U.S. Department of Housing and Urban Development

Office of Public and Indian Housing

Special Attention of: NOTICE PIH 2003-30 (HA)

Regional Directors; Issued: November 17, 2003

Public Housing Directors;

Public Housing Agencies; Expires: November 30, 2004

Resident Management Corporations;

Site-Based Resident Councils;
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Resident Associations; Cross Reference

Resident Organizations; Notice PIH 96-19 (HA)

Intermediary Resident Organizations

Subject: Budget Line Items for the Resident Opportunities and
Self-Sufficiency Program (ROSS) in the Line of Credit Control
System/Voice Response System for Fiscal Year (FY) 2003.

**[PURPOSE]{.underline}**:

This notice establishes new Budget Line Items (BLIs) that have been
created for the ROSS program. All grantees will access grant funds
through the Line of Credit Control System (LOCCS). The disbursal of
grant funds is recorded by the grantee on the Form 50080 Payment
Voucher. The BLIs attached herein correspond with major eligible
activities as described in the Notice of Funding Availability (NOFA).

**[BACKGROUND]{.underline}**:

The ROSS program has been restructured and consolidated to concentrate
more on: employment readiness and self-sufficiency training;
homeownership; and independent living for the elderly/disabled. The goal
of this restructuring was to streamline the grant and focus limited
resources on Departmental goals. Form HUD-50080, LOCCS/VRS Payment
Voucher, has been revised to include BLIs which are consistent with
program changes that have also been made in LOCCS.

**[APPLICABILITY]{.underline}**:

This Notice applies to:

A.  Public Housing Agencies (PHAs)

B.  Tribes or Tribally Designated Housing Authorities (TDHEs)

C.  Resident Organizations

D.  Local and National Nonprofit Organizations (nonprofits)

E.  HUD Field Offices of Public Housing

F.  Area Offices of Native American Programs (ONAP)

### 

### 

### 

### 

### 

### BUDGET LINE ITEM DETAIL DESCRIPTION:

# ROSS Resident Services Delivery Models-Family 

A description of the eligible activities and costs for the revised BLIs
follows each BLI listing:

## 1168 Project Coordinator

Grantees may use up to 20 percent of their total grant amount, not to
exceed \$62,500 annually, in combined salary and fringe benefits of a
Project Coordinator. The Project Coordinator may perform activities such
as, but not limited to: marketing the program to public housing
residents; assessing participating residents' skills and job-readiness;
assessing participating residents' needs for child-care, transportation
and other supportive services; support tribes/TDHEs to create a resident
group or promote self-sufficiency efforts on the reservation; design
grant activities based on residents' needs and the local labor market;
delivering training; developing/modifying the grant work plan; working
with the HUD field office as necessary; and measuring/tracking the
grant's performance.

## 1169 Contract Administrator (CA)

Grantees must hire a CA if they are either a resident organization,
nonprofit, or a troubled PHA. Tribes/TDHEs and nontroubled PHAs are not
required to do so. CAs may not be paid more than the daily equivalent of
the rate paid for Level IV of the government's Executive Schedule
(\$134,000 annually for FY 2003; see
[http://www.opm.gov/oca/03tables/html/ex.asp]{.underline}). The ROSS
grant is a cost-reimbursable grant. As such, grant funds may not be
housed by grantees but must be expended within seven business days of
drawdown from the Line of Credit Control System (LOCCS). CAs must
oversee all financial aspects of the grant such as ensuring that all
costs incurred are eligible, that funds are expended within seven
business days after drawdown from LOCCS, and that grantees follow
federal procurement regulations when purchasing the services of a
subcontractor or other services. *CAs are expressly forbidden from
accessing LOCCS and/or submitting vouchers on behalf of grantees*. CAs
may assist in the implementation of other grant activities.

**1268 Training Costs**

Eligible costs include: developing or purchasing curriculum; delivering
training; evaluating professional trainers/subcontractors; developing
Memoranda of Understanding (MOUs) with training or supportive service
providers; on-going marketing of the training program to residents;
assessments of residents' training and supportive services needs; and
other training-related costs.

