Filetype Excel XLSX | Posted on 08 Aug 2022 | 3 years ago
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186x Filetype XLSX File size 0.03 MB Source: yourwayhome.org
Sheet 1: INVOICE BACK-UP DOCUMENTATION
| YWH INVOICING - REQUIRED BACK UP DOCUMENTATION | |||
| ELIGIBLE ACTIVITY/COSTS | FIRST INVOICE REQUIRED BACK UP DOCUMENTATION | SUBSEQUENT INVOICES REQUIRED BACK-UP DOCUMENTATION | ADDITIONAL REQUIREMENTS |
| CLIENT FINANCIAL ASSISTANCE COSTS (Paid Directly to Landlord or Applicable Third Party) | |||
| SECURITY DEPOSIT, Last Months Rents | 1. W-9 from Agency; 2. Full Copy of Written Signed Tenant Lease, 3. Landlord/Unit Tax Lien Search clearance; 4. HQS Inspection - Pass Cover Sheet; 5. Check Request; 6. Proof of Payment; 7. Complete invoice disbursement spreadsheet. | 1. Complete invoice disbursement spreadsheet; 2. Check Request; 3. Proof of Payment | Multiple security deposits for the same client are allowable when a household must be relocated to a different unit (e.g., if FMR and/or rent reasonableness changes or if household composition changes). Any refund of the initial deposit must be returned to the agency and reported to the County as Program Income on the invoice disbursement spreadsheet. For CoC grants, Program Income is reported on the HUD APR. |
| RENTAL ASSISTANCE - Short Term 1- 3 months and medium term up to 24 months | 1. W-9 from Agency; 2. Full Copy of Written Signed Tenant Lease, 3. Landlord/Unit Tax Lien Search clearance; 4. HQS Inspection - Pass Cover Sheet; 5. Check Request; 6. Proof of Payment; 7. Complete invoice disbursement spreadsheet. | 1. Complete invoice disbursement spreadsheet; 2. Check Request; 3. Proof of Payment | Unit Must Pass HQS Inspection. Complete HQS inspection report must be kept in client file. Unit must be free to tax liens, Pass Rent Reasonableness with documentation kept in client file and rents must be at or below Fair Market Rent (FMR). Payments must be to the landlord, never to the client. Client Contribution to Rent (minimum of 30% of Gross Income) is Required, if client has income. |
| RENTAL ARREARS (One-time Payment up to 6 months of Rent Arrears) | 1. W-9 from Agency; 2. Full Copy of Written Signed Tenant Lease; 3. Negotiated Rental Arrears Payment Agreement with Landlord 4. Landlord/Unit Tax Lien Search clearance; 5. Check Request; 6. Proof of Payment; 7. Complete invoice disbursement spreadsheet. | Rental Arrears are not eligible under CoC grant funding. Refer to checklist for eligible costs per Grant Funding Source. | |
| UTILITY DEPOSITS (One-time Payment to Move into Unit) | 1. Copy of Bill/Invoice from utility Company; 2. Check Request; 3. Proof of Payment | Refer to checklist of eligible costs, per Grant Funding Source. | |
| UTILITY PAYMENTS - Up to 24 months | 1. Copy of Bill/Invoice from utility Company; 2. Check Request; 3. Proof of Payment | 1. Copy of Bill from utility Company; 2. Check Request; 3. Proof of Payment | On-going utility payments are not eligible under CoC funding. Refer to checklist of eligible costs, per Grant Funding Source. |
| UTILITY ARREARS (One-Time Payment up to 6 months Utility Arrears) | 1. Copy of Bills from utility Company; 2. Negotiated Payment Agreement with Utility Company 3. Proof of Payment | Utility Arrears are not eligible under CoC funding. Refer to checklist of eligible costs, per Grant Funding Source. | |
| MOVING COSTS - Reasonable costs like U-Haul or Storage Fees (One-Time Payment to Move into Unit). Storage Fees can eligible up to 3 months | 1. Copy of Bill/Invoice from Moving Company/Truck or Storage Company; 2. Check Request; 3. Proof of Payment | ||
