Service Coordinator in Elderly Multifamily Housing Program:

Getting in the “Know”

WorkShop Date/Time: Tuesday, August, 23rd,

1:30 PM - 3:00 PM &

Wednesday, August, 24th, 10:30 AM - 12:00 PM

Presenters:

Alicia Anderson, Branch Chief, Grants and New Funding Office, HQ Donna Dudgeon, Grants Specialist, Southeast Regional Center

Dianne Montoya, Senior Account Executive, Denver Satellite Office Lisa Phillips, Grant Specialist, Detroit Satellite Office

Lois Wright, Senior Account Executive, Detroit Satellite Office

Agenda

Topic Presenter Objective Time HUD Introductions HUD Staff Connecting Grant Specialist with grantees 10mins Defining HUD’s expectation under this enhanced model

Alicia Aligning grantees with the direction of the program 10 mins

It’s All About Program Integrity, Sustainment and Continuity

Dianne & Lois Building a knowledge base that ensures compliance with statutory and programmatic requirements

20 mins

Funding 101: creating and sustaining a discipline accounting practice

Lisa Review of burn rate tool, defining acceptable account management practices, getting access to eLOCCS,

15mins

What’s So Great About Performance Reporting

Donna

Discuss importance of this report, identify reporting dates and how the Department intends to use this as we shift to this new performance culture; discuss FY 2017 changes

10 mins

Q&A

25mins

HUD Field Office Contacts

Defining HUD’s expectation under this enhanced model

Alicia Anderson, Branch Chief, Grants and New Funding Office, HQ

Expectations

• Recognize the importance of housing as a platform for financial security, physical security, social connections, and the delivery of long-term support and services, especially for vulnerable populations such as the elderly.

A Look At Our Residents

Residents of HUD-assisted rental housing, especially older adults, tend to be extremely low-income, with higher-than-average healthcare utilization patterns.

Over 12,000 properties nationwide that are restricted to elderly households. • 39% - between 62-74 years of age • 27% - between the ages of 75-84 • 13% - between the ages of 85-99 • 1% are 100 years of age or older • 67% of our residents are female • SSI is the primary source of income for

over 72%

Expectations

• Foster a housing plus supportive service environment that will allow elderly persons to live independently and age in place. Shift away from the “refer and link” approach Seek to establish strong coordination that help residents to identify and

address their preventative health and social service needs; Create and sustain partnerships with hospitals, service providers and other

community partners.

Expectations

• Responsibly manage your program in accordance with: Governing Notice of Funding Availability (NOFA) Grant Agreement 2 CFR Part 200 Applicable HUD Handbook(s) Other governing directives

It’s All About Program Integrity, Sustainment and Continuity

Dianne Montoya, Senior Account Executive, HUD Multifamily West Region

& Lois Wright, Senior Account Executive,

HUD Multifamily Midwest Region

Property Eligibility

Projects serving the elderly and disabled, which are subsidized under the following multifamily programs: • Section 8 New Construction • Substantial Rehabilitation • Section 202 (with or without Section 8, and PRACs**)

*PRAC funded from Budget never Grant • Section 236 • State Agency • Farmers Home • Loan Management Set-Aside • Property Disposition (contract rents based on AAF)

Ongoing Eligibility for Grants

• Active financing under Section 202 (Direct Loans only), or Section 236

• Project-based Multifamily Section 8 contract • Client group designated elderly and/or disabled • If prepayment or opt out, may no longer be

eligible • Stand-alone use agreements are not eligible.

Ongoing Eligibility for Programs funded by …other HUD Resources

• 202 Capital Advance properties with PRACs are eligible.

• Other active 202 Direct Loan or Section 236 financing

• Project-based Section 8 contract (this should include RAD contracts)

Additional Eligibility Factors

• REAC score of 60 or higher • For grants, evidence that grant funds are

necessary to pay for the program (must make regular draws)

• Regular submission of performance reports

Other ongoing considerations

• Need for full-time or part-time position generally 1 full-time (40 hours per week) position for 50-60 residents. Exceptions can be made based on needs of residents

• For grants, staff must work hours/locations per the application. Changes must be approved by HUD

• Must document meeting statutory and continuing education requirements

• HUD Compliance reviews may be done

If property is sold:

• New owner must be eligible for grant based on previous criteria

• Before new owner can directly receive grant funds, HUD must approve owner change, and then owner must provide completed form HUD-1044-C

Eligible program expenses (grants)

• Salaries for service coordinators and aides • Fringe benefits for service coordinators and aides • Quality assurance • Training and Travel (for service coordinator staff ONLY)

• Supplies, materials and services (for service coordinator program ONLY)

• Indirect costs

Other funding sources

• Operating offers most flexibility. However, service coordinators are strictly prohibited from conducting other property work

• Residual receipts – requests for reimbursement should only include those expenses listed on the previous slide (and form HUD-91186/91186A)

• Could keep grant open but inactive while RR are used and then request additional grant funds

Eligible Training (Grants)

• ONLY for service coordinators (not other property

staff).

