Frequently Asked Questions

Rent Payment Questions

Q: What Are My Payment Options?
A: There are three easy ways you can pay for rent, parking, and other services:

  • Online: Pay online right from your savings or checking account using the Online Resident Portal. Choose from one-time payments or automatic recurring payments. To begin this, send in this GET STARTED form and we will email you the link.
  • By Mail: Mail your check, money order, or certified check made out to the landlord indicated on your lease agreement to our main office at 2510 Pennsylvania Ave., Madison WI 53704. Please do not mail cash. If your checks do not have your rental address on them, please add it to the memo line. Remember, your check needs to be postmarked on or before rent day (including during the holidays)!
  • In Person: Drop your check, money order, or certified check off at our office. For your security, we do not accept cash payments. If our office is closed, there is a drop box located next to the door leading in from the storage parking lot.

Q: How Do I Pay for Parking?
A: If you live in one of our downtown properties your parking lease is separate from your apartment lease and parking fees need to be paid separately. Resident and non-residents can pay either online, by mail or in person. If you are paying for parking using the Online Resident Portal you will use the registration code click here to get started.

Q: What happens if I cannot pay my rent in full on the day it’s due?
A: If you find you are unable to pay rent by the date outlined in your lease, please contact the Birwood accountant before the 1st of the month. If rent is not paid and we do not hear from you, we will notify you with a letter and subsequent 5-day eviction notice.

Q: What if my rent check or EFT payment bounces?
A: You will be charged an NSF fee as well as late fee charges if applicable. This does not include any charges your bank may impose. If two checks fail to clear the bank in any lease period, we will no longer accept personal checks from you. Subsequent payments will have to be made in the form of a money order, cashier’s check, or certified check.

Moving Day Questions

Q: I’m not renewing my lease. When do I need to be out of my apartment and what do I need to do?
A: Click here for complete move-out details

Q: When I move out what do I do with my keys?
A: Please bring the keys, parking passes and garage door openers to the office when you leave your apartment for the last time.

Subletting Questions

Q: I need to move out before my lease is up. Can I sublet my apartment to someone else?
A: If your situation changes during your lease term, you are welcome to sublet your apartment to another party. We encourage you to work with our leasing manager during the subletting process.

Q. What Am I Responsible For When I’m Subletting My Apartment?
A. Paperwork: Click here for more information and sublet forms. At Birwood, we also require that all parties sign an agreement form which spells out the basics of the arrangement like how long it’s going to last and how much each person is going to pay.

  • Rent: Before we approve a sublet, your account must have a zero balance.
  • Keys: You will need to provide your subletter with keys to your apartment. All keys must be returned to us at move-out.
  • Utilities: Make sure to discuss who is going to pay utilities. If the subletter does not establish a utility account in their name, Birwood will pay the bill and charge it back to you.

Security Deposit: Your original security deposit will remain in place. However, it is within your legal rights to request a private security deposit from your subletter. If this is done, documentation such as a signed letter from both parties or a copy of the check received is needed by our office. The original deposit will be returned to the subletter upon vacating the apartment. It is up to both parties to complete an apartment inspection upon move in. We can provide you with a sample inspection form upon request.

We strongly encourage you to discuss your subletting plans with our leasing manager early on.

Security Deposit Questions

Q: When will my security deposit be returned?
A: Security deposits will be in the mail within 21 days of the last day of your lease. Please remember to provide the forwarding address of the person designated on your lease to help facilitate this process. Click here to send us your forwarding address.

Q: Which roommate will our security deposit be sent to?
A: The law states that one check is to be made out to all parties on the lease unless a request in writing signed by all parties is made stating differently. You may also make this change by sending in this form and ensuring that all parties on the lease have signed it. Security deposits then can be split as stated in the written request and returned to the forwarding address of each party listed on the lease.

Lock and Key Questions

Q: What if I lose my keys?
A: Any lost key requires an immediate lock change and replacement keys. This policy is in place to help you and your belongings stay as secure as possible. You will be responsible for the lock change and key fees.

Q: What if I lock my keys inside of my apartment?
A: If the lockout occurs during office hours (Monday-Thursday, 9:00 a.m.-5 p.m., Friday 9:00 a.m.-4:00 p.m.) you can sign out a key from the office. You will need to show proper identification and return the key before the office closes. If the lock out occurs after office hours, follow the directions to reach the maintenance technician on call. As that service is sub-contracted out, you will need to provide identification and payment is due immediately.

Other Questions

Q: Is there insurance coverage in the event of a fire, theft or natural causes? Does my lease provide coverage for my belongings?
A. Residents’ or guest’s personal property and vehicles are not insured under the apartment lease agreement.

Q: What do I do if someone is parked in my assigned parking space?
A. Please do not call emergency maintenance as they do not have the authority to ticket and tow and are unable to check the parking records. If there is an unauthorized vehicle in your parking space after business hours. If an unauthorized vehicle is parked in your space, please contact our office. Although we try to monitor the lots as much as possible, we are not always able to catch unauthorized vehicles without information from residents.