FAQs for Living in an HOA

What does ASPM-SanDiego do for my community? 

Our primary goal is to provide the Board with our expertise and guidance by providing innovative solutions that help improve residents’ quality of life in the community and increase property market values.  

As your Association’s manager, ASPM staff may only act solely at the direction of the HOA’s Board of Directors. The Board makes all HOA business decisions; ASPM is tasked with implementing those decisions and assists the Board in enforcing the HOA’s governing documents. 

Finances. One of our most critical responsibilities is the monthly and annual preparation of balanced and fiscally accurate financial reports. We provide and track all accounting activities for your Association, such as budget planning, accounts receivable, accounts payable, taxes, audits and general ledger preparation, and procure financial investment advice. 

Inspections & Vendors. Our focus is on eliminating deferred maintenance, which is the greatest challenge facing HOAs throughout Southern California. We inspect the common areas on a schedule mandated by our contract with the Association. We anticipate needed repair projects, identify scopes of work and procure proposals for these projects.  We supervise the Association’s vendors, contractors  and maintenance services as requested by the Board.  

Reports & Meetings. We prepare financial, administrative, maintenance, and operational reports, records, and other documents for Board review at Association Meetings.  

Compliance & Legal. We assist Board Members with all corporate compliance issues, including preparation of corporate filings with Federal, State, and local laws and codes. We work with and support the Association’s legal counsel in all civil, collection, and compliance proceedings. We assist in resolving community and neighbor complaints and concerns, work with the Board to implement community guidelines and rules, and enforce the Association’s governing documents. 

Customer Service. We provide 24/7 customer service to residents. We provide a ‘voice’ for residents to convey concerns to the Board, and we follow up on requests or concerns as directed by the Board.  

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Finance FAQs 

Why was I charged a late fee?  

Assessment payments not received in full by the late fee date shown on your statement are subject to a late fee. 

What are the most common reasons for a late fee?  

  • Homeowners using their bank’s bill pay services are setting the payment date too late or do not include the HOA account number on the check.   
  • Homeowner is mailing their check to the ASPM office instead of the Seacoast Commerce P.O. Box. 
  • Homeowner is paying the old assessment amount. 
  • Homeowners owning multiple units are mailing one check for all units. 

Can my late fee be reversed? 

The Board needs to approve this request. Owners can submit a late fee reversal request in writing to the Association’s Community Manager by logging into your ASPM Client Account or by submitting a Customer Service Request

  • Requests are reviewed in your Association’s next scheduled Board Meeting.  
  • Any credit approved by the Board will be processed within ten business days 

When can I expect an approved refund? 

Any refund approved by the Board will be processed within ten business days. 

How can I access my account information?  

Owners can access information in their personal ASPM Client Account through the ASPM’s secure portal at aspm.cincwebaxis.com by going to Account Info, then My Profile. In your ASPM Client Account, you can: 

  • Access your account history and balance.  
  • Submit work orders and check on their status.  
  • Submit ACC Requests and check on their status.  
  • Access Association Calendars, Directories and Documents  

How can I update the names on my account? 

Please send the updated name request with a copy of the current recorded deed to support the name changes on the account to AccountsReceivable@aspm-sd.com.   

How can I pay my MONTHLY assessments?   

To set up a payment you have 4 options.  For options 2-4, below or to view your current account balance and transaction history, log in to aspm.cincwebaxis.com

  • ACH: (Recommended – Free) Recurring Statement total deducted from your bank account the 5th day of each month. To request ACH, complete and submit the ACH Debit Form. Payments received after the 25th of the month will be processed the following month. ACH will automatically stop when your HOA transfers management to a new company. To change bank account information for an existing ACH, simply submit a new ACH Debit Form with your new account information. 
  • e-Check: ($1.95 per transaction, merchant fee) for one-time or recurring payment options. (Note: Dues increases will require that you manually update the dues amount in your ASPM Client Account 10 days before the new payment will take effect.) 
  • Credit Card: (3.25% interest*, merchant fee) for one-time or recurring payment options.  
  • Seacoast Commerce Bank (address below) (Not Recommended*) Mail in check and stub payable to your Association. Include your account number in the memo line. Mail payments to: 

(Association’s Name) 
c/o Seacoast Commerce Bank 
PO Box 981210 
West Sacramento, CA 95798-1210 

Multiple units in the same HOA require separate checks for each unit and must include the account number in the memo line of each check. 

