How to renew or vary contract

This guidance is to explain what to do when there is a contract change to a property that may include:

• Landlord Change
• Contract Renewal
• Contract Variation

To update lease details for a property, you need finance approval. Similarly, if there's a change in lease details, follow the same process, and this guide will demonstrate how to submit the new details for approval.

1. Click on Properties under Properties to view all current Properties.
2. Search or find the Property you wish to update the Landlord details for
3. Navigate to the AGREEMENTS tab.
4. In the second table LANDLORD AGREEMENTS you will see current and previous agreements for this property.
5. Open the Active’ + ‘Current agreement.
6. Click the Vary/Renew Lease Details button at the top of the page.
   
   
   
7. A pop-up will appear, click ‘OK’.
   
   
   Note: This makes a ‘child’ record, saving you from entering all the same information twice. After saving your lease variation you will notice the "-1" after the lease details ID that means this is the first variation of the original lease. 
   
   
   
8. Agreement renewal and or variance dates:
   1. Original Agreement Start Date: The Original Agreement Start Date will not change between the previous lease detail record and the new ‘child’ record that has just been created.
   2. Current Agreement Start Date: The new date of the agreement should then be recorded as the "Current Agreement Start Date" for the new record.
      
9. Add the Effective Payment Start Date:
   1. The "Effective Payment Start Date" is when your rent change or current agreement starts (whichever is the most recent).
10. Update relevant information on the record for the variation and/or renewal.
    
    
    
11. If the rent has increased and the landlord has also requested a BOND top-up, then update this in the BOND table. 
    Note: Fields get locked once the record has been approved. So, ensure data such as dates are correct.
    
    
    
12. Navigate to the top search bar and click send for approval.
    
    
    
13. The status of the new record it’ll update the status to say, ‘sent for approval’ + ‘pending’.  
    

How to approve new lease detail records on a property (finance)

To enable new lease details to be approved and current in the system they must go through:

1. Finance – Notification for them to update the market rent (property rent charge) on the property.
2. Business Support - Notification for them to get approval from HUD.

Both finance and business support can only approve the lease details via their email and the process is the same.

1. The finance and business support team will receive an email from Zavanti with details of the new lease. You will be prompted to approve this record by clicking ‘Approve’.
   
   
   
2. Once approved, you will see:
   
   
   
   • Note: Both finance and business support are required to approve this update. You can check whether the new lease details have been approved on the ‘APPROVAL’ tab.
     
     
     
   • Note: The status of this agreement will be updated from ‘pending’ to ‘current’ once the start date has been reached.  
3. Save and close.