Cityside Orientation

HOW DO I
CHANGE A

LISTING?

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7

Transaction Procedures

HOW DO I
TURN OVER

EARNEST
MONEY?

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WHEN & HOW TO USE THE
“HELD” ENVELOPE

Use this envelope when you have been
given earnest money from a client but you
are not ready for it to be deposited. This
would be either you do not have a binding
agreement yet or you are waiting for short
sale bank approval to come in before
depositing.
Be sure to complete all the information on
the front of the envelope. Time stamp the
envelope with the time stamp located in
the mail room.
There is a locked secured bin in the back
right corner of the mail room where you
place the envelope.
Once you are ready for the earnest money
to be deposited you must notify the MCA
office. You can do this either via email or
if you have a binding contract this can be
done via the green sheet.

You can locate these envelopes in the mail
room. If the bin is empty or running low
please notify the front desk.

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WHEN & HOW TO USE THE
“DEPOSIT” ENVELOPE

Use this envelope when you have been
given earnest money from a client and it
is ready for deposit. This means you
have a binding agreement. The green
sheet and myTransactions loop must be
submitted before the check will be
deposited.
Be sure to complete all the information
on the front of the envelope. Time
stamp the envelope with the time stamp
located in the mail room.
There is a locked secured bin in the
back right corner of the mail room
where you place the envelope.
You can locate these envelopes in the
mail room. If the bin is empty or
running low please notify the front
desk.

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HOW DO I
TURN IN A

SALE?

LISTING SOLD
BUYER SALE

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DOT LOOP CONTRACT CHECKLIST
ALL ITEMS MUST BE Included if Applicable

ALL FORMS located in Dot Loop
(Upload if you have as a .pdf version)
**Create an Offer for your existing Listing Loop (or) * Create a New Buying Loop
**If a KW Listing-find the listing loop & Create an offer loop
_____ Earnest Money should be turned in to office EM Mail Box Located in Mail Room
_____ handling instructions on earnest money envelope (envelopes are located in the mail
room)
_____ Green Sheet Submitted
_____ Contract- (Executed & Legible)
_____ Signed by all parties
_____ Legal Description
_____ Amendments, Exhibits, Disclosures & Contingency’s attached
_____ Instructions to closing attorney & Commission Agreement
_____ Binding Agreement Date
_____ Initials and date on All changes
_____ Co-agent license number and broker code
_____ Temporary Occupancy Agreement
_____ DeKalb Plumbing Disclosure
_____ Short Sale Contingency
_____ Short Sale Verification (only if your listing)
_____ Affiliated Business Disclosure
_____ Source of Buyer Funds
_____ Personal Property/ Bill of Sale
_____ Lead –Based Paint Disclosure (pre – 1978 construction)
_____ Buyer Brokerage Agreement
_____ Referral Information Form & W9 Form
 Agent Name
 Referral %
Tax ID #

**Once loop is submitted, upload any & all additional documents

** Any Late Contracts/Loop Subject to $25 Fine

*List Subject to change* 5/20/2013

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Contract Procedures
Once you have a binding contract, submit it to the MCA office in myTransaction
within 3 business days of Binding Agreement Date.
All files are available on myTransactions in eEdge for 7 years. Your requirement
for keeping files is 3 years.
The contract will be entered into our system and Broker review will be done on line.
You will receive an email with the status changes of your loop. All missing items will
be noted in the loop. All missing documents will need to be submitted before your
commission check will be issued to you.

Earnest Money
If KW Cityside is holding the earnest money it must be turned in following the previ-
ous instructions on how to turn in Earnest Money. Earnest Money will only be ac-
cepted in the form of a check, money order or cashier’s check made out to Keller
Williams Realty
Cityside. Once deposited, earnest money can only be released with a fully executed
Termination and Release. There is a hold on certified funds for 3 business days and
10 days for personal checks.
If your closing takes place within 15 business days of the Binding Agreement date,
then please make sure Earnest Money is in the form of cashier’s check or money or-
der.
bEianrdniensgt aMgroeneemy esnhtouorldnboet.turned in as soon as it is received whether you have a

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Greensheet Procedures

Greensheets are filled out on-line at www.mykw.kw.com. After you log in, click on
“My Information” and then on “My Greensheets.” Next, click “Create a Greesheet,”
and follow the prompts.

