loans. The applicant needs to provide documentation from either a solicitor or an emergency housing worker outlining the circumstances under which the applicant moved out of the property. This criterion is to assist applicants in immediate housing need.

· An applicant has been forced to leave a tenancy due to a serious medical condition. The applicant must provide a letter from a medical practitioner confirming that the applicant cannot reside in their existing housing as it is inappropriate. The OoH will exempt that person from immediate repayment of any outstanding bond loans.

In both circumstances, the applicant is required to repay their outstanding & Appendix 1.4.2 – charges in the future, and we request that the applicant sign a repayment Outstanding Charges agreement. Repayment Agreement

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Repayment Agreement

1.2.14 Applicant has Bankrupt applicants Outstanding Charges An applicant with outstanding charges from a previous bond loan, or from a previous tenancy with the OoH which are subject to bankruptcy, can be considered for a bond loan.

Under this circumstance we do not request a lump sum payment or that the applicant sign an agreement to repay the charges. However, assessment of the application is made three months after an initial application is received by the local Housing Office. The first application received after the applicant with outstanding charges has been declared bankrupt should be registered on ISIP and made ineligible. Comments regarding the bankruptcy should also be recorded on ISIP at this stage. A further application for bond assistance can be considered three months after the date that the original, ineligible application was registered.

Outstanding charges from a previous OoH tenancy

Applicants with any outstanding charges from a current or previous tenancy with the OoH are not eligible for the Bond Loan Scheme until all & Appendix 1.4.2 – outstanding amounts are paid. Outstanding Charges Repayment Agreement Outstanding charges include rental arrears, maintenance costs that have been substantiated, and water charges. Where outstanding charges are present, we request that the applicant sign a repayment agreement.

Exemption to repayment of outstanding charges

Where an applicant requests a bond and they have outstanding charges from a current or previous tenancy, the OoH does not provide bond assistance, with the exception where the applicant is currently escaping family violence and is therefore forced to leave their housing, for example, a joint tenancy where one tenant takes out an Intervention Order against the other tenant. The OoH will exempt the person subject to the violence from the immediate repayment of their outstanding charges.

The applicant needs to provide documentation from either a solicitor or an emergency housing worker outlining the circumstances under which the applicant moved out of the property. The applicant must also relinquish their tenancy rights from their current tenancy before the application can be approved.

This policy is to assist applicants in immediate housing need. & Appendix 1.4.2 – The applicant is required to repay their outstanding charges in the future, Outstanding Charges Repayment Agreement and we request that the applicant sign a repayment agreement.

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1.2.15 Applicant is An applicant under an Assurance of Support is not eligible for a bond loan Under an Assurance unless the sponsorship arrangement has expired or broken down. of Support Documentation is required to confirm that the Assurance of Support no longer exists or has broken down, ie. a letter from Centrelink to confirm they are receiving a statutory income.

1.2.16 Victorian Applicants from interstate, permanent residents from overseas (including New Zealand) who have recently arrived in Victoria can apply for the Bond Residency Loan Scheme provided they meet all other eligibility criteria. Requirement

1.2.17 Application Where an applicant has secured a property in Victoria but they are residing interstate, they do not require a Victorian contact address to be eligible to From Household apply for bond. Residing Interstate Documentation from an owner or landlord listing the applicant as a tenant must confirm that the property they will be renting is located in Victoria and must include address details.

1.2.18 Permanent Applicants, including newly arrived immigrants, must be permanent Residency residents of Australia to be assessed for bond. Applicants who were born overseas must provide documentation to confirm they have been granted permanent residency. Appropriate documentation includes:

· A certificate of Australian citizenship, or

· A permanent residence permit stamped on the applicant’s passport.

Note: Newly arrived migrants who are subject to Centrelink’s 2 year waiting period are eligible for bond, subject to meeting all other bond eligibility criteria.

1.2.19 Exemptions Applicant is on a Temporary Protection Visa to Permanent Residency Applicants who are approved under a Temporary Protection Visa category, and are issued with a class 785 or 786 visa are eligible to apply for bond, provided they meet all other bond eligibility criteria.

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1.2.20 Age Any applicant is eligible to apply for the Bond Loan Scheme, regardless of age, provided they have an independent income and have been accepted as Requirement for the a tenant by a landlord or estate agent. Bond Loan Scheme Where the lease has been co-signed by another person with the applicant eg. their guardian, we assess the applicant on any income they receive including income from their guardian.

If the lease is signed by a guardian only, because the applicant does not have an income, we request that the guardian provide income and asset documentation and assess the guardian for the bond loan.

1.2.21 Applicant is a As of 19 January 1998, current and former tenants, residents and occupiers of Movable Units and Granny Flats from the OoH, can be assessed for a Current or Former bond loan at the time they apply. Tenant or Resident Note: Prior to this policy change, applicants who had been OoH tenants six months prior to making an application for bond were not eligible for assistance. This restriction no longer applies.

1.2.22 Couple and Where the OoH is provided with documentation that confirms that an applicant is paid at a married rate, we request that they apply with their Family Applications spouse.

Both members of a couple are assessed according to each of the criteria for the Bond Loan Scheme. The Income and Asset Limits specified for couples are used to determine eligibility.

However, where one member of a couple has a bond loan from a previous tenancy which is outstanding, the OoH requests that they repay their portion of the debt. If they are unable to repay their portion, we provide the Return Of Previous other member of the couple with their half of the bond loan, provided they Bonds in this manual are eligible according to each of the criteria.

1.2.23 Group Where an application is received from a group household, the names of household members accepted as tenants must be included on the tenancy Households agreement or letter from the landlord/estate agent in order for each member to be assessed for bond.

All members of a group household applying for bond need to submit their documentation together as only one bond application can be made per household.

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However, where one member of a household has a bond loan from a previous tenancy which is outstanding, the OoH requests that they repay their portion of the debt. If they are unable to repay their portion, we provide Return Of Previous the other eligible members of the household with their share of the bond Bonds in this manual loan.

1.2.24 Applicant Where the original bond was not provided by the OoH Joining Established Group Household An applicant who wishes to move into an established group household can be assessed for bond. The applicant is assessed according to the eligibility criteria for the Bond Loan Scheme. The applicant must provide the following:

· Written confirmation from the owner or estate agent that the applicant has been approved as a tenant and the amount of bond required; or

· A signed tenancy agreement which includes the name of the applicant.

In these circumstances, cheques are issued to the Residential Tenancies Bond Authority on behalf of the new tenant only.

If the applicant is joining the household because another tenant is vacating, we do not make bond cheques payable to the tenant who is vacating the property or to tenants who remain in the property.

Where the original bond was provided by the OoH

Where the original bond was provided by the OoH, the applicant cannot be assessed until the original bond has been repaid in full. This is because the OoH issues only one bond per tenancy.

If this is the case, the applicant can request the agent or landlord to return the original bond or provide written documentation from the landlord/agent confirming that the bond will be returned in full upon the termination of their current tenancy, and then all applicants can reapply for bond assistance.

1.2.25 Owner Applicants who will be sharing the property with the owner or sharing a property which has been converted to a dual occupancy must provide a Occupied Property copy of a tenancy agreement or a letter from the owner confirming that a tenancy arrangement exists.