• Eligible/required topics are listed in 4381.5, Chapter 8, Section 8.9.

• Grant funds should not be used to pay for other training (including training provided by management agent).

Can service coordinators take other training?

Yes – as long as… • Grant funds are not to be used for training that is not

directly related to the service coordinator role

• Service coordinators must not count other training toward the statutory hours or 12 CEUs

• Other property staff could also take service coordinator training (i.e., attend the AASC conference), if owner agrees – but again, grant funds MUST Not be used to reimburse cost

Eligible Travel (Grants)

• Will only reimburse costs associated with attending training, and travel to multiple sites

• Mileage for costs to conduct other service coordinator business may be eligible… i.e., cost to pick up supplies, brochures, food mail or

volunteer delivery should be explored first, etc… if other staff have mileage reimbursed for property

business

Residual Receipts

• All requests to use residual receipts will be submitted to your HUD Account Executive. Even if RR have been used since 11/2012 to offset HAP payments, RR may be approved to use for program.

• 202 Projects (HAP or PRAC): If approved by HUD, limited to project residual receipts in excess of $250 per unit.

• Send cover letter and HUD-91186 (completed for 1 year)

• Requests for new regulation Section 8 contracts must have HUD Headquarters final approval.

Governing Documents for HUD-Funded Service Coordinator Programs

• HUD Handbook 4381.5, Chapter 8 • HUD Notice H 2012-14 (as updated)

• Grant Agreements/NOFAs WHATS TO COME: New guidance is being

written - expected publication December 2016

Funding 101: Creating and Sustaining a Discipline Accounting Practice

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Lisa Phillips, Grant Specialist Detroit Satellite Office

Calendar Year (CY) Model

Shift to a Calendar Year Funding Model is intended to…

1. Establish uniform performance periods for the accounts. This uniformity will allow for confident budget forecasting as well as

better field office management of awards. ALL FY 2016 extensions MUST have a December 31, 2016 (12/31/2016)

End Date. Grant term dates will no longer be modified by no-cost extensions.

ALL FY 2017 extensions WILL have an Start Date of January 1, 2017

2. Align with the funding model of the Section 8 program.

Calendar Year (CY) Model…(cont’d)

3. Eliminate gaps between the depletion of funds for the current performance period and the availability of funding for the new performance period.

4. Ensure that funds are in place to support all grants during the first quarter of each fiscal year. A period during which HUD’s receipt of new appropriations/continuing

resolution funds are often severely delayed.

Calendar Year Funding Model Necessitates:

• Proper accounting BECOMES an ABSOLUTE must.

• Collaboration. It is imperative that we work together to ensure this new model is successful

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Automated Funding Mechanism

HUD is developing an automated

funding mechanism to calculate funding

needs. This procedure will rely

on the following data.

A grant’s previous 12-month

authorized amount, plus COLA increase

(if applicable)

Frequency and amount of grant payments made over the most

recent 36 month period

Current unexpended grant

funds

Current expiration date

Please Note: This process will require consistent drawdown practices, as the procedure assumes that all previously incurred costs have been

paid through the end of the month preceding the last eLOCCS submission date.

Voucher Submissions Ineligible Uses of Grant Funds

• Supervision performed by property management staff. (Management fees already pay for such supervision.)

• Cost overruns associated with creating private office space; • Usual audit and legal fees; • Application preparation and submission; • Increasing management fees. • Service Coordinator-related training courses for property

management staff who do not directly provide Service Coordination. Owners must use their management fees to pay this expense

• Computer hardware/software or other equipment not used/required by the Service Coordinator

Voucher Submissions Ineligible Uses of Grant Funds (cont’d…)

• Food • Coffee/creamer/sugar/cups • Eating utensils/plates • Beverages • Gifts to residents/or staff • Costs associated with parties or meals (even for residents) • Restaurant meals/travel not associated with approved training

and/or not included in the approved budget • Entertainment/classes for residents • Computer hardware/software or other equipment not used/required

by the Service Coordinator

Burn Rate Tool Purpose: to assist Service Coordinators to track eligible budget expenditures, determine budget variances and project need for future grant renewals. Will be posted on the Service Coordinator HUD webpage

Burn Rate Tool cont’d… Use this tool to:

• Create a Grant Dashboard which allows you to enter basic project information and pulls a summary of current expenditures and burn rate based on data entry in Budget YTD Tab.