You must fill in all of the required fields marked with a Red Asterisk, along with the
fields our Market Center requires to be filled in. If you do not fill in the appropriate
fields we will not be able to import your greensheet, and your contract cannot be
processed.

Splitting With another Agent in our office

DO NOT use Inside Referral to accomplish this. Instead just add them as Agent B, C, etc.
Here are the steps to follow:
Add yourself to the greensheet as you normally would.
If you are splitting the sale/listing you will change the Sales/Listing Units for each agent,

simply input the correct unit amount for each agent. The number of units on a transac-
tion must add up to 1. So, for two agents it would be 0.5 units for each agent. For
three agents, two agents would receive 0.33 credits and one agent would receive 0.34
credits. There is no way to avoid this. The unit splits do not have to be even. One
agent could receive 0.7 units and the other 0.3 units. You also need to specify how the
fees associated with the contract (FMLS, home warranty, etc) should be split up. If it is
not specified we will split them equally among all the agents.
If you are not splitting the sale/listing, and would like to simply pay the agent a flat fee,
you will have to change your gross commission amount. Make sure you give yourself
1 sale/listing unit. Now subtract the fee you will pay to the other agent from your
Gross Commission. The other agent will receive no sale/listing units. Put the amount
you will pay them into their Gross Commission. Split up the associated fees however
you would like. By default we will take all the fees from the agent receiving the unit
for the sale/listing.

Outside Referrals

1. This one’s really easy. Add yourself to the greensheet like you normally would. Fill out
all fields.
2. In Outside Referral enter either the percentage or the amount in the appropriate box.
Make sure you fill out the Outside Referrals section at the bottom of the Greensheet.
Also, you MUST submit a copy of the Broker’s W9. We cannot cut the check or issue
a DA without it.

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Contract Documentation
License law requires our company to maintain various documents for three years.
The law specifically requires sales contracts, closing statements, brokerage agree-
ments and leases. In addition, the law makes more specific requirements that the li-
censee maintain “other documents related to real estate closings” or “transactions”.
It is the policy of Keller Williams Realty Cityside to require the following items in
the electronic office file for each transaction as they apply:
1. Agency Agreement (Buyer, Listing or Customer Acknowledgement)
2. Copy of Earnest Money Check or Deposits
3. Legible copy of the Fully Executed Contract
4. All Exhibits and Contingencies
5. All Offers and Counteroffers
6. All Amendments
7. Copy of completed Sellers Property Disclosure
8. Copy of Termite Letter
9. Instructions to the Closing Attorney
10.Affiliated Business Disclosure
11.Completed Greensheet
12.If listed with FMLS, forms 117 and 118
13.Upon Closing, HUD-1 Form
The MCA office will submit your Form 118 and HUD to FMLS if provided in the
loop. If the Form 118 is not fill out and uploaded then the MCA will assume you
have taken care of submitting it to FMLS.

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GREENSHEET
CHANGES

Once you have submitted a
Greensheet to the Market
Center, the system will NOT
allow changes.
The MCA office must be
notified of all changes to the
Greensheet before closing!

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KW Greensheets are used during the review process to ensure the details
in Dotloop are correct.
Key details on the Greensheet that should match Dotloop entries:
1. Earnest money
2. Executed Contract
3. Closing date
4. Referrals
5. Disbursements

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HOW DO I
TURN IN A
CLOSING?

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DOT LOOP CLOSING CHECKLIST

All missing Items must be uploaded in Dot Loop
All Missing Items will be noted as a tag or note in dot loop
Upload a copy of the Settlement statement
Check from attorney’s office be turned in to office
FMLS Notice of Closing Form #118 sent to FMLS

If you fill out the 118 and upload it to Dot Loop the MCA office will send it to FMLS for you

Million Dollar Credit Check Form (for credit)
Agent Referral Form & W9 if paying another company (if Applicable)
**** PLEASE NOTE: Commission check WILL NOT be DISBURSED until the
contract file is complete and all issues have been resolved.****

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Closings
You must submit closing documents electronically in myTransactions and turn in
the following to the MCA within 24 hours of closing:
**Attorney’s Check
Our policy is to issue commission checks within 24 business hours of closing
provided we have the necessary documentation and earnest money has cleared. We
strive to get you paid sooner.
If all missing documents are not uploaded to loop prior to closing then your check
will be held in Check Jail until all items are submitted.

