Emergency Solutions Grant Program 2018 Financial Processes TRAVIS RASH COMMUNITY INITIATIVES FUNDING PROCESSOR MISSOURI HOUSING DEVELOPMENT

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2 Emergency Solutions Grant Program 2018 Financial Processes TRAVIS RASH COMMUNITY INITIATIVES FUNDING PROCESSOR MISSOURI HOUSING DEVELOPMENT COMMISSION

3 Agenda Payment Request Process Payment Request Paperwork Payment Request Submission Common Issues Budget Amendment Process Questions

4 Payment Request Process ESG funds are provided solely for reimbursement of actual, eligible expenses incurred and paid by grantee for activities for which funds were allocated Allocations detailed in grant agreement Funds must be spent according to Attachment A: Final Budget completed by grantee Must be incurred and paid during the 15 month funding period (January 1, 2018 March 31, 2019)

5 Payment Request Process Grantee shall maintain and provide any documentation MHDC requires to evidence that ESG expenses were incurred and paid and are allowable To determine eligible expenses, refer to: ESG Regulations at 24 CFR ESG Desk Guide 2018 ESG Grant Agreement (Section 3) Attachment A

6 Payment Request Process Grantees must submit payment requests leading to a disbursement of funds at least once per quarter Five quarters during the grant term Payment Requests are accepted and processed monthly 2018 Emergency Solutions Grant Quarters 1 st Quarter January 1, 2018 March 31, nd Quarter April 1, 2018 June 30, rd Quarter July 1, 2018 September 30, th Quarter October 1, 2018 December 31, th Quarter January 1, 2019 March 31, 2019

7 Payment Request Process MHDC processes Payment Requests once per month Payment Requests must be received on or before 5:00 p.m. on the first business day of each month in order to be reimbursed that month Should include all actual expenditures incurred and paid in the previous month(s) not previously reported on an ESG Payment Request Reimbursements may take between 2 6 weeks to deposit to grantee s designated bank account Payment Requests will be discarded by MHDC if the information provided is incomplete or incorrect and must be resubmitted Agency s financial and program contacts will be notified by of discard

8 Payment Request Process Grantees complete Attachment A at the beginning of the grant year which details amounts to be spent in each budget category Grantees allowed to submit one budget amendment request per quarter to transfer funding between or within budget categories Budget Amendment Request (ESG 228) must be submitted to steve.whitson@mhdc.com for approval If approved, a budget amendment agreement must be completed and signed by grantee and MHDC prior to utilizing the revised budget

9 Payment Request Paperwork Payment of ESG funds made upon receipt of a full Payment Request which includes: ESG 211 Payment Request (formerly ESG 300) ESG 212 Expense Detail Report (formerly ESG 303) Salaries (*with last 4 of SSN in expense description), contract services, goods and services HMIS/Comparable Database Reports

10 Payment Request Paperwork Payment Request Form (ESG 211) Summarizes amounts budgeted by funding category, amounts spent to date, current request, amount of funds remaining, and total funds disbursed One Excel workbook should be utilized during entire grant term A worksheet will be completed by grantee for each request for funding ESG 211 has been updated for 2018 located at: Each Payment Request requires one signature from Authorized Signature Card (CI 101)

11 Payment Request Paperwork Payment Request Form (ESG 211) Budgeted amounts detailed on ESG 211 must match amounts listed on Attachment A If amendments are approved, grantee must update the budgeted amounts on the 1 st Request worksheet of ESG 211 Total request amount must match back up amounts detailed on ESG 212 and HMIS/Comparable Database reports

12 ESG 211

13 Payment Request Paperwork Expense Detail Form (ESG 212) Summarizes amounts spent on expenses not directly related to client financial or rental assistance For example, salaries (last 4 of SSN in description)/benefits, contract services, goods and services Separate tab for each funding component Reporting Range: should incorporate dates included on HMIS/Comparable Database reports Start Date: First date expenses were incurred for this Payment Request submission End Date: Last date expenses were paid for this Payment Request submission Total amount column should be equivalent to the method of payment amount (i.e. check or ACH payment) Salaries should be a gross Payroll taxes FICA total should be kept separate

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15 Payment Request Paperwork HMIS/Comparable Database Reports Clients Served Reports detail amounts spent on clients and numbers served for the time period for which ESG funds are being requested for reimbursement Reports are created by HMIS/Comparable Database administrator based on MHDC data requests Street Outreach/Emergency Shelter: bed night or roster report Homelessness Prevention/Rapid Re housing: client detail report Contact HMIS Lead Agency of Continuum of Care if reports are not providing correct information

16 ESG Client Detail Report Non HMIS *Must be approved by Steve Whitson

17 Payment Request Submission Submission Instructions Payment Requests must be submitted to: MHDC will not accept Requests submitted via mail or to a different address Scanned packet should include: Payment Request Form (ESG 211) Authorized signatory must sign the Request Expense Detail Form (ESG 212) HMIS/Comparable Database Report(s) Late invoices will be held for payment until the following month

18 Common Issues Budget Issues Amendments made without MHDC approval or before budget amendment process is complete Grant Agreement Issues Funds spent outside of approved CoC Ineligible expenses Funds spent outside of funding period Certificate of Insurance outdated

19 Common Issues Payment Request Documents ESG 211 not signed ESG 212 not included Forms are missing information HMIS/Comparable Database report(s) not included HMIS/Comparable Database report date range does not match ESG 212 ESG 212 has improperly itemized funds ESG 211 budget is incorrect Expenses are incorrectly categorized Requested amount listed on ESG 211 does not match totals listed ESG 212 and HMIS reports

20 Common Issues Submission Documents are illegible Duplicate submission Submission via mail or to an address other than

21 Budget Amendment Process Budget Amendments Must request budget amendment to change funding amounts across budget categories One budget amendment request is allowed per grant quarter To request amendment, with the proposed new budget and reason for amendment request A grantee is unable to utilize new budget until budget amendment documents are received and signed by both parties *A budget amendment will no longer be required to move funds within a single budget category.

22 ESG 213 Budget Amendment Request

23 Budget Amendment Approval Letter Once amendment is received and approved, MHDC will draft and sign the letter. Agency will print document, provide a live signature and send back to MHDC Signature must be an authorized signer on the grant s CI 101 authorized signature card Once received, MHDC will place final signatures on the document Then the agency can submit billing that reflects the newly amended budget.

24 Contact Information Steve Whitson Community Initiatives Coordinator Phone: (816) Travis Rash Community Initiatives Funding Processor Phone: (816)

25 Questions?

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