indiana homeless prevention and rapid re-housing
DESCRIPTION
Indiana Homeless Prevention and Rapid Re-Housing. Claims And Financial management. IN - HPRP. IHCDA Community Services Staff Rodney Stockment, Manager 317.233.1814 [email protected] Kirk Wheeler, HMIS and HPRP Project Director 317.709.3441 [email protected] - PowerPoint PPT PresentationTRANSCRIPT
CLAIMSAND
FINANCIAL MANAGEMENT
IndianaHomeless Prevention and Rapid Re-
Housing
IN - HPRP
IHCDA Community Services Staff Rodney Stockment, Manager
317.233.1814 [email protected]
Kirk Wheeler, HMIS and HPRP Project Director 317.709.3441 [email protected]
Susan Shepherd, Accounting 317.244.7143 [email protected]
Lori Dimick, Homeless Program Manager 317.232.7117 [email protected]
Kelli Barker, Special Needs Representative 317.233.4611 [email protected]
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Allocation Management
$725,000 HPRP Allocation $725,000 x 0.65 =$471,250 Direct Assistance
Allocation $471,250/36 months =$13,090 Monthly Direct Assistance
Allocation $595 Ave. Monthly Assistance $13,090/$590 =22 households Monthly Number Served
ELIGIBLE EXPENSES
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Eligible Activities: 4 categories of eligible activities Financial Assistance Housing Relocation and Stabilization Services Data Collection and Evaluation Administrative Costs
Eligible activities are intentionally focused on housing stability Direct Assistance Services designed to keep people in housing or find
housing
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1. Financial Assistance Activities
Financial Assistance is limited to the following activities: Short-term rental assistance Medium-term rental assistance Security deposits Utility deposits and payments Moving costs Motel and hotel vouchers Activities supporting these activities – e.g. providing
rental assistance and inspections
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Rental Assistance Short-term rental assistance – not to exceed 3 months
Short-term participants are allowed to transition to medium-term (aggregate assistance not to exceed 18 months)
Medium-term rental assistance – 4 to 18 months Eligibility recertified every 3 months IHCDA will require on-going case management, as needed,
to successfully transition participants to permanent housing and independence
No participant may receive more than 18 months of assistance
IHCDA program will use an assessment tool to determine need for short-term or long-term assistance
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Rental Assistance (continued) IHCDA has chosen to standardize rental support in
accord with the HOPWA program. This means that households will pay 30% of their adjusted income toward the rent for the period covered by HPRP support.
Simplified rent calculation forms, as well as the HMIS, will assist in calculation of the applicable household contribution.
Rent Reasonable Standard – Not FMR!!! Rental assistance cannot be paired with other federal
rental subsidies
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Rental Assistance (continued) Although rental assistance may extend up to 18
months, it must be renewed every 90 days with a re-determination of applicable household rent contribution.
Rent reasonableness will be available from an on-line resource – Go Section8. This will be provided to all HPRP sub recipients without charge but each must use it to determine the rent reasonable level for their region.
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Security and Utility Deposits In contrast to rental assistance, deposits may be paid with
other federal subsidies as long as they cover separate costs HPRP – Security Deposit paid 12/09 HUD VASH – rental assistance for 12/09 through 11/10
Utility Assistance Up to 18 months Paid directly to utility company Can be paid in arrears up to six months Member of household have account in their name Utility crisis must put household in imminent risk of
homelessness
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Moving Costs Truck rental Hiring movers Short-term storage (up to three months)
Motel and Hotel Vouchers Voucher for up to 30 days if no appropriate
shelter beds are available and housing has not been found
IHCDA program will discourage the use of motel vouchers IHCDA program will emphasize rapid re-housing!
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2. Housing Relocation and Stabilization Activities
Case Management: funds may be used for arrangement, coordination, monitoring and delivery of housing services designed to assist households obtain and retain housing stability
All case management activities should be tied to address the individualized needs of households to obtain and retain housing stability
IHCDA program will provide services on a “strength based” and recovery model using evidence-based practices
IHCDA will require case managers receive HPRP certification provided by the agency
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Service Components Counseling aimed to addressing root causes of
housing crisis Developing individualized housing goal plans Developing, securing and coordinating services and
employment Assuring tenant rights are protected Developing service plans which address long-term
housing stability
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Outreach and engagement Services and programs to reach homeless and at –risk
households Housing information – Social Serve, etc.
Housing Search and Placement Activities that assist households locating, obtaining and
retaining suitable housing Tenant counseling Tenant rights and lease education Securing utilities Making Moving arrangements Payee Services Landlord mediation – teach the household/don’t do it for them!
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Legal Services Legal services to maintain housing Legal services related to foreclosure are ineligible!
Credit Repair Financial literacy skills to repair credit
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3. Data Collection and Evaluation
Data Collection Recovery Act requires use of Homeless
Information Management System, or a comparable client-level database
IHCDA program will use HMIS Client level data will track interventions and
outcomes
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Data Collection and Evaluation Subrecipients are required to budget 1.5% of their grant award
for Data Collection and Evaluation. IHCDA will use the Indiana HMIS to collect data for HUD reports and client assessment. IHCDA will charge each Subrecipient 1% of their allocation for Data
Collection and Evaluation. IHCDA will be invoice Subrecipients quarterly. IHCDA will use Data Collection and Evaluation funds to: purchase of HMIS software or licenses staffing associated with operation of HMIS HMIS training costs related to participating in HUD-sponsored research and evaluation
as required Subrecipients may use up to 0.5% of their award for:
leasing or purchasing computer equipment costs associated with data collection, entry and analysis
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4. Administrative CostsEligible costs
Accounting for grant fundsReportsAuditsStaff Training for HPRP Activities
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Administrative costs IHCDA Subrecipients may use up to
2% of grant for administration costs. Administration funds may be spent on: pre-award administration accounting for use of funds preparing HUD reports, program audits post-award administration administration-related staff costs
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Ineligible HPRP Activities Construction and rehabilitation Pay off of credit card and consumer debt Car repair or transportation Travel costs Food Medical , dental or medicines Clothing; and Cash assistance to program participant!