## 

## 1368 Individual Savings Accounts (ISAs)

No more than 20 percent of total grant funds may be used for this
purpose. ISAs can only be used to help residents: (1) purchase a first
home; (2) for post-secondary education or training; or (3) start a small
business.

**1369 Stipends**

Grantees may not give more than \$200 a month per resident to help
defray costs of participating in the training. Residents'
training-related expenses must be reasonable and documented by valid
receipts. Stipends may be used for such things as transportation,
supplemental educational materials, and child care expenses.

## 

## 1438 Supportive Services

Grantees may use grant funds to coordinate and set up supportive
services such as childcare centers and transportation services. Grantees
may not use grant funds to purchase, lease, or rent space or vehicles.
Users of supportive services must be participants in grant-funded
activities.

## 1568 Subcontracting

Grantees may subcontract for technical assistance and/or services that
are related to their approved work plan. Federal procurement regulations
must be followed in order for HUD to honor vouchers from subcontractors
and reimburse for services rendered. Nonprofit organizations should
refer to 24 CFR §84.84; states, local and federally recognized tribes
should refer to 24 CFR §85.36.

## 1768 Travel Costs

Travel costs for the Project Coordinator and other key program staff to
attend HUD-sponsored training, workshops, or conferences not in the
local area. Eligible costs include airfare, taxi, per diem, and other
costs such as phone calls, parking, etc. that are associated directly to
HUD-sponsored training. Travel costs for grant program staff may not
exceed \$5,000 for the life of the grant and must receive prior approval
from the HUD Field Office.

## 1868 Administrative Costs

Administrative costs may not exceed 10 percent of total grant funds.
Eligible administrative costs include the purchase of supplies,
equipment, furniture, resident salaries (see below) and local travel for
program staff.

## 1878 Resident Salaries

Grant funds may be used to pay residents who are hired to work to
support grant program activities. Payment of resident salaries must come
from the 10 percent allotment for administrative costs.

**1968** **Indirect Costs**

# 

# Indirect costs are those that have been incurred for common or joint objectives and cannot be readily identified or allocated to one specific grant program or cost objective. For example, a single photocopy machine may be used to support a variety of programs. Therefore, the cost associated with running, using and maintaining the photocopy machine should be shared among the various programs using it.

# ROSS Resident Services Delivery Models-Elderly/Persons with Disabilities

## 1168 Project Coordinator

Grantees may use up to 20 percent of their total grant amount, not to
exceed \$62,500 annually, in combined salary and fringe benefits of a
Project Coordinator. The Project Coordinator may perform activities such
as, but not limited to: marketing the program to public housing
residents; assessing participating residents' needs for supportive
services such as Medicaid, Medicare, food stamps, etc.; design grant
activities based on residents' needs; delivering training/services;
developing/modifying the grant work plan; working with the HUD field
office as necessary; and measuring/tracking the grant's performance.

## 1169 Contract Administrator (CA)

Grantees must hire a CA if they are either a resident organization,
nonprofit, or a troubled PHA. Tribes/TDHEs and nontroubled PHAs are not
required to do so. CAs may not be paid more than the daily equivalent of
the rate paid for Level IV of the government's Executive Schedule
(\$134,000 annually for FY 2003; see
[http://www.opm.gov/oca/03tables/html/ex.asp]{.underline}). The ROSS
grant is a cost-reimbursable grant. As such, grant funds may not be
housed by grantees but must be expended within seven business days of
drawdown from the Line of Credit Control System (LOCCS). CAs must
oversee all financial aspects of the grant such as ensuring that all
costs incurred are eligible, that funds are expended within seven
business days after drawdown from LOCCS, and that grantees follow
federal procurement regulations when purchasing the services of a
subcontractor or other services. *CAs are expressly forbidden from
accessing LOCCS and/or submitting vouchers on behalf of grantees*. CAs
may assist in the implementation of other grant activities.

