How to Manage Your Property
Manager
A foolish property owner and his money are soon parted!
Rental property
owners who
hire property managers or property
management companies to manage their real estate investments should
always adopt a few simple internal controls to ensure compliance with
their wishes. Property managers typically collect the rents, pay
the bills, oversee repairs and maintainence of the properties, find and
qualify
tenants as well as evict delinquent tenants, etc.; however, many fail
to perform
these and other functions expected by the owners in a faithful and
timely
fashion. In particular, as a Certified Public Accountant, I am
surprised to witness how many property managers fail to make an
accurate and regular accounting of their fiduciary responsibility to
the owners or investors of the properties.
Property owners should expect and receive monthly reports from their
property managers. Typically the reports should include the
following:
1. Monthly profit and loss statement;
2. Tenant receivables report;
3. Accounts payable report;
4. Bank reconciliation (if the property manager has a
checking account for the properties);
5. Copy of the monthly bank statement.
When capital improvements need to be undertaken, often the property
manager is entrusted to function as the construction manager of the
work. Consequently, additional reports would be required.
For instance, they may include:
1. Work-in-progress schedule;
2. Bank reconciliation for the capital improvements
transactions;
3. Copy of the monthly bank statement for the capital
improvements account;
4. Cash flow projection for the remaining
improvements.
Property management companies often have many clients and after paying
lip service to boasting about their excellent service, after you sign a
property management agreement, you often find them failing to follow up
on these reports. Sometimes you find bills for services without
sufficient substantiation, if not unreasonable or questionable in
amount. Or you may find your property management fees more
than what was originally agreed upon, since the fox is in essence
guarding the hen house. Therefore, as an owner, you must always
be vigilant
and maintain control over the property manager. Remember you own
the properties and you are always the boss and ultimately in charge.
The most effective means of ensuring control over the management of
your properties is to maintain control over the cash. But you may
wonder how can you control cash if you want your property manager to
collect the rents and pay the bills? Easy.
Set up at least three bank accounts: an operating bank
account, a securities deposits bank account and a rental receipts bank
account. The property manager would have unlimited access to the
operating bank account in order to
pay the customary expenses of operating and maintaining rental
properties. However, no deposits from rental receipts, late fees,
or other miscellaneous sources would be permitted to be made to this
account for operations. Rather, all rental receipts and other
sources of income would be made to the rental receipts bank account,
from which only you would have access to make withdrawals or
transfers. After receipt and review of monthly reports, bills,
requisitions, etc., from the property managers, you would simply
transfer sufficient funds from the rental receipts bank account to the
operating bank account to authorize the payment of those invoices
approved by you.
Typically security deposits are required by state law to be escrowed
in a separate bank savings account where interest is earned.
Again, property managers would deposit all security deposits into these
accounts and only you would have access to these accounts for any
withdrawals or transfers. In some states you may be required to
have individual securities bank accounts for each tenant. Check
with your attorney and state law for further guidance on this
requirement.
If
significant capital improvements are to be undertaken, it is advisable
to have a separate bank account for these expenditures as well.
Again, only the owner should have access to this bank account in order
to transfer monies to the operating bank account after the work has
been approved for payment. As with any construction work,
purchase orders, contracts, requisitions for payment, certificates of
insurance, Form W-9, invoices, inspection reports, etc., should be
received, reviewed, and approved by property owners before transferring
any monies into the operating bank account for payment of any capital
improvements.
By
establishing separate bank accounts for operations, receipts, deposits,
and
improvements, and by only allowing the property manager access to those
of
operations—and only after receipt of monthly reports and documentation
supporting all expenditures of significance and interest—owners can
exercise more control over their property managers and their
investments. Moreover, a quick glance at your current balance in
each of these accounts can often tell you if and how well receipts and
security deposits are being collected as well as how much funds have
been expended in improvements to-date. By requiring and receiving
accurate and timely
monthly reports, property owners may avoid unnecessary expenses and
losses and enhance their survival during these very difficult economic
times..
If you have any questions about the controls that you as an owner of
real property should initiate and establish in regard to your property
managers, consult your certified public accountant, or contact
us: Accountants CPA
Hartford, LLC. We would be happy to assist you.
This article is provided for informational purposes and is
not intended to be construed as legal, accounting, or other
professional advice. For further information, please consult
appropriate professional advice from your attorney and certified public
accountant.
Have a tax or an accounting question? Please feel free to submit
it to William Brighenti,
Certified Public
Accountant, Hartford CPA Accountants. For information
and assistance on
any tax and accounting issue, please visit our website: Accountants CPA
Hartford.
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