emergency solutions grant rapid re-housing training

EMERGENCY SOLUTIONS GRANT

RAPID RE-HOUSING TRAINING

DIFFERENCE BETWEEN HPRP & ESG RAPID REHOUSING

KEY DIFFERENCES OF ESG

• I-HOPE not used as eligibility tool, but referral tool. Use to screen in, not screen out.• Housing locators as central component to program design • MOU's with all shelters & TH in service area. ESG funded shelters required to refer to RR sub-recipients• You define the service area• Housing Stability Assessment Required - Arizona Self Sufficiency

Matrix used in HMIS • Outreach plan for reaching unsheltered homeless• HUD requires case management• Concerns about tenants being able to sustain housing should be addressed through program design rather than by screening people out

of assistance.

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HPRP VS. ESG

HPRP (Homeless Prevention & Rapid Re-housing Program)

Emergency Solutions Grant- Rapid Re-housing program

Temporary, ARRA program Permanent program

$16,883,827 $1,134,579 + $110,313 Round 1 rollover =$1,244,892 FY11. FYR 2012 1.1 million

Admin. – IHCDA capped at 2% Admin. – IHCDA to cap at 5%

No Match 100% Match

At or below 50% AMI Below 30% AMI – at Recertification annually

HUD: 18 month maximumIHCDA: 12 month maximum

HUD: 24 month maximumIHCDA: 18 months max. services, 12 month max. financial

Recertification: 3 months Recertification: Annually for RR

Case management encouraged monthly Minimum of monthly case management meetings required for all ESG RR or Homeless prevention funds utilized.

Tenant pays 30% housing payment Tenant pays 30% housing payment

65% Rental Assistance (includes short term financial assistance) , 35% Services

65% Rental Assistance / 35% Services (includes short term financial assistance)

Habitability Inspection required only if moving into new unit

Habitability inspection required of ALL units

Units must be rent reasonable only Units must be rent reasonable AND below fair market rent

Lease Addendum executed between tenant and landlord

Rental assistance agreement executed between sub-recipient & landlord

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TRIAGE SYSTEM

2-1-1 2-1-12-1-1

PLACES: MEMPHIS/SHELBY COUNTY, TN; PRINCE GEORGE’S COUNTY, MD; ALAMEDA COUNTY, CAPROS: ACCESSIBILITY; EASY LINKAGES TO OTHER MAINSTREAM RESOURCES; REDUCES IN-PERSON CLIENTSCONS: UNABLE TO DEAL WITH CRISIS SITUATIONS FACE-TO-FACE; INCREASED CHANCE OF INCONSISTENCY

SHELTER DIVERSIONSHELTER

DIVERSION MAINSTREAMRESOURCESMAINSTREAMRESOURCES

INTAKE CENTERINTAKE CENTER

Source: "Coordinated Assessment: The Basics, Center for Capacity Building, National Alliance to End Homelessnesshttp://www.endhomelessness.org/content/article/detail/4529

PLACES: MONTGOMERY COUNTY/DAYTON, OH; MONTGOMERY COUNTY, MDPROS: EASIER TO HANDLE LARGER NUMBERS OF CLIENTS; MORE ACCESSIBILITY; MAY INCREASE PROVIDER COMFORT LEVELCONS: LESS CONTROL AND CONSISTENCY; MAY BE MORE COSTLY DUE TO INCREASED SPACE/STAFF DEMANDS

DECENTRALIZED INTAKE

INTAKE POINT #2

INTAKE POINT #2

INTAKE POINT #3

INTAKE POINT #3

INTAKE POINT #1

INTAKE POINT #1


PLACES: COLUMBUS, OH; GRAND RAPIDS, MI; HENNEPIN COUNTY/MINNEAPOLIS, MNPROS: LESS TRAINING TIME NEEDED; MORE LIKELY TO BE CONSISTENT PROCESS; NEED LESS STAFFCONS: ONE LOCATION MAY NOT BE EQUALLY ACCESSIBLE TO ALL; HIGH VOLUME

CENTRALIZED INTAKE

SINGLE INTAKE CENTER/SHELTER(MAY BE ONE PLACE

FOR EACH POPULATION)

SINGLE INTAKE CENTER/SHELTER(MAY BE ONE PLACE

FOR EACH POPULATION)


HOMELESS DEFINITIONS & DOCUMENTATION REQUIREMENTS

DOCUMENTING HOMELESSNESS

Documentation Sources: (in order of preference)•3rd Party Written Verification – notices/statements on letterhead, signed & dated•3rd Party Oral Verification – recorded oral statement by intake staff, 3rd party providing verification, signed and dated by intake staff as true and complete

• Recommend standardized form for program•Intake Observations – intake staff notes observations & assessments, signed and dated by intake staff as true and complete

• Recommend standardized form for program•Self Certification – individual/head of household statement, written, signed and dated as true and complete•Copy of the Documentation above from the local emergency shelter or transitional housing program or day shelter.