**1448 Congregate Services**

Grantees may use grant funds to cover expenses incurred as part of the
delivery of supportive services typically provided in a congregate
setting. Purchase of food with grant funds is expressly prohibited.

**1458 Coordination and Set-Up of Meal Services**

Grantees may use grant funds to coordinate and set up meal services for
residents they will serve under the grant. This can include linking to
food providers such as Meals-on-Wheels, setting up space to provide
meals, purchasing necessary utensils. Grantees may not use grant funds
to purchase food.

## 1468 Assistance with Daily Activities

Grant funds may be used to cover costs associated with coordinating
services for participating residents related to activities of daily
living such as personal care services, (i.e. dressing, eating, light
bathing, walking), medication management, and light housekeeping. Grant
funds may not be used to pay for wages/salaries of doctors, nurses,
aides or other staff in relation to medical services or other personal
services provided to residents.

## 

## 1478 Coordination and Set-Up of Transportation Services

Grantees may use grant funds to coordinate and set up transportation
services. Eligible uses of funds include subsidizing transportation
costs for participating residents to get to medical appointments or
other supportive services. Grant funds may also be used to hire a
driver, but may not be used to buy, rent, or lease vehicles.

## 1488 Wellness Programs

Grant funds may be used to cover costs incurred for running wellness
programs.

## 1498 Personal Emergency Response

Grantees may use ROSS grant funds to pay for set-up and installation of
personal emergency response equipment. Purchase of such equipment is an
eligible use of grant funds.

## 1568 Subcontracting

Grantees may subcontract for technical assistance and/or services that
are related to their approved work plan. Federal procurement regulations
must be followed in order for HUD to honor vouchers from subcontractors
and reimburse for services rendered. Nonprofit organizations should
refer to 24 CFR §84.84; states, local and federally recognized tribes
should refer to 24 CFR §85.36.

## 1768 Travel Costs

Travel costs for the Project Coordinator and other key program staff to
attend HUD-sponsored training, workshops, or conferences not in the
local area. Eligible costs include airfare, taxi, per diem, and other
costs such as phone calls, parking, etc. that are associated directly to
HUD-sponsored training. Travel costs for grant program staff may not
exceed \$5,000 for the life of the grant and must receive prior approval
from the HUD Field Office.

## 1868 Administrative Costs

Administrative costs may not exceed 10 percent of total grant funds.
Eligible administrative costs include the purchase of supplies,
equipment, furniture, and local travel for program staff.

## 1968 Indirect Costs

Indirect costs are those that have been incurred for common or joint
objectives and cannot be readily identified or allocated to one specific
grant program or cost objective. For example, a single photocopy machine
may be used to support a variety of programs. Therefore, the cost
associated with running, using and maintaining the photocopy machine
should be shared among the various programs using it.

##  

# ROSS Homeownership Supportive Services

## 1168 Project Coordinator

Grantees may use up to 20 percent of their total grant amount, not to
exceed \$62,500 annually, in combined salary and fringe benefits of a
Project Coordinator. The Project Coordinator may perform activities such
as, but not limited to: marketing the program to public housing
residents; assessing participating residents' skills and job-readiness;
assessing participating residents' needs for child-care, transportation
and other supportive services; support tribes/TDHEs to create a resident
group or promote self-sufficiency efforts on the reservation; design
grant activities based on residents' needs and the local labor market;
delivering training; developing/modifying the grant work plan; working
with the HUD field office as necessary; and measuring/tracking the
grant's performance.