* The USPS and financial institutions are experiencing considerable delivery and processing delays due to COVID-related reduced staff and bank office closures. As a result, mailing a paper check for dues may result in you being charged fees on payments received after the due date. 

Do we need to cancel our payments to ASPM? 

Homeowners on ACH through ASPM, recurring credit card payment, and recurring e-Check payments, do not need to take any action to cancel their payments. Once your Association is deactivated in our system, our Finance team will cancel your payments and close your website access, ensuring your new management company will be ready to receive payments going forward.   

Homeowners on automatic BillPay through their bank are advised to cancel their payments, effective the designated end date for ASPM.  

How can I pay my SPECIAL assessments?   

To set up a payment from options 2-4, below, or to view your current account balance and transaction history, log in to aspm.cincwebaxis.com

  • ACH: (Recommended – Free) Recurring Statement total deducted from your bank account the 5th day of each month. To request ACH, complete and submit the ACH Debit Form. Payments received after the 25th of the month will be processed the following month. ACH will automatically stop when your HOA transfers management to a new company. To change bank account information for an existing ACH, simply submit a new ACH Debit Form with your new account information. 
  • e-Check: ($1.95 per transaction, merchant fee) for one-time or recurring payment options. 
  • Credit Card: (3.25% interest*, merchant fee) for one-time or recurring payment options.  
  • Seacoast Commerce Bank (address below) (Not Recommended*) Mail in check and stub payable to your Association. Include your account number in the memo line. Mail payments to: 

(Association’s Name) 
c/o Seacoast Commerce Bank 
PO Box 981210 
West Sacramento, CA 95798-1210 

Multiple units in the same HOA require separate checks for each unit and must include the account number in the memo line of each check. 

* The USPS and financial institutions are experiencing considerable delivery and processing delays due to COVID-related reduced staff and bank office closures. As a result, mailing a paper check for dues may result in you being charged fees on payments received after the due date.  

How do I pay for Clubhouse Rental, Fobs, Keys, Parking passes? 

Payment for these amenities is required prior to receiving them. Log in to aspm.cincwebaxis.com to make your payment by credit card or e-Check.   

Where do I mail my Assessment payment? 

(Association’s Name) 
c/o Seacoast Commerce Bank 
PO Box 981210 
West Sacramento, CA 95798-1210 

Please make your check payable to your Association and include your HOA account number on the check. 

Where can I find my account number?  

Your account number is printed in the upper right hand corner of your billing statement (Example: 1129 – 12345, viewable in your personal ASPM Client Account in the Association’s secure portal at aspm.cincwebaxis.com). 

Why hasn’t my payment been processed?  

Checks mailed to the Seacoast Commerce P.O. Box MAY TAKE UP TO 10 BUSINESS DAYS for processing.  Please plan your mailing date accordingly to avoid late fees. 

If your payment does not appear on your account history after 10 business days please email proof of payment to AccountsReceivable@aspm-sd.com. This includes a copy of either the front and back of your cancelled check or your bank’s proof of electronic payment.   

How are credited payments reflected in my Statement? 

There will be parentheses ( ) around credited payments or balances. 

How can I update my mailing, phone or email address? 

You may update your phone number, mailing, or email address in your personal ASPM Client Account accessible in your HOA’s secure portal by logging into aspm.cincwebaxis.com. Go to Account Info, then My Profile, update and save your changes. 

Why didn’t I receive my statement? 

Contact your HOA’s property manager to verify your account information is correct by logging into your HOA’s secure portal at aspm.cincwebaxis.com or by submitting a Customer Service Request

How can I get a copy of my statement? 

You may obtain a copy of your statement by contacting your HOA’s property manager by logging into your HOA’s secure portal at aspm.cincwebaxis.com or by submitting a Customer Service Request.  

Billing Statements are sent via email or US Postal mail on the 15th day of the month for the next month’s assessments.  

Unprocessed payments may not be reflected in the Statement balance. Remit payment for next month if the current month’s assessment has already been paid. 