DOCUMENTATION TIPS

• Use checklist to make documentation easier for front line, intake staff

• Check for existing documentation• HMIS• Discharge paperwork (hospital, jail, etc)

• Use tracking forms when possible• Must be able to document due diligence in

attempting to obtain documentation (emails, phone logs, copies of letters, etc) and outline the outcome and any barriers encountered – staff should sign and date as true and complete

DOCUMENTATION EXAMPLES – BY CATEGORY

•Category 1 – referrals from other service providers, written observation by an outreach worker, institution letter stating begin and end dates of residence.•Category 4 – oral statement documented by self-certification or intake worker certification. Statements do not need to be verified.

•Copies of the documents from local emergency shelters, transitional housing programs or day shelters. This includes domestic violence programs.

DOCUMENTING DUE DILIGENCE (RECORD INTAKE STAFF EFFORTS)

•If you cannot obtain 3rd party documentation (in all cases except DV), must show due diligence •Should describe efforts to obtain 3rd party documentation:

• May include phone logs, e-mail correspondence, copies of certified letters, etc.

• Outcome of effort, including obstacles• Signed and dated by intake staff as true and complete

• Will be included in standardized form to document

RAPID RE-HOUSING:AREAS NOT COVERED & WHY

ESG – RAPID REHOUSING- WHERE

•HEARTH Act: primary outcome is to reduce length of stay while exiting clients to permanent housing….. Enter Rapid Re-housing

ESG Shelter program: • For shelter programs that do NOT have an ESG funded Rapid Re-housing program in their area: may budget in Rapid Re-housing- Financial Assistance & Services but not rental assistance. Develop an Individualized Housing and Service Plan. Claim these activities under Rapid Re-housing. Require still case management 1x at least for one time financial assistance. • For shelter programs that DO have a ESG RR program in service area, RR referrals must be directed into the funded RR program. All housing placement activities completed on these individuals or those that are not accepted into the program must be budgeted to Essential Services: Developing an Individualized Housing and Service Plan.

WHY RAPID REHOUSING -

Why invest in Rapid Re-Housing?

•Rapid Re-Housing

–Transitions people out of homelessness quickly –Directly decreases overall number of homeless persons in shelters and on streets

•Homelessness Prevention

–Difficult to strategically target (many people assisted would not have become homeless) –More difficult to measure effect on reducing literal homelessness

(from HUD webinar 5/24/2012)

NEW FOCUS ON RAPID RE-HOUSING

Focus transition efforts per HUD:

•Invest in Rapid Re-Housing •Target program efforts carefully •Focus on results •Collect quality data in HMIS •Collaborate with CoC’s

See HUD Secretary Donovan’s message to ESG recipients, sub-recipients and CoCs on HUDHRE.info, or http://www.youtube.com/embed/xAi5PMiEDsw 18

EVALUATION OF ELIGIBILITY & NEEDS

EVALUATIONS – INITIAL & RE EVALUATIONS

Initial Evaluation:

Homeless person who is homeless at ES, TH or streets with no available other resources – Category 1 and Category 4 definition person.

There is no income threshold with Rapid Rehousing.

ReEvaluation:

Re-evaluate of participants eligibility and the types and amounts of assistance not less than once annually for program participants with rapid rehousing. Since IHCDA program’s maximum is 12 months – there would be no reevaluation.

RE EVALUATION - ANNUALLY

At a minimum, each ANNUAL re-evaluation of eligibility must establish that: •Program participant does not have an annual income that exceeds 30% of median family income.•Program participant lacks sufficient resources and support networks to retain housing.

The sub-recipient my require each participant to notify them regarding changes in income or household composition , etc, that affect the participants need for assistance under ESG. When notified of a relevant change, the sub-recipient must re-evaluate the program participant’s eligibility and the amount and types of assistance the program participant needs.

If a reevaluation is completed prior to 1 year (e.g. 6 mnths), they are not discharged from program due to increase of income. They can continue to stay on program. Do NOT recommend 3 mnth reevaluations. Recommend annual reevaluations as intended by HUD for Rapid Rehousing.

MAINSTREAM RESOURCES & HOUSING PLAN

Connecting program participants to mainstream and other resources.

The sub-recipients must assist each program participant, as needed, to mainstream resources and other : Appropriate supportive services, medical health treatment, mental health treatment, counseling, supervision, and other services essential for achieving independent living.

Mainstream resources including things as medicaid, food stamps, WIC, SSI, SSDI, etc. Other resources could be: day care, Head Start, WorkOne, Voc. Rehab, Food Pantry, Hoosier Wise Insurance, health clinic’s, etc.

Case Management required at least 1x a month for rental assistance and also just for financial assistance. Increase case management as indicated by the barriers noted in the Arizona Matrix Tool and focusing on those needs & goals in the housing plan. Adjust Housing Plan as needed.