We confirm ownership of the property by contacting the Rates Office of the local council where the property is situated.

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1.2.26 Applicant is Where an applicant is sub-leasing a property, the applicant can be to Sub-lease a assessed for bond where the following conditions are met: Property · Written permission received from the original landlord giving approval to sublet the property.

· A copy of the tenancy agreement between the original tenant and the applicant (sub-tenant) is provided.

· The Bond is to be lodged with the Residential Tenancies Bond Authority.

· The OoH has not already provided a bond to the original tenant.

· Where the property is a commercial property a copy of the Properties Managed commercial lease which indicates that the lessee has permission to By Community Groups & sub-let the property. Student Subsidised Accommodation in this Note: This policy does not apply to properties whose rents are manual subsidised by the OoH.

1.2.27 Properties Community housing organisations, including religious organisations, who manage properties owned by the OoH and / or already receive OoH Managed by financial assistance for properties they manage shouldn’t receive bonds, Community Groups therefore tenants moving into these properties are not eligible to receive bond assistance.

However where the property is not owned by the OoH and the community group does not already receive OoH financial assistance for the property, then the tenant is eligible to apply for bond assistance where:

· A tenancy agreement has been signed.

· The landlord requires bond.

· The bond will be lodged with the Residential Tenancies Bond Authority.

1.2.28 Student The OoH would not provide bond assistance where students are applying for bond to move into a property that is owned by an educational facility, Accommodation whether it is subsidised or not, as any such tenancy would not be subject to any tenancy law and bonds would not have to be lodged with the Residential Tenancies Bond Authority.

However if the property is subsidised by an educational institution but does not fall under the above exemption, (for example, a private rental property where a university is paying a subsidy to the tenant ), and is therefore covered by residential tenancy law, the OoH would be able to provide bond assistance.

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1.2.29 Rooming and The OoH assesses applications for bond from applicants wanting to move into rooming houses or boarding houses that are not partly owned by the Boarding Houses OoH.

The applicant must provide documentation to confirm that the amount requested is for a bond loan. If an applicant requests bond to pay a key deposit, the OoH does not give assistance.

1.2.30 Caravans and An applicant can be assessed for a bond loan where they will be renting a Caravan Parks caravan in a caravan park if: · It will be the primary place of residence.

· The caravan is located in a registered caravan park ie. an on-site van that is permanently situated in a caravan park.

· A tenancy agreement will be signed.

· The landlord requires bond.

· The Bond will be lodged with the Residential Tenancies Bond Authority.

Note: Caravans parked in privately owned residences are not eligible for the Bond Loan Scheme.

1.2.31 Applicant We accept bond applications from applicants who have moved into a property before applying for a bond loan, however we do not provide bond if Already Moved into the tenancy is about to end or will not be ongoing. Property Where documentation is provided confirming that the applicant is accepted by the landlord as the tenant of the property and that the bond is outstanding, we assess the application according to the eligibility criteria for the Bond Loan Scheme. The documentation must also confirm that the tenancy will be ongoing for a reasonable period of time, ie. the tenancy is not about to end.

1.2.32 Bond Where the bond has already been paid and the applicant applies for a bond loan with the OoH, the applicant is generally not eligible for the scheme Amount has Already unless they meet one of the following exemptions: Been Paid · The applicant arranged for payment of the bond as they were not provided with all the necessary information by the OoH when the initial inquiry was made by the applicant or

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· The applicant was not provided with information in their preferred language and as a result were not fully informed of the OoH’s requirements or

· The applicant has an OoH bond loan on a current property and has paid the bond on a new property in order to secure tenure. Once the current bond loan has been repaid, a new bond cheque can be made out to the Residential Tenancies Bond Authority on behalf of the applicant(s) for the new property. This would depend on the return of the initial bond to the OoH and return of the applicant’s bond to the applicant or

· The applicant has been unable to attend the Housing Office because of a serious health problem.

In these circumstances the application and all relevant documentation is referred to the Team Leader for approval.

Where an applicant has made a payment other than rent or bond to the landlord/estate agent before the tenancy agreement is made eg. an application deposit or an application fee, the applicant is still eligible for bond. However, if the payment is equivalent to the bond amount required, we do not provide bond unless the exemption criteria is met.

1.2.33 Bond Loan Bond loan amounts Limits

The OoH provides bond assistance based on the actual size of the rented property. These limits are based on metropolitan median rents for each property size.

The maximum bond loan amounts are: Property Size Maximum Bond Loan Bedsit or 1 bedroom $520 2 bedroom $750 3 bedroom $840 4 or more bedrooms $1000

The OoH counts a study or similar room (eg. separate dining room) as a bedroom for the purposes of calculating the maximum bond loan, where the household intend using that room as a bedroom. For example a family with three children rent a property with two bedrooms and a study. nI this situation the property would be regarded as having three bedrooms.

A lounge/living room cannot be counted as a bedroom where it would result in the household no longer having access to a lounge/living room.

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Calculating Bond Entitlement

Where the bond amount is less than the maximum bond loan entitlement for the appropriate property size the following formula is applied:

Actual bond amount x Number of eligible = Bond amount Number of rent contributors applicants provided

Where the bond amount is more than the maximum bond loan entitlement for the appropriate property size the following formula is applied:

Max bond entitlement for bed size x Number of eligible = Bond amount Number of rent contributors applicants provided

Group Households

If only one member of a group household is eligible for bond, we determine the applicant’s share of the bond by dividing equally the total bond amount for the property by the number of adult household members.

1.2.34 Single Parent Applications from a single parent in a group household are assessed by dividing the actual bond by the total number of adult household members Applicant Within a (ie rent contributors). The single parent is entitled to their share of the Group Household maximum bond loan amount according to the size of the rental property.

For example a single parent with one child applies with another single person. The household will be renting a three bedroom property. Both the single parent and the other single household member would be entitled to a maximum of $420 each (one half share of the $840 three bedroom bond limit).

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1.3 Bond Loan Scheme Procedures

1.3.1 Bond An applicant can apply for the OoH’s Bond Loan Scheme by providing the required documentation to any Housing Office or Bond Loan Scheme Applications agency throughout Victoria. The applicant is not required to attend the Housing Office closest to the area within which they are planning to reside.

When an initial inquiry is received, ensure that the applicant is informed of the documentation required eg. proof of income, assets and permanent residency. Provide them with a Bond Loan Scheme Application form and a Housing Services Information Sheet on Bond Loans. Request that they complete and return the assessment form to the Housing Office with the required documentation for all household members applying for bond.

If the applicant is unable to provide documentation concerning a Centrelink payment, ask the applicant to complete and sign a request for information form and send it by fax to Centrelink.

Documentation required to process bond

To assess eligibility, request that the applicant provide the following documentation:

· Confirmation of identity of each person applying who receives an independent income. The following documentation can be accepted as confirmation of identification:

¡ one document identifying the applicant which has a signature and photograph eg. Victorian Driver’s Licence, student card or passport; or

¡ two documents with signatures eg. Pensioner Health Care Card and Marriage Certificate.

· Income statement that is no more than two weeks old confirming average gross weekly income received from Centrelink, an employer or documentation confirming any other source of income.