| HOUSING RELOCATION & STABILIZATION SERVICES (ESG/AHTF) AND SUPPORTIVE SERVICES (CoC) | Refer to Additional allowable Supportive Services Approved Under CoC Grants - 24 CFR 578. 53 | ||
| CASE MANAGEMENT - Housing Stability Coaches Staff Costs | 1. Hire Letter showing hourly or salary rate of employee; 2. Copy of Job Description; 3. Employee Time Sheet with time allocation broken down by Grant Funding Source; 4. Hours worked, including percentage of employee time charged to YWH; 5. FICA; 6. Approved Fringe Benefits 7. Copy of Paystub | 1. Time Sheet with time allocation broken down by Grant funding source; 2. Hours/Percentage of time worked on YWH; 3. FICA; 4. Approved Fringe Benefits 5. Copy of Paystub 6. Pay Adjustment Form or Letter required if employee’s pay rate changes (e.g. raise). | Case Management Services cease after rental payments stop under ESG. Under CoC Supportive Services maybe provided until 6 months after rental assistance stops. |
| HOUSING LOCATERS - Housing Search and Placement | 1. Hire Letter showing hourly or salary rate of employee; 2. Copy of Job Description; 3. Employee Time Sheet with time allocation broken down by Grant Funding Source; 4. Hours worked, including percentage of employee time charged to YWH; 5. FICA; 6. Approved Fringe Benefits 7. Copy of Paystub | 1. Time Sheet with time allocation broken down by Grant funding source; 2. Hours/Percentage of time worked on YWH; 3. FICA; 4. Approved Fringe Benefits 5. Copy of Paystub 6. Pay Adjustment Form or Letter required if employee’s pay rate changes (e.g. raise). | |
| MILEAGE - Staff Mileage Costs | 1. Number of miles driven for YWH. Must include date, destination, purpose of travel. 2. Expense Report. 3. Reimbursement rate for mileage cannot exceed current published IRS Rate. 4. Applicable receipts (i.e. tolls and parking). | 1. Number of miles driven for YWH. Must include date, destination, purpose of travel. 2. Expense Report. 3. Reimbursement rate for mileage cannot exceed current published IRS Rate. 4. Applicable receipts (i.e. tolls and parking). | |
| Staff Cellphone/Mobile Phone Costs | 1. Copy of Bill from Cellphone Carrier; 2. Check Request; 3. Proof of Payment; 4. Expense Report | 1. Copy of Bill from Cellphone Carrier; 2. Check Request; 3. Proof of Payment; 4. Expense Report | These costs are also eligible under ADMIN |
| ADMINISTRATION COSTS | |||
| Applicable Program and Staff Administration Costs as Approved and Capped by YWH. | 1. Hire Letter showing hourly or salary rate of Administrative Staff; 2. Copy of Job Description; 3. Admin Staff Time Sheet with time allocation broken down by Grant Funding Source; 4. Hours worked, including percentage of Admin Staff time charged to YWH; 5. FICA; 6. Approved Fringe Benefits; 7. Copy of Paystub; 8. Copy of invoice from vendor(s); 9. Proof of payment to vendor(copy of check, bank statement, or credit card statement). | 1. Time Sheet with time allocation broken down by Grant funding source; 2. Hours/Percentage of time worked on YWH; 3. FICA; 4. Approved Fringe Benefits; 5. Copy of Paystub; 6. Pay Adjustment Form or Letter required if Admin Staff pay rate changes (e.g. raise); 7. Copy of invoice from vendor(s); 8. Proof of payment to vendor(copy of check, bank statement, or credit card statement). | No more than 10% of Project Costs. Admin Costs are not eligible under ESG for Provider Agencies. |
| RAPID REHOUSING (RRH) - ELIGIBLE ACTIVITIES/COSTS ALLOWABLE PER GRANT SOURCE | ||||
