Rental Property Owner Reference Guide

Required Licenses and Registrations

• Commercial Activity License (CAL)
  Required for any business activity—such as renting or managing properties—in Philadelphia. Apply online through the eCLIPSE portal or in person at the Permit & License Center. The license is free; no renewal is required.
• Business Tax Account Number (BIRT)
  Register with the Philadelphia Department of Revenue to report and pay business income tax on rental earnings.
• Rental License
  Mandatory for each rental unit. Apply annually through eCLIPSE. Fees are approximately $69 per unit, per year. Proof of legal occupancy and resolution of any code violations or unpaid taxes are required before approval.
• Certificate of Rental Suitability
  Issued within 60 days of a new or renewed tenancy. Certifies the unit meets safety and habitability standards.
• Lead-Based Paint Certification
  Required for properties built before 1978 or those housing children. Must provide inspection results and comply with city and federal disclosure rules.
• Bed Bug Certification & Tenant Brochure
  Provided at lease signing for all new tenants to comply with local health requirements.
• Managing Agent Designation
  If the owner does not reside in Philadelphia, appoint a local agent to serve as a point of contact.
• Zoning Permit
  Especially important for short-term rentals to verify legal property use.

Application Process: Commercial Activity License

1. Register for a Tax Account Number (BIRT) using your EIN/SSN.
2. Prepare Ownership and Business Info with all required addresses.
3. Verify Tax Compliance — all city taxes must be current.
4. Apply online on eCLIPSE or in person at the Permit & License Center.
5. No Fee or Renewal Required. Licenses are typically processed within a few days.

Property Ownership Disclosure Documents

• Recorded Deed of Ownership
• Seller’s Disclosure Statement (known property defects, repairs, modifications)
• Lead-Based Paint Disclosure & Certification
• Certificate of Rental Suitability
• Inspection, Repair, and Permit Records
• Property Tax Receipts
• Mortgage or Financing Documentation (if applicable)
• Zoning/Occupancy Certificates

Key Fee and Compliance Information

• Commercial Activity License:  Initial setup – Free
• Business Tax Account: Initial setup – Free
• Annual Rental License:  ~$69/unit
• Application Fee: $20–$50 At application
• Lead Certification: As required – Cost varies
• Bed Bug Certification: Each lease – Cost varies
• Suitability Certificate: Move-in/renewal – Free

Regulatory Highlights & Best Practices

• Application fees are capped at $20–$50 per applicant.
• Security deposit installment plans required for landlords with 3+ units, if over one month’s rent.
• No discrimination based on source of income or housing voucher use.
• Landlords must offer mediation and repayment plans before eviction proceedings.
• Always resolve code violations and tax liabilities prior to license submission or renewal.
• Maintain organized records of all inspections, certifications, and tenant communications for legal protection.
• Consult professionals for new laws or compliance updates.

Tenant Placement and Leasing

• TCS uses dedicated marketing staff and robust online outreach—targeted ads, listings, and social channels—to attract high-quality tenant leads daily. Staff quickly transition prospects into property showings, process applications through an online portal, and perform advanced tenant screenings using a suite of digital tools and proprietary criteria.
• Lease agreements are drafted by TCS attorneys with owner review, digital signing processes, and compliance enforcement prior to occupancy.

Rent Collection and Processing

• TCS collects rents via automated digital invoices and payment systems, with monthly reminders and direct outreach for tardy tenants when needed.
• Rents are processed by the 10th of every month, with detailed statements emailed to clients and net income distributed promptly (on or around the 11th). Owner and tenant portals allow real-time tracking and communication.

Repair, Maintenance, and Vendor Coordination

• Maintenance requests are handled by an in-house team with extensive local contractor relationships. TCS offers discounted rates by leveraging volume and can work directly with an owner’s chosen vendor if preferred.
• TCS coordinates everything from minor repairs to capital improvements, prioritizing cost control and prompt service.​

Bill Pay and Utility Reimbursement

• TCS manages payment of all property-related bills and utilities, billing tenants for any expenses attributed to them, and adding such costs to the tenant’s monthly ledger for streamlined collection.

Legal Compliance and Documentation

• Property management practices strictly adhere to Philadelphia and Pennsylvania regulations, including security deposit laws, eviction protocols, and periodic inspections.
• TCS maintains digital records of all key documents, communications, and compliance actions for full transparency and auditability.

Fee Structure

Single-family homes:  5% to 8% of monthly rent
Apartment buildings:  3% to 4% of monthly rent
Section 8/Other: 5% to 8% depending on asset type and complexity

At TCS Property Management, we take resident feedback seriously — especially concerns regarding maintenance response times, repair coordination, and security-deposit returns. We understand that a comfortable living experience and fair move-out process are essential to every tenant. This statement is meant to explain clearly how roles and responsibilities are structured within our management relationships and under landlord-tenant law.

