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CHAPTER 5. REGIONAL OFFICE ALLOCATION PROCEDURES

5-1. INTRODUCTION. At the Regional Office level there is a central point

of control for funds assigned to the region. The funding control

function is generally the responsibility of the Program Support Staff

of the Regional Office of Housing. The primary funding control

functions of the Program/Field Support staff are: 1) to subassign

funds received from Headquarters to the appropriate Field Offices 2)

to coordinate funding requests from the Field Offices to

Headquarters, and 3) to ensure that funds assigned from Headquarters

are effectively utilized.

5-2. FISCAL YEAR SUBASSIGNMENTS. Upon receipt in the Regional Office,
the

Office of Regional Housing should review the form(s) HUD-185 for

accuracy and consistency with Field Office or Regional Office

requests. Form(s) HUD-185.1 are then prepared to correspond to the

Fund Assignment (HUD-185) from Headquarters. The format of the

HUD-185.1 should conform to the format of Headquarter\'s HUD-185.

Subassignments may be issued with funds from more than one

assignment. After preparation by the Program/Field Support Staff,

the HUD 185.1s are routed to the Regional Accounting Division for

validation signature, and then to the Regional Administrator for

signature approval prior to distribution to the appropriate field off

ices. Subassignments should be prepared within three (3) working

days after receipt of the fund assignment from Headquarters, except

for amendment funds which may be retained and controlled by the

Region.

The funds subassigned on the form(s) HUD-185.1 are sometimes project

specific and these funds are only available to the project designated

in the transmittal. The Field Office must notify the Regional Office

at the earliest possible date if, for any reason, the subassigned

funds cannot be obligated to the project intended. If the funds

cannot be used, the Regional Office must issue a HUD 185.1

withdrawing the funds and notify the Funding Control Division in

Headquarters. For those funds assigned to the Regional Office as

project-specific funding for amendments to projects being developed

and for emergency use on existing programs, it is the responsibility

of the Regional Office Program/Field Support Staff to obtain

information from the Field Office to fully support and justify the

use of the funds.

5-3. SUBASSIGNMENT FORMATS

A. Heading: Each HUD-185.1 has a heading (designated \"A\" on

Appendices 2 thru 2.4) that defines the type of funds

subassigned, the office to which it is issued, the date issued,

the subassignment number, the date prepared, and the page number.

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B. Subassignment Number: Each HUD-185.1 has its own subassignment

number (designated \"B\" on Appendices 2 thru 2.4) which consists

of a series of codes. The first two digits (\"00\") indicate the

HUD Region Number. The two or three following letters (e.g. HA,

FE, HE, SRO, etc.) indicate a program type (Refer to paragraph

4-8). The next two digits indicate which HUD Field Office the

subassignment is issued to. The next two digits indicate the

fiscal year of issue. The final digit(s) is a sequential number

indicating which subassignment is being issued for this

particular Office during the current fiscal year.

C. Program Categories: On the left side of the HUD-185.1 is a column

listing the program categories for which funds are subassigned

and the corresponding AHAS codes (see examples designated \"C\" in

Appendices 2 thru 2.4).

D. Current Fiscal Year Subassignment: The portion of the HUD-185.1

labeled \"Current Fiscal Year Subassignment\" (designated \"D\" in

Appendices 2 thru 2.4) contains three columns. The first column

shows the amount of funds previously assigned during the current

fiscal year in the respective categories. The middle column

shows the amount of increase or decrease in each category.

Decreases are shown in parentheses. The third column is the sum

of the first two, reflecting the total funds issued fiscal year

to-date in each category.

E. Section 202 Remarks: The \"Remarks\" area on the Section 202

HUD-185.1 (designated \"E\" on Appendix 2.3) may be used for notes

on the Section 202 projects for which funds or inspection fees

are subassigned.

F. Signatures: Each HUD-185.1 must have two signatures (see area

\"F\" on Appendices 2 thru 2.4), a signature of a Regional

Accounting Division staff person validating funds availability,

and the signature of the Regional Administrator. Without these

signatures, the HUD-185.1 is incomplete.

G. Copies of Subassignments: The original copy of the subassignment

is provided to the Office Manager. Photocopies are provided to

the staff in the Division,which controls funds and who are

responsible for monitoring the subassigned funds.

5-4. MANAGEMENT OF SUBASSIGNED FUNDS. Throughout the fiscal year,

Program/Field Support Staff must monitor the use of funds within each

field office to preclude underutilization of funds or committing

funds in excess of that available. Regional Program/Field Support

Staff should utilize the Department\'s automated data sources to aid in

such monitoring. An underutilization may be due to an unusable mix

of metro/nonmetro controlled funds. To correct such situations,

program

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staff should request of Headquarters either 1) a switch of

metro/nonmetro funds to facilitate greater utilization or 2) a pull

back of unused funds by Headquarters by means of a revised form

HUD-185. Program Support Staff must pull back such unused funds from

a Field Office by means of a revised HUD-185.1 before Headquarters

can pull back the funds by means of a revised HUD-185.

5-5. MANAGEMENT OF THE ASSIGNED FUNDS. Throughout the fiscal year, the

Regional Office serves in a liaison capacity between the Field Office

and Headquarters to ensure that assigned funds are effectively used

avid that established regional goals are met. Program Support Staff

may revise Field Office HUD-185.1s to:

A. Transfer metropolitan and nonmetropolitan budget authority within

the Region, after authorization by the Regional Administrator to

the extent such transfers offset each other; or

B. Based on input from the field offices, the staff may make a

determination that budget authority allocated to a Field Office

is not likely to be used during the fiscal year. In such cases,

with the approval of the Regional Administrator, the budget

authority may be reallocated in the same fiscal year to another

field office in that Region where it is likely to be used during

the fiscal year. Any reallocation of budget authority assigned to

a Field Office must be in accordance with the following

priorities:

1\. Projects funded within the same state, but not in the same

Field Office jurisdiction;

2\. Projects funded in a different state, but within the same

Field Office jurisdiction;

3\. Projects funded within the remainder of the Regional Office

jurisdiction.

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