7610.1 REV-4

Appendix 14A

[APPENDIX 14A CONTAINS FORM
HUD-27053](http://www.hud.gov/utilities/intercept.cfm?/offices/adm/hudclips/forms/files/27053.pdf).

7610.1 REV-4

APPENDIX 14B

[APPENDIX 14B CONTAINS FORM
HUD-27054](http://www.hud.gov/utilities/intercept.cfm?/offices/adm/hudclips/forms/files/27054.pdf)

7610.1 REV-4

APPENDIX 14C

[APPENDIX 14C CONTAINS FORM
HUD-27054A](http://www.hud.gov/utilities/intercept.cfm?/offices/adm/hudclips/forms/files/27054-a.pdf).

7610.1 REV-4

APPENDIX 14D

U. S. Department of Housing and Urban Development

Washington, D.C. 20410-8000

OFFICE OF THE ASSISTANT SECRETARY

FOR HOUSING-FEDERAL HOUSING COMMISSIONER

JULY 17, 1995

MEMORANDUM FOR: All Grantees in the Fiscal Year 1995 Comprehensive

Housing Counseling Grant Program

FROM: Emelda P. Johnson, Deputy Assistant Secretary for

Single Family Housing, HS

SUBJECT: Instructions for Requesting Payment of FY 1995 Housing
Counseling

Program Funds

The purpose of this letter is to provide all FY 1995 Comprehensive

Housing Counseling Grantees with instructions for requesting payment
from the

Line of Credit Control System (LOCCS) for housing counseling program
funds.

This letter replaces HOUSING COUNSELING GRANT LETTER No. 1 \-- Voice
Response

System (LOCCS/VRS) for Payment of Fiscal Year (FY) 1994 Comprehensive
Housing

Counseling (CHC) Vouchers, date January 23, 1994.

The Line of Credit Control System (LOCCS) is a computerized cash

management and disbursement system that stores all of the financial

information associated with the housing counseling grant program. The
Voice

Response System (VRS) is the touch-tone phone system through which
requests

for payment are made and entered into LOCCS. Following the approval of
the

voucher request by the appropriate field office, the LOCCS system
disburses

the funds to the grantees financial institution.

Access to the VRS

The following forms must be completed and submitted to HUD regarding the

LOCCS system:

o Direct Deposit Sign up Form - form HUD SF-1199A. This form

identifies the name of the financial institution, bank account

number, type of account, and the American Banking Association

(ABA) Transit Routing Number, that the Department of Treasury

uses to wire funds to a grantee\'s account. If you are already

receiving payments via direct deposit from HUD, you do not

need to resubmit this form.

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APPENDIX 14D

Note: It is crucial that you report any changes of ABA

or bank account numbers to your respective GTR

immediately to avoid rejection of funds requested due to

inaccurate banking information.

oLOCCS voice Response Access Authorization form HUD-27054. The

designation shown on this form must be validated by signature

of an authorizing official of the grantee and must also be

notarized. The official who executes the form may not be the

person named on the form for security access. The completion

of this form is necessary to receive a user ID for the LOCCS

system, unless you were a HUD funded agency in FY \'94. If you

were funded in FY \'94 your user ID will remain the same.

Instructions are attached.

oLOCCS/VRS Request Voucher for Grant Payment, form HUD-27053.

A completed HUD-27053 is required to document the telephone

request for drawdown. This form is to be retained in your

files and should be available to HUD upon request.

Instructions attached.

Note: For local agencies, the direct deposit form HUD SF-

1199A and the LOCCS Voice Response Authorization Access

form HUD-27054 should both be mailed to your respective

housing counseling Field office Government Technical

Representative (GTR)

National/regional organizations must submit these forms

to:

U.S. Department of Housing and Urban Development

Attention: Housing Counseling Staff, Room 9282

451 7th Street, S.W.

Washington, DC 20410

To access the VRS you will need the following information:

oUser ID Number and Password

For newly funded agencies, the user ID and password will be

sent to you in the mail by HUD following the updating of

information you supply on the LOCCS Voice Response Access

Authorization use form HUD-27054. For agencies funded in FY

\'94, no further action is needed. Use the same ID provided to

you for drawdown on the \'94 grant.

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APPENDIX 14D

oVoice Response Number

This ten digit voice response number will be mailed to you in

accordance with the tax identification number identified on

the Direct Deposit Sign-up Form. This number will be sent out

automatically by the LOCCS system.

oProgram Area Name which is CHC

oVoucher Number

The three digit prefix is 066, the other six digits will be

provided by the VRS system when you call in. The entire 9

digit number must be recorded on your LOCCS VRS Request

Voucher for Grant Payment form HUD-27053. (More explanation

on this form will follow.)

oBudget Line Item Number\'s

9515 - Capacity Building (first draw, one time only)

9500 - 95 Counseling Services

oVRS Telephone Number is (703) 391-1400

This telephone number must be used to request a drawdown from

housing counseling funds.

oLOCCS Security is (202) 708-0764

Should the caller experience any difficulty accessing the VRS.