HOUSING RELOCATION & STABILIZATION ACTIVITY:

FINANCIAL ASSISTANCE

HOUSING RELOCATION & STABILIZATION SERVICES: FINANCIAL ASSISTANCE COSTS

ESG funds maybe used to pay housing owners, utility companies, and other third parties for the following costs:

(1)Rental application fees. ESG funds may pay for the rental housing application fee that is charged by the owner to all applicants.(2) Security deposits. ESG funds may pay for a security deposit that is equal to no more than 2 months’ rent.(3) Last month’s rent. If necessary to obtain housing for a program participant, the last month’s rent may be paid from ESG funds to the owner of that housing at the time the owner is paid the security deposit and the first month’s rent. This assistance must not exceed one month’s rent and must be included in calculating the program participant’s total rental assistance, which cannot exceed 24 months during any 3-year period

HOUSING RELOCATION & STABILIZATION SERVICES: FINANCIAL ASSISTANCE COSTS

(4) Utility deposits. ESG funds may pay for a standard utility depositrequired by the utility company for all customers for the utilities listed inparagraph (5) of this section.

(5) Utility payments. ESG funds may pay for up to 24 months of utilitypayments per program participant, per service, including up to 6 months ofutility payments in arrears, per service. A partial payment of a utility bill countsas one month. This assistance may only be provided if the program participantor a member of the same household has an account in his or her name with autility company or proof of responsibility to make utility payments.Eligible utility services are gas, electric, water, and sewage. No programparticipant shall receive more than 24 months of utility assistance withinany 3-year period.

HOUSING RELOCATION & STABILIZATION SERVICES – FINANCIAL ASSISTANCE

6) Moving costs. ESG funds may pay for moving costs, such as truck rental orhiring a moving company. This assistance may include payment oftemporary storage fees for up to 3 months, provided that the fees areaccrued after the date the program participant begins receiving assistanceunder paragraph (b) of this section and before the program participant movesinto permanent housing. Payment of temporary storage fees in arrears is noteligible.

Even though this is not rental assistance, a Housing Habitability has to be completed for the above items.

NOT required to do a rent reasonable nor be within HUD FMR.

Case Management is also required – at least 1 x mnth while funds are being provided.

HOUSING & RELOCATION RR ACTIVITY:

SERVICES

HOUSING RELOCATION & STABILIZATION SERVICE COSTS

ESG funds may be used to pay the costs of providing the following services:

(1)Housing search and placement.Services or activities necessary to assist program participants in locating,obtaining, and retaining suitable permanent housing, include the following:(i)Assessment of housing barriers, needs, and preferences; (ii)Development of an action plan for locating housing;(iii) Housing search;(iv) Outreach to and negotiation with owners;(v) Assistance with submitting rental applications and understanding leases;(vi) Assessment of housing for compliance with Emergency SolutionsGrant (ESG) requirements for habitability, lead-based paint, and rentreasonableness;(vii) Assistance with obtaining utilities and making moving arrangements; and(viii) Tenant counseling

HOUSING SEARCH & PLACEMENT

2) Housing Assessing

ESG funds may be used to pay cost of assessing, arranging, coordinating, and monitoring the delivery of individualized services to facilitate housing stability for a program participant who resides in permanent housing or

assist a program participant in overcoming immediate assistance cannot exceed 30 days during the period the program participant is seeking permanent housing and cannot exceed 24 (18 mnths IHCDA) months during the period the program participant is living in permanent housing.

Component services and activities consist of:

HOUSING STABILITY CASE MANAGEMENT

Housing stability case management. (Utilize Arizona Matrix Tool in HMIS & Housing Plan with Goals)

(1)While providing or rapid re-housing assistance to a program participant, the sub-recipient must:

(i) Require the program participant to meet with a case manager not less than once per month to assist the program participant in ensuring long-termhousing stability; and

(ii) Develop a housing plan (utilize HMIS) to assist the program participant to retain permanent housing after the ESG assistance ends, taking into account all relevant considerations, such as the program participant’s current or expected income and expenses; other public or private assistance for which the program participant will be eligible and likely to receive; and the relative affordability of available housing in the area.

HOUSING STABILITY CASE MANAGEMENT

(ii) Develop a plan to assist the program participant to retain permanenthousing after the ESG RR assistance ends, taking into account all relevantConsiderations;

such as the program participant’s current or expected income and expenses; other public or private assistance for which the program participant will be eligible and likely to receive; and the relative affordability of available housing in the area.

The sub-recipient is exempt from this requirement under paragraph if the Violence Against Women Act of 1994 or the Family Violence Prevention and Services Act prohibits that sub-recipient from making its shelter or housing conditional on the participant’s acceptance of services.


A) Using the centralized or coordinated assessment system as required under to evaluate individuals and families applying for or receiving homelessness prevention or rapid re-housing assistance; (IHOPE & 211 for some locations)

(B) Conducting the initial evaluation including verifying and documenting eligibility, for individuals and families applying for rapid re-housing assistance;

(C) Counseling;

(D) Developing, securing, and coordinating services and obtaining Federal, State, and local benefits;


E) Monitoring and evaluating program participant progress;

(F) Providing information and referrals to other providers;

(G) Developing an individualized housing and service plan, including planning a path to permanent housing stability; and

(H) Conducting re-evaluations required under


Mediation.

