The HUD Claim Process Continuum of Care Program
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1 The HUD Claim Process Continuum of Care Program 1
2 It is the role of the Management Reporting Unit (MRU) Analysts to verify that all expenses claimed against a Continuum of Care (CoC) grant are: Allowable costs according to the Office of Management and Budget circulars Eligible costs according to HUD regulations Allocable costs stated in the application and the technical submission An expenditure that does not meet the criteria for all three requirements listed above is not reimbursable under the HUD grant 2
3 DPSS 3106 CLAIM FORM 3
4 Leasing / Rental Assistance THE HUD CLAIM PROCESS SUPPORTING DOCUMENTATION Lease agreement (Does not need to be submitted with each claim. Must be submitted each time a lease expires and a new lease is signed or a lease is changed such as when rent is increased.) Rent Reasonableness must be submitted with each lease Invoice or documentation of rent amount and due date Proof of payment (cancelled check or check stub) 4
5 OPERATING COSTS What is eligible? (24 CFR Part ) Maintenance/Repair Property taxes and insurance Replacement Reserve Building security Electricity, gas, and water Furniture Equipment (lease, buy) 5
6 Staff OPERATIONS How to claim Time Sheet Time and Activity Report Pay Stub or Payroll Report 6
7 OPERATIONS How to claim (cont d) Expenses Invoice or receipt Must have name of vendor, date and detailed explanation of charges. If charges are not recognizable a spreadsheet or memo must be attached detailing what the expenses are for. Proof of payment (cancelled check or check stub) 7
8 SUPPORTIVE SERVICES What is eligible? (24 CFR Part ) Assessment of Service Needs Assistance with moving costs Case management Child care Education services Employment assistance Food Housing/Counseling services Legal services Life skills Mental health services Outpatient health services Outreach services Substance abuse treatment services Transportation Utility deposits Direct provision of services 8
9 Staff SUPPORTIVE SERVICES How to claim Time Sheet Time and Activity Report Pay Stub or Payroll Report 9
10 SUPPORTIVE SERVICES How to claim (cont d) Expenses Invoice or receipt Must have name of vendor, date and detailed explanation of charges. If charges are not recognizable a spreadsheet or memo must be attached detailing what the expenses are for. Proof of payment (cancelled check or check stub) 10
11 HMIS What is eligible? (24 CFR Part ) Equipment Software Services Personnel Operations 11
12 Staff HMIS How to claim Time Sheet Time and Activity Report Pay Stub or Payroll Report 12
13 HMIS How to claim (cont d) Expenses Invoice or receipt Must have name of vendor, date and detailed explanation of charges. If charges are not recognizable a spreadsheet or memo must be attached detailing what the expenses are for. Proof of payment (cancelled check or check stub) 13
14 ADMINISTRATION What is eligible? (24 CFR Part ) General management, oversight and coordination Training on Continuum of Care requirements Environmental review 14
15 Staff ADMINISTRATION How to claim Time Sheet Time and Activity Report Pay Stub or Payroll Report 15
16 ADMINISTRATION How to claim (cont d) Expenses Invoice or receipt Must have name of vendor, date and detailed explanation of charges. If charges are not recognizable a spreadsheet or memo must be attached detailing what the expenses are for. Proof of payment (cancelled check or check stub) 16
17 Claim Review All expenses on the claim will be verified for eligibility and proper documentation Adjustments may be made by Fiscal and/or Programs The final amount to be reimbursed will be approved by both Fiscal and Programs A Payment Notification showing all adjustments and a Grant Summary Letter will be forwarded to the Subrecipient for each claim. Subrecipient has thirty days to respond to the notification letter. 17
18 THE HUD CLAIM RECAP DOCUMENT CLAIM RE-CAP WORKSHEET - Sponsor - CAxxxxL9D0812xx CLAIM #1 REIMB CASH IN-KIND Month 2013 REQ MATCH MATCH LEASING $0.00 N/A N/A RENTAL ASSISTANCE $0.00 $0.00 $0.00 SUPPORTIVE SVC $0.00 $0.00 $0.00 OPERATIONS $0.00 $0.00 $0.00 HMIS $0.00 $0.00 $0.00 ADMIN $0.00 $0.00 $0.00 TOTAL CLAIM $0.00 $0.00 $ % CLAIM #1 SPONSOR DPSS ADJUSTMENTS Month 2013 REIMB CASH IN-KIND REIMB CASH IN-KIND REIM CASH IN-KIND Line Item REQ MATCH MATCH REQ MATCH MATCH REQ MATCH MATCH LEASING LEASED UNITS $0.00 $0.00 LEASED STRUCTURES $0.00 $0.00 Rounding $0.00 $0.00 TOTAL LEASING $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 RENTAL ASSISTANCE TRA $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Rounding $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 TOTAL RENTAL ASSISTANCE $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 SUPPORTIVE SERVICES ASSESSMENT OF SERVICE