## 1169 Contract Administrator (CA)

Grantees must hire a CA if they are either a resident organization,
nonprofit, or a troubled PHA. Tribes/TDHEs and nontroubled PHAs are not
required to do so. CAs may not be paid more than the daily equivalent of
the rate paid for Level IV of the government's Executive Schedule
(\$134,000 annually for FY 2003; see
[http://www.opm.gov/oca/03tables/html/ex.asp]{.underline}). The ROSS
grant is a cost-reimbursable grant. As such, grant funds may not be
housed by grantees but must be expended within seven business days of
drawdown from the Line of Credit Control System (LOCCS). CAs must
oversee all financial aspects of the grant such as ensuring that all
costs incurred are eligible, that funds are expended within seven
business days after drawdown from LOCCS, and that grantees follow
federal procurement regulations when purchasing the services of a
subcontractor or other services. *CAs are expressly forbidden from
accessing LOCCS and/or submitting vouchers on behalf of grantees*. CAs
may assist in the implementation of other grant activities.

**1268 Training Costs**

Eligible costs include: developing or purchasing curriculum; delivering
training; evaluating professional trainers/subcontractors; developing
Memoranda of Understanding (MOUs) with training or supportive service
providers; on-going marketing of the training program to residents;
assessments of residents' training and supportive services needs; and
other training-related costs.

## 1368 Individual Savings Accounts (ISAs)

No more than 20 percent of total grant funds may be used for this
purpose. ISAs can only be used as a source of matching for the following
costs related to the purchase of a first home: (1) escrow accounts; (2)
down payment assistance; or (3) closing costs.

## 1568 Subcontracting

Grantees may subcontract for technical assistance and/or services that
are related to their approved work plan. Federal procurement regulations
must be followed in order for HUD to honor vouchers from subcontractors
and reimburse for services rendered. Nonprofit organizations should
refer to 24 CFR §84.84; states, local and federally recognized tribes
should refer to 24 CFR §85.36.

## 

## 1768 Travel Costs

Travel costs for the Project Coordinator and other key program staff to
attend HUD-sponsored training, workshops, or conferences not in the
local area. Eligible costs include airfare, taxi, per diem, and other
costs such as phone calls, parking, etc. that are associated directly to
HUD-sponsored training. Travel costs for grant program staff may not
exceed \$5,000 for the life of the grant and must receive prior approval
from the HUD Field Office.

## 1868 Administrative Costs

Administrative costs may not exceed 10 percent of total grant funds.
Eligible administrative costs include the purchase of supplies,
equipment, furniture, and local travel for program staff.

**1968 Indirect Costs**

# 

# Indirect costs are those that have been incurred for common or joint objectives and cannot be readily identified or allocated to one specific grant program or cost objective. For example, a single photocopy machine may be used to support a variety of programs. Therefore, the cost associated with running, using and maintaining the photocopy machine should be shared among the various programs that use it.

# 

# ROSS Neighborhood Networks 

A description of the eligible activities and costs for the revised BLIs
follows each BLI listing:

## 1168 Project Coordinator

Grantees may use up to 20 percent of their total grant amount, not to
exceed \$62,500 annually, in combined salary and fringe benefits of a
Project Coordinator. The Project Coordinator may perform activities such
as, but not limited to: marketing the program to public housing
residents; assessing participating residents' skills and job-readiness;
assessing participating residents' needs for child-care, transportation
and other supportive services; support tribes/TDHEs create a resident
group or promote self-sufficiency efforts on the reservation; design
grant activities based on residents' needs and the local labor market;
delivering training; developing/modifying the grant business plan;
working with the HUD field office as necessary; and measuring/tracking
the grant's performance.

## 1169 Contract Administrator (CA)

Grantees must hire a CA if they are either a resident organization,
nonprofit, or a troubled PHA. Nontroubled PHAs are not required to hire
a CA. CAs may not be paid more than the daily equivalent of the rate
paid for Level IV of the government's Executive Schedule (\$134,000
annually for FY 2003; see
[http://www.opm.gov/oca/03tables/html/ex.asp]{.underline}). The ROSS
grant is a cost-reimbursable grant. As such, grant funds may not be
housed by grantees but must be expended within seven business days of
drawdown from the Line of Credit Control System (LOCCS). CAs must
oversee all financial aspects of the grant such as ensuring that all
costs incurred are eligible, that funds are expended within seven
business days after drawdown from LOCCS, and that grantees follow
federal procurement regulations when purchasing the services of a
subcontractor or other services. *CAs are expressly forbidden from
accessing LOCCS and/or submitting vouchers on behalf of grantees*. CAs
may assist in the implementation of other grant activities.

