Online Portal FAQ
The sole method for submitting non-emergency maintenance requests remains logging in to the online portal.
While resorting to phone calls or emails may seem like a workaround to this requirement, it introduces heightened risks of errors and delays. Moreover, overlooking maintenance requests could result in significant property damage or disruptions.
Submitting non-emergency requests via the online portal also brings a range of benefits to owners and residents, including email and mobile tracking of work order status updates.
Homeowners and Residents can access your online portal via the App Store (iPhone) or Google Play (Android) app, and everybody can access their portal via the links below.
Yes — you are required to activate your online portal to submit non-emergency maintenance requests, view your account balance, and access other features, including community calendars, shared documents, and status updates for maintenance requests.
Once you have activated your own personal online portal, you will have access to customized tutorials for Homeowners/HOA >> and Residents/Tenants >>
- How to Access Portal / Sign In
- Payments Info
- How to Edit Your Account Details
- Submit / Check On a Maintenance Request
- Shared Documents and Events
- Submit / Check On an Architectural Review or Board Approval
There are a variety of reasons that online payment may not be possible at your property (including at Cottonwood Crossing, Gardenside Commons, 50 Barrett St, and our independent senior living communities, all of which do not currently offer online payment options).
As a workaround, we suggest that residents setup a bill pay arrangement with their personal bank. This can be a reliable and convenient way of experiencing a degree of automation without some of the higher fees that online payment options typically require.
Unveiling the Hidden Challenges of Online Payments
- Security Concerns: Owners may be hesitant to accept online payments due to concerns about the security of online transactions, including the risk of fraud or data breaches.
- Lack of Infrastructure: Some owners may not have the necessary infrastructure or resources in place to securely process online payments, such as reliable internet connections or appropriate payment processing systems.
- Preference for Traditional Methods: Some owners may prefer traditional payment methods, such as checks or money orders, due to familiarity or personal preference.
- Legal or Regulatory Restrictions: There may be legal or regulatory restrictions in place that prohibit landlords from accepting online payments, or require them to meet certain criteria or obtain specific licenses before doing so.
- Tenant Accessibility: Not all tenants may have access to the internet or online banking services, making it difficult for them to make payments online.
- Processing Fees: Landlords may be reluctant to accept online payments due to associated processing fees charged by payment processing companies, which can eat into their profits.
- Technical Issues: Online payment systems may experience technical glitches or downtime, leading to delays or difficulties in processing payments.
- Privacy Concerns: Some tenants may have concerns about privacy or data security when making online payments, particularly if sensitive personal or financial information is involved.
- Preference for In-Person Interaction: Some owners may prefer to interact with tenants in person when collecting rent payments, as it allows for better communication and relationship-building.
Most homeowners and residents will have an online payment option via their online portal, but some properties — such as Cottonwood Crossing, Gardenside Commons, 50 Barrett St, and our independent senior living communities — do not currently offer online payment options.
As another option, you can often setup automated payment by contacting your personal bank to send regular occurring checks via their own bill payment system.
No – Full Circle Property Management does not charge any fees for these forms of payment.
Yes – the banking industry is now charging transaction fees to process online payments at Appfolio and other software providers. These fees are becoming the norm as the banking industry improves data security and fraud prevention efforts, and Full Circle Property Management does not benefit from these fees in any way.
Association Services FAQ
Please use our Owner/Resident Registration Form to ensure that your property manager can update the safety records of your unit.
If you’d like to pay by check, you can send a check made payable to your property owner (as designated in your written lease agreement) or your condo association to our PO box at:
Full Circle Property Management
PO Box 4057
Burlington, VT 05406
You can also set up automatic payments through your personal bank.
For all HOA homeowners and many residents/renters, you can pay online via the Resident Portal
Yes — you will need permission. First you will need to login to your personal Online Portal while navigating to the Compliance tab, then click “Submit New Review” to get the process started. Our property manager will review your Architectural Review and respond to you with next steps based on guidance from your Association’s governing documents.
You’ll need to request your Resale certificate and association documents using our Resale Certificate request form.
