Utility Connection/Disconnection Procedures and Paying Utility Bills
Utility Connection Procedure:
Step 1:
First Monday of every month, check which properties are vacating (check the move-out tab in the utilities sheet) that month and make a list. Make sure to include the corresponding utility companies on your list. Refer to appfolio for properties' utility companies. This is in the notes at the bottom.
Step 2:
Call utility companies and schedule connections to be put into Treaty Oaks’ name one day before the lease ends. If the lease ends on a Saturday, Sunday, or Monday, set the connection date to the Friday before. This should be done before the first Friday of the month. For time efficiency, call one company and do all properties that fall under that company, then repeat.
Step 3:
As you connect utilities “by service” update the “Vacancies” spreadsheet's cells that correlate with that and enter utility companies abbreviation, for example "TGS" "COA" . Make sure you enter the connection date as well.
Utility Disconnection Procedure:
Step 1:
Every Monday of each month, compile which properties are starting new leases for the next month and make a list.
Step 2:
Refer to appfolio for properties utility companies. This is in the notes at the bottom.
Step 3:
Call utility companies and schedule disconnection services out of Treaty Oaks’ name for the 1st business day after the lease begins. If the lease ends on a Friday, disconnect on a Monday.
Step 4:
As you disconnect utilities “by service” update “Vacancies” spreadsheet and cell that correlates with that and enter “OFF”. Make sure you enter on the turn off date as well.
Step 5:
Once the property is leased you can copy that rows information to the "leased" section of the spreadsheet.
Paying Bills Procedures:
Step 1:
Every Tuesday Anna will email a list of bills that need to be paid. Make a list of the bills and the companies they must be paid to. Check the "Utility Contact Information" page for how to pay the bill.
Step 2:
Pay the bill accordingly.
Pay at HEB: Go to HEB with filled out "check free pay" slips and a TRUST card. Gather all receipts and write the property address at the top of the receipt.
Pay online: Go to utility company website and pay with TRUST card. Screen shot this receipt or check for an emailed receipt.
Step 3:
Email pictures of receipts to Anna or forward invoice to Anna if paid online.
Side Notes:
- Account numbers and service providers (appfolio)
- Efficiency hack - Sort properties by city(ATX,RR,CDR PRK, ETC.)
- For utilities that need to be switched over 30 days in advance, we must submit online form (COA)
- You will be utilizing the “Vacancies” spreadsheet for move-out and move-in information
- ***Whenever you call to start service use THE SAME ACCOUNT NUMBER (refer to appfolio property page)***
- Early Termination = No utility connection needed
When we are off boarding a property, do not put utilities in TOP name. The owner will put them in their name and on the vacancy spreadsheet type Owner under utility information
For Utility Connect/Disconnect:
City of Austin (COA)-
Log into your account. Click Start to put Utilities in TOP name, type the address, EIN number (it’s the old number) and make the nickname the address. Note the account number. On main page, on the top right there is a tab titled “Your web profile”. Click on “Connect account” type the account number. This will add that account to the main page to View while paying bills each week.
To Stop Service: Click the correct address on the top right and then stop service in the middle of the page. You will type the final bill address as the office at 7000 N Mopac Expy Suite 200 Austin, TX 78731.
When an address is offboarded: On the main page, click “Your web profile“ on the top right. Find the desired address from the list and click “Unlink account”
If that doesn’t work cal 512-494-9400 and speak with commercial account
For multiple accounts:
I requested a Utility Request form which they emailed and you fill out and email back.
Atmos-
Log into account. Click on “View Account” on any account
Click on Service Request- click New Service
Any problems, call 888-286-6700
Addresses are added automatically to the online account
Reliant-
call 866-660-4900 for every start/stop.
It will automatically show up on your online portal.
Reliant does not send confirmation emails after you pay it online.
Once logged in, click on view account for the address in question.
On the right hand side click “I want to”, scroll down to payment history. Take a screenshot and zoom in to where it just has account number, amount and confirmation number and send them to Anna.
To add accounts to online portal:
Once logged in. Click on View Account
Click on My Account on top right
Click Manage or Add Accounts under Profile Heading
Add account numbers
City of Round Rock (CRR)
Click on “Service Applications”
Click on “Commerical Application”
Enter date and acknowledge
Enter address, enter company and contact info (use old EIN)
Billing address will be the office at 7000N mopac Expy Suite 200 Austin, Tx 78731
Bill preference “E-bill” (if you entered your email address in the previous screen, they will email statements to you)
Click Next on next page
Accept all terms and click Submit
If submitted before 2pm, it will be completed the Following business day
Texas Gas Service (TGS)
Log into account
Click “Schedule Service”
Click either start/stop
Click City
Type Address
Unclick Billing address, use billing address as 7000 N Mopac Expy Austin, Tx 78731
Enter phone
Click Properties Treaty Oak Properties
Accept estatements, then choose date of start/stop
Any problems call 800-700-2443
To view accounts on main page:
Click My Account on top right
Click Add Billing Account
Add by Address or Account #
For multiple accounts:
Send email to WebCustomerRelations@onegas.com
Subject Line: Oliver Treaty Oak
Body Contains:
Tax ID (old one)
Contact Information
Mailing address (office)
Email address
Date of Start
List all addresses including Dr, Ln, Cv, etc. and city and zip codes
Also add any account numbers if known (they will stay the same from previous turn ons/offs)
City Of Hutto
click “Connect Services”
Non-Residential
Print application, fill out, scan and email back to :
utility.billing@huttotx.gov Use old EIN number
Call 512-759-4055 for any questions
TXU Energy (Also used for any location that makes you choose your electric company- TXU monthly commercial account
Call Chris Curry at 888-236-8430 or email at ccurry@redventures.com.
Use new EIN number