ESG funds may pay for mediation between the program participant and the owner or person(s) with whom the program participant is living, provided that the mediation is necessary to prevent the program participant from losing permanenthousing in which the program participant currently resides.

Legal services.

Eligible subject matters also include landlord/tenant matters, and the services must be necessary to resolve a legal problem that prohibits the program participant from obtaining permanent housing or will likely result in the program participant losing the permanent housing in which the program participant currently resides.


Credit repair.

ESG funds may pay for credit counseling and other services necessary to assist program participants with critical skills related to household budgeting, managing money, accessing a free personal credit report, and resolving personal credit problems. This assistance does not include the payment or modification of a debt.

HOUSING & RELOCATION STABILIZATION:SERVICES

c) Maximum amounts and periods of assistance.

The recipient (IHCDA) may set a maximum dollar amount that a program participant may receive for each type of financial assistance under paragraph (a)of this section. The recipient may also set a maximum period for which a program participant may receive any of the types of assistance or services under this section. IHCDA has not set a limit – this is the sub-recipients judgment.

However, except for housing stability case management, the total period for which any program participant may receive the services: must not exceed 24 months during any 3-year period. The limits on the assistance under this section apply to the total assistance an individual receives, either as an individual or as part of a family.

SERVICES: HOUSING HABITABILITY CHECK

SERVICES: HOUSING HABITABILITY

Minimum standards for permanent housing.

The recipient or sub-recipient cannot use ESG funds to help a programparticipant remain or move into housing that does not meet the minimumhabitability standards. The recipient (IHCDA) may also establish standards that exceed or add to these minimum standards.

(1) Structure and materials. The structures must be structurally sound toprotect residents from the elements and not pose any threat to the health andsafety of the residents.

(2) Space and security. Each resident must be provided adequate space andsecurity for themselves and their belongings. Each resident must beprovided an acceptable place to sleep.

HOUSING HABITABILITY

(3) Interior air quality. Each room or space must have a natural or mechanicalmeans of ventilation. The interior air must be free of pollutants at a level thatmight threaten or harm the health of residents.

(4) Water supply. The water supply must be free from contamination.

(5) Sanitary facilities. Residents must have access to sufficient sanitaryfacilities that are in proper operating condition, are private, and are adequatefor personal cleanliness and the disposal of human waste.


6) Thermal environment. The housing must have any necessaryheating/cooling facilities in proper operating condition.

(7) Illumination and electricity. The structure must have adequate natural orartificial illumination to permit normal indoor activities and support health andsafety. There must be sufficient electrical sources to permit the safe useof electrical appliances in the structure.

(8) Food preparation. All food preparation areas must contain suitablespace and equipment to store, prepare, and serve food in a safe and sanitarymanner.

(9) Sanitary conditions. The housing must be maintained in a sanitarycondition.


(10) Fire safety. (i) There must be a second means of exiting the building inthe event of fire or other emergency.

(ii) Each unit must include at least one battery-operated or hard-wiredsmoke detector, in proper working condition, on each occupied level of theunit. Smoke detectors must be located, to the extent practicable, in a hallwayadjacent to a bedroom. If the unit is occupied by hearing impaired persons,smoke detectors must have an alarm system designed for hearing-impairedpersons in each bedroom occupied by a hearing-impaired person.

(iii) The public areas of all housing must be equipped with a sufficient number, but not less than one for each area, of battery-operated or hard-wired smoke detectors. Public areas include, but are not limited to, laundry rooms, community rooms, day care centers, hallways, stairwells, and other common areas

HOUSING HABITABILITY & LEAD PAINT

Housing Habitability is REQUIRED for any ESG fund to help participant to remain or move into housing. If provide security deposit, utility deposit, utility payments, last month’s rent, application fees, moving costs: need an inspection.

If NOT utilizing funds for rental assistance but only for the above items, rent reasonable and FMR requirements are NOT needed.

LEAD PAINT:

Lead-based paint remediation and disclosure.

Utilize form: Should be signed by landlord if: children (6 and below) staying in home and the home is older than 1978.

RENTAL ASSISTANCE

HOUSING & RELOCATION STABILIZATION:RENTAL ASSISTANCE

Short-term and medium-term rental assistance.(a) the recipient or sub-recipient may provide a program participant with up to 24 months of rental assistance during any 3-year period. IHCDA is only providing rental assistance maximum is 12 months.

If client loses income suddenly, reevaluate income again for their 30% share.