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· Copy of the Tenancy agreement or a letter from Landlord/Agent confirming the following tenancy details:

¡ name, contact address and phone number of Landlord/Agent

¡ address of the property to be tenanted

¡ the number of bedrooms in the property

¡ names of all proposed tenants

¡ bond amount required

¡ weekly rent required

¡ duration of tenancy agreement

¡ date tenancy is to commence

· Confirmation of the applicant’s current back account balance. This can take the form of a current bank book, bank statement, print-out of an account or statement from a credit co-operative, or any other financial institution document that confirms the applicants savings. A recent print-out from an automatic teller machine is acceptable if the card number on the print-out matches the card number on the account card belonging to the applicant.

Date stamp the applicant’s documentation with the date it is received by your office.

& Appendix 1.4.1 - See Appendix 1.4.1 for a sample proforma that can be provided to Landlords / Estate Agents applicants for Landlords/Agents to complete confirming tenancy details. Proforma

Check if a previous bond was provided

Conduct a name search on ISIP to determine if there are any previous bonds or other outstanding charges in the applicant’s name. The ISIP system will check whether a previous bond application has been made by the applicant, providing the assistance was given after 30 June 1989 when the OoH commenced recording bond applications on the ISIP system.

If a previous bond is listed on ISIP, confirm that the amount is still outstanding by contacting the Bond Recoupment Unit. Confirmation of whether a bond is outstanding is only available from the Bond Recoupment Unit. Discuss the matter with the applicant to establish why the bond has not been repaid.

Where the applicant has not approached the landlord/estate agent concerning the outstanding bond, advise them to contact the landlord to request that they complete a Bond Claim Form for the Residential Tenancies Bond Authority to return the entire bond to the OoH. Also advise the applicant that the current application will be cancelled and that a new application can be made once the original bond is repaid.

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If VCAT has made an order for all or a portion of the bond to be paid to the landlord by the Residential Tenancies Bond Authority, advise the applicant that no further assistance can be provided until the outstanding bond amount is paid in full. Advise the applicant that they can sign a repayment agreement or repay the full loan to the OoH by cash or cheque.

If they decide to sign an agreement, negotiate an amount they can afford for not less than $5 per week and arrange for them to sign the & Appendix 1.4.2 – agreement. (See Appendix 1.4.2 for a sample Outstanding Charges Outstanding Charges Repayment Agreement). Send the signed agreement to the Bond Repayment Agreement Recoupment Unit at 120 Spencer Street, Melbourne, 3001.

Also check ISIP to ensure there are no outstanding rent arrears. If you find that there are outstanding charges from a tenancy with the OoH, arrange for the applicant to sign an agreement to repay the arrears. (See Appendix 1.4.2 for a sample of the Outstanding Charges Repayment Agreement.) Advise the applicant that they are not eligible for the Bond Loan Scheme until the outstanding charges have been repaid.

Return Of Previous If the outstanding charges accrued as part of a joint tenancy, the Bonds in this manual applicant must repay their portion of the debt to be eligible for Bond Assistance.

1.3.2 Requests for Applications for further bond Further Bond

Applicants who are exempted from immediate repayment of the bond are required to sign an agreement to repay the outstanding charges before Exemptions to being assessed for Bond Assistance. Immediate Repayment Of Bonds in this manual Documentation from an appropriate Community Worker or Solicitor to support their application must be provided.

Outstanding bond

If an applicant with an outstanding bond applies for a second bond, ask them to provide written advice from their landlord/agent that the bond will be returned in full to the OoH on the termination of their current tenancy. This advice may be a RTBA Claim Form signed by the tenant/s and the landlord/agent.

Where the housing office has any doubt about the authenticity of the documentation, contact the landlord or agent by telephone to confirm their intention to return the bond.

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Applicant repays original bond by personal cheque

If you receive an application for further bond, and the applicant is making a payment for the previous bond by personal cheque or business cheque, issue a receipt for the payment but do not proceed with the assessment until the cheque has been cleared by the bank.

It takes approximately three days for a cheque to be cleared through the banking process.

Where you are notified by the applicant’s bank that there are insufficient funds to cover the amount of the cheque, contact the applicant and explain that the assessment cannot proceed until the previous loan is repaid.

If the applicant is paying with cash or a bank cheque, proceed with processing the bond.

1.3.3 Assess Check income documentation Household Income Eligibility Check that income documentation has been provided for all household members who are applying for the Bond Loan Scheme. Also check that a Bond Loan Scheme Assessment Form has been completed by all applicants.

Check the current Centrelink income chart to ensure that each applicant is receiving the current entitlement.

If all income documentation has been provided for the household, check that the total assessable income meets the income limits for the Bond Loan Scheme.

Applicant receives less than full entitlement

If an applicant is receiving a lower rate of benefit than they are entitled to, ask them to provide a statement from Centrelink stating the reason why. Check if the reduction is due to the applicant receiving other income, eg. wages.

Where the documentation confirms they are on a reduced statutory income and not receiving another type of income, assess the application at the rate of benefit they are receiving.

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Receiving statutory income and working

Where an applicant is receiving a full or part benefit and is also working, the applicant must provide documentation from their employer that confirms:

· The employer’s contact name, address and telephone number; and

· The amount of gross wages including overtime and other allowances received by the applicant for the last 13 weeks.

We calculate the average weekly wage and add this to the weekly Centrelink benefit to obtain the applicant’s gross weekly income and assess the applicant against the appropriate income limit for the Bond Loan Scheme.

Where income payments have not commenced

If an applicant’s employment has been terminated and they are waiting for a payment from Centrelink, check the date of commencement of the pension/allowance on the letter from Centrelink. Where a commencement date is provided but payments will not commence for some time, check if they have assets or an alternative source of income available which they could use to pay rent until Centrelink payments commence. If not, do not proceed with the assessment.

Self Employed applicants

Where you receive documentation from a self employed applicant, fax all documentation to the Rebates Team, 9th Floor 555 Collins Street, Melbourne on fax number 9616 8926. The Rebates Team will calculate the weekly income on which to base the assessment against the appropriate Bond Loan Scheme income limit.

Where the applicant does not have an accountant or has not been self employed long enough to have lodged a tax return, they must provide a Statutory Declaration giving details of what they estimate their weekly income to be.

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1.3.4 Assess Asset Check documentation concerning assets Eligibility for a Bond Loan Check all documentation provided with the application to confirm whether the applicant’s total assessable assets meet the Bond Loan Scheme Asset Limits.

Add together the assessable, realisable assets of each applicant to determine total household assets and apply the asset limit for the Asset Eligibility in this appropriate household type to determine eligibility. Where the manual documentation does not indicate if an asset is realisable, request the applicant’s written permission for you to contact the company by telephone to confirm the value. Any information given must be noted on the documentation to indicate that it has been verified with the company.

Where the applicant has provided a print-out from an Automatic Teller Machine, this can be accepted only where the officer processing the application has checked the number of the account on the print-out against the number on the applicant’s Automatic Teller Machine card to confirm that the account belongs to the applicant.

Where the assets are above the Bond Loan Scheme Asset limit for the appropriate household type, advise the applicant they are above the asset limit for a bond loan and that their application cannot be approved.

