DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT HOMELESS PROGRAMS

1. DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENTHOMELESS PROGRAMS Emergency Housing and Assistance Program (EHAP) Fiscal Procedures

2. Fiscal Agenda • Contract Information • DLB’s option to review RFD’s • Requesting Funds • Common Mistakes • Closing-out Grants • Payee Data Record • Resolutions

3. Contracts • Each agency has a different effective date. The effective date is date stamped in the lower right hand corner on page one of the contract. • EHAP operating grant contracts are effective for 14 months and no extensions are granted. • Expenses charged to the EHAP contract must be incurred between the contract effective and expiration dates. • Maximum of two (2) draw requests allowed for each contract.

4. DLB’s may review RFD’s Did you Know? • Each DLB has an opportunity to review and approve each RFD prior to HCD’s approval and payment? • Monitoring the activities through a review of the RFD’s ensures that funds are being spent appropriately and timely. • Approving the RFD’s covers a portion of a DLB’s fiscal monitoring requirements. • If a DLB chooses to pre-approve the RFD’s, inform your grantees and EHAP staff of new procedure. • Close monitoring of grantees will help eliminate disencumberances.

5. Option 1REQUESTING AN ADVANCE Once contract is effective: • One advance not to exceed 50% of grant • Must request within 60 days from contract effective date • Submit… --RFD Pages 1 & 2 --Certificate of Insurance

6. …..Option 1…..1 Advance Request-- 50% of contract 1 Request for Disbursement (cost reimbursement) If you draw an advance: • Then you are allowed one more Request for Disbursement (RFD) • This final draw request is for cost reimbursement only The RFD must include: Pages 1, 2 & 3 Page 3 must detail the expenditures for the entire grant.

7. Option 2REQUEST FOR DISBURSEMENT (RFD) If you choose not to draw an advance: --Submit 2 RFD’s • Each for cost reimbursement only --2nd (final) RFD due • no later than 60 days from expiration date of Standard Agreement

8. Certificate of Liability Insurance When? • Submit certificate with each Request for Disbursement (including advance request) Why? • Required per your Standard Agreement

9. CommonMistakes…cause for delay in payment… • Incomplete RFDs 1. Certificate of Liability Insurance not included 2. Two original signatures missing from first page of RFD Fiscal Officer and Executive Director 3. Expenditure detail not included • Requests for non-contract expenses

10. …Common Mistakes...continued…. • No totals on expenditure detail page • For easy verification • Sub-Total each contract activity • Total each page 3. Grand Total all expenditures

11. Close-out Procedure • To close-out grant we need on file: 1. All RFDs 2. Two Semi-Annual Reports SAR #1: Month 1-7 of contract SAR #2: Month 8-14 of contract 3. Certificate of Completion

12. Payee Data Record • Payee Data Record (PDR) --The PDR form is now a part of our Application packet --make sure the address on the form is where your agency wants your checks mailed to --if an agency has a name change or a change of address, submit a new form

13. Application Resolutions • Emphasize Importance of Correct Resolution • Without a proper resolution application may be ineligible • Errors on resolution cause delays in contract execution • Use sample Resolution and Instructions

14. DLB’s + HCD + Grantees = Successful Service Providers