(1) Short-term rental assistance is assistance for up to 3 months of rent.(2) Medium-term rental assistance is assistance for more than 3 months butnot more than 24 months. (12 months for IHCDA) (3) Payment of rental arrears consists of a one-time payment for up to 6months of rent in arrears, including any late fees on those arrears.(4) Rental assistance will be tenant based


There is no Environmental Review for TRA

Rent restrictions: •Rental assistance cannot be provided if the rent exceeds the Fair Market Rent established by HUD, as provided and complies with HUD’s standard of rent reasonableness.

•HUD FMR come out every October. See HUD’s website or IHCDA website for most up to date FMR standards.

Rental Assistance can also include: utilities (excluding telephone), security deposit or other fees required under the lease, (other than late fees and pet fees) and, if the tenant pays separately for utilities, the monthly allowance for utilities (excluding telephone). Monthly allowances are released by IHCDA. Will be posted on the IHCDA website under ESG RR. They are released every May.


Rental assistance agreement. – between owner and subrecipient

Rental assistance payments only to an owner with whom the sub-recipient has entered into a rental assistance agreement. The rental assistance agreement must set forth the terms under which rental assistance will be provided, including the requirements that apply under this section:

The rental assistance agreement must provide that during the term of the agreement, the owner must give the sub-recipient a copy of any notice to the program participant to vacate the housing unit, or any complaint used under state or local law to commence an eviction action against the program participant. (new)

Also, required is the lease addendum attached to signed lease.Require RA agreement between tenant and subrecipient.

RENTAL ASSISTANCE PROGRAM FORM (RAP)

The sub-recipient may make rental assistance payments only to an owner with whom the sub-recipient has entered into a rental assistance agreement. The rental assistance agreement must set forth the terms under which rental assistance will be provided.

Required lease forms:

•Required RAP (See attached rental assistance RAP, lease addendum)

•Lease Addendum is required to be signed between tenant and landlord. This lease addendum protects the federal money and the tenant who is receiving it.

•Agreement between tenant and subrecipient regarding payment and who is responsible for what and how much. Useful to prevent confusion for the tenant

•Copy of signed lease between tenant and landlord.

HOUSING & RELOCATION STABILIZATION:RENT ASSISTANCE

Use with other subsidies.

Except for a one-time payment of rental arrears on the tenant’s portion of the rental payment, rental assistance cannot be provided to a program participant who is receiving tenant-based rental assistance, or living in a housing unit receiving project-based rental assistance or operating assistance, through other public sources.

Rental assistance may not be provided to a program participant who has been provided with replacement housing payments under the URA during the period of time covered by the URA payments.


Late payments:

The sub-recipient must make timely payments to each landlord/owner in accordance with the rental assistance agreement. The rental assistance agreement must contain the same payment due date, grace period, and late payment penalty requirements as the program participant’s lease.

The sub-recipient is solely responsible for paying late payment penalties that it incurs with non-ESG funds. (NEW)


Lease.

Each program participant receiving rental assistance must have alegally binding, written lease for the rental unit, unless the assistance issolely for rental arrears. The lease must be between the owner and the program participant.

Where the assistance is solely for rental arrears, IHCDA requires a copy of the lease.


h) Tenant-based rental assistance.

(1) A program participant who receives tenant-based rental assistance mayselect a housing unit in which to live and may move to another unit orbuilding and continue to receive rental assistance, as long as the programparticipant continues to meet the program requirements.(2) The recipient may require that all program participants live within aparticular area for the period in which the rental assistance is provided (NOT required with IHCDA) The client is within the area the sub-recipient is serving and picked with the application to IHCDA. (3) The rental assistance agreement with the owner must terminate and nofurther rental assistance payments under that agreement may be made if:

(i) The program participant moves out of the housing unit for which theprogram participant has a lease;(ii) The lease terminates and is not renewed; or(iii) The program participant becomes ineligible to receive ESG rentalassistance.

RENT REASONABLE

Determines whether the rent being charged for an assisted unit is both:reasonable in relation to rents being charged for comparable unassisted units with similar features and amenities; and not more than rents currently being charged by the same owner for comparable unassisted units.

•Utilize GoSection8 software for Rent Reasonable checks. • Efficient• Accurate• Time saver• No cost to you• Training available• Utilize GoSection8 website to do the rent reasonable checks at

www.Gosection8.com

If don’t utilize GoSection8 now , okay to use paper forms however next year, GoSection 8 will be required for all ESG RR and S+C programs. Attach documentation of rent reasonable, paper or website info or book info.

http://www.gosection8.com/

RENT CALCULATION

•Income to include: Wages, salaries, overtime rates, bonuses, incentive payments, tips, self employment, AFDC, welfare, social security, unemployment, worker’s compensation, child support, interest, dividends, Assets, etc. (See HUD Rental Calculation form for all Income inclusions, exclusions)

•Clients income is required to be at below 30% AMI•Clients pay 30% of their adjusted gross income.