Owners are encouraged to select paperless e-Statements in their web portal account settings to save you time and save the Association the cost of mailing statements. 

Can I request a payment plan to pay the delinquent balance on my account? 

The Board needs to approve this request. You may submit a request in writing by contacting your HOA’s property manager with a proposed payment plan. Submit your request in your ASPM Client Account at aspm.cincwebaxis.com or you may submit a Customer Service Request. Your request will be reviewed in your Association’s next scheduled Board Meeting. You will be notified of the Board’s decision in writing within 15 days of the meeting. 

How do I obtain a copy of a form or an HOA document?   

You may download a copy of a form or document by logging into your ASPM Client Account at aspm.cincwebaxis.com. Select the form from the drop-down menu in HOA Info > Documents, and select the Download arrow. If you cannot locate or download a specific document on the website, please contact your HOA’s property manager.  

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Maintenance & Janitorial FAQs 

How do I make a maintenance or janitorial request? 

You may submit a Maintenance or Janitorial Request or contact your management team through your ASPM Client Account. Your management team will contact you to review your request and schedule the appropriate repair. Some requests may require Board approval. Sometimes, maintenance items may not be the responsibility of your Association. If that is the case, the management team will assist you in determining the appropriate resolution of your request. 

Why does ASPM have a maintenance and janitorial division? 

Our product is customer service, and properties often require maintenance repairs that contractor vendors either aren’t interested in because the jobs are too small, or they take the jobs but tend to charge higher rates. We believe that when we are allowed to manage, maintain, and clean your properties we’re able to deliver dependable, higher quality service more quickly and affordably than clients are provided from an outside vendor that we are less able to hold accountable. 

What are the goals of the maintenance and janitorial division? 

The goals are twofold: 1) to eliminate deferred maintenance throughout the communities we manage, and 2) to work with the Board to create and implement a regular maintenance schedule that addresses repairs in a timely fashion.  This will improve the quality of life for residents and maximize property values to increase residents’ return on investment. 

What are the core competencies of the maintenance division? 

Below is a partial list, and is not limited to: 

  • Live 24-hour Emergency Assistance 
  • Maintenance Budgeting and Scheduling 
  • Project Oversight 
  • Preventive Maintenance 
  • General Repairs (drywall, welding, painting, handyman) 
  • Common Area Repairs and Construction 
  • Lighting and Electrical 
  • Gutter Cleaning Building Drainage 
  • Insurance Claims 
  • Capital Projects 

Do you have a general contractors license? 

Yes. ASPM is licensed and has over 100 combined years of experience in the building trades. 

What is your goal with the HOA, Board of Directors, and residents? 

To create an intimate working relationship with the board and community. We are committed to building a lasting partnership. 

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Escrow FAQs 

Where can I obtain an Escrow Demand and documents for a resale?  

Visit Homewisedocs.com to initiate the process.  

Where can I obtain a condo questionnaire for a refinance?  

Visit Homewisedocs.com, whom we will work with to provide all the independent, third-party information about your property and the Association required by the Escrow company.  

Escrow has closed, when will my account be updated? 

Please verify with your escrow company that the documents have been sent to ASPM. Once ASPM has received the documents, the account will be updated within 5-7 business days.  

I am buying a home and have questions about the HOA.  

Please refer all questions or concerns to the seller or sellers’ agent so they can forward the request by email to escrow and management.  

Escrow is closing soon; can you please provide the current account balance?  

Please email your request to escrows@aspm-sd.com or submit a Customer Service Request for non-emergency inquiries. During business hours, we strive to answer all non-emergency inquiries within 2 hours or less. Inquiries received after business hours will be answered the next business day. 

How do I get a lien release for escrow?  

Please email your request to escrows@aspm-sd.com or submit a Customer Service Request for non-emergency inquiries. During business hours, we strive to answer all non-emergency inquiries within 2 hours or less. Inquiries received after business hours will be answered the next business day. 

I have a unit that is currently on the market and I need HOA information.  

Please email your request to escrows@aspm-sd.com or submit a Customer Service Request for non-emergency inquiries. During business hours, we strive to answer all non-emergency inquiries within 2 hours or less. Inquiries received after business hours will be answered the next business day. 

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Please call 1+ 858 430 5700 should you require further information.