IMPORTANT: After the above information has been entered into VRS DO

NOT HANG UP! You must verify the information that you entered to

confirm the payment request.

Drawdowns

There will be five requests for drawdowns via VRS for FY 1995

funds:

1.The first drawdown will be for capacity building funds only

and should be requested immediately. No back-up is required

for this drawdown request.

2.The second drawdown should be requested when 25% of the

housing counseling services which are connected to the grant

have been delivered. Documentation that must be submitted to

the GTR for this request is the proof of purchase for the

capacity building component; e.g., computer equipment. No

back-up is required for counseling services delivered with

this draw.

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APPENDIX 14D

3.The third drawdown should be requested when 50% of the housing

counseling services connected to the grant have been

delivered, and the Mid-Term Report must have been approved by

the CTR for this third request to be approved.

4.The fourth drawdown request should be submitted when 75% of

the housing counseling services connected to the grant have

been delivered. No back-up is required for approval of this

request.

5.The fifth drawdown request should be submitted when all

services connected to this grant have been completed. The

Final Report must have been submitted, and approved by the

GTR, for this fifth and final request to be approved.

Security Issues

It is crucial to the security of the system that each individual who has

access to the VRS safeguard his/her security ID and password. Each
grantee

must ensure that the persons authorized to request payments do not share

their security ID\'s and passwords with each other or with any other
person.

A breach in the security system by the grantee that results in a loss to

the Government will result in immediate expiration of security ID\'s and

passwords. Depending on the circumstances, such a breach will be treated
as

an offense under applicable Federal laws which may result in
prosecution,

fine or other penalty as appropriate. In addition, the government may
have

cause for remedial action with respect to the Grant Agreement.

In some cases it may be necessary to cancel security ID\'s because of

loss, theft, or change in personnel. A security ID may be immediately

canceled by calling the LOCCS security officer at 202/708-0764. This

cancellation must be followed up with a revised copy of form HUD-27054

indicating that the user\'s security access is to be terminated. New
security

ID\'s may be requested by resubmitting form HUD-27054 with the
appropriate

notarized signature of approval.

An initial password will be established for each Security ID by the

LOCCS Security Officer at the time the form HUD-27054 is processed. This

password should be changed immediately upon receipt by the authorized
user to

a password which will be known only to them. The new password will be

entered by the user through the VRS.

The authorized user must continue to change the password at least every

60 days from the last time a password was established for his/her ID.

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APPENDIX 14D

If a person has not accessed the VRS within (6) months, the security ID

will automatically expire and access will be terminated. Termination of

access due to password expiration will require resubmission of form
HUD-27054

with the appropriate notarized approval signatures.

Reconciliation of Account Activity

The grantee should receive a monthly statement from its designated

financial institution that includes any deposits and canceled checks
written

against its bank account. This statement should include both deposits
made

and checks written in connection with the CHC program for any activities

performed under the Grant Agreement. This statement may include other

deposits and/or checks.

The grantee must account for all CHC related deposits and checks

included in the bank statement. Grantees must follow appropriate
accounting

and financial management procedures as required by OMB Circular A-110
(for

non-profit organizations) in connection with grant funds.

Return of Funds to HUD

In some cases there will be a need to return funds to HUD for deposit in

the Treasury account. This would be necessary if funds are drawn in
error,

or funds are not used within IS days from the time they have been
deposited

into the grantees account. If this occurs, then funds should be returned
to

HUD either by check or by electronic transfer. Your Field Office GTR
must be

notified of this action.

Returning Funds by Check

The grantee should indicate the grant number, tax ID number, and CHC

voucher number on the check. The cover letter should state that funds
are

being returned to the Comprehensive Housing Counseling Grant Program and

include the grant number and tax ID number. A copy of this letter should
be

sent to your Field Office GTR.

Checks should be mailed to the following address:

U.S. Department of Housing and Urban Development

Cash and Credit Management Division

Attention: Ms. Janice Edwards

451 7th Street, S.W.

Washington, D.C. 20410

Returning Funds by Electronic Transfer

Electronic transfer of funds to be returned to HUD should be sent to the

Treasury under ABA number 021030004 with an Agency Location Code of
BNF=/AC-

86010300\. Attached are instructions for completing a request to
transfer

funds by wire to HUD. A copy of this attachment should be provided to
the

financial institution that will be making the electronic transfer for
your

organization.