•Resources: Utilize Rental calculation manual provided by HUD (will be on IHCDA website)

•Calculation Tool provided . •Accepted Forms of Verification & Documents of Expenses – see form

HMIS BUDGET ACTIVITY

RAPID RE-HOUSING: HMIS BUDGET ACTIVITY ITEM

Allowable expenses:

A) Completing data entry;(B) Monitoring and reviewing data quality;(C) Completing data analysis;(D) Reporting to the HMIS Lead;(E) Paying staff travel costs to conduct intake;

ADMINISTRATION BUDGET ACTIVITY

RAPID RE-HOUSING: ADMINISTRATION

General management, oversight and coordination. Costs of overall program management, coordination, monitoring, and evaluation. These costsInclude the following:

(i) Salaries, wages, and related costs of the recipient’s staff, the staff ofSub-recipients, or other staff engaged in program administration. In chargingcosts to this category, the recipient may either include the entire salary, wages,and related costs allocable to the program of each person whose primaryresponsibilities with regard to the program involve program administration assignments, or the pro-rata share of the salary, wages, and related costs of each person whose job includes any program administration assignments.

Program administration assignments include the following:


(A) Preparing program budgets and schedules, and amendments to thosebudgets and schedules;(B) Developing systems for assuring compliance with program requirements;(C) Developing interagency agreements and agreements with sub-recipients and contractors to carry out program activities;(D) Monitoring program activities for progress and compliance with programrequirements;(E) Preparing reports and other documents directly related to the program for submission to HUD;(F) Coordinating the resolution of audit and monitoring findings;(G) Evaluating program results against stated objectives; and(H) Managing or supervising persons whose primary responsibilities withregard to the program include such assignments as those described in paragraph (A) through (G) of this section.


(ii) Travel costs incurred for monitoring of sub-recipients;(iii) Administrative services performed under third-party contractsor agreements, including general legal services, accounting services, and auditservices; and(iv) Other costs for goods and services required for administration of theprogram, including rental or purchase of equipment, insurance, utilities, officesupplies, and rental and maintenance (but not purchase) of office space.

Only ESG training that is covered under administration is that training provided by HUD only. This usually just applies to IHCDA – recipient.

TERMINATION, GRIEVANCE POLICIESPROCEDURES

TERMINATING ASSISTANCE.

If a program participant violates program requirements, the sub-recipient may terminate the assistance in accordance with a formal process established by thesub-recipient that recognizes the rights of individuals affected.

The sub-recipient must exercise judgment and examine all extenuating circumstances in determining when violations warrant termination so that a program participant’s assistance is terminated only in the most severe cases.

Required to have a policy and procedure for termination and appeals. Sample policies and procedures.

To terminate rental assistance or housing relocation and stabilization services to a program participant, the required formal process, at a minimum, must consist of:

TERMINATING ASSISTANCE: GRIEVANCE PROCEDURES

(1) Written notice to the program participant containing a clear statementof the reasons for termination;

(2) A review of the decision,(Appeals process) in which the program participant is given the opportunity to present written or oral objections before a person other than the person (or a subordinate of that person) who made or approved the termination decision; and

(3) Prompt written notice of the final decision to the program participant.

(c) Ability to provide further assistance. Termination under this section does not bar the sub-recipient from providing further assistance at a later date to the samefamily or individual.

IHCDA will not be the appeals process or involved in the appeal.

MATCH – CASH & IN-KIND

ESG RAPID RE-HOUSING: MATCH

Matching contributions may be obtained from any source, including anysource other than the ESG program, as well as state, local, andprivate sources. However, the following requirements apply to matchingcontributions from a Federal source of funds:

(i) The recipient must ensure the laws governing any funds to be used asmatching contributions do not prohibit those funds from being used to matchEmergency Solutions Grant (ESG) funds.

The only Federal fund that we are aware that can be utilized for match is CDBG

(ii) If ESG funds are used to satisfy the matching requirements of anotherFederal program, then funding from that program may not be used to satisfy thematching requirements under this section.

(Show match form for all information)

ESG RAPID RE-HOUSING: MATCH

Send in Quarterly Match form – every 3 months.

First Quarterly: Oct, Nov, and Dec months – send by middle of January. Will not pay January claim (4th) then (8th) (12th), until receive the previous three months.

CONFLICT OF INTEREST

CONFLICTS OF INTEREST

Organizational conflicts of interest.

The provision of any type or amount of ESG assistance may not be conditionedon an individual’s or family’s acceptance or occupancy of emergency shelter or housing owned by the sub-recipient, or a parent or subsidiary of the sub-recipient.

No sub-recipient may, with respect to individuals or families occupying housing owned by the sub-recipient, or any parent or subsidiary of theSub-recipient, carry out the initial evaluation required oradminister homelessness prevention assistance.


Individual conflicts of interest.