Check ownership of real estate

Applicants Who Own Check if the applicant owns or is part owner of any real estate. If they Real Estate in this manual own real estate, check whether the household can make ‘effective use’ of the property. If the household has provided documentation to confirm that they cannot make ‘effective use’ of the property, proceed with the assessment of the application.

Where the tenant can reside in the property but chooses not to, the applicant is not eligible for the Bond Loan Scheme.

1.3.5 Assess 55% of Assess the applicant’s income to determine whether the rent charged does not exceed 55% of their income. Add together both assessable Income and non-assessable income and add the maximum Rent Assistance appropriate for the household type to determine the total household income.

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If the weekly rent charged on the property is less than 55% of the applicant’s income, continue with the assessment. If the rent is above 55% of the total income and the applicant provides documentation to confirm that they will receive an increase in their income e.g. a single applicant who is pregnant will be granted a Parenting Payment Single at the completion of their pregnancy, continue with the assessment.

Where the rent on the property is higher than 55% of the applicant’s income, do not proceed with the application.

Contact the applicant and advise that the rent on the property is above 55% of their income and that they do not meet this eligibility criteria.

Where the applicant is waiting for a pension or allowance to commence and currently has no other income, if they have a cash asset that does not put them above the Bond Asset limit, calculate their income on the assets documentation provided. Divide the amount of the assets by the number of weeks until Centrelink payments commence to ensure that rent payments are not more than 55% of their assets. If the rent is not more than 55% of the assets, proceed with the assessment.

1.3.6 Evidence of Confirm ownership of rental property with council Tenancy

Where the letter regarding the proposed tenancy is written by the owner, contact the local council to confirm ownership of the property. (See & Appendix 1.4.3 – Council Appendix 1.4.3 for a list of Councils, their responsible suburbs and Rates Offices telephone numbers). Check ISIP for details of the suburb and which council it comes under.

Confirm tenancy and bedroom size details with owner/estate agent

Where the applicant has provided a letter from an agent/landlord of the property, contact the agent/landlord and confirm that all details in the documentation are correct, ie. that the property will be leased to the applicant mentioned in the documentation, that all details regarding the tenancy are correctly documented and that the bond has not already been paid.

Check the property size (ie number of bedrooms) with the agent/landlord. If the household advise the property has a study (or separate dining room etc) check with the owner that these property details are correct and that the household will still have access to a separate living area.

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1.3.7 Issues Owner has changed their name Affecting Eligibility

Where the landlord has changed his/her name and the council have the previous name of the landlord, request that the applicant provide legal documentation from their landlord confirming that they have changed their name by marriage or by deed poll.

If the landlord has changed his/her name but has not registered it by deed poll, request the applicant provide a Statutory Declaration from the landlord detailing their current name and the reason for the change. Advise them that they must complete a Bond Transfer form and lodge it with the Residential Tenancies Bond Authority.

Applicant sharing with owner & dual occupancy

Where an applicant provides a letter from the owner advising that the applicant will be sharing the property but that the property has been converted to dual occupancy eg. a house that has been converted to two flats, confirm with the local Council that the property has dual occupancy. Proceed with assessing the application.

If the applicant is sharing the property with the owner, telephone the local council to confirm ownership details.

Bond already paid by applicant

Where the applicant has paid the bond but is eligible to apply for a bond loan through the OoH as they meet one of the exemption criteria, Bond Has Already contact the landlord/estate agent to establish whether they are prepared Been Paid in this manual to reimburse the applicant the original bond.

If the landlord has or will establish a tenancy and is prepared to reimburse the applicant, proceed with the assessment. If the landlord has already lodged the bond with the Residential Tenancies Bond Authority, a bond claim form will need to be filled out for the bond to be returned.

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A second application from a group household

If you receive a second application from a group household and an earlier application has been approved, explain to the applicant that their application cannot be assessed because an earlier application has already been approved. Also explain that when applying for bond, a group household can only make one application.

1.3.8 Other Forms Check documentation from the caravan park of Accommodation

Ensure that the caravan park is licensed or registered with the council by contacting the Public Health Unit or Health Office at the municipal council in the local area.

If the caravan park is registered, make a note on the letter or lease that you have confirmed that the park is registered.

Contact the owner or manager of the caravan park to confirm the details of the tenancy and note these on the application form.

Proceed with the assessment of the application according to the eligibility criteria for the Bond Loan Scheme.

Rooming and boarding houses

Check that the applicant has provided documentation from the owner of the boarding house, private hotel or rooming house and that the property is not partly owned by the OoH. The documentation must confirm that the bond loan is to be used as a bond on the property, not for a key deposit.

Contact the owner or manager to confirm the details of the tenancy and note this on the application form.

Proceed with the assessment of the application according to the eligibility criteria for the Bond Loan Scheme.

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Housing provided by community groups or religious organisations

Confirm the ownership of the property, check the letter or lease provided to ensure there is a contact name and telephone number for the person who signed the documentation. Contact that person to confirm whether the OoH is part owner of the property under a Project Partnership or Joint Venture or if the OoH already provides assistance for the property, if so the application is not approved.

However if the property is not owned by the OoH and the community group does not already receive assistance for the property, then the tenant is eligible to apply for bond assistance.

Confirm that:

· A tenancy agreement has been signed.

· The landlord requires bond.

· The bond will be lodged with the Residential Tenancies Bond Authority.

Applicants moving from their own or a OoH owned movable unit

To confirm that the applicant moving from a movable unit or granny flat meets the criteria for a bond loan, check with the local Housing Office that it is owned by the OoH. If it is not, request that the applicant provide a letter from a Community Support Worker or a Solicitor confirming that they do not own the movable unit, and that they do not have assets remaining from the sale of the property that would make them ineligible.

If the applicant has assets that exceed the asset limits, advise them that they are not eligible for bond and of the reason they are ineligible.

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1.3.9 Complete Check ISIP for rental application Eligibility Assessment on ISIP Check if the applicant has an approved rental application. If so, update the address listed on the rental application to the address the applicant is moving to.

Where the applicant has an approved Early Housing Transfer application, remove the Early Housing status only if the applicant has secured Allocations Manual - appropriate long term accommodation. (See Special Housing Needs Special Housing Needs Segment in the Allocations Manual). If the applicant has signed only a Segment short term lease, Early Housing status is retained and re-assessment of the application is made at the time of allocation.

Enter details of the application on ISIP

Enter all bond applications onto ISIP. When details from the documentation are entered for an eligible applicant, print out the application form and letters.

Confirm with the ISIP calculation that the rent charged is less than 55% of the applicant’s income on the front page of the application.

1.3.10 Process the Write a Bond cheque Bond Cheque

Determine the amount of bond the applicant is entitled to before writing the cheque. Bond Loan Limits in this manual Complete the bond cheque making it payable to the Residential Tenancies Bond Authority. All cheques must be marked “Not Negotiable”.

Arrange for two authorised staff to sign the cheque. Where there is only one other authorised staff member available and the Housing Services Officer processing the cheque is an authorised signatory, it is acceptable for the processing officer to be one of the signatories signing the cheque.