Maintenance Responsibilities & Limitations

TCS Property Management’s authority is defined by our agreement with each property owner. We do not have the ability to independently:

• Approve repairs
• Dispatch contractors
• Fund maintenance costs on behalf of owners

Before any vendor can be sent to a property, we must have landlord authorization and confirmation of funds. Many landlords also choose to use:

• Their own maintenance staff
• Independent repair companies not contracted through TCS

In those cases, our role is as a communication intermediary — we promptly forward requests, relay updates, and advocate for timely solutions, but service scheduling and completion remain in the owner’s control.

Some repair delays result from:

• Owner financial constraints
• Vendor availability
• The owner’s operational decisions

Although we work diligently to push for faster resolutions, we must remain within contractual obligations and legal authority.

Why Some Maintenance Issues Take Longer

We recognize the frustration tenants may experience when repairs — especially urgent ones — take longer than expected. There are several common causes:

Older Infrastructure in Philadelphia & Surrounding Cities

Many homes we manage are 50–100+ years old. Issues such as:

• Sewer backups
• Water intrusion in basements
• Aging curb traps and pipes

Often require:

• City permits and inspections
• Specialized trades
• Coordination with utility providers
• Excavation or engineering reviews

These repairs are not simple fixes and must meet safety and compliance standards — which can extend timelines.

HVAC Repairs & Warranty Requirements

Heating and cooling systems, especially older units, may fail unexpectedly despite routine seasonal servicing. Many property owners have home warranty contracts, which:

• Assign their own technicians
• Set their own scheduling
• Control the parts-ordering process
• Operate under policies TCS cannot override

Supply-chain delays and labor shortages since COVID have further impacted the speed at which systems can be restored. We consistently push warranty providers and owners for rapid action, but we must comply with their required processes.

Security Deposits: Full Legal Control by Landlords

TCS does not hold or control resident security deposits.

During move-out:

1: TCS conducts the inspection and provides documentation.
2: We prepare a recommended list of items needed to return the home to “rent-ready” condition.
3: The landlord determines:

• If any charges are warranted
• The cost of repairs
• The final deposit refund amount

Deposit accounting and reimbursement timelines are governed by local landlord-tenant law, and refunds are issued by the landlord — not TCS.

Our Ongoing Commitment

Even when processes fall outside of our direct authority, TCS remains focused on:

• Promptly logging and communicating maintenance issues
• Advocating for timely, code-compliant repairs
• Keeping residents updated as information is received
• Ensuring owners adhere to their lawful responsibilities
• Improving service through ongoing feedback and technology

We’re Here to Help

We know delays and uncertainty can be stressful. Our priority is to support tenants while upholding compliance, maintaining transparency, and operating within the legal and contractual frameworks provided by each landlord. If you have an unresolved concern, please reach out to our Resident Care Team — we will review your situation and take all appropriate actions to help facilitate a fair and timely resolution.

TCS Property Management manages the realities of older homes with professionalism, compliance, and care for every resident we serve.

Financial Institutions: Credit Cards & ACH Payments

While we accept secure electronic payments such as credit cards and ACH transfers, financial institutions maintain the right to recapture or reverse funds if a transaction is later deemed fraudulent or unauthorized — in some cases up to six (6) months after the payment was made.

When a bank reverses a payment:

• The funds are withdrawn directly from TCS’ operating account
• The initial payment to the landlord is now considered invalid
• The landlord will be responsible for reimbursing the amount previously disbursed

This rare but impactful scenario can create financial hardship if not fully understood.

Government Housing Authorities: Subsidy Reversals

Similarly, Housing Authorities retain the authority to reclaim rent payments if a voucher holder:

• Fails to meet ongoing program requirements
• Does not complete mandatory compliance documentation
• Loses eligibility under the housing program

If subsidy payments are clawed back by a Housing Authority after we have already paid the owner, the landlord must return those funds, as the rental income was never lawfully validated.

Why This Matters

We believe responsible ownership includes understanding how payment systems operate behind the scenes. TCS Property Management works diligently to:

• Monitor payment validity
• Reduce exposure to fraudulent actors
• Communicate promptly if a reverse-payment issue arises

Still, these financial policies are governed by outside agencies and banks and are unavoidable elements of today’s electronic payment environment.

Our Commitment

We remain committed to:

• Supporting our landlords through any recapture event
• Providing guidance and documentation to dispute reversals where possible
• Maintaining financial controls that reduce risk for all parties

Your trust is our priority. By staying informed, together we can ensure better protection and preparedness should a reverse payment occur.