Annual rent increases

If you want to report a large number of rent increases to the Housing Benefit department, this can be done easier and quicker by providing the appropriate rent increase files.

Two spreadsheets need to be completed and sent to us. By supplying the amendments on the two spreadsheets, the rent changes can be processed automatically in one day.

Below are examples of each spreadsheets that you can use, together with information on how to complete them.

1. Rent reference spreadsheet

• Example spreadsheet for rent references (Microsoft Excel format, 11kb)

This needs to contain for each tenant: 

Column A - Landlord Account Number

• Landlord Account Number - this is the unique reference used by Salford’s Housing Benefit department to identify you as a landlord, you can find this within the landlord portal under Landlord Account Number.

Column B – Housing Benefit (HB) reference

• HB reference – this is the claimants HB reference and can be found on the landlord portal or benefit decision notice.

Column C – Rent reference

• Rent reference – this is the tenants rent reference provided by the landlord. This need to be preceded by the Landlord Account number followed by a vertical bar and the rent reference.

For example: 1234|AB215478X

The spreadsheet needs to be saved as a CSV file.

2. Annual rent increase spreadsheet

• Example spreadsheet for annual rent increases (Microsoft Excel format, 16kb)

The second spreadsheet needs to contain all the following information for claimants who are subject to a rent increase. This needs to be provided in the format as per below.

• Column A - THI_RECORD_TYPE: Should be UPD for all cases
• Column B - THI_RAC_PAY_REF: The rent reference as in column C in the Rent Refence file 1234|AB215478X
• Column C - THI_RENT_ACC_START_DATE: 01-Apr-2000 for all cases
• Column D - THI_RENT_ACC_END_DATE: to be left BLANK
• Column E - THI_GROSS_RENT: the new gross rent
• Column F - THI_REBATEABLE_RENT: the new gross rent (again)
• Column G - THI_RENT_START_DATE: date the rent increase starts, for example 05-Apr-2021
• Column H - THI_RENT_END_DATE: to be left BLANK
• Column I - THI_SURNAME: claimants’ surname
• Column J - THI_FORENAME: claimants’ forename
• Column K – THI_FLAT_NAME_NUMBER: flat number (if applicable)
• Column L - THI_BUILDING_NAME: building name (if applicable)
• Column M - THI_STREET_NUMBER: house number
• Column N - THI_STREET_NAME: street name
• Column O - THI_AREA leave: BLANK
• Column P - THI_TOWN leave: BLANK
• Column Q - THI_COUNTY leave: BLANK
• Column R - THI_POSTCODE: postcode
• Column S - THI_CREATED_DATE: leave BLANK
• Column T - THI_CREATED_BY: leave BLANK
• Column U - THI_MODIFIED_DATE: leave blank
• Column V - THI_MODIFIED_BY: leave blank
• Column W - THI_ERROR_MESSAGE: leave BLANK

From Column X and Y onwards is where you should include any service costs followed by the amount of that service cost, such as eligible service charge, heating and lighting, care and support. Each service cost has a unique code for example Eligible Service Charge is HST1, this is preceded by your Landlord Account Number then followed by underscore _. Example 1234_HST1

• Column X - THI_RENT_CODE1: 1234_HST1
• Column Y - THI_RENT_COST1: the amount of the previous service cost 23.00

Please note – the code HST1 is Eligible Service Charge which can be used by ALL landlords. As service costs differ from landlord to landlord, if you do have any additional service costs please make enquiries as to which code you should use in Column Z onwards.  

The spreadsheet needs to be saved as a CSV file.