For the procurement of goods and services and its sub-recipients must comply with the codes of conduct and conflict of interest requirements under and 24CFR 84.42 (for private nonprofit organizations). For all other transactionsand activities, the following restrictions apply:

Conflicts prohibited. – No Financial Interest or benefit from ESG program. No person described of this section who exercises or has exercised any functions or responsibilities with respect to activities assisted under the ESG program, or who is in a position to participate in a decision-making process or gain inside information with regard to activities assisted under the program, may obtain a financial interest or benefit from an assisted activity; have a financial interest in any contract, subcontract, or agreement with respect to an assisted activity;


or have a financial interest in the proceeds derived from an assisted activity, either for him or herself or for those with whom he or she has family or business ties, during his or her tenure or during the one-year period following his or her tenure.

(2) Persons covered. The conflict of interest provisions apply to any person who is an employee, agent, consultant, officer, or elected or appointed official of the recipient or its sub-recipients

RECORD RETENTION

RECORD RETENTION

Period of record retention.

All records pertaining to each fiscal year of ESG funds must be retained for the greater of 5 years or the period specified below. Copies made by microfilming,photocopying, or similar methods may be substituted for the original records.

Documentation of each program participant’s qualification as a family orindividual at risk of homelessness or as a homeless family or individual andother program participant records must be retained for 5 years after theexpenditure of all funds from the grant under which the program participantwas served

PIT PARTICIPATION & REPORTING REQUIREMENTS

POINT IN TIME PARTICIPATION & REPORTING DATA & SERVICES

•Each agency is required to participate in the PIT as required by HUD. This is the annual homeless count. It is the last week of January. Coordinated by IHCDA. Each Region has a team to coordinate their efforts and report to IHCDA, etc.

Each agency will be required to utilize•HMIS•Report Services in HMIS; •Utilize Arizona Matrix tool; - within HMIS system•Utilize the ESG RR Housing Plan - within the HMIS system. •Quarterly match forms •DMS (IHCDA software) for claim reimbursement

•All required to utilize IHOPE - either through one of the local shelters or the agency who has the ESG RR funds. This is a local decision of who completes the IHOPE.

HMIS REQUIREMENT: KERRIE & MICHELE - HMIS POWERPOINT

CLAIMS – DMS

DMS – CLAIMS SOFTWARE - IHCDA

Claim Reimbursement – via IHCDA software - DMS

Required Monthly in DMS (IHCDA software)Documentation required with claim are:

Supportive Services Summary from HMIS that will include: Check numbers,Landlords Clients name, Case management – at least 1 x monthSupportive Services provided

1. Go to https://ihcdaonline.com, click ‘Authority Online’

Enter username and password or register if a first time user.

https://ihcdaonline.com/

New User page:

Select this

2. On your Programs Menu – click ‘Claims Management’

3. What appears next is your list of active claims*

* Active claims are any claims that have been submitted awaiting approval or approved and paid.

4. The claims will be listed by order of claim number with the most recent being at the top. 5. If you have more than one active Award with IHCDA, you can search the list for the ESG RR award by clicking on the funnel at the top of the award column. 6. You can sort the Claims List by Claim Number, Award Number, or Step by clicking on the header of the one of those columns.

Use the ‘Create Claim’ link to the left of the Claims List to start a new claim.

Click Here

CREATE A NEW CLAIM

Step 1: Choose AwardSelect the ESGRR Award from the list (ESRR--XX). The list is your active awards. Step 2: Then click ‘Create Claim’.

**Note** If the award you are looking for is not in the list, there could be several reasons: •There is an active claim already in progress (only one active claim can be processed at a time for most awards). •Your organization is not set up as the grantee of the award. •The award is not classified as active with IHCDA. •Contact the ESGRR Coordinator with problems

The Claim Detail will include: the Claim Summary page, the Claim Page, and the Status page. Navigate through these pages by using the links at the top.

Parts of a Claim

The claims summary page shows info about the current claim as well as previous claims for this award. You can see the budget breakdown for the award, previous draws against line items, and the remaining amount for each line item.

CLAIMS SUMMARY PAGE

CLAIM PAGE The claim page shows info about the current claim for this award. Enter your total amounts for that month in the Amount Box for line items: Housing & Relocation & Stabilization: Financial Assistance Housing & Relocation & Stabilization: ServicesRental AssistanceHMISAdministrative

You may also enter any comments you wish regarding the claim. Once you have entered your claim amounts and any comments, click the 'Save' button at the bottom of the page.

SUBMITTING THE CLAIM AND RECEIVING A RECEIPT (SUMMARY PAGE)

Once you have entered all the information, you will need to submit the claim. Go to the Summary page and hit ‘Submit’ at the bottom of the page.

If everything is complete, you will receive a receipt for the claim. Sign the receipt and submit with your documentation. This will be the cover page like a regular claim. There is a place to sign and date it.

You will also need to submit the required documentation to IHCDA.

The claim will not be processed until the documentation is received. You can print the receipt by clicking the ‘Print Receipt’ button. You can print the receipt directly to your printer and/or you can generate a PDF of the receipt which you can then save and print.

Submitting the Claim and Receiving a Receipt (Summary Page)

To generate the receipt in a PDF format, choose ‘Acrobat (PDF) file’ in the ‘Select a format’ drop down.

