Utility Over payment Work Flow

Oliver Procedure to Ensure Utilities Are Disconnected:

Step 1: Review all vacancy documents to check for accuracy

Regularly reference both the Vacancy Sheet and AppFolio Calendar to ensure all utility connection and disconnection steps are tracked and completed. This helps verify all steps are being followed accurately and prevents missed tasks.

Step 2: Update Property Move-In and Move-Out Information in Vacancy Spreadsheet

Ensure the Vacancy Sheet is updated with property move-in and move-out details, and any additional necessary information. This step is crucial for tracking utility connections and disconnections and ensuring all move-in/out procedures are followed correctly.

Step 3: Confirm Utility Connection/Disconnection

Mark the utility connect/disconnect status on the Vacancy Sheet. This ensures all updates are visible to the team and reflects the current status of utilities, along with other make-ready tasks.

Step 4: Monitor Make-Ready Progress and Vendor Coordination

Check the make-ready columns in the Vacancy Sheet to confirm the necessary tasks are marked as completed. This ensures that vendors have access to the property and are able to complete make-ready tasks without delays.

Step 5: Daily Review of Status Updates

Perform daily checks (twice a day) to ensure nothing is marked in red on the Vacancy Sheet. If something turns red (indicating a delay or issue), note it down and monitor for one or two days. This often indicates tenants have initiated utility service in their name but are awaiting confirmation.

Step 6: Final Confirmation and Update

Once utilities have been successfully disconnected or transferred, update the Vacancy Sheet accordingly and ensure the property is removed from the utilities list to keep everything running smoothly