Resident Services FAQ
Pre-approval required
All lease changes (including adding or removing roommates) require Full Circle Property Management pre-approval
Current roommate(s)
- We need to receive your completed Lease Change Request form , which may include payment of a processing fee
Future roommate(s)
- We need to receive your completed Rental Application Form (click here)
- We need to receive a completed Cosigner Form (click here) from your parent or close relative with the strongest combination of income and creditworthiness
Tips
- Learn more about our application approval guidelines
- Full Circle Property Management does not advertise or seek new roommates or sublets — that is something that current tenants must do!
- Approval is not guaranteed — even if the current tenant pays a Lease Change Fee!
- All lease changes (including adding or removing roommates) require Full Circle Property Management pre-approval.
Full Circle Property Management is an equal opportunity housing provider. We do not discriminate on account of race, sex, sexual orientation, color, age, familial status, marital status, religion, national origin, U.S. military veteran status, disability, gender identity, gender-related characteristics, or because a person is a recipient of public assistance, including Section 8 housing assistance.
We process applications on a first-come, first-serve basis – but rental applications must be fully completed, accurate, and timely – to be considered.
Each application that has been accurately and fully completed will undergo the same, routine review process, but incomplete applications and applications for rentals that are no longer available may not be reviewed.
If your application is reviewed and does not meet the approval guidelines, we will attempt to communicate the reason(s) for this decision to the applicant(s) within 10 business days.
We review completed applications for available rentals according to the following basic guidelines, but we review the entirety of an application before making an approval decision. Therefore, a lower credit score (such as below or near 650) may be offset by consistent and reliable recent income and adequate rental references. However, serious concerns in any one category (such as a very low credit score or a lack of verifiable recent income) may cause an applicant to not qualify regardless of strengths in other categories.
Cosigners and guarantors are only available for current, recent, or soon-to-be full-time students who have not had the opportunity to establish credit, employment history and income, or rental history.
Adult applicants (who are not recent, current, or soon-to-be full-time students) will not qualify for a cosigner as a replacement for low credit, a replacement for inconsistent employment or inadequate income, or as a replacement for inadequate recent rental history.
Many residents don’t just live in their homes, it’s also the place they attend online meetings for work or school. So out of respect for our current residents, we now limit the foot traffic in all of our rentals by setting up tours after (1) application review and (2) approval.
The first step is for prospective tenants to select their top pick from our list of available rentals >> before each adult housemate submits their own separate online rental application >> .
You will hear back from one of our property managers within 2-5 business days with feedback or next steps, including the option for a virtual or in-person tour (once approved).
We will only review fully completed rental applications (including pay stubs, rental history, and separate online rental applications from each adult housemate).
Our commitment
- We will update our available listings with a “application pending” banner if any applicant group is already being considered ahead of your group
- Once application review begins, we will hold your “top pick” with the application pending banner
- The credit check fee you submit with your rental application is a “hold” that only gets charged if we review your application
- You can transfer your application to any other rental without paying extra fees by telling leasing@fullcirclevt.com (you don’t need to apply a second time!)
Yes, you can transfer your approved application to any of our available rentals by contacting leasing@fullcirclevt.com without needing to re-submit your application.
Student loans are not considered a qualified income source for the purpose of a rental application, but recent, current, or soon-to-be full-time students may instead use a co-signer or guarantor.
You may need to resubmit your rental application after 90 days. Please reach out to us at leasing@fullcirclevt.com with any questions.
Rental applications include sensitive personal information, so we do not accept or review rental applications unless a currently available rental meets an applicant group’s needs.
Yes, we accept section 8, but we must ensure that the voucher limit does not exceed the rental amount. You should contact your case manager and attend a move-out meeting to find out your voucher limits. These are sometimes referred to as your “shopping numbers.” You would then provide this information on our rental application.
We do not charge an application fee, but a credit check fee is required to submit your application.
This fee is a direct, 3rd party cost of reviewing your credit and/or criminal history. We are unable to accept credit reports directly from rental applicants to ensure the integrity and thoroughness of our application review process, which includes both identity verification and review of criminal history.
