Rent is due on the 1st day of each month.
Community Housing accepts one payment only per unit. "Split rent" payments are permitted only when Pre Authorized Debit Agreement Forms (for the balance of the lease term) are submitted by all members of the rental unit; all required documentation for the unit must be received as a package by the 15th day of the month preceding the month to start split rent payments (i.e. April 15 for May leases, August 15 for September leases). Where tenants choose to split rent payments for their unit in this way, the total of the amounts to be debited each month must equal the monthly rent. Pre-Authorized Debit Agreements are valid for one lease period only and must be resubmitted as above for any subsequent lease periods.
Units choosing to pay rent in one monthly installment may also use the Pre Authorized Debit Agreement, pay by cash, debit, money order to the Community Housing office so that it is received by the first day of each month. If your unit chooses to leave post-dated cheques, your unit will need to provide a series of post-dated cheques for the full lease term, for the total monthly rent, dated for the first day of each month.
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Late Rent, Overdue Accounts, and Non-Sufficient Funds (NSF)
If rent is not paid by the first day each month or a cheque is returned for any reason or we are unsuccessful in debiting funds through automatic debit due to non-sufficient funds (NSF), Funds held, Funds not cleared, cannot trace etc, the full rent charge will be added along with an additional administration fee (this is separate from the fee charged by your bank). Only cash, interac, money order, or certified cheque will be accepted for payment of rent and the NSF fee in these situations (these cannot be added to your next pre-authorized debit payment).
On a first time failure to pay full rent (including NSFs), the unit will be sent a letter requesting payment. Failure to respond to that notice or a second rent related problem will end the privilege of split rent payments for the unit for the duration of the lease and result in the filing of a L9 Application to Collect Rent The Tenant Owes with the Landlord and Tenant Board. This carries an additional charge and involves a hearing in front of the Board (unless the rent due, NSF fees and the filing fee are paid in advance of the hearing). Subsequent rent related problems will result in additional L9 Applications and/or lead to eviction proceedings. While this is the usual process, the University reserves the right to move directly to the "N4 – Notice to End a Tenancy Early for Nonpayment of Rent" and/or "L9 – Application to Collect Rent the Tenant Owes", as permitted by the Residential Tenancies Act in regards to late rent. Most importantly, poor rent payment history will prevent tenants from being able to rent a Queen's owned property in the future.
Where there are outstanding debts, any payments received from tenants will be applied first to the outstanding debt with any remaining balance applied against current charges. It is the responsibility of the tenant(s) to ensure the unit account remains in good standing.
We do not track individual payments – outstanding amounts are charged to the unit/household. Household members are responsible for tracking their payments. There is an administrative fee to have our records searched.
Outstanding accounts owed to Community Housing is considered debts to the University. They are reported to the University on a monthly basis. All sanctions apply to these outstanding accounts, including withholding of marks, transcripts and blocking of registration.
Please remember, all tenants of a unit are “jointly and severally” responsible for any debts of that unit. Even if you have an agreement with your roommates to split the rent payments, if one does not pay everyone is held responsible for the debt.
Note 1: accepted methods of payment – pre-authorized debit, cash, cheque, money order, interac, in CANADIAN funds only.
Note 2: we cannot accept future rent payments other than via post dated cheques/pre-authorized debits
Note 3: we understand circumstances sometime crop up where special consideration may be warranted for late payment of rent. When this happens, tenants should send in a request for consideration to Community Housing by emailing firstname.lastname@example.org outlining a) what the exceptional circumstance is and b) the timeframe that we should expect rent payment. If such a request is received, reviewed and found that an exception to pay late should be granted, it would be understood that this is a one-time exception not an on-going arrangement.
There are other fees applicable from time to time. The list below illustrates some of the more common ones but is not an all inclusive list:
- Extra Appliances: Advance permission must be received from the Associate Director or Manager of Community Housing before any additional appliances may be brought into/installed in/used in (e.g. air conditioner, extra fridge, deep freeze,space heater, washer, dryer, dishwasher) the rental unit. Additional charges may apply
- Garbage: Warnings will be issued for garbage not disposed of properly. Repeat offenders will be fined each time the landlord has to pick-up and dispose of garbage mishandled.
- License Plate Numbers & Proof of Ownership (registration) – must be submitted to Community Housing. Please note: Unregistered vehicles parked in Tenant parking areas are subject to municipal tickets and towing
- Paint: please refer to Tenant Handbook, Alterations section – not to make alterations including paint and wallpaper – costs for restoring colour/condition immediately will be attributed to the tenant
- Satellite Dishes – Satellite dishes may not be installed in Community Housing Properties
- Cleaning: Tenants must leave their unit thoroughly cleaned and in a ready to rent condition upon vacating. Charges will be assessed for cleaning, damages, etc. as applicable.