Photocopy the bond cheque and attach the photocopy to the application.

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Obtain approval for the bond loan

Request another Housing Services Officer to check the application form to ensure that the rent is not more than 55% of the applicant’s income. If the “Rent % of Assessable income” is not above 55%, ask another Housing Services Officer to sign the form where indicated on page two as the “Approving Officer”, and on pages three and four as the “Authorising Officer”.

As the “Paying Officer”, sign the application form where indicated on pages three and four.

Sign the owner/estate agent’s letter and the applicant’s letter.

Prepare the Bond Lodgement Form

Complete the relevant sections of the Bond Lodgement form and give to the tenant to sign with the landlord/agent for the lodgement of the bond with the Residential Tenancies Bond Authority.

Sections 1, 4 and 5 of the Bond Lodgement form must be completed by the Officer assessing the bond before giving it to the applicant. The application number generated by ISIP must be recorded in section 4 of the form.

1.3.11 Interview the Arrange an interview with the applicant Applicant

If the applicant is eligible, contact them by telephone and arrange a time for all applicants to sign the application and to give them the cheque.

Interview the applicant and sign the agreement

Complete the ISIP generated application with the applicant’s responses. Providing the applicant still continues to meet the bond eligibility criteria after you have reassessed the original application, ask them to read the Statutory Declaration and then sign the declaration. All eligible applicants applying for bond must sign the agreement and declaration.

Attach the cheque to the ISIP generated landlord/estate agent’s letters and give them to the applicant. Explain that the letter, the cheque and the bond Lodgement form must be given to the landlord/estate agent.

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Advise the applicant that the loan must be repaid to the OoH at the end of the tenancy. Suggest that they follow up repayment of the loan with the landlord/estate agent when they terminate the tenancy by completing a Bond Claim Form for the return of the full bond by the Residential Tenancies Bond Authority to the OoH.

Ensure that the applicant is aware that if the landlord wishes to claim all or a portion of the bond as compensation for outstanding rental arrears or damage to the property, they must make an application to VCAT to determine whether they are entitled to any of the bond. Also explain that if VCAT makes an order that all or a portion of the bond be paid to the landlord as compensation, the applicant would not be entitled to a further loan until the outstanding amount is repaid in full.

Applicant no longer meets the eligibility criteria

Where the applicant does not meet one of the eligibility criteria stated in the application eg the applicant owns a residential property where they could live, explain to the applicant that they are not eligible for bond. If there is a reason why they cannot make “effective use” of the property, ask them to provide documentation to support this.

If you find during the interview that the applicant is no longer eligible, but their application has been approved and a cheque written, you will need to cancel the cheque and ensure that the application is updated on ISIP.

When cancelling a cheque, write ‘cancelled’ across the front of the cheque and then attach it to the stub in the cheque book.

1.3.12 Batching of Batching of Bond Applications Bond Applications

All bond applications must be batched together in application number order ensuring that all documentation is attached on a weekly basis, and forwarded to the Bond Recoupment Unit located at 19th floor, 120 Spencer Street, Melbourne 3000.

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1.3.13 Money and Security of cash, cheques and money orders Cheques Recouped Administration When payments are received, Housing Office staff must ensure that they secure cash and cheques in the safe.

Two to three members of staff must be provided with keys and at least one member of staff must be available to open and lock the safe during business hours.

Before placing cheques in the safe, ensure that the amounts balance with the receipts issued to applicants.

Note: Cash and cheques must be banked daily.

Issuing receipts for bond loan repayments

All bond applicants who are repaying a bond loan over the counter at the Housing Office either by cash or cheque must be given a receipt as confirmation of the payment.

Note: Cheques received through the mail are sent to the Cashiers Office, 19th Floor, 120 Spencer Street Melbourne, without processing or issuing a receipt.

Write a receipt for the amount received in the receipt book. Write the cheque number, BSB code and cheque account number on the bottom of the receipt and also include the details of the bond loan application number and the applicant’s name.

Give the white copy to the applicant and attach any relevant documentation to the yellow copy to go to the Cashier’s office, eg. a letter from the landlord, and leave the pink copy in the receipt book.

Where an error is made writing a receipt, cancel the receipt. Leave the white and yellow copies of the cancelled receipt in the receipt book and write “cancelled” across it.

Where an applicant has repaid a bond and you also receive a cheque from the Residential Tenancies Bond Authority to repay the same bond, the applicant must provide a written request for reimbursement of the original bond. Forward the letter with a copy of the receipt to the Bond Recoupment Unit and request that they re-imburse the applicant for the appropriate amount.

Receipt books can be obtained by contacting the Cashiers Office on (03) 9637 4306 located on the 19th Floor, 120 Spencer Street, Melbourne.

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Preparing cash and cheques for banking

All cash and cheques received over the counter at the Housing Office must be banked on a daily basis. To prepare cheques for banking, stamp the front of each cheque with a ‘Not Negotiable, credit account of OoH of Human Services’ stamp.

Enter the details for each receipt that is issued onto the “Banking & Appendix 1.4.4 – Banking Reconciliation Reconciliation Sheet” and indicate whether cash or cheques have been Sheet paid in the space provided. Add all entries together to obtain the total amount to be banked.

Note: Receipt numbers must always run in consecutive order with any cancelled receipts also being recorded. (See Appendix 1.4.4 for a sample Banking Reconciliation Sheet)

Complete a bank deposit slip, and ensure that the total of the Banking Reconciliation Sheet matches the amount being deposited. Deposit cash and cheques in the “General Account” of the ANZ bank and photocopy the bank deposit slip stub after it has been signed and stamped by the bank teller.

Sending payment information to Cashier

Forward the following documentation on a daily basis to the Cashiers Section 19th Floor, 120 Spencer Street, Melbourne, 3000:

· Yellow copies of receipts and any documentation that you have attached to it.

· Completed “Banking Reconciliation Sheet”.

· Copy of the bank deposit stub showing the teller’s stamp and signature.

File a copy of the completed “Banking Reconciliation Sheet” for future record. The copies will be required if an audit is carried out.

Cheques received through the mail

Where a bond loan payment is received through the mail, attach any documentation that is in the envelope to the cheque. Using the information from the cheque or accompanying documentation, check ISIP to find a bond application number.

Stamp the cheque with a “Not Negotiable, Credit Account of Department

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of Human Services” stamp on the front of each cheque.

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Do not issue a receipt, as cheques received through the mail are processed by the Bond Recoupment Unit.

Write the details of the cheque on the proforma “Bond Cheques Received & Appendix 1.4.5 - in the Mail” (See Appendix 1.4.5 for a sample proforma Cheques Cheques Received In Mail Received in the Mail). Send all un-banked cheques and documentation Proforma together with the completed “Bond Cheques Received in the Mail” proforma on a daily basis to the Cashiers Office, 19th Floor, 120

Spencer Street, Melbourne, 3000.

Copy the completed proforma and keep the copy at the Housing Office.

The Cashiers Office will check the listing and the cheques to make sure that both are correct. If all details on the proforma and cheques are correct, the Cashiers Office will sign and date the proforma and return it to the Housing Office confirming the cheques received.

File the proforma for future record. The proforma will be required if an audit is carried out.

