CREATING AN ADMINISTRATIVE DRAW REQUEST (OCC)

1. CREATING AN ADMINISTRATIVE DRAW REQUEST(OCC) • Complete a Checklist for Administrative Draw Requests (Form 16.08). • Draw Requests amount must agree with support documentation • The HOME Program is a reimbursement program.

3. Draw Request status:(Creating Admin. Draw Request) • Save • Pending – not submitted to PM. • Submit for Approval without Saving –authorized individual; submit the request to PM. • Pending PM Approval – ready for PM’s review. • Disapproved by PM – Refer to the Notes for explanation & further instruction by PM. • Pending Processing – Draw Request approved by PM & submitted to Acctg. Division for approval. • Pending Accounting Approval – Draw Request reviewed by Acctg. Division & processed for a voucher number. • Approved

4. Contract Summary Screen(Creating Admin. Draw Request) • Select Draw Request in the lower right-hand corner of the Budget table.

5. Draw List(Creating Admin. Draw Request) • Select Create New Draw Request in the lower right-hand corner of the Draw List screen.

6. (Creating Admin. Draw Request)

7. Required Documentation(Creating Admin. Draw Request) ** Refer to current Checklist (available on website) for required documentation** • A new Administrative Draw Request is initiated. • Enter the Services Rendered dates (These dates must fall within the contract term). • Click Save to continue the Draw Request and go to the next screen.

8. Draws for Admin(Creating Admin. Draw Request) • Enter draw amount in This Draw Amount column • Enter the exact amount, including cents.

9. Approval Actions(Creating Admin. Draw Request) • Save updates to Pending; OR • Submit for Approval without Saving (2 step approval)updates to Pending PM Approval.

10. Overview(Creating Admin. Draw Request) • Pending PM Approval status, the CA cannot perform any further action.

11. Draw Request(Creating Admin. Draw Request) • Disapproved by PM • Approval Action section (lower portion of the screen) for explanation and further instruction.

12. CREATING A PROJECT DRAW REQUEST(OCC) • The HOME Program is a reimbursement program. • Complete a Checklist for OCC Draw Requests (Form 16.07). • Match contribution is entered with project Draw Request. • PM requires support documentation to include the following: • Description of expense • Date the expense was incurred • Draw Requests amount must agree with support documentation • Address of activity

14. Creating Project Draw RequestContract Summary Screen(Creating Project Draw Request) • Select Activities at the upper right-hand corner of the screen.

15. Contract Activity(Creating Project Draw Request) • Select appropriate activity number in the left-hand column.

16. Draw Balances(Creating Project Draw Request) • Click on Draw Requests in the lower right-hand corner of the table.

17. Draw List(Creating Project Draw Request) • Click Create New Draw Request in the lower right-hand corner

18. Required Documentation(Creating Project Draw Request) ** Refer to current Checklist (available on websites) for required documentation** • A new Project Draw Request is initiated. • Enter the Service Rendered dates (these dates must fall within the contract period). • Select the box “Check this box if all required documents…”

19. Draws for Project(Creating Project Draw Request) • Enter amount in This Draw Amount column.

20. Itemized Budget/Work Write-Ups(Creating Project Draw Request) • Work Write-Up/Cost Estimate (Form 11.17) corresponds to the itemized budget in the system. • Entries to Miscellaneous should be minimal. • All Miscellaneous entries should be identified and described in detail in the online Notes section(s)

21. Approval Actions(Creating Project Draw Request) • Save updates to Pending; OR • Submit for Approval without Saving (2 step approval)updates to Pending PM Approval.

22. Draw Request(Creating Project Draw Request) • Disapproved by PM • Approval Action section (lower portion of screen) for explanation and further instruction.

23. Modifying Project Draw RequestContract Summary Screen(Modifying Project Draw Request) • Select Activities at the upper right-hand corner of the screen.

24. Modifying Project Draw RequestContract Activity(Modifying Project Draw Request) • Select appropriate activity number in the left-hand column.

25. MODIFYING A DRAW REQUEST(Modifying Project Draw Request) • Click the appropriate Draw Request number on the DRAW LIST screen and make the necessary changes. • When the modified Draw Request is submitted to the Department (Submit approval without saving), it will be updated to Pending PM Approval

26. Processing Time Frame • The funded amount (budget) data will not be updated until the Draw Request is approved by PM and by Accounting, and a voucher is assigned and entered into the System. • This process requires 7-10 business days.

27. Creating Final Draw RequestContract Summary Screen(Creating Final Draw) • Select Activities at the upper right-hand corner of the screen.

28. Contract Activity(Creating Final Draw Request) • Click the appropriate activity number in the left-hand column.

29. Draw Balances Creating (Creating Final Draw Request) • Select Draw Requests in the lower right-hand corner of the table.

30. Draw List(Creating Final Draw Request) • Click Create New FINAL Draw Request.

31. Draw Request(Creating Final Draw Request) • Confirm that the Final Draw box is checked and data is correct.

32. Additional information for Final Draws(Creating Final Draw Request) • Note: The final Draw Request will not be approved without entering Project Completion (PCR – activity level—Related section) data. • All applicable Match for a project must also be reported before a final Draw Request will be approved by PM.

33. REPORTING MATCH CONTRIBUTION(Creating Final Draw Request) • Match data should be entered with a project Draw Request. • Provide proper support documentation

34. ENTERING A PROJECT COMPLETION REPORT (PCR) DATA • PCR data is the final action • Completed & submitted with final Draw Request • Select Activities (to get list activities)

35. Contract Activity(Entering PCR) • Select appropriate activity number in the left-hand column

36. Related Section (Entering PCR) • Then scroll down to the RELATED section of the activity screen. • Click on Project Completion Report

37. Project Completion Report.(Entering PCR) • Scroll down the screen and enter data in each section, as applicable.

38. Property Details (Entering PCR) • Enter the After-Rehabilitation Value as determined by Form 11.16

39. Home Funds (Entering PCR) • OCC activities are grants. Enter the total amount committed to this activity. • No other data is entered in this section.

40. Public Funds(Entering PCR) • Enter data if applicable.

41. Private Funds(Entering PCR) • Enter data if applicable.

42. Approval Actions(Entering PCR) • Save updates to Pending; OR • Submit for Approval without Saving (2 step approval)updates to Pending PCR Approval.

43. Overview(Entering PCR) • The PCR has now been processed.