NEEDS $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 ASSISTANCE WITH MOVING COSTS $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 CASE MANAGEMENT $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 CHILD CARE $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 EDUCATION SERVICES $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 EMPLOYMENT ASSISTANCE $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 FOOD $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 HOUSING/COUNSELING SERVICES $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 LEGAL SERVICES $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 LIFE SKILLS $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 MENTAL HEALTH SERVICES $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 OUTPATIENT HEALTH SERVICES $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 OUTREACH SERVICES $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 SUBSTANCE ABUSE TREATMENT SERVICES $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 TRANSPORTATION $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 UTILITY DEPOSITS $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Rounding $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 TOTAL SUPP SVCS $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 OPERATING MAINTENANCE/REPAIR $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 PROPERTY TAXES AND INSURANCE $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 REPLACEMENT RESERVE $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 BUILDING SECURITY $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 ELECTRICITY, GAS AND WATER $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 FURNITURE $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 EQUIPMENT (Lease/Buy) $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Rounding $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 TOTAL OPERATIONS $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 HMIS EQUIPMENT $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 SOFTWARE $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 SERVICES $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 PERSONNEL $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 OPERATIONS $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Rounding $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 TOTAL HMIS $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 ADMINISTRATION COSTS ADMINISTRATIVE COSTS SPONSOR $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 ADMINISTRATIVE COSTS COUNTY $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Rounding $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $
19 MATCH All eligible funding costs, except leasing, must be matched with no less than 25 percent cash or in-kind match For in-kind match, the government wide grant requirements of HUD s regulations in 24 CFR (for private nonprofit organizations) and (for governments) apply. All match must be spent on eligible activities 19
20 MATCH (Cont d) THE HUD CLAIM PROCESS As per the Fiscal Provisions in the Subrecipient contract and the Administrative Handbook, match is required to be submitted on each monthly claim. Cash match must be documented under the same guidelines as reimbursement expenses. Documentation for In-Kind match must contain information and methodology used to derive amount claimed including, but not limited to, spreadsheets, donation letters, etc. 20
21 SUBRECIPIENT AGENCY RESPONSIBILITIES Project Subrecipient incurs cost Yes Is cost eligible to the grant? No Find an alternate funding source. Does claim Include match? No Will match be met by end of grant? Yes Yes Yes No Is there proof of purchase & payment? No Locate all documentation. Submit claim To DPSS Include match Yes Is there funding in the budget line item to cover the expenditure? No Analyze budget. Contact DPSS for budget modification 21
22 DPSS MRU Fiscal receives claim Is each claimed item allocable based on the Technical Submission/Application? Yes No Deduct this item from the claim Is each claimed item allowable for this grant? No Deduct this item from the claim Is each claimed item properly documented? No Yes Yes Request additional documentation Is each claimed item eligible for this grant based on regulations? Yes No Deduct this item from the claim Prepare Subrecipient adjustment letter Submit claim to AP for payment processing 22
23 ACCOUNTS PAYABLE RESPONSIBILITIES Signed claim received by Accounts Payable AP calls LOCCS to initiate drawdown Subrecipient receives reimbursement Did the drawdown request clear LOCCS? No Begin the clear edit process Yes Deposit wire transferred to County account AP prepares payment voucher request Auditor/Controller cuts check for Subrecipient 23
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