1.3.14 Cancelling a When it is necessary to cancel a cheque, and you are not in possession of the cheque, contact the Bond Recoupment Unit on (03) 9637 4315, to Cheque advise them that the cheque needs to be cancelled so that a stop payment can be placed on the cheque through the bank. Cancel the bond application and cheque details on ISIP.

If you are in possession of the cheque, write “CANCELLED” across the front of it and attach it to the cheque book. Maintain a register of all cancelled cheques.

Complete a memorandum for cancelled and returned cheques, (see & Appendix 1.4.6 - Cancelled Bond Cheque Appendix 1.4.6 for a sample memorandum) and forward it to the Bond th Memo Recoupment Unit 19 Floor, 120 Spencer Street Melbourne.

1.3.15 Cheque If a staffing change at the Housing Office has meant that there is a need to add or cancel a signatory on the list, contact the Banking Section, signatories 19th Floor, 120 Spencer Street, Melbourne, 3000 and request that they send copies of all proformas which need to be completed by the new signatory.

When they are complete, return all forms to the Banking Section. They will update Head Office records and will, once authorised, pass on the amendments to the bank.

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1.3.16 Where there Where you identify a discrepancy between the amount of bond loan written on the cheque and the amount recorded on ISIP because of an is a discrepancy in administrative error, send a memorandum and a copy of the cheque butt the cheque amount to the Bond Recoupment Unit and where necessary, request that they amend the details of the loan on ISIP.

Check the amount that was originally requested by the landlord/estate agent. If it differs from the amount paid by the bank and the amount is less than the original required loan, write a second cheque to make up the difference.

Where the amount that was paid is greater than the original amount of the required loan, contact the landlord/estate agent to request that they return the overpaid amount.

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1.4 Appendix

1.4.1 Landlord / Estate Agent Proforma

H u m a n S er v ices

P e o plef i r st

Proforma to Landlord / Estate Agent

Dear Sir/Madam,

For the purpose of granting a bond loan under the Office of Housing’s Bond Loan Scheme, please provide the information requested below:

Name of all Tenant(s):

......

......

......

Address of property offered for rental:

......

......

Tenancy start date ...... /...... /...... Tenancy end date...... /...... /......

Total Rent Per Week: $......

Total Bond Required: $......

No. of Bedrooms: ......

Name of Estate Agent/Landlord: ......

Address: ......

......

Signature of Landlord/Estate Agent: ...... ………

Telephone Number: ...... (BH) ...... (AH)

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1.4.2 Outstanding Charges Repayment Agreement

OFFICE OF HOUSING AGREEMENT TO REPAY OUTSTANDING CHARGES

Vacated Arrears r

Account Number: ______Outstanding Amount: $______Vacated Address: ______

Account Number: ______Outstanding Amount: $______Vacated Address: ______

Maintenance Charges r

Account Number: ______Outstanding Amount: $______Vacated Address: ______Outstanding Bond Loan r

Application Number: ______Outstanding Amount: $______Rented Property: ______

I, ______, Date of Birth ____/____/____ of ______(new address) agree to pay $______per week/fortnight, commencing on ____/ ____/ ____, until the amount/s outstanding in my rental account $______dr, maintenance account $ ______dr and bond account $ ______dr are cleared.

I can be contacted on ( ) ______(telephone number).

I am fully aware that failure to keep this agreement will result in legal action being taken and that I will be responsible for any legal costs incurred including solicitor’s fees.

Signature of Tenant/Applicant: ______Signature of Witness: ______Name of Witness: ______Date: _____ / _____ / ______

Bond Loan Scheme Policy & Procedure Manual: Version 4.0 September 2001 Page 1-43 Appendix

Office Use Only - send copies of agreement to: Bond Unit Vacated Arrears 19th Floor, 120 Spencer Street Melbourne 3000 18th Floor, 120 Spencer Street, Melbourne 3000 Tel: 9637 4305 Fax: 9637 4933 Tel: 9637 4258 Fax: 9637 5430 DX: 210088 DX: 210088

Page 1-44 Bond Loan Scheme Policy & Procedure Manual: Version 4.0 September 2001 Appendix

1.4.3 Council Rates Offices

Council Rates Offices Metropolitan Melbourne

Banyule Bundoora, Greensborough, Heidelberg, Ivanhoe, Lower Plenty. tel. 9490 4222

Bayside Beaumaris, Brighton, Cheltenham, Elsternwick, Highett, Sandringham tel. 9599 4444

Boroondara Ashburton, Balwyn, Camberwell, Canterbury, Hawthorn, Kew tel. 9811 6444

Brimbank Ascot Vale, Deer Park, Keilor Park, St.Albans, Sunshine, Sydenham tel. 9249 4000

Cardinia Belgrave, Ferntree Gully, Gembrook, Koo Wee Rup, Pakenham, Lang Lang, Emerald, Cockatoo, Bunyip tel. 03 5945 4222

Casey Berwick, Cranbourne, Doveton, Endeavour Hills, Narre Warren, Beaconsfield (part), Cranbourne South, tel. 9705 5200 Eumemmerring, Hallam, Hampton Park, Lyndhurst

Dandenong Dandenong, Keysborough, Noble Park, Springvale tel. 9239 5100

Darebin Keon Park, Merri, Northcote, Preston, Reservoir, Ruthven, Thornbury tel. 9230 4444

Frankston Carrum Downs, Frankston, Langwarrin, Seaford, Skye tel. 9781 3117

Glen Eira Bentleigh, Carnegie, Caulfield, Glen Huntley, Murrumbeena, Ormond tel. 9524 3333

Hobsons Bay Altona, Brooklyn, Laverton, Newport, Spotswood, Williamstown tel. 9316 1212

Bond Loan Scheme Policy & Procedure Manual: Version 4.0 September 2001 Page 1-45 Appendix

Hume Broadmeadows, Craigieburn, Gladstone Park, Sunbury, Tullamarine tel. 9301 3200

Kingston Mentone, Carrum, Port Phillip Bay, Moorabbin, Oakleigh South, Calrinda, Clayton South, Patterson tel. 9581 4567 Lakes

Knox Bayswater, Knoxfield, Rowville, Upper Ferntree Gully, Wantirna tel. 9881 8222

Manningham Doncaster, Park Orchards, Templestowe, Warrandyte, Wonga tel. 9840 9333

Maribyrnong Braybrook, Brooklyn, Footscray, Maidstone, Maribyrnong, Tottenham tel. 9688 0200

Maroondah Bayswater North, Croydon, Heathmont, Kilsyth, Ringwood tel. 9871 0222

Melbourne Carlton, East & North Melbourne tel. 9658 9800 Macaulay, Parkville, Newmarket

Melton Diggers Rest, Melton, Rockbank, Buttlejorrk, Exford tel. 9747 7200

Monash Glen Waverley, Mount Waverley, Oakleigh, Mulgrave, Clayton, Notting Hill tel. 9566 0200

Moonee Valley Ascot Vale, Essendon, Flemington, Moonee Ponds, Strathmore, Niddrie tel. 9243 8888

Moreland Batman, Brunswick, Coburg, Moreland, Pascoe Vale, Newlands, Glenroy tel. 9240 1111