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How to Request Getting Paid at Closing
1. The DA request form must be filled out and submitted to the MCA

office 48 hours prior to closing.
2. The transaction file must be complete including review before re-

quest is submitted.
3. It is your responsibility to know if the closing attorney will honor

the request. Some attorneys do not do pay at closing requests.
4. If Keller Williams Realty Cityside is holding the Earnest Money

you must take the Earnest Money with you to closing. The check
will be cut and left in your mail box in the mail room.
5. No changes of any kind may be made to the Disbursement Authori-
zation (DA) without written approval from the MCA office.
6. If anything changes after the DA is approved and released from the
MCA office you must get a new DA. If a new DA cannot be re-
leased then you are not to use the incorrect DA. Please DO NOT try
to figure the numbers on your own.
7. If you misuse a DA request your privileges will be revoked for the
remainder of the calendar year or for as long as the MCA office
deems fit.
8. Due to accounting issues Disbursement Authorizations may not
cross over months. You have a closing that is pushed out and goes
into another month then you must notify the MCA office and re-
quest a new DA.
The DA Request form can be located on Cityside’s intranet under

Office Docs.

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HOW DO I
REQUEST AN

EARNEST
MONEY
REFUND?

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Upload the fully executed Termination
and Release & Request letter to the
loop.
You must notify the MCA office that
you have done this. Just shoot an email
to [email protected]
Please allow 48 business hours for the
MCA office to process the request.
The Request Form can be located on
Cityside’s Intranet under Office Docs

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8

Supplies

SUPPLY REQUISITION

Agent Name: Date:

Filled by: ITEM Date:
QUAN
TITY AMOUNT TOTAL

KW Notecards (Black or White) $2.25 per 10
Letterhead Stationary $2.50 per 25
Letterhead Envelopes $4.00 per 25
Black Presentation Folders (letter) 5 for $4.50
White Presentation Folders (letter) 5 for $4.50
Red Presentation Folders (letter or legal) 5 for $4.50
Millionaire Real Estate- Book $15.00 each
Millionaire Investor- Book $15.00 each
FLIP - How to Find, Sell & FLIP a House Book $15.00 each
The One Thing $25.00 each
The Ripple Effect $15.00 each
Your First House-Book $12.00 each
Unibind - Closing Packet (black) $12.50 each
Unibind - Steel/Clear Presentation Folder (Holds 10-25 pages) $1.50 each
Unibind - Gray Logo Hard Cover- (Holds 10-25 pag-
es) $8.25 each
Laminating Sheets $0.75 each
IVR – Voice Pad Sign $10.00 each
IVR Voice Pad Sign Rider $6.50 each
IVR Sticker Code Numbers for Sign $0.10 per digit
KW Yard Sign $27.00 each
KW License Plats (Black & Red) $10.00 each

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Your Username and Password is
located on your password sheet

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FARMER SIGNS
2397 Church Road SE
Smyrna, GA 30339
Phone (404) 799-7633
Fax (404) 799-7637

www.farmersigns.com/online/kwnational

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9

Medical Insurance

Dear Keller Williams Agents,
Effective February 17, 2015, Patrick and Bonnie Shores will no longer be the plan
administrator and agent for your insurance. We have been informed that they are
retiring.
The Shores Group has hand-picked an insurance professional who is well-equipped to
handle all your insurance needs going forward. His name is Steve Joiner. Steve earned
his MBA from the University of Alabama at Birmingham and has been in the insurance
world since 1987. In the past, he has worked for Kaiser and CIGNA, and he currently
leads the Steve Joiner Agency (www.joineragency.net), an independent insurance
agency based in Lawrenceville.
Please feel free to call Steve Joiner at 706-299-4578 or email him at
[email protected] with any issues that may arise in the future. Also, if you are
looking to obtain new insurance coverage, Steve can handle your needs.