The fee that we charge at the time of application is a temporary “hold” on your credit or debit card that will only be charged at the time that we process your application.
However, if you decide to withdraw your application, then you should immediately notify leasing@fullcirclevt.com because the credit check fee is non-refundable once we begin processing your application.
Yes – you can use our dropbox to pay rent or other fees anytime between 9am-5pm, Monday through Friday. This dropbox is located inside our office building directly in front of our ground floor office entrance.
Since this dropbox is located inside a secure building, it is not available outside of the above business hours.
What we have on our website is what we have available.
Applicants who don’t see an available listing that meets their needs can stay informed by signing up for our Rental Notification List and they will receive an email notification when a new rental hits the market.
Rental applications include sensitive personal information, so we do not accept or review rental applications unless a currently available rental meets an applicant group’s needs. Instead of submitting an application, we recommend signing up for listing alerts so that you are the first to hear when a new rental hits the market.
You may not hear back immediately about the status of your application if another group is ahead of you in the application review process. Once application review begins, we typically arrive at an approval decision within 2-5 business days. Send questions about the status of your rental application to leasing@fullcirclevt.com.
The state of VT made changes to the process for renters claiming a rebate effective in 2022. Property managers will no longer send Landlord Certifications to residents. Instead, property managers now submit this information electronically directly to the state, and individual residents contact the state to submit their own personal Renter’s Rebate or Credit claim.
Residents who wish to qualify for a Renter Credit will need to complete the new Vermont tax form, RCC-146 , and file it along with their state taxes.
A copy of the form can be found here: http://tax.vermont.gov/sites/tax/files/documents/RCC-146-2021.pdf .
You will need the School Property Account Number (SPAN) when completing this form. The State has a SPAN finder on their website, which can be found at http://tax.vermont.gov/span-finder . You will need to enter your address into the finder to locate your SPAN.
Information on this new process can be found at http://tax.vermont.gov/individuals/renter-credit , and when you log in to your MyVTax account.
If you’d like to pay by check, you can send a check made payable to your property owner (as designated in your written lease agreement) or your condo association to our PO box at:
Full Circle Property Management
PO Box 4057
Burlington, VT 05406
You can also set up automatic payments through your personal bank.
For all HOA homeowners and many residents/renters, you can pay online via the Resident Portal
Applicants/Lessees
Most of our approved applicant groups have credit scores that are 700 or above, and their gross incomes are approximately 2.5 times their apportionment of the monthly rent.
Co-signers/Guarantors
Most of our approved applicant groups have credit scores that are 750 or above, and their combined gross incomes are approximately 3 times the total rental amount.
However, we consider the entirety of an application when making an approval decision, so we encourage applicants to apply if their credit score is near these guidelines.
Pre-approval required
All lease changes (including subletting) require Full Circle Property Management pre-approval
Current tenant(s)
- We need to receive your completed Lease Change Request form , which includes payment of a processing fee
Future subletter(s)
- We need to receive your completed Rental Application Form (click here)
- We need to receive a completed Cosigner Form (click here) from your parent or close relative with the strongest combination of income and creditworthiness
Tips
- Learn more about our application approval guidelines
- Full Circle Property Management does not advertise or seek sublets — that is something that current tenants must do!
- Approval is not guaranteed — even if the current tenant pays a Lease Change Fee!
- All lease changes (including removing roommates or subletting) require Full Circle Property Management pre-approval.
There’s no way to know for sure if a future listing will meet your needs, but availability of rentals typically happens within 60-120 days of desired move-in dates as our current residents figure out if they are renewing (or moving-out).
The exception to this timeline is homes in popular student housing areas (such as Burlington or South Burlington), which typically begin advertising in the fall of the preceding year for a June move-in.
Either way, your best option is to stay informed about new listings by signing up for our listing alerts !
We accept checks, cashier’s checks, or money orders in-person or via the mail.
We strongly discourage cash payment and will redirect you to the post office next door to convert this cash into a money order.
