Financial Management Training

1. Financial Management Training • Feb. 6, 2019 Danielle Jordan, S+C Program Coordinator

2. Good Morning! • Objective • Increase knowledge in order to complete S+C Reimbursement Request Forms and Exhibit A Forms • Make adjustments and improvements to make turn around faster for funds to be deposited

3. Reimbursement Processing Overview • 70 reimbursements for 34 agencies • Once the reimbursement is received: • It is reviewed • If explanations are needed to complete reviewing, correspondence is sent and once response is received review is finished • Reimbursement payment request forms are sent for two or three levels of signatures • Copies are made and payment request are sent to accounting

4. Reimbursement Processing Overview • Balance letters are emailed • Payment will be deposited within a two week period after balance letter is sent

5. Reimbursement Request Form

6. Exhibit A

7. Common Processing Problems • Missing information - in comment section give an explanation for changes (lease renewals, damages, increase and decrease in participant’s income, changes in family composition, etc.) and missing participant Id’s & codes • New units – HQS & ER (environmental reviews) clearance should be obtained before unit is added to the reimbursement. Request can be mail to: ER-HQS@dca.ga.gov • Utilities – questions may be asked if utilities are extremely high, missing utilities, or discrepancies between the request and utility spreadsheets

8. Common Processing Problems • Data Quality reports should be submitted with the reimbursement for the corresponding month. Data Quality Errors must be below 5% in order for reimbursements to be processed. Reimbursements will be held until the error rates in all areas are below 5%. If you are having issues with getting them below 5%, please do not hesitate to reach out to your lead S+C Program Coordinator for assistance.

9. Key Reminders • HQS inspections, re-inspections, or Environmental Reviews Sec. 582.230 - Units that have not passed inspections, re-inspections, or have not been environmentally cleared should not be added to the reimbursement until the unit has passed. Confirm repairs in a timely manner. Addresses listed on the reimbursement should also be used as the address on the reimbursement. • Deposits and damages -Sec. 582.105 – a & d - Damages and deposits can only be reported once per participant (not per unit) and cannot exceed the value of one month’s rent.

10. Key Reminders • New Units - A participant must be placed in a new unit before expenses for the unit can be submitted on the reimbursement. Units added mid-month are eligible to be reimbursed at the pro-rated rent amount for the days in which it is occupied by a participant. • Vacant Units – Sec. 582.105-d - Once a unit is vacated, expenses continue to be eligible for the remainder of the month plus 30 days.No additional assistance will be paid until the unit is occupied by another eligible person. Brief periods of stays in institutions, not to exceed 90 days for each occurrence, are not considered vacancies.

11. Key Reminders • Participants rental shares – Sec. 582.310 If a participant has an income, their 30% rental share has to be reported on the reimbursement regardless if it is collected by your agency or not. • Exhibit A Forms - Periodically update forms- over time the forms have been changed so much that calculations can be off and old information hasn’t been removed. • New tenant rent calc. and Exhibit A forms can be found on our website.

12. Key Reminders • Authorized signatures/Original reimbursement forms - Submit reimbursements with two original authorized signatures (which were designated on your agency’s Resolution). • Monthly Target amount - Please be mindful of the monthly target amount on your reimbursements. Use it as a guide to judge if overspending is occurring. • Unit occupancy - If a participant is in a unit for any part of the month, they must be added to the reimbursement along with the rental share.

13. Key Reminders • Submit reimbursement requests monthly. Request should be submitted within 60 days from the end of the reporting month. • Reporting Unit addresses - Report address as they were reported on the Environmental Request forms. • ClientTrack Roster and Data Quality report most be submitted to correspond with each month’s reimbursement. • All outstanding reimbursements for an expiring grant must be submitted 30 days after the grant has expired to complete one final draw.

14. Quick Check List Before Submitting Request • Has the request number, current month, year, and contact information been added? • Have Supportive Service Match totals been included? • Have two authorized staff members signed the reimbursement? • Have terminated unitsbeen removed?

15. Quick Check List Before Submitting Request • Is all information provided accurate? • Have explanations of changes been included? • Have previous comments been removed? • Are all the totals/counts at the bottom of each Exhibit A page correct? • Are all supporting documentation included?

16. QA

17. Contact Information • Danielle Jordan, S+C Program Coordinator • Phone: (404) 821-7584 • Email: Danielle.jordan@dca.ga.gov • Tivice Rush, Grants Consultant • Phone: (404) 679-4943 • Email: Tivice.Rush@dca.ga.gov