LOCCS User Guide

Attached to this letter is a copy of the LOCCS User Guide which will

give you more information on LOCCS and VRS processing.

If you have any questions or need clarification regarding this

memorandum, please contact Bonnie Adkins, on 202/708-0614 ext. 2034.

Attachments

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Appendix 14E

U.S. Department of Housing and Urban Development

Washington. D.C. 20410-8000

July 21, 1995

OFFICE OF THE ASSISTANT SECRETARY

FOR HOUSING-FEDERAL HOUSING COMMISSIONER

MEMORANDUM FOR: All Field Office Housing Counseling Grant GTRs/GTMs

FROM: Emelda P. Johnson, Deputy Assistant Secretary for Single

Family Housing, HS

SUBJECT:Guidelines for Monitoring Housing Counseling Grant Payment
Requests

and Obtaining Access to the Line of Credit Control System (LOCCS)

The purpose of this Memorandum is to provide all Field Office GTRs and

GTMs with monitoring guidelines for approving CHC vouchers, instructions
for

acquiring LOCCS access, and using LOCCS to approve CHC vouchers.

Monitoring Guidelines

oReceipt and Transmission of LOCCS forms

GTRs are responsible for receiving the following forms from grantees

approved for FY 95 funding. Copies of these forms must be filed and
retained

in the Field. The originals must be forwarded by the GTRs to
Headquarters

for processing.

oDirect Deposit Sign up Form - form HUD SF-1199A

This form identifies the name, bank account, routing number and the type

of account of the financial institution that will be receiving funds for

the grantees.

This form is required only if the funded FY 95 grantee is NOT already

receiving funds via LOCCS or if the tax identification number has

changed since the FY 94 funding.

Send this form to:

U.S. Department of Housing and Urban Development

Office of Finance and Accounting

ATTENTION: ACH Team

P.O. Box 44816

Washington, DC 20026-4816

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Appendix 14E

oLOCCS Voice Response Access Authorization form HUD-27054

This form will provide FY 95 funded grantees access to the VRS to

request drawdown of program funds.

It is required only if the funded FY 95 grantee does NOT have a current

LOCCS user ID and password.

Send this form to:

U.S. Department of Housing and Urban Development

Office of Information Policies and Systems (AISAO)

P.O. Box 23774

Washington, DC 20026-3774

oVoucher Approval

Outstanding voucher requests must be reviewed in LOCCS at least twice a

week. Voucher requests should be approved or cancelled upon review

based on the following:

First drawdown (up to \$4,000)

Requested for capacity building funds only. No documentation is

required.

Second drawdown

Requested when 25% of the housing counseling services which are

connected to the grant have been delivered. Proof of purchase for the

capacity building component; e.g., computer equipment must have been

received and approved prior to authorizing this request. No

documentation regarding counseling services provided is required at this

time.

Third drawdown

Requested when 50% of the housing counseling services which are

connected to the grant have been delivered. The mid-term report must

have been received and approved prior to authorizing this request. This

report will document counseling services which have been delivered up to

this point.

Fourth drawdown

Requested when 75% of the housing counseling services which are

connected to the grant have been delivered. No documentation is

required.

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Appendix 14E

Fifth drawdown

Requested when all services connected to this grant have been delivered.

The final report must have been received and approved prior to

authorizing this request for final payment.

o Acquiring LOCCS Access

If you do not have LOCCS access already, complete the following forms

and return them immediately to the LOCCS security officer at:

U.S. Department of Housing and Urban Development

Office of Information Policies and systems (AISAO)

P.O. Box 23774

Washington, DC 20026-3774

Forms Required for Access to LOCCS

1.Form HUD-27054-A - LOCCS Access Authorization security Form for HUD

Staff. Every GTR and GTM must individually complete this form. A copy

is attached for your convenience although it is also available in \"HUD

Forms\" from your \"Office systems\" menu on the LAN.

a.Box 12 - Insert \"CHC\" under Program Area and place an \"x\" under

Query and Field office Admin.

b.Box 13 - The Regional personnel Officer has the dates needed to

complete this box. Your Administrative Officer may be able to

obtain the dates from the Regional personnel officer and then

proceed to fill in the dates and sign in the space provided under

Box 13.

c.Box 14 - Your supervisor will fill in this box.

Note:Please instruct your personnel officer to send a copy of the signed

form to you in addition to sending the original to Headquarters.

This will prevent unnecessary delays if the original signed forms

are misplaced or misdirected.

