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DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT HOMELESS PROGRAMS . Emergency Housing and Assistance Program (EHAP) Fiscal Procedures. Fiscal Agenda. Contract Information DLB’s option to review RFD’s Requesting Funds Common Mistakes Closing-out Grants Payee Data Record - PowerPoint PPT Presentation
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DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT
HOMELESS PROGRAMS
Emergency Housing and Assistance Program (EHAP)
Fiscal Procedures
Fiscal AgendaFiscal Agenda
Contract InformationContract Information DLB’s option to review RFD’sDLB’s option to review RFD’s Requesting FundsRequesting Funds Common MistakesCommon Mistakes Closing-out GrantsClosing-out Grants Payee Data RecordPayee Data Record ResolutionsResolutions
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.
DLB’s may review RFD’sDLB’s may review RFD’s
Did you Know?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.
Option 1Option 1 REQUESTING AN ADVANCEREQUESTING AN ADVANCE
Once contract is Once contract is effective:effective:
$ One advance not to exceed One advance not to exceed 50% of grant 50% of grant
$ Must request Must request within 60 dayswithin 60 days from contract effective datefrom contract effective date
$ Submit… Submit… --RFD Pages 1 & 2 --RFD Pages 1 & 2
--Certificate of --Certificate of InsuranceInsurance
…..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 onlyThe RFD must include:Pages 1, 2 & 3
Page 3 must detail the expenditures for the entire grant.
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
Certificate of Liability Insurance
When?• Submit certificate with each Request for
Disbursement (including advance request)
Why? • Required per your
Standard Agreement
Common Mistakes…cause for delay in payment…
• Incomplete RFDs1. Certificate of Liability Insurance not
included2. Two original signatures missing from first
page of RFDFiscal Officer and Executive Director
3. Expenditure detail not included4. Requests for non-contract expenses
…Common Mistakes...continued….
• No totals on expenditure detail page
• For easy verification1. Sub-Total each contract activity 2. Total each page
3. Grand Total all expenditures
Close-out ProcedureClose-out Procedure
• To close-out grant we need on To close-out grant we need on file:file: 1. All RFDs 1. All RFDs 2. Two Semi-Annual Reports 2. Two Semi-Annual Reports
SAR #1: SAR #1: Month 1-7Month 1-7 of contract of contractSAR #2: SAR #2: Month 8-14Month 8-14 of contract of contract
3. Certificate of Completion3. Certificate of Completion
• 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
Payee Data Record
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
Application ResolutionsApplication Resolutions
DLB’s + HCD + Grantees =
Successful Service Providers
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