**1268 Training Costs**

Eligible costs include: developing or purchasing curriculum; delivering
training; evaluating professional trainers/subcontractors; developing
Memoranda of Understanding (MOUs) with training or supportive service
providers; on-going marketing of the training program to residents;
assessments of residents' training and supportive services needs; and
other training-related costs.

## 

## 1438 Supportive Services

Grantees may use grant funds to coordinate and set up supportive
services such as childcare centers and transportation services. Grantees
may not use grant funds to purchase, lease, or rent space or vehicles.
Users of supportive services must be participants in grant-funded
activities.

**1668 Physical Improvements**

Physical improvements must directly relate to providing space for
Neighborhood Networks activities. Renovation, conversion, wiring, and
repair costs may be essential components of making physical
improvements. Architectural, engineering, and related professional
services may also be required in order to adequately prepare a space for
Neighborhood Networks activities. Modifying an existing space in order
to accommodate persons with disabilities is an eligible use of grant
funds.

**1678 Maintenance and Insurance Costs**

Costs associated with maintaining equipment in good working order and
insuring such equipment are eligible uses of grant funds.

## 1688 Computers and Related Equipment

The purchase of computers and related equipment such as printers,
scanners, distance-learning devices, are eligible uses of grant funds.
Distance-learning equipment may only be purchased when a grantee's
application and the final approved work plan indicates that the grantee
will be working in a virtual setting with a college, university, or
other educational organization.

## 1698 Security and Related Costs

Grantees may use grant funds to purchase locks, special lighting, or
other necessary security-related equipment.

## 

## 1568 Subcontracting

Grantees may subcontract for technical assistance and/or services that
are related to their approved work plan. Federal procurement regulations
must be followed in order for HUD to honor vouchers from subcontractors
and reimburse for services rendered. Nonprofit organizations should
refer to 24 CFR §84.84; states, local and federally recognized tribes
should refer to 24 CFR §85.36.

## 1768 Travel Costs

Travel costs for the Project Coordinator and other key program staff to
attend HUD-sponsored training, workshops, or conferences not in the
local area. Eligible costs include airfare, taxi, per diem, and other
costs such as phone calls, parking, etc. that are associated directly to
HUD-sponsored training. Travel costs for grant program staff may not
exceed \$5,000 for the life of the grant and must receive prior approval
from the HUD Field Office.

## 1868 Administrative Costs

Administrative costs may not exceed 10 percent of total grant funds.
Eligible administrative costs include the purchase of supplies,
equipment, furniture, resident salaries (see below) and local travel for
program staff.

## 

## 1878 Resident Salaries

Grant funds may be used to pay residents who are hired to work to
support grant program activities. Payment of resident salaries must come
from the 10 percent allotment for administrative costs.

**1968** **Indirect Costs**

# 

# Indirect costs are those that have been incurred for common or joint objectives and cannot be readily identified or allocated to one specific grant program or cost objective. For example, a single photocopy machine may be used to support a variety of programs. Therefore, the cost associated with running, using and maintaining the photocopy machine should be shared among the various programs using it.

**[DIRECTION]{.underline}**:

Form HUD-50080 for each of the ROSS grant categories has been changed to
reflect the above BLIs. These BLIs relate directly to the eligible
activities as stipulated in the NOFA.

This Notice supersedes PIH 96-19 (HA), PIH 99-3 (HA), and any preceding
notices which may have pertained to BLIs for the ROSS program.

\_\_\_\_\_\_\_/s/\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Michael Liu

Assistant Secretary for Public

and Indian Housing