• Incorporate all budget data entry into one tab called Budget YTD (as opposed to being separated by quarters) to show expenditures and drawdown requests on a monthly basis.

Burn Rate Tool cont’d… The tool is designed to ..

• Include a cell for grantees to enter approved indirect costs rate and formulated data in this cell will produce an error if the costs exceed 10% or approved indirect cost rate entered.

• Incorporate error message for QA budget line item if amount entered exceeds 10% of SC salary.

• Update Renewal Tab to automatically calculate Projected Final Budget to be actuals from months 1-8 and average estimates for 9-12. The final renewal amount automatically deducts any renewal offset.

eLOCCS:

Things to do to ensure access to eLOCCS...

To sustain disciplined accounting practices a grantee must be able to voucher down consistently, which requires access to Secure Systems and eLOCCS. • Make yourself familiar with or reference the eLOCCS

Registration Guide. This will provide guidance on how to gain access to Secure Systems and eLOCCS, as well as provide answers to frequently asked questions.

eLOCCS: Things to do to ensure access to eLOCCS...cont’d…

• Submit an original HUD - 27054 to your HUD Office Point of Contact via U.S. Mail for such changes as – New User, Reinstate User, Terminate User, Reset Password for Active Users, Add New Program Area or Tax ID, Change Tax ID, Change Address, Resend User ID and Name Change.

• Submit a Changing Approval Official Letter if your Approving Official changes.

eLOCCS: Transfer of Physical Assets (TPA)

If you experience a Transfer of Physical Assets (TPA) submit the following to your HUD Field Office Point of Contact

• On Agency letterhead: 1. The reason for TPA, 2. New ownership entities name, address, telephone, fax and email

address, and 3. the same information for a contact person with the organization that

will be administering the SC program

eLOCCS: Transfer of Physical Assets (TPA) cont’d…

• A legal document from the IRS or Department of Treasury verifying the new Tax ID number

• Copy of the deed showing the transfer of the property

• Document verifying DUNS number

• Direct Deposit HUD 1199-A, including voided check or deposit slip (if applicable)

• HUD 27054 eLOCCS Access form for new users

Once all of this information is received, • A HUD 1044-C Grant Amendment form will be

prepared to reflect the change in ownership. • After the amendment has been executed by the

grantee and HUD, all of the banking, new ownership and eLOCCS information documents …will be forwarded to our Security and Accounting Offices for updating in the appropriate systems.

eLOCCS: Transfer of Physical Assets (TPA) cont’d…

eLOCCS: critical information

You can find critical eLOCCSs information and all forms or guides mentioned in this portion of the demonstration at http://portal.hud.gov/hudportal/HUD?src=/program_offices/cfo/loccs_guidelines

Please contact your HUD Field Office Point of Contact- Not the eLOCCS helpdesk - to assist you with any questions or concerns about eLOCCS access or changes.

What’s So Great About Performance Reporting ?

Donna Dudgeon, Grants Specialist HUD Multifamily Southeast Region

HUD-Funded Service Coordinator Programs Purpose and Outcome

To enable elderly and non-elderly disabled

residents to: Obtain needed supportive services from the community Continue living as independently as possible in their homes.

So why is reporting so important?

The Federal Funding Accountability and Transparency Act of 2016 (FFATA, P.L. 109-282)

Requires that federal grants, and other financial assistance awards of more than $25,000 be displayed on a searchable, publicly accessible website. www.USAspending.gov

2 CFR 200 Subpart D

§200.301 …the Federal awarding agency must require the recipient to relate financial data to performance accomplishments of the Federal award.

§200.327 Financial reporting

§200.328 Monitoring and reporting program performance

Semi-Annual Performance Report HUD-92456

Purpose of the HUD-92456 Semi-Annual Performance Report

• To help grantees collect and track data to provide to HUD

• To give HUD staff information about the need and scope of the program

Reporting Requirements

• Semi-Annual Performance (HUD-92456) reports are required for all HUD-funded service coordinator programs.

• Reports must be submitted electronically in the required form-fillable format each reporting period to the grant servicing office.

Reporting Periods

• Next HUD-92456 report is due October 30, 2016, covering the performance period of April 1, 2016 through September 30, 2016.

• In 2017, this will be changing…

HUD-92456 Tips

• Read the instructions completely

• If you have a question, ASK, don’t leave it blank

• Submit a COMPLETE report by the deadline date

Reporting Verifies… • Progress

• Compliance

• Responsibility

Monitoring Reports

• Collect

• Analyze

• Act

• Document

Questions…