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