Then click ‘Export’:

You will then be prompted to either Open the file in Acrobat Reader or to Save the file to your computer. Print and sign. Save a copy for your records.

WHAT TO SUBMIT WITH YOUR CLAIM

1. Signed Receipt of Claim (use as a cover page)2. Supporting documentation consisting HMIS services summary

showing check #, landlords, clients and services provided

After printing and signing* your claim receipt, and gathering all your supporting documentation: SCAN** into one PDF and upload online.

*signed by authorized signatory**if you do not have scanning capabilities, please send the above to me via mail.

SUPPORTING DOCUMENTATION

This documentation is: HMIS supportive service summaries that include: Check #, landlord name, client name, supportive services provided and case management provided.

Reminder: Each claim represents one month of bills.

UPLOADING SUPPORTING CLAIM DOCUMENTATION

Overview:

Users have the ability to upload required documentation when submitting claims through IHCDA Online. For example, a signed claim receipt can be uploaded and sent to IHCDA after submitting the claim, eliminating the need to send the signed receipt via mail.

Once documents have been submitted, users will have the ability to view those documents associated with the claim that was submitted.

Process for Submitting Documentation

Step 1: In order to submit a claim receipt or other supporting documentation for the claim the user will need to select the claim receipt from the claim list.

Step 2: A new link ‘Supporting Documentation’ will appear for the user to select.

here

Step 3: Browse for the folder on your computer where the PDF copy of the claim receipt and supporting documentation was saved. If any other documentation has been uploaded you will be able to see it displayed in a grid view.

Step 4: The file name should appear in the ‘Upload Document’ field and the user will need to select the ‘Submit Document’ button in order to send it to IHCDA. This finalizes the process.

Step 5: In order to view the documents that have already been uploaded select the ‘Select’ button in the grid view displayed below the ‘Submit Document’ button.

HELPFUL THINGS TO REMEMBER:

1. If the documentation isn’t appropriate, you will be contacted via email and your claim will be on hold until the proper documentation is received.

2. If you call me with a question, I will not be able to see what you see on the claims system, but I will try to provide assistance.

BUDGET MODIFICATIONS

Similar to HPRP budget modifications:

Sub-recipients can modify the amounts among line items within an activity like Housing Relocation & Stabilization activities: items under Financial Assistance and Services.

There is no limit on the number of line item budget modifications that can be submitted throughout the award period. These requests require approval by the Community Services Deputy Director at IHCDA. IHCDA will e-mail an approval/denial response letter to sub-recipient within 10 business days of the request.

BUDGET MODIFICATIONS

Sub-recipients may change allocations between activities in the budget (such as moving money from Financial Assistance or Services to Rental Assistance Activity or HMIS)

These changes would alter the budget as set up in the original program agreement, and therefore requires the agreement to be officially amended.

Sub-recipients are limited to no more than three (3) budget grant amendments during the course of the agreement.

CLIENT FILE

See sample file.

Information in HMIS, do not have make copies of everything just for a physical file.

Will need to make copies of some items for claim reimbursement.

At monitoring, will need access to HMIS to see information.

IHCDA SPONSORED UPCOMING TRAININGS OPPORTUNITIES

Statewide Housing & Community Development Conference (9/18/12-9/19/12)

1. Motivational Interviewing 2. Arizona Matrix Tool3. HEARTH Overview4. Retooling your Transitional Housing : TH –

transitioning with HEARTH5. Tenant Selection - permanent housing focus

HUD HOMELESS RESOURCE EXCHANGE RESOURCES

http://www.hudhre.info/index.cfm?do=viewReadySETGo HUD Homeless Resource Exchange1) HEARTH Act: http://www.hudhre.info/documents/HEARTH_ESGInterimRule&ConPlanConformingAmendments.pdf ; ESG regulations begin on pg. 75974 2)HUD ESG: http://www.hudhre.info/esg/United States Interagency Council on Homelessness1) Retooling Crisis Response Systemshttp://www.usich.gov/usich_resources/toolkits_for_local_action/retooling_crisis_response/2) Retooling the Homeless Response Systemhttp://www.usich.gov/usich_resources/videos_and_webinars/retooling_the_homeless_crisis_response_system/National Alliance to End Homelessness: 1) ESG Resources: Understanding and Implementing the Interim Rulehttp://www.endhomelessness.org/content/article/detail/4318 2) Coordinated Assessment Toolkit:http://www.endhomelessness.org/content/article/detail/4514 3)Rapid Re-housing Triage Toolhttp://www.endhomelessness.org/content/article/detail/4515 4) Coordinated Entry: The Basicshttp://www.endhomelessness.org/content/article/detail/4511

http://www.hudhre.info/index.cfm?do=viewReadySETGo

http://www.hudhre.info/documents/HEARTH_ESGInterimRule&ConPlanConformingAmendments.pdf

http://www.hudhre.info/esg/

http://www.endhomelessness.org/content/article/detail/4514



THANK YOU FOR TIME!

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