Changes have been made to the template for Quarterly Vacancy and Arrears Reports to allow for better social housing data collection and management. There are a few important updates:
- Each provider can now fill out one (1) template for all their projects. A separate report is no longer required for each project. Data for more than one project should be differentiated within the report using the project ID assigned to each project.
- Quarterly Vacancy and Arrears Reports are now submitted for each calendar quarter. Service providers must submit their report to socialhousing@toronto.ca no later than 15 days after the end of each quarterly period as follows:
Report Due Dates
Q1 (Jan-Mar) due April 15
Q2 (Apr-Jun) due July 15
Q3 (Jul-Sep) due October 15
Q4 (Oct-Dec) due January 15
- In addition to the Quarterly Vacancy and Arrears Reports, Housing Stability Services may ask Service Providers to provide a copy of the general ledger account detail to support the information in the report.
How to Fill Out the Report Template
Step 1: Rename the Excel file with “SH Quarterly Report”, your service provider name, and the quarter
For example, if your service provider name is ABC Housing Non-Profit Corp., and the report is for quarter 1 (January – March), rename the file as:
SH Vacancy and Arrears Quarterly Report – ABC Housing Non-Profit Corp – Q1
Step 2: Complete the Provider & Project Information sheet
Select this sheet by clicking on the second tab along the bottom of the Excel window. It is important to fill in all cells shaded in yellow. Cells shaded in grey will be automatically populated based on the data selected in the yellow cells. This data will also carry over to other sheets in this Excel file, so it is important to fill in all the yellow cells and ensure that the information entered is correct. There are two main sections on this sheet, Provider Information and Project Information.
Provider Information:
Provider Information should be consistent across all projects in this report, so it only needs to be entered once in each quarterly report. The required fields are: service provider name, report quarter, year, whether any member of the board of directors is in arrears, and RGI administrator training details. The service provider identification number, and the months of the quarter will automatically populate.
- Fill in all cells shaded in yellow.
- Service Provider Name: use the drop-down arrow to select your Service Provider Name.
- Quarter: use the drop-down arrow to select the quarter to which the report applies.
- Year: use the drop-down arrow to select the year to which the report applies.
- Any Member of Board of Directors in arrears?: use the drop-down arrow to select “Yes” or “No”.
- RGI Administrator Training: provide the staff names, status (e.g. registered, successfully completed, did not pass), and completion (or anticipated completion) dates for the relevant training courses. Please always complete this information even if staff have completed the training in a previous quarter.
Project Information:
The second portion of this sheet is for project information. If you are a provider that has more than one project, please include all projects in one report. There is space for you to include information about each project separately.
- Fill in all cells shaded in yellow.
- Project Name: use the drop-down arrow to select your Project Name. Repeat this in the next row down for each project in your portfolio.
- Current Number of RGI Units (at quarter-end): type in the number of RGI units in this project at quarter-end.
- Current Number of Market Units (at quarter-end): type in the number of Market units in this project at quarter-end.
Step 3: Complete the RGI Income sheet
Select this sheet by clicking on the third tab along the bottom of the Excel window. It is important to fill in all cells shaded in yellow. Cells shaded in grey will be automatically populated based on the data selected in the yellow cells. The Project ID should automatically populate from the Provider & Project Information sheet. Please complete the yellow cells for each project in your portfolio.
- Fill in all cells shaded in yellow.
- Project ID(s) will fill automatically from the Provider & Project Information sheet. To reference which project ID corresponds to a project, go to the Project Information section of the Provider & Project Information sheet.
- Number of RGI Units per month: type in the number of RGI units in each of the three months for this quarterly report
- RGI Rental Income per Month: type in the total RGI income from all RGI units in each of the three months for this quarterly report. Only include the RGI portion of the rent, not the total rent amount.
Step 4: Complete the Vacancies sheet
Select this sheet by clicking on the fourth tab along the bottom of the Excel window. It is important to fill in all cells shaded in yellow. Cells shaded in grey will be automatically populated based on the data selected in the yellow cells. Enter data across one row for each vacant unit in your portfolio. One row represents one vacant unit.
- Fill in all cells shaded in yellow.
- Project ID: use the drop-down arrow to select the project ID. This is important even if you only have one project in your portfolio. You can find your project ID(s) in the Project Information section of the Provider & Project Information sheet.
- Unit #: type in the unit number of the vacant unit.
- RGI or Market: use the drop-down arrow to select “RGI” or “Market”.
- Access to Housing (formerly Housing Connections) Vacancy ID: if this vacancy has been posted on the Access to Housing (formerly Housing Connections) website, type in the Vacancy ID number.
- Modified for Accessibility: use the drop-down arrow to select “Yes” or “No”.
- Months (e.g. January, February, and March): type in the full rental amount of the vacant unit for each of the three months. If the vacancy is in an RGI unit, the full amount should include both the portion paid by the tenant and the portion paid by the City of Toronto.
- Reason #1 for Vacancy: use the drop-down arrow to select a reason for the vacancy if the unit has been empty for longer than one month.
- Reason #2 for Vacancy: use the drop-down arrow to select a reason for the vacancy if the unit has been empty for longer than one month, and there is more than one reason for the vacancy.
- Reason #3 for Vacancy: use the drop-down arrow to select a reason for the vacancy if the unit has been empty for longer than one month, and there are more than two reasons for the vacancy.
Step 5: Complete the Arrears sheet
- Fill in all cells shaded in yellow.
- Project ID: use the drop-down arrow to select the project ID relevant to the arrears case. This is important even if you only have one project in your portfolio. You can find your project ID(s) in the Project Information section of the Provider & Project Information sheet.
- Case # Assigned: type in the case number assigned to the household in arrears. This case number should be tied to the household, not to the unit. Use a case number, not the unit number, to protect the identity of the household.
- RGI or Market: use the drop-down arrow to select “RGI” or “Market”.
- Current Monthly Rent: type in the rental amount that is owed by the tenant each month.
- Total Arrears: type in the total arrears currently owed by the household. Include arrears not yet repaid throughout the household’s time in your project, not just this quarter. Only include outstanding arrears. Do not include arrears if they have been fully repaid, or if they have been written off as bad debt according to your policies.
- Does the tenant reside in the building?: use the drop-down arrow to select “Yes” or “No”.
- Is there a repayment plan?: use the drop-down arrow to select “Yes” or “No”.
- Is the repayment plan in good standing?: use the drop-down arrow to select “Yes” or “No”.
- Comments: use the drop-down arrow to select the action or situation that best fits the stage of this arrears case.
Step 6: Save and submit the report
Save the Excel file as described in Step 1 and submit by email to socialhousing@toronto.ca.
If you have any questions, please contact your Housing Consultant or send an email to socialhousing@toronto.ca.