2.Departmental ADP Policy statements Forms - The GTR and GTM sign and
date

the forms and send them to the LOCCS Security Officer (Telephone 202-

708-0764):

LOCCS users who have Program Area payment review functions must

have a limited Background Investigation Level 2A or higher clearance.

If this clearance was not granted in the last 15 years, the following

forms must be completed and submitted to your personnel office.

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Appendix 14E

3.Form HUD SF-8SP - Questionnaire for Public Trust Positions

4\. SF-87 - U.S. Civil Service Fingerprint Chart

5.SF-171 - Application for Federal Employment

(original and 1 copy)

Notification of User IDs and Passwords

Upon receipt of the completed forms mentioned above, the LOCCS Security

Officer at Headquarters will provide the User Identification Number (ID)
and

password to GTRs and GTMs via pouch mail. GTRs and GTMs must activate
their

User ID and change their initial password within 45 days of their
receipt or

the User ID will be terminated. The User ID can be reinstated by calling
the

LOCCS Security Officer at (202) 708-0764 and faxing a HUD-27054-A with
the

inscription on top: \"User ID is to be reinstated\".

Change of Designation of GTRs and GTMs

Call the LOCCS Security Officer at (202) 708-0764 to terminate GTRs\'
and

GTMs\' access. Follow-up the verbal request with documentation to
support the

termination.

Lack of Use of LOCCS

If a GTR or a GTM does not access LOCCS for a period of 6 months, the

system will automatically terminate the User ID for that person. LOCCS
will

send a letter to the User after 4 months of non-use advising that access
will

be terminated within 2 months if not accessed. By using IDs and
Passwords,

users keep their IDs active and avoid termination.

Security Issues

Never display or divulge your User ID or password to anyone. ALL

activity conducted under your ID and password will appear as if it were

conducted by you regardless of who uses the ID and password.

Recertification of LOCCS Access

Users must be recertified every six months by the HUD approving

(Certifying) Official through the A67MFG report. The HUD Approving
Official

is the individual that signs box 14 of the form HUD-27054-A. After
receiving

the recertification report in the mail, the approving official will
follow

the instructions on the report for recertification of their employees.

Failure to recertify will result in the suspension of the GTRs and GTMs

access to LOCCS.

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Appendix 14E

Accessing LOCCS on HINET

LOCCS screen usage is restricted to HUD staff who have been approved for

access privileges via a LOCCS Access Authorization security Form. Field

Office GTRs and GTMs should contact their respective Automation
Technologies

Administrator (ATA) for instructions on how to access LOCCS in their
office.

Accessing LOCCS will vary from office to office depending on how the
office\'s

LAN menu is set-up for selection.

Please take the following steps to access the LOCCS sign-on screen.

IMPORTANT: LOCCS requires each action to be followed by pressing the
XMIT

key.

1.Since the LOCCS resides on HUD\'s \"System 2\" UNISYS 2200 mainframe

computer, access the UNISYS environment by typing \$\$OPEN TIP2 and the

XMIT key after attaining UNYSIS access.

2.Then enter LOCCS and XMIT key

3.At the LOCCS Sign-On screen enter USER ID and PASSWORD to gain access
to

LOCCS. Enter your six-character User ID and Password as provided in

writing by the LOCCS Security Officer. Do not hit the \"Enter\" key
after

entering the required information, the cursor will automatically advance

to the next field. To move between fields, use the TAB or Arrow keys.

Note: If an error is found, the user has three attempts to re-enter a
correct

User ID or Password, or to change the Password. After three attempts,
the

user will be automatically logged off the system.

Accessing the HUD Program Area Main Menu, Review and Approval Screens

Following are the instructions for accessing the screens you will use to

review and approve or reject vouchers.

1\. Enter CHC at the Program Area Prompt and tab the cursor to the xmit
field

and enter to move from the Welcome Menu to the individual Program.

2\. Enter Q10 in the Option Field of the Program Area Main Menu to
determine

if there are any voucher requests to be reviewed.

3\. Enter V32 in the Option Field to review vouchers for approval or

rejection.

a.Enter A to approve the voucher for payment

b.Enter B to reject the voucher

c.Enter M to return to the main menu

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Appendix 14E

4\. Enter V31 in the Option Field at the Program Menu

to cancel a voucher that was keyed incorrectly by recipients during a
VRS

session. This does not delete the voucher. However, a reason that the

voucher was cancelled must be provided.

5\. Enter E in the Option Field of the Program Menu to exit LOCCS.

6\. Enter Alt and the F9 key to return to your LAN menu.

These instructions supercede the memorandum dated February 22, 1995, on

the same topic. If you have any questions, please contact Bonnie Adkins,
on

\(202\) 708-0614, ext. 2034.

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