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Eligible Program Participants All participants must be below 50% AMI Two Populations
Persons who are still housed but at high-risk of becoming homeless (diversion from entering the homeless assistance system)
Persons who are already homeless but will benefit from short to medium term assistance to achieve long-term housing stability (rapid re-housing)
Both populations are eligible to receive financial assistance and services through HPRP
IHCDA program requires 65% of Direct Assistance funds be used for rapid re-housing
BANK ACCOUNTS
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Each sub recipient will be “pre funded” with approximately 90 days of expected expenditures. Then a monthly reconciliation of expenses will allow IHCDA to draw down HPRP funds sufficient to assure that a sub recipient has sufficient cash on hand to maintain the program.
IHCDA plans to fund 30 equal installments for most sub recipients (except for the initial pre funding.) This is subject to monthly monitoring and reallocation if a specific sub recipient appears not to be using its funds.
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A sub recipient may draw down its funds before 3o months but retains a responsibility to track all clients through the end of the three year program.
Subrecipients working with Entitlement Cities must make their own arrangements for how to draw down funds.
In the Annual Program Report (APR), we expect that HUD will ask that the information contained in the HMIS (client level) reconcile with the financial reports submitted on a monthly basis.
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Bank AccountsEach Subrecipient is required to set up
a separate bank account in an FDIC insured bank account solely for the purposes of the IHCDA HPRP funds. The account may be a checking or savings
account and it may be interest bearing. Any interest accrued is to be used for HPRP
expenses and activities.
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Bank Accounts Continued IHCDA will only have the ability to deposit
into this account. It is otherwise entirely the Subrecipient’s account.
IHCDA will disburse HPRP funds to each Subrecipient using an ACH transfer to the Subrecipient dedicated HPRP bank account
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Each Subrecipient must complete an IHCDA HPRP Direct Deposit Form The form should be completed by the
appropriate financial officer in your agency, who also signs it. The signature of the Executive Director is not required.
The form must be completed and returned to us before we can prefund your account on October 10, 2009.
GENERAL LEDGERCHART OF ACCOUNTS
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IHCDA Subrecipients are required to set up a chart of account that corresponds to eligible HPRP activities.
IHCDA Subrecipients are required to complete the IHCDA Chart of Accounts Survey Return survey to IHCDA, attention Rodney
Stockment, ASAP! IHCDA auditors will review and approve
Subrecipient Chart of Accounts prior to funding. Chart of accounts must include all eligible
activities.
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IHCDA Subrecipients are required to generate automated monthly expense reports for eligible HPRP activities.
IHCDA Subrecipients are required to have written cost allocation procedures for HPRP eligible activities.
IHCDA Subrecipients are required to track staff time for HPRP by eligible activities. IHCDA prefers an automated accounting system but will except a
manual tracking system, such as Excel, provided that there are signed time sheets that track HPRP line items.
If requested, IHCDA will assist any Subrecipient set up a chart of accounts.
DOCUMENTATION
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Monthly claim vouchers are required to have the following documentation:
An automated expense report for eligible activities Check register for all HPRP expenses.
• Direct Assistance made on behalf of clients must include HMIS generated participant identification number, general ledger account information, address of assistance where appropriate and HUD Activity Number.
• Check registers can include assistance to multiple participants.
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Monthly claim vouchers are required to have the following documentation:
An automated expense report for eligible activities Check register for all HPRP expenses.
• Direct Assistance made on behalf of clients must include HMIS generated participant identification number, general ledger account information, address of assistance where appropriate and HUD Activity Number.
• Check registers can include assistance to multiple participants.
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Date Check # Client Number HUD Activity No. LoactionAccount No. Amount
10/3/2009 1001 227282 10401009 Oak Street, Anderson, IN 91001 $400.00
Source HMISIHCDA Claim Voucher Lease
Chart of Accounts
Check Register Information for monthly claim
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Claim Files: Subrecipients are required to maintain monthly claim files that include all necessary documentation to justify use of HPRP funds. File must be made available to IHCDA auditors upon request. Claim files must contain documentation in support of
HPRP expenses for each month of the grant. Monthly claim files should be organized on a cash basis
(in order of payment) corresponding to the monthly expense report.
Each file should contain monthly expense report, copies of check and check register, and monthly bank statement.
Further documentation, refer to matrix in HPRP Financial Funds Management Procedures
CLAIMS PROCESS
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Claim Policies Subrecipients are required to make monthly
claims – 12 claims per program year. Direct Assistance must be claimed monthly.
No claims will be reimbursed after 60 days of the liability.
Claims will be processed using web based DMS Claim voucher and report must be complete prior to payment Claim files will be maintained by Subrecipient and audited by
IHCDA
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Claims Process Subrecipient completes and submits monthly report on DMS. Subrecipient completes and submits claim on DMS. Until IHCDA receives approval for electronic signature, the Subrecipient
will print off claim voucher and return to IHCDA with monthly expense report and check registers for all expenses being claimed.
IHCDA Community Services Staff will review claim voucher, expense report and check register and either approve or disapprove the claim.
Upon approval of claim, Community Services staff will forward the claim to IHCDA Accounting staff to approve and initiate ACH transfer.
Subrecipient is required to maintain claim documentation for monthly claims.
DMS will assist subrecipients tack expenses with grant budget. Subrecipients will need to track grant obligations. HMIS may assist this
process.
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QUESTIONS?