Indiana Homeless Prevention and Rapid Re-Housing

1. IndianaHomeless Prevention and Rapid Re-Housing Claims And Financial management

2. IN - HPRP • IHCDA Community Services Staff • Rodney Stockment, Manager • 317.233.1814 • rstockment@ihcda.in.gov • Kirk Wheeler, HMIS and HPRP Project Director • 317.709.3441 • kiwheeler@ihcda.in.gov • Susan Shepherd, Accounting • 317.244.7143 • sshepherd@ihcda.in.gov • Lori Dimick, Homeless Program Manager • 317.232.7117 • ldimick@ihcda.in.gov • Kelli Barker, Special Needs Representative • 317.233.4611 • kbarker@ihcda.in.gov

3. IN - HPRP Allocation Management $725,000 HPRP Allocation $725,000 x 0.65 =$471,250 Direct Assistance Allocation $471,250/36 months =$13,090 Monthly Direct Assistance Allocation $595 Ave. Monthly Assistance $13,090/$590 =22 households Monthly Number Served

4. IN HPRP Eligible Expenses

5. IN - HPRP • Eligible Activities: 4 categories of eligible activities • Financial Assistance • Housing Relocation and Stabilization Services • Data Collection and Evaluation • Administrative Costs • Eligible activities are intentionally focused on housing stability • Direct Assistance • Services designed to keep people in housing or find housing

6. IN -HPRP • Financial Assistance Activities • Financial Assistance is limited to the following activities: • Short-term rental assistance • Medium-term rental assistance • Security deposits • Utility deposits and payments • Moving costs • Motel and hotel vouchers • Activities supporting these activities – e.g. providing rental assistance and inspections

7. IN- HPRP • Rental Assistance • Short-term rental assistance – not to exceed 3 months • Short-term participants are allowed to transition to medium-term (aggregate assistance not to exceed 18 months) • Medium-term rental assistance – 4 to 18 months • Eligibility recertified every 3 months • IHCDA will require on-going case management, as needed, to successfully transition participants to permanent housing and independence • No participant may receive more than 18 months of assistance • IHCDA program will use an assessment tool to determine need for short-term or long-term assistance

8. IN - HPRP • Rental Assistance (continued) • IHCDA has chosen to standardize rental support in accord with the HOPWA program. This means that households will pay 30% of their adjusted income toward the rent for the period covered by HPRP support. • Simplified rent calculation forms, as well as the HMIS, will assist in calculation of the applicable household contribution. • Rent Reasonable Standard – Not FMR!!! • Rental assistance cannot be paired with other federal rental subsidies

9. IN - HPRP • Rental Assistance (continued) • Although rental assistance may extend up to 18 months, it must be renewed every 90 days with a re-determination of applicable household rent contribution. • Rent reasonableness will be available from an on-line resource – Go Section8. This will be provided to all HPRP sub recipients without charge but each must use it to determine the rent reasonable level for their region.

10. IN - HPRP • Security and Utility Deposits • In contrast to rental assistance, deposits may be paid with other federal subsidies as long as they cover separate costs • HPRP – Security Deposit paid 12/09 • HUD VASH – rental assistance for 12/09 through 11/10 • Utility Assistance • Up to 18 months • Paid directly to utility company • Can be paid in arrears up to six months • Member of household have account in their name • Utility crisis must put household in imminent risk of homelessness

11. IN - HPRP • Moving Costs • Truck rental • Hiring movers • Short-term storage (up to three months) • Motel and Hotel Vouchers • Voucher for up to 30 days if no appropriate shelter beds are available and housing has not been found • IHCDA program will discourage the use of motel vouchers • IHCDA program will emphasize rapid re-housing!

