Utility Billing: Which System is Best for Multifamily Properties?

Utility Billing: Which System is Best for Multifamily Properties?

Managing utility costs in multifamily properties is a critical aspect of property management. Two common methods for billing tenants for utilities are Flat Rate Billing and Ratio Utility Billing Systems (RUBS). Each method has its proponents and detractors and choosing the right one can significantly impact both property owners and residents. In this article, we’ll explore the differences between the two and considerations for property managers and owners.

Understanding Flat Rate Billing

Flat rate billing can be a double-edged sword for property owners.  While it offers simplicity, the property will either under-recover compared to actual expense, or over-recover; which neither is ideal. Under-recovery presents the least problematic issue; the property is not covering their expenses, and residents are benefitting. Over-recovery, however, presents a much bigger issue. In this scenario, the property is “profiting” and that may result in severe regulatory exposure to consumer protection laws. 

This method simplifies billing and budgeting for both property managers and residents because the amount is constant. The simplicity of flat rate billing appeals to many property managers because it eliminates the need to monitor individual unit consumption and calculate bills accordingly. 

Advantages of Flat Rate Billing:

• Predictability: Residents know exactly how much they owe each month, which helps with budgeting.
• Simplicity: Property managers don’t need to track individual usage or install metering systems for each unit.
• Reduced administrative burden: Billing is straightforward, reducing the time and effort required from property management staff.

Disadvantages of Flat Rate Billing:

• Regulatory issues: Residents paying flat rates may feel unfairly charged if they consume less than the average or feel that they are overpaying (for example, a single-occupancy resident who travels 50% of the time may feel overcharged).
• May unintentionally promote wastefulness: There’s no incentive for residents to conserve utilities since they pay a fixed rate regardless of usage.

• Potential legal issues: In some jurisdictions, charging flat rates for utilities may be regulated or prohibited.

Exploring Ratio Utility Billing Systems (RUBS)

Ratio Utility Billing Systems (RUBS) allocate utility costs to residents based on factors such as square footage, number of occupants, or a combination of both. This method aims to distribute costs fairly while encouraging conservation by making residents partially responsible for their usage.

Advantages of RUBS:

1. Fairness: RUBS allocates costs based on usage factors, which can be perceived as more equitable than flat rates.

2. Conservation incentive: Residents are more likely to conserve utilities if they directly benefit from reduced usage.

3. Legal compliance: RUBS is usually legally permissible and may even be required in some jurisdictions that regulate utility billing.

Using RUBS instead of a flat rate for utility billing can be highly advantageous as a property management strategy. This system promotes equity and transparency, as residents are billed in proportion to their usage, rather than paying a uniform flat rate that may not accurately reflect their consumption patterns. Additionally, RUBS can help properties reduce overall utility costs by incentivizing residents to conserve energy and water, ultimately leading to lower operational expenses and more efficient resource management for property owners.

Conclusion

RUBS not only enhances fairness and efficiency in utility billing but also effectively addresses the regulatory challenges often associated with flat-rate billing. Many jurisdictions have stringent rules to ensure utility charges are transparent and equitable, and flat rate billing can sometimes breach these regulations because the fee is based on prior year billing, therefore less accurate and current than they would be with RUBS.  This system of utility billing aligns closely with regulatory requirements by directly linking charges to actual consumption, thereby fostering compliance with local and state laws and reducing the risk of fines or legal complications. By adopting RUBS, property managers can both mitigate regulatory risks and improve resident satisfaction. 

For more information on how to adopt an efficient RUBS billing platform for your property, visit BANYAN Utility or reach out to sales@banyanutility.com.

About BANYAN 

BANYAN founded in 2007, is a leader in utility expense management and resident billing services. We are dedicated to providing a sustainable and cost-effective environment through awareness and conservation to help you increase your NOI and achieve your green energy initiatives. Our focus is providing customized utility solutions for our clients and their portfolio of communities in the US and Canada. Our innovative solutions include property management software integration, resident payment processing, in-house collections department, utility expense management, vacant cost recovery, regulatory support and submeter consulting. BANYAN has been on the Inc. 5000 list of fastest growing companies six times, including 2019.