Nillumbik Arthurs Creek, Christmas Hills, Diamond Creek, Eltham, Hurstbridge, Research tel. 9433 3111

Port Phillip Albert Park, Balaclava, Port Melbourne, South Melbourne, Ripponlea, St. Kilda

Page 1-46 Bond Loan Scheme Policy & Procedure Manual: Version 4.0 September 2001 Appendix

tel. 9209 6209

Bond Loan Scheme Policy & Procedure Manual: Version 4.0 September 2001 Page 1-47 Appendix

Stonnington Armadale, Gardiner, Kooyong, Prahran, Malvern, South Yarra, Toorak tel. 9522 3333

Whitehorse Blackburn, Box Hill, Burwood, Forest Hills, Laburnum, Nunawading tel. 9262 6333

Whittlesea Epping, Humevale, Lalor, Eden Park, Keon Park, Mernda tel. 9217 2170

Wyndham Hoppers Crossing, Laverton Nth, Mt Cottrell, Werribee, Truganina tel. 9742 0777

Yarra Abbotsford, Alphington, Burnley, Clifton Hill, Collingwood, Fitzroy, Richmond tel. 9205 5555

Yarra Ranges Belgrave, Healesville, Lilydale, Monbulk, Montrose, Warburton, Yarra Glen tel. 9735 8333

Council Rates Offices Regional Victoria

Alpine Bogong, Bright, Mount Beauty, Falls Creek, Myrtleford, Ovens 03 5755 1544

Ararat Ararat, Armstrong, Maroona, Rossbridge, , Warrak, Westmere 03 5355 0200

Ballarat Ballarat, Burrumbeet, Learmonth, Sabastopol, Wendouree 03 5320 5500

Bass Coast Bass, Cowes, Inverloch, Phillip Island, Wonthaggi

03 5672 4844

Baw Baw Drouin, Neerim, Rokeby, Shady Creek, Trafalgar, Warragul

Page 1-48 Bond Loan Scheme Policy & Procedure Manual: Version 4.0 September 2001 Appendix

03 5624 2411

Bond Loan Scheme Policy & Procedure Manual: Version 4.0 September 2001 Page 1-49 Appendix

Bendigo Bendigo, Eaglehawk, Elmore, Heathcote, Lake Eppalock, Kangaroo Flat 03 5434 6000

Buloke Buloke, Birchip, Charlton, Donald, Sea Lake, Wycheproof 03 5493 7400

Campaspe Echuca, Gunbower, Kyabram, Rochester, Tongala

131 220

Central Goldfields Bealiba, Bet Bet, Dunolly, Eddington, Goldsborough, Newbridge 03 5461 1566

Colac-Otway Apollo Boy, Beeac, Birregurra, Cape Otway, Colac

03 5232 9400

Corangamite Camperdown, Lismore, Noorat, Skipton, Terang

03 5593 7100

Delatite Bonnie Doon, Lamieson, Kevington, Matlock, Mount Buller 03 5760 2600

East Gippsland Bairnsdale, Lakes Entrance, Orbost, Malacoota, Omeo

03 5150 9100

Gannawarra Cohuna, Dingwall, Kerang, Kerang east, Koondrook

03 5456 4466

Glenelg Branxholme, Casterton, Heywood, Portland, Tyrendarra 03 5522 2200

Golden Plains Bannockburn, Meredith, Rokewood, Steiglitz, Stonehaven, Anakie, Lethbridge, Inverleigh 03 5220 7111

Greater Bendigo Bendigo, Eaglehawk, Elmore, Heathcote, Lake Eppalock 03 5434 6000

Page 1-50 Bond Loan Scheme Policy & Procedure Manual: Version 4.0 September 2001 Appendix

Greater Geelong Corio, Geelong, Norlane, Ocean Grove, Whittington, Barwon Heads, St leonards 03 5227 0660

Greater Shepparton Dookie, Mooroopna, Murchison, Tatura, Shepparton

03 5832 9700

Hepburn Clunes, Creswick, Daylesford, Hepburn Springs, Trentham 03 5348 2306

Hindmarsh Antwerp, Detpa, Dimboola, Gerang, Jeparit

03 5391 1811

Horsham Brimpaen, Horsham, Kalkee, Natimuk, Zumsteins

03 5382 9777

Indigo Beechworth, Chiltern, Rutherglen, Yackandandah

03 5728 1021

La Trobe Boolarra, Glengarry, Moe, Morwell, Toongabbie, Traralgon, Yallourn 03 5173 1400

Loddon Boort, Fenton’s Creek, Glenalbyn, Korong Vale, Serpentine, Wedderburn 03 5494 3200

Macedon Gisborne, Kyneton, Mount Macedon, Riddells Creek, Romsey 03 5422 6999

Mildura Irymple, Merbein, Mildura, Ouyen, Red Cliffs

03 5021 4446

Mitchell Heathcote Junction, Kilmore, Puckapunyal, Seymour, Wallan 03 5734 6200

Moira Cobram, Moira, Numurkah, Strathmerton, Yarrawonga 03 5862 0222

Bond Loan Scheme Policy & Procedure Manual: Version 4.0 September 2001 Page 1-51 Appendix

Moorabool Bacchus Marsh, Ballan, Balliang, Myrniong, Wallace, Elaine 03 5366 7100

Mornington Blairgowrie, Dromana, Mornington, Portsea, Rosebud, Peninsula Tootgarook, Mt Eliza, Mt Martha, Osborne, Rye, McCrae, Safety Beach, Hastings, Tyabb, Somerville 03 5981 1500

Mount Alexander Castlemaine, Chewton, Elphinstone, Harcourt, Maldon 03 5471 1700

Moyne Cudgee, Koroit, Killarney, Mortlake, Port Fairy, Tyrendarra 03 5568 2600

Murrindindi Alexandra, Eildon, Kinglake, Rubicon, Toolangi

03 5772 1233

Northern Great Western, Halls Gap, St. Arnaud, Stawell Grampians

03 5358 8700

Pyrenees Avoca, Bung Bong, Beaufort, Glenbrae, Lexton

03 5349 2000

Queenscliffe Point Lonsdale, Queenscliff

03 5258 1377

South Gippsland Foster, Korumburra, Leongatha, Stony Creek, Strzelecki 03 5662 9200

South Grampians Cavendish, Dunkeld, Glenthompson,

03 5573 0444 Hamilton, Victoria Valley

Strathbogie Avenel, Dargalong, Euroa, Nagambie, Strathbogie, Violet Town 03 5795 2010

Surf Coast Anglesea, Barwon Downs, Lorne, Torquay, Winchelsea, Jan Juc, Deans Marsh, Aireys Inlet

Page 1-52 Bond Loan Scheme Policy & Procedure Manual: Version 4.0 September 2001 Appendix

03 5261 0600

Bond Loan Scheme Policy & Procedure Manual: Version 4.0 September 2001 Page 1-53 Appendix

