Management HandbookForm Instructions

TC-1EMPLOYMENT INCOME VERIFICATON

Don’t forget to place your property address stamp where indicated on the form. Also be sure to list the property’s area code, phone and fax numbers.

This form should be used to verify the income from all jobs (other than self-employment) for household members who are 18 years of age or older or are emancipated minors; and it can only be mailed or faxed to the Payroll, Personnel or Human Resource Department of the employer. Verifications can never be hand-carried by the applicant or the resident.

Please follow these instructions:

Page 1 (one):

  1. Insure that the first half of the form is completely filled out with all pertinent information – including the area code, phone and fax number of the employer. Be sure to let the verifying party know when you want the form to be returned: ASAP or a specific date, etc. Normally the time frame should be between 5-7 business days. Also remember to sign your name where indicated.
  1. Print the applicant/resident name, social security number, employee # (if applicable) and the date the form is being completed where indicated on the form.

Page 2 (two): Don’t forget to enter the Property name at the top of the page.

  1. The applicant/resident being verified must sign and date the verification form. This shows the Payroll, Personnel or Human Resource Department that the employee authorizes him/her to release the information.
  1. The original verification must be mailed or faxed to the appropriate Payroll, Personnel or Human Resource Department (only) for completion. Applicants or residents can never hand-carry this request/verification.
  1. If mailing the verification, make a photocopy of the signed original and place it in your pending file until the original form comes back; then discard the copy. In addition, the photocopy can be used for follow up when the original form is not returned to you promptly.

a.If you do not receive a reply (within the specified time frame) call the Payroll, Personnel or Human Resource Department and request the information again. You may be directed to re-mail or fax the TC-1 form.

Re-verify the Employer’s mailing address, phone and fax, then mail/fax the verification to them for their written confirmation. Ask them to sign and return the form to you.

b.If the Employer will not give out information you may do the following:

  1. If the person has been employed three (3) consecutive months or longer, use two (2) continuous months of their pay stubs (usually 4-6 pay stubs) as verification of their income. You will need to average the amounts. Be sure to attach these pay stubs to the TC-1 along with your calculator tape.
  1. Please, call your Occupancy Supervisor for assistance.
  1. When the verification is returned to you by FAX or MAIL, please check it for completion. Remember to always double check for overtime, bonuses, commissions, and raises. Compare this information to the past 12-month earnings listed on the form, also, to make sure that we have the correct income.

If the form is not filled out completely, comments are unclear, or amounts have been altered, you must call the Payroll, Personnel or Human Resource Department and verify the information in question. Enter the information you are given onto a TC-12 “Clarification Record”. Do NOT write on the verification form itself. Then place the TC-12 on top of the TC-1.

  1. IN NO CASE IS A VERIFICATION TO BE HAND CARRIED TO OR FROM THE VERIFYING PARTY BY AN APPLICANT OR RESIDENT.
  1. Remember that the TC-1 form has two pages. Always include both pages when submitting the verification to the Employer. Also, both pages must be included in the resident file for proof of income and for auditing purposes.

Payroll Terminology: Hourly = hourly rate times hours per week times 52 weeks (normally); Weekly = 52 pay periods; Bi-weekly = 26 pay periods (receives paycheck every other week); Semi-monthly = 24 pay periods (receives paycheck twice a month).

If you have any questions or concerns regarding these instructions, please call your Occupancy Supervisor for assistance.

Employment Income Verification (11/04)TC-1