12. IN - HPRP 2. Housing Relocation and Stabilization Activities • Case Management: funds may be used for arrangement, coordination, monitoring and delivery of housing services designed to assist households obtain and retain housing stability • All case management activities should be tied to address the individualized needs of households to obtain and retain housing stability • IHCDA program will provide services on a “strength based” and recovery model using evidence-based practices • IHCDA will require case managers receive HPRP certification provided by the agency

13. IN - HPRP • Service Components • Counseling aimed to addressing root causes of housing crisis • Developing individualized housing goal plans • Developing, securing and coordinating services and employment • Assuring tenant rights are protected • Developing service plans which address long-term housing stability

14. IN - HPRP • Outreach and engagement • Services and programs to reach homeless and at –risk households • Housing information – Social Serve, etc. • Housing Search and Placement • Activities that assist households locating, obtaining and retaining suitable housing • Tenant counseling • Tenant rights and lease education • Securing utilities • Making Moving arrangements • Payee Services • Landlord mediation – teach the household/don’t do it for them!

15. IN - HPRP • Legal Services • Legal services to maintain housing • Legal services related to foreclosure are ineligible! • Credit Repair • Financial literacy skills to repair credit

16. IN -HPRP 3. Data Collection and Evaluation • Data Collection • Recovery Act requires use of Homeless Information Management System, or a comparable client-level database • IHCDA program will use HMIS • Client level data will track interventions and outcomes

17. IN -HPRP Data Collection and Evaluation • Subrecipients are required to budget 1.5% of their grant award for Data Collection and Evaluation. IHCDA will use the Indiana HMIS to collect data for HUD reports and client assessment. • IHCDA will charge each Subrecipient 1% of their allocation for Data Collection and Evaluation. IHCDA will be invoice Subrecipients quarterly. IHCDA will use Data Collection and Evaluation funds to: • purchase of HMIS software or licenses • staffing associated with operation of HMIS • HMIS training • costs related to participating in HUD-sponsored research and evaluation as required • Subrecipients may use up to 0.5% of their award for: • leasing or purchasing computer equipment • costs associated with data collection, entry and analysis

18. IN - HPRP 4. Administrative Costs • Eligible costs • Accounting for grant funds • Reports • Audits • Staff Training for HPRP Activities

19. IN - HPRP • Administrative costs • IHCDA Subrecipients may use up to 2% of grant for administration costs. Administration funds may be spent on: • pre-award administration • accounting for use of funds • preparing HUD reports, program audits • post-award administration • administration-related staff costs

20. IN - HPRP • Ineligible HPRP Activities • Construction and rehabilitation • Pay off of credit card and consumer debt • Car repair or transportation • Travel costs • Food • Medical , dental or medicines • Clothing; and • Cash assistance to program participant!

21. IN - HPRP • Eligible Program Participants • All participants must be below 50% AMI • Two Populations • Persons who are still housed but at high-risk of becoming homeless (diversion from entering the homeless assistance system) • Persons who are already homeless but will benefit from short to medium term assistance to achieve long-term housing stability (rapid re-housing) • Both populations are eligible to receive financial assistance and services through HPRP • IHCDA program requires 65% of Direct Assistance funds be used for rapid re-housing

22. IN HPRP Bank Accounts

23. IN - HPRP • Each sub recipient will be “pre funded” with approximately 90 days of expected expenditures. Then a monthly reconciliation of expenses will allow IHCDA to draw down HPRP funds sufficient to assure that a sub recipient has sufficient cash on hand to maintain the program. • IHCDA plans to fund 30 equal installments for most sub recipients (except for the initial pre funding.) This is subject to monthly monitoring and reallocation if a specific sub recipient appears not to be using its funds.

24. IN - HPRP • A sub recipient may draw down its funds before 3o months but retains a responsibility to track all clients through the end of the three year program. • Subrecipients working with Entitlement Cities must make their own arrangements for how to draw down funds. • In the Annual Program Report (APR), we expect that HUD will ask that the information contained in the HMIS (client level) reconcile with the financial reports submitted on a monthly basis.

25. IN - HPRP Bank Accounts • Each Subrecipient is required to set up a separate bank account in an FDIC insured bank account solely for the purposes of the IHCDA HPRP funds. • The account may be a checking or savings account and it may be interest bearing. • Any interest accrued is to be used for HPRP expenses and activities.