If you’d like to pay by check, you can send a check made payable to the name specified in your written lease agreement to our PO box at:
[Insert name of your payable legal entity here]
c/o Full Circle Property Management
PO Box 4057
Burlington, VT 05406
Income is qualified when it is received by the applicant directly from an employer or other regular and reliable source that can be documented. Other forms of qualified income include, but are not limited to: Housing Choice (Section 8) Vouchers, Supplemental Social Security (SSI), Social Security Disability Insurance (SSDI), or trust funds.
Income from tips or other cash transactions that are not regular or cannot be documented do not qualify.
Student loans are not considered a qualified income source for the purpose of a rental application, but recent, current, or soon-to-be full-time students may instead use a co-signer or guarantor.
Video tours are pre-recorded.
Group virtual tours are live events during which our property manager will be onsite at the rental. Applicants will connect to the property manager via either Facetime or GoogleMeet so that our property manager can live-stream video of the apartment to be viewed by the applicant remotely.
While not pre-recorded, the virtual tour is an opportunity for applicants to interact with our property manager and the property.
Full Circle Property Management
PO Box 4057
Burlington, VT 05406
Our main office headquarters are located at 346 Shelburne Road, Burlington, VT 05401.
We are located on the ground floor that is directly accessible from the parking lot on the north facing side of the building (near the pharmacy next door). If you enter the building from the south facing parking lot, you will need to take the elevator or stairs to the ground floor to locate our office.
Some municipalities have recently increased fees and mandates related to rental housing, and we empathize with both property owners and residents who bear the costs. Rather than raising rents, we’ve opted for transparency by clearly listing the city-mandated fee upfront. This ensures residents have a complete picture of rental costs before signing leases. Our commitment to transparency underscores our dedication to fair communication for all parties involved. Additionally, we applaud and fully support the use of this fee by municipalities to fund housing inspections and enforcement of minimum housing standards, which are essential for ensuring safe and quality housing for all
There are a variety of reasons that online payment may not be possible at your property (including at Cottonwood Crossing, Gardenside Commons, 50 Barrett St, and our independent senior living communities, all of which do not currently offer online payment options).
As a workaround, we suggest that residents setup a bill pay arrangement with their personal bank. This can be a reliable and convenient way of experiencing a degree of automation without some of the higher fees that online payment options typically require.
Unveiling the Hidden Challenges of Online Payments
- Security Concerns: Owners may be hesitant to accept online payments due to concerns about the security of online transactions, including the risk of fraud or data breaches.
- Lack of Infrastructure: Some owners may not have the necessary infrastructure or resources in place to securely process online payments, such as reliable internet connections or appropriate payment processing systems.
- Preference for Traditional Methods: Some owners may prefer traditional payment methods, such as checks or money orders, due to familiarity or personal preference.
- Legal or Regulatory Restrictions: There may be legal or regulatory restrictions in place that prohibit landlords from accepting online payments, or require them to meet certain criteria or obtain specific licenses before doing so.
- Tenant Accessibility: Not all tenants may have access to the internet or online banking services, making it difficult for them to make payments online.
- Processing Fees: Landlords may be reluctant to accept online payments due to associated processing fees charged by payment processing companies, which can eat into their profits.
- Technical Issues: Online payment systems may experience technical glitches or downtime, leading to delays or difficulties in processing payments.
- Privacy Concerns: Some tenants may have concerns about privacy or data security when making online payments, particularly if sensitive personal or financial information is involved.
- Preference for In-Person Interaction: Some owners may prefer to interact with tenants in person when collecting rent payments, as it allows for better communication and relationship-building.
We review the entirety of an application before making an approval decision. Therefore, a strength in one area of the application may compensate for a weakness in another area. so strengths and in one area may offset weakness is another. However, significant weaknesses in any one area (such as low income or a low credit score) may not meet approval guidelines.
If you’d like to pay by check, you can send a check made payable to your property owner (as designated in your written lease agreement) or your condo association to our PO box at:
Full Circle Property Management
PO Box 4057
Burlington, VT 05406
You can also set up automatic payments through your personal bank.
For all HOA homeowners and many residents/renters, you can pay online via the Resident Portal