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10

KW Cityside Policies &
Procedures

OFFICE POLICIES

Effective August 1, 2011
1. **Cash will no longer be accepted as a form of payment or earnest money. The

office will no longer handle cash for any reason.
2. **There will be a 48 hour turn-around time on any and all Disbursement Au-

thorization (DA) requests. When a request is turned in the file will be pulled
and checked for completeness. If the file is missing documents then the agent
will receive an email. The missing documents must be submitted before the DA
request is released.
3. **Once a Disbursement Authorization (DA) request is released and something
changes; ie: sales price or commission; the DA request is no longer good and
cannot be used at closing. A new DA must be requested (if there is time to pro-
cess a new request) or the agent will not get paid at the table and turn the clos-
ing and check into the office and be processed as a normal closing.
4. **If a Disbursement Authorization (DA) request is given to the agent, it is only
good for 3 business days. If the closing did not happen on time and was extend-
ed past the time frame, then a new DA request must be turned in to the office or
the agent can elect to not get paid at the table.
5. **After a Disbursement Authorization (DA) is processed at the closing table,
those checks are due into the office within 24 business hours of closing. ALL
checks, except for the agent’s check, must be turned into the office to include
the FMLS check (if applicable.
6. **There will be a 24 hour turn-around time on closings turned into the office.
Please note that during monthly transmittal (the first 2-3 business days of each
month) closings may be delayed in being processed.
7. **Green Sheets will only be accepted online. Agents will no longer need to print
or handwrite a copy to be turned in with the contract. If a Green Sheet is not
submitted online then the contract will not be processed until one is submitted.
8. **All contracts are to be turned into the office within 72 business hours of bind-
ing agreement date or listing date. If any contract or listing agreement is not
turned into the office within this timeframe, you will be fined $25. This in-
cludes Short Sale contracts.
9. **A fully executed termination and release must be turned into the office on
any and all terminated contracts.

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10.**If an agent needs to withdraw a listing the withdrawal paperwork must be
signed by the office broker before being sent to FMLS and GAMLS.

11. **Office bills are due by the 20th of each month when paid by check. If payment
has not been received by the 20th of the month then the credit card the office
has on file will be charged on the 21st, if the office bill is not paid in full, a $15
late fee will be applied.

12. **If an office bill is 30 days past due and the agent has a desk in the office then
the agent must vacate the desk. If an office bill is 60 days past due then the
agent’s license will be dropped and the past due debt will be reported to the
credit bureaus.

13. **If the office is holding deposited earnest money then a binding contract must
be turned in.

14. **If an agent has put earnest money on hold with the office and it is time to de-
posit that earnest money it is the agent’s responsibility to let the MCA know to
deposit the earnest money once there is a binding contract. If earnest money is
not deposited in a timely manner it could delay the closing and contract
must be amended. Certified Funds or Money Orders are always a great alterna-
tive.

15. **Dress Code: No jeans, cutoffs, flip flops, mini-skirts, shorts, or workout
wear…attire must be business professional at all times.

16. **No Gossip; Be Nice
17. **If an agent wishes to not participate in the Million Dollar Club then they will

be asked to sign an opt-out form that will be kept in their file. At the end of the
year if the agent changes their mind and wishes to participate, then it is the
agent’s responsibility to get all their required information gathered and submit-
ted to their board of realtors.
18. **If a personal or small business check is received by the office for commission
payment then the agent’s commission check will be held for 10 days. The office
must have time to be sure the check deposited clears the bank.
19. **If the office is notified of a bounced check then the agent will be charged a
$6.00 NSF charge. Also, if the office is asked to put a stop payment on a com-
mission check that was no fault of the office’s then the agent will be charged a
$35 stop payment fee.
20.**Cell phones should be turned to off/vibrate during meetings and training
events. If your phone rings it is $10 to Cityside Cares and if you answer the call
it is an additional $10 to Cityside Cares.
21. **All fines collected will go to Cityside Cares.
Revised 2/23/2016

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