Work Order Procedures

☐ Homeowner completes and submits a Work Order Request via:

• Online Portal https://npm.cincwebaxis.com/cinc/work-orders/ or from the Account Info > Work Orders menu option.
   

☐ Request should include:

• Description of issue or requested work and the Location of work (unit/common area)
   
• Photos or other attachments (if applicable)

 ☐ Management Office receives Work Order 

☐ Management reviews the Work Order within 2 business days

☐ Management classifies the work order as:

• HOA Responsibility (Common Area)
   
• Homeowner Responsibility (Unit-related)
   
• Shared Responsibility / Needs Clarification

☐ Management sends acknowledgment to homeowner that Work Order is being processed, quotes being requested and then routed for approvals or cancelled if the Work Order request is not a confirmed issue.

☐ Determine if outside vendor or internal maintenance is required

☐ Solicit quotes or proposals (minimum one qualified vendor)

☐ Attach all vendor quotes to work order file

☐ For HOA-funded work:

• Verify within budget or seek Board approval if above threshold

☐ For Homeowner-funded work:

• Send proposal to homeowner for review & written acceptance 

☐ Homeowner-funded: Signed homeowner approval received by Mgmt. Office.

☐ HOA-funded:

• Manager approval within budget limits
   
• Board approval if cost exceeds $500 or 
• $0 if budget has been exceeded
• $0 if repairs qualify to be funded from reserves
• (Attach approval record)
   

☐ Work order authorized to proceed

☐ If to be awarded to an approved Vendor: 

              ☐ Vendor proposal accepted

              ☐ Vendor deposit invoice is processed for approval & payment.

☐ Scheduled Start Date set in the Work Order

☐ Vendor or Maintenance Staff scheduled and confirmed

☐ Access coordinated with homeowner or onsite maintenance

☐ Work performed per approved scope

☐ Management monitors progress

☐ Any change in cost/scope pre-approved by:

• Homeowner, or
• HOA
   

☐ Completion Date set in the Work Order

☐ Vendor confirms completion

☐ Management or homeowner inspects work

☐ All deficiencies corrected before acceptance & work order is completed

☐ Work order status updated to: Completed – Pending Billing

☐ Vendor or Maintenance Team final invoice/charges received and verified:

If HOA-funded:

• Coded to appropriate GL account
   
• Submitted for payment / approval of charges
   

If Homeowner-funded:

• Charge entered to homeowner unit account
   
• Itemized charges HOA Invoice sent to homeowner

☐ Vendor final invoice approved and paid

☐ Confirm billing completed

☐ All documentation attached:

• Work Order Form
   
• Vendor Quotes / Proposals
   
• Approvals
   
• Photos
   
• Invoices
   

☐ Management updates system status to Closed

☐ File retained electronically for 3 years minimum

☐ Included in monthly Work Order Summary Report presented in the Monthly Board Meeting

☐ If work was done to Common Areas, updates with pictures included in the Homeowners Monthly Manager's Report. 

☐ Capture HOA funded Work Orders in Monthly Manager's Report 

☐ Coordinate with Property Management to allocate the HOA Funded costs to the appropriate GL Account.

☐ Tracking for warranty repairs.