26. IN - HPRP Bank Accounts Continued • IHCDA will only have the ability to deposit into this account. It is otherwise entirely the Subrecipient’s account.  • IHCDA will disburse HPRP funds to each Subrecipient using an ACH transfer to the Subrecipient dedicated HPRP bank account

27. IN - HPRP • Each Subrecipient must complete an IHCDA HPRP Direct Deposit Form • The form should be completed by the appropriate financial officer in your agency, who also signs it. The signature of the Executive Director is not required. • The form must be completed and returned to us before we can prefund your account on October 10, 2009.

28. IN HPRP General Ledger Chart of Accounts

29. IN - HPRP • IHCDA Subrecipients are required to set up a chart of account that corresponds to eligible HPRP activities. • IHCDA Subrecipients are required to complete the IHCDA Chart of Accounts Survey • Return survey to IHCDA, attention Rodney Stockment, ASAP! • IHCDA auditors will review and approve Subrecipient Chart of Accounts prior to funding. • Chart of accounts must include all eligible activities.

30. IN - HPRP • IHCDA Subrecipients are required to generate automated monthly expense reports for eligible HPRP activities. • IHCDA Subrecipients are required to have written cost allocation procedures for HPRP eligible activities. • IHCDA Subrecipients are required to track staff time for HPRP by eligible activities. • IHCDA prefers an automated accounting system but will except a manual tracking system, such as Excel, provided that there are signed time sheets that track HPRP line items. • If requested, IHCDA will assist any Subrecipient set up a chart of accounts.

31. IN HPRP Documentation

32. IN - HPRP • Monthly claim vouchers are required to have the following documentation: • An automated expense report for eligible activities • Check register for all HPRP expenses. • Direct Assistance made on behalf of clients must include HMIS generated participant identification number, general ledger account information, address of assistance where appropriate and HUD Activity Number. • Check registers can include assistance to multiple participants.

33. IN - HPRP • Monthly claim vouchers are required to have the following documentation: • An automated expense report for eligible activities • Check register for all HPRP expenses. • Direct Assistance made on behalf of clients must include HMIS generated participant identification number, general ledger account information, address of assistance where appropriate and HUD Activity Number. • Check registers can include assistance to multiple participants.

34. IN - HPRP Check Register Information for monthly claim

35. IN - HPRP • Claim Files: Subrecipients are required to maintain monthly claim files that include all necessary documentation to justify use of HPRP funds. File must be made available to IHCDA auditors upon request. • Claim files must contain documentation in support of HPRP expenses for each month of the grant. • Monthly claim files should be organized on a cash basis (in order of payment) corresponding to the monthly expense report. • Each file should contain monthly expense report, copies of check and check register, and monthly bank statement. • Further documentation, refer to matrix in HPRP Financial Funds Management Procedures

36. IN HPRP Claims Process

37. IN - HPRP • Claim Policies • Subrecipients are required to make monthly claims – 12 claims per program year. • Direct Assistance must be claimed monthly. No claims will be reimbursed after 60 days of the liability. • Claims will be processed using web based DMS • Claim voucher and report must be complete prior to payment • Claim files will be maintained by Subrecipient and audited by IHCDA

38. IN - HPRP • Claims Process • Subrecipient completes and submits monthly report on DMS. • Subrecipient completes and submits claim on DMS. • Until IHCDA receives approval for electronic signature, the Subrecipient will print off claim voucher and return to IHCDA with monthly expense report and check registers for all expenses being claimed. • IHCDA Community Services Staff will review claim voucher, expense report and check register and either approve or disapprove the claim. • Upon approval of claim, Community Services staff will forward the claim to IHCDA Accounting staff to approve and initiate ACH transfer. • Subrecipient is required to maintain claim documentation for monthly claims. • DMS will assist subrecipients tack expenses with grant budget. • Subrecipients will need to track grant obligations. HMIS may assist this process.

39. IN - HPRP QUESTIONS?