Swan Hill Lake Boga, Manangatang, Robinvale, Swan Hill

03 5032 0333

Towong Corryong, Cudgewa, Tallangatta, Towong

03 6076 2222

Wangaratta Wangaratta, Yarrawonga

03 5722 0888

Warnambool Allensford, Bushfield, Warrnambool

03 5564 7800

Wellington Heyfield, Longford, Maffra, Sale, Stratford

03 5142 3333

West Wimmera Charam, Edenhope, Ullswater, Wombeland

03 5585 9900

Wodonga Ebden, Hume Weir, Wodonga

03 6055 9200

Yarriambiack Hopetoun, Minyip, Patchewollock, Warracknabeal

03 5398 0100

Page 1-54 Bond Loan Scheme Policy & Procedure Manual: Version 4.0 September 2001 Appendix

1.4.4 Banking Reconciliation Sheet

H u m an Ser vices

P eo ple f i r st

OFFICE OF HOUSING BANKING RECONCILIATION SHEET FOOTSCRAY HOUSING OFFICE

DATE BANKED 07/07/2001

RECEIPT DETAILS

RECEIPT AMOUNT CHQ/ BOND OTHERS NUMBER CASH

Y000001 $231.65 CHQ Ö

Y000002 $500.00 CASH Ö

Y000003 CANCELLED

Y000004 $268.75 CASH Ö

Y000005 $32.45 CASH Ö

Y000006 CANCELLED

TOTAL $1,658.45

HOUSING SERVICES OFFICER:

SIGNATURE:

DATE:

Bond Loan Scheme Policy & Procedure Manual: Version 4.0 September 2001 Page 1-55 Appendix

1.4.5 Cheques Received in the Mail Proforma

H u m an Ser vices

P eo ple f i r st

OFFICE OF HOUSING

BOND CHEQUES RECEIVED IN THE MAIL

AREA OFFICE: Reservoir

DATE: 07/07/2001

CHEQUE DRAWER BOND AMOUNT NUMBER APPLICATION NUMBER

1 524 J. BLOGG R.E. 542213 $ 250.00

2 2563 L. BETTY R.E. 245678 $ 650.00

3 18 J. SMITH 254698 $ 358.00

4 569874 L.J. HOOKER 587456 $ 528.00

5 2569998 P. HANSON 412369 $ 741.00

6

7

8

Page 1-56 Bond Loan Scheme Policy & Procedure Manual: Version 4.0 September 2001 Appendix

1.4.6 Cancelled Bond Cheque Memorandum

H u m an Ser vices

P eo ple f i r st

MEMORANDUM

To: Bond Recoupment Unit

19th Floor, 120 Spencer Street, Melbourne

From: Broadmeadows Housing Office

Date: 7 July 2001

Re: Cancelled bond cheque

Please note that cheque number

Allocated to bond application number

For an amount of

HAS BEEN CANCELLED

Applicant(s) name(s):

Agent/Landlord:

(Tick the appropriate boxes):

– Please arrange a stop payment on this cheque

– The cheque has been returned to this office unused

ISIP DETAILS

– Cheque No ...... …...... and Application No ...... …...... were cancelled on ISIP on _____/_____/_____

Name of Officer:

Signature:

Bond Loan Scheme Policy & Procedure Manual: Version 4.0 September 2001 Page 1-57 Appendix

Page 1-58 Bond Loan Scheme Policy & Procedure Manual: Version 4.0 September 2001 Index

55% income - rent ratio, 13

assessment, 30 age requirement, 19 applicant already moved into property, 22 applicant sharing with owner & dual occupancy, 32 application procedures, 25 applications for further bond, 27 approval for the bond loan, 36

Approving Officer, 36 assessable income, 5 asset eligibility, 30 asset limits, 10 assets

documentation, 11

non-realisable, 11

not included when assessing eligibility, 11

Assurance of Support, 18

Austudy, 8

Authorising Officer, 36 banking, 39

Banking Section, 41 bankruptcy, 17

Batching of Bond Applications, 37 boarding houses, 22, 33 bond already paid by applicant, 32 bond cheque, 35

Bond Claim Form, 26, 37

Bond Loan Scheme Policy & Procedure Manual: Version 4.0 September 2001 Page 1-59 Index

bond has already been paid, 22

exemptions, 22

Bond illegally withheld, 15 bond loan agreement, 14

Bond Loan Agreement, 36

Bond loan calculation samples, 24

Bond Loan Limits, 23

Bond Lodgement Form, 36 cancelling a cheque, 37

Cancelling cheques, 41 caravans, 22, 33 cash

receiving, 38 cash assets, 11

Cashiers Office, 41

Centrelink, 29

payments, 8

payments not yet started, 29

reduced payments, 13, 28

Cheque discrepancy, 42 cheque received through the mail, 41 cheque signatories, 41 cheques

receiving, 38 community group properties, 21 community groups, 34 confirmation of property ownership, 20 confirming ownership of rental property, 31 couple, 19

Page 1-60 Bond Loan Scheme Policy & Procedure Manual: Version 4.0 September 2001 Index

current OOH tenants, 19 documentation

required for processing of application, 25

self-employed, 9 dual occupancy, 20 eligibility

55% of income - rent test, 13

applicant no longer meets criteria, 37

criteria, 3

income, 4

income limits, 4

ISIP assessment, 35

issues affecting, 32 employed applicants, 9

Established Group Household, 20 group household, 19 group households, 19, 24

amount of bond, 24

single parent applicant within household, 24 income

assessable, 5

future increases, 14

non-assessable, 7

payments not started, 8 income documentation, 28 income eligibility, 28 interstate applicants, 18 key deposit, 22 money orders

Bond Loan Scheme Policy & Procedure Manual: Version 4.0 September 2001 Page 1-61 Index

receiving, 38 movable units, 34 non-assessable income, 7 non-realisable assets

documentation, 11 original bond, 14, 15, 26

repayment, 14, 15 outstanding, 19, 20 outstanding bond, 14, 15, 26

exemptions to repayment, 16

one member of a couple has an outstanding bond, 19, 20

previous bond not returned, 15, 27

repayment, 14, 15

repayment by cheque, 28

repayment requirement, 27 outstanding charges

current tenancy, 17

exemptions to repayment, 17

previous tenancy, 17

rent arrears, 27 owner has changed their name, 32 owner occupied property, 20

Paying Officer, 36

Permanent Residency, 18

Permanent Residncy

Exemptions, 18 previous bond, 26

repayment by cheque, 28 real estate

Page 1-62 Bond Loan Scheme Policy & Procedure Manual: Version 4.0 September 2001 Index

exemptions to ownership, 12

ownership, 12, 30 receipts for repayments, 28, 38 reduced Centrelink payments, 13 religious organisations, 34 rent arrears, 27 repayment agreement, 27

Requests for Further Bond, 27 residency requirement, 18

Residential Tenancies Bond Authority, 26, 27 rooming houses, 22, 33 second application from a group household, 33 self employed, 9, 29

documentation, 9 single parent applicant

within group household, 24 student accommodation, 21 sub-lease

property, 21 supplementary income, 14

documentation, 14

Victorian Civil and Administrative Tribunal (VCAT), 27 wages, 9, 29

calculation of weekly average, 9

documentation, 9

Bond Loan Scheme Policy & Procedure Manual: Version 4.0 September 2001 Page 1-63 Index

Page 1-64 Bond Loan Scheme Policy & Procedure Manual: Version 4.0 September 2001