| ELIGIBLE COSTS | PUBLIC FUNDING GRANT SOURCE CHECKLIST | |||
| CLIENT FINANCIAL ASSISTANCE | EMERGENCY SOLUTIONS GRANT (ESG) - RRH - 24 CFR 576.104 - 106 | CONTINUUM OF CARE (CoC) RRH - 24 CFR 578.37 - 578.63 | AFFORDABLE HOUSING TRUST FUND (AHTF) | ADDITIONAL INFORMATION |
| Rental Application Fees | ü | ü | ü | |
| Security Deposit and Last Months Rents | ü | ü | ü | |
| Rental Assistance - Short Term 1- 3 months | ü | ü | ü | Written Tenant Lease Required, Rent Reasonableness Documentation Required and May not Exceed HUD FMR's, Unit Must Pass HQS |
| Rental Assistance - Medium Term 4 - 24 months | ü | ü | ü | Written Tenant Lease Required, Rent Reasonableness Documentation Required and May not Exceed HUD FMR's, Unit Must Pass HQS |
| Rental Arrears (One-time Payment up to 6 months of Rent Arrears) | ü | x | ü | |
| Utility Deposits (One-time Payment to Move into Unit) | ü | ü | ü | |
| On-going Utility Payments - Up to 24 months | ü | x | ü | |
| Utility Arrears (One-Time Payment up to 6 months Utility Arrears) | ü | x | ü | |
| Reasonable Moving Costs - like U-Haul or Storage Fees up to 3 months (One-Time Payment) | ü | ü | ü | |
| HOUSING RELOCATION & STABILIZATION SERVICES (ESG/AHTF) AND SUPPORTIVE SERVICES (CoC) | Refer to Additional allowable Supportive Services Approved Under CoC - 24 CFR 578. 53 | |||
| Housing Stability Case Management Staff Costs | ü | ü | ü | Case Management Services cease after rental payments stop under ESG. Under CoC Supportive Services maybe provided until 6 months after rental assistance stops. |
| Housing Search and Placement (Housing Locators) | ü | ü | ü | |
| ADMINISTRATION COSTS | ||||
| Applicable Program Administration Costs as Approved and Capped by YWH. No more than 10% of Project Costs | x | ü | ü | |
| HOMELESSNESS PREVENTION - ELIGIBLE ACTIVITIES/COSTS ALLOWABLE PER GRANT SOURCE | |||
| ELIGIBLE COSTS | PUBLIC FUNDING GRANT SOURCE CHECKLIST | ||
| CLIENT FINANCIAL ASSISTANCE | EMERGENCY SOLUTIONS GRANT (ESG) - RRH - 24 CFR 576.103 - 106 | AFFORDABLE HOUSING TRUST FUND (AHTF) | ADDITIONAL INFORMATION |
| Rental Application Fees | ü | ü | |
| Security Deposit and Last Month's Rent | ü | ü | |
| Rental Assistance - Short Term 1- 3 months | ü | ü | Written Tenant Lease Required, Rent Reasonableness Documentation Required and May not Exceed HUD FMR's, Unit Must Pass HQS |
| Rental Assistance - Medium Term 4 - 24 months | ü | ü | Written Tenant Lease Required, Rent Reasonableness Documentation Required and May not Exceed HUD FMR's, Unit Must Pass HQS |
| Rental Arrears (One-time Payment up to 6 months of Rent Arrears) | ü | ü | |
| Utility Deposits (One-time Payment to Move into Unit) | ü | ü | |
| On-going Utility Payments - Up to 24 months | ü | ü | |
| Utility Arrears (One-Time Payment up to 6 months Utility Arrears) | x | ü | |
| Reasonable Moving Costs - like U-Haul or Storage Fees up to 3 months (One-Time Payment) | ü | ü | |
| HOUSING RELOCATION & STABILIZATION SERVICES (ESG/AHTF) AND SUPPORTIVE SERVICES (CoC) | Refer to Additional allowable Supportive Services Approved Under CoC - 24 CFR 578. 53 | ||
| Housing Stability Case Management Staff Costs | ü | ü | Case Management Services cease after rental payments stop under ESG. Under CoC Supportive Services maybe provided until 6 months after rental assistance stops. |
| Housing Search and Placement (Housing Locators) | ü | ü | |
| ADMINISTRATION COSTS | |||
| Applicable Program Administration Costs as Approved and Capped by YWH. No more than 10% of Project Costs | x | ü | |
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