## Chapter 14 Final Accounting, Reviews, and Reports

#### Overview

+------------+---------------------------------------------------------+
| ##### In   | > This chapter contains information about:              |
| troduction |                                                         |
|            | -   final documentation and final accounting            |
|            |                                                         |
|            | -   the Statistical Quality Review, and                 |
|            |                                                         |
|            | -   reporting requirements.                             |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| ##         | > This chapter includes the following sections:         |
| ### In thi |                                                         |
| s Chapter  |                                                         |
| {#in-this- |                                                         |
| chapter .u |                                                         |
| nnumbered} |                                                         |
+------------+---------------------------------------------------------+

  ---------- ----------------------------------------------- ------------
  Section    Topic Name                                      See Page

  A          Final Accounting                                14-A-1

  B          The Statistical Quality Review                  14-B-1

  C          Reporting Requirements                          14-C-1
  ---------- ----------------------------------------------- ------------

## Section A Final Accounting {#section-a-final-accounting .unnumbered}

#### Overview {#overview-1 .unnumbered}

+------------+---------------------------------------------------------+
| ##### In   | > This section contains information about:              |
| troduction |                                                         |
|  {#introdu | -   the process for final accounting                    |
| ction-1 .u |                                                         |
| nnumbered} | -   obtaining supporting documentation and providing    |
|            |     required exhibits                                   |
|            |                                                         |
|            | -   completing *VA Form 26-1836*, *Grant Record Card*   |
|            |                                                         |
|            | -   preparing the final accounting letter, and          |
|            |                                                         |
|            | -   closing the file.                                   |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| ##         | > This section includes the following topics:           |
| ### In thi |                                                         |
| s Section  |                                                         |
| {#in-this- |                                                         |
| section .u |                                                         |
| nnumbered} |                                                         |
+------------+---------------------------------------------------------+

  ---------- ----------------------------------------------- ------------
  Topic      Topic Name                                      See Page

  1          Process for Final Accounting                    14-A-2

  2          Obtaining the Supporting Documentation          14-A-3

  3          Verifying All the Expenditures                  14-A-5

  4          Completing VA Form 26-1836, Grant Record Card   14-A-6

  5          Preparing the Final Accounting Letter           14-A-9

  6          Closing the File                                14-A-13
  ---------- ----------------------------------------------- ------------

#### Process for Final Accounting {#process-for-final-accounting .unnumbered}

+------------+---------------------------------------------------------+
| ##### In   | > This topic contains information about the process for |
| troduction | > final accounting.                                     |
|  {#introdu |                                                         |
| ction-2 .u |                                                         |
| nnumbered} |                                                         |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| ####       | > This table describes the stages for final accounting. |
| # Stages o |                                                         |
| f Final Ac |                                                         |
| counting { |                                                         |
| #stages-of |                                                         |
| -final-acc |                                                         |
| ounting .u |                                                         |
| nnumbered} |                                                         |
+------------+---------------------------------------------------------+

  -------- --------------------------------------------------------------
  Stage    Description

  1        The supporting documentation and exhibits are obtained.

  2        All expenditures are verified.

  3        *VA Form 26-1836*, *Grant Record Card* is completed.

  4        The final accounting letter is prepared.

  5        The Specially Adapted Housing (SAH)/Special Housing
           Adaptations (SHA) file is closed.

  6        The review of the file for Statistical Quality Control (SQC)
           162 is initiated.
  -------- --------------------------------------------------------------

#### Obtaining the Supporting Documentation {#obtaining-the-supporting-documentation .unnumbered}

+------------+---------------------------------------------------------+
| ##### In   | > This topic contains information about obtaining       |
| troduction | > required exhibits and supporting documentation,       |
|  {#introdu | > including:                                            |
| ction-3 .u |                                                         |
| nnumbered} | -   the purpose                                         |
|            |                                                         |
|            | -   when to perform, and                                |
|            |                                                         |
|            | -   the items to obtain.                                |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| #####      | > The purpose of obtaining required exhibits and        |
| Purpose {# | > supporting documentation is to document:              |
| purpose .u |                                                         |
| nnumbered} | -   the release of all available funds associated with  |
|            |     the project                                         |
|            |                                                         |
|            | -   the costs associated with the project, and          |
|            |                                                         |
|            | -   evidence that the project has been completed.       |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| ##         | > Obtain the required exhibits and supporting           |
| ### When t | > documentation when all grant funds are released.      |
| o Perform  |                                                         |
| {#when-to- | > ***IMPORTANT***: Upon receipt of all final            |
| perform .u | > documentation by the Regional Loan Center (RLC), the  |
| nnumbered} | > final accounting letter must be sent to Central       |
|            | > Office (CO) within 30 workdays.                       |
|            |                                                         |
|            | > ***Reference***: For more information about the       |
|            | > requirement for sending the final accounting letter   |
|            | > to CO within the 30 workday period, see Chapter 14,   |
|            | > Section C, "Reporting Requirements."                  |
+------------+---------------------------------------------------------+

Continued on next page

Obtaining the Supporting Documentation, Continued

+------------+---------------------------------------------------------+
| ##         | > Obtain the following required exhibits and supporting |
| ### Items  | > documentation as it relates to the Specially Adapted  |
| to Obtain  | > Housing (SAH)/Special Housing Adaptations (SHA) case: |
| {#items-to |                                                         |
| -obtain .u | -   evidence that                                       |
| nnumbered} |                                                         |
|            | ```{=html}                                              |
|            | <!-- -->                                                |
|            | ```                                                     |
|            | -   the escrow account has been closed, such as a       |
|            |     letter or disbursement\                             |
|            |     statement/summary of payments from the escrow agent |
|            |                                                         |
|            | -   any accrued interest was paid to the veteran, such  |
|            |     as a printout from\                                 |
|            |     the escrow agent showing the accrued interest and a |
|            |     copy of the check\                                  |
|            |     made out to the veteran, and                        |
|            |                                                         |
|            | -   grant funds were applied to the principal balance   |
|            |     (if applicable), such\                              |
|            |     as a letter from the escrow agent, a copy of the    |
|            |     check to the\                                       |
|            |     mortgagee, or a printout of the veteran's mortgage  |
|            |     history from the\                                   |
|            |     lender showing the grant funds were applied to      |
|            |     reduce the principal\                               |
|            |     balance                                             |
|            |                                                         |
|            | ```{=html}                                              |
|            | <!-- -->                                                |
|            | ```                                                     |
|            | -   *HUD-1 Settlement Statement* (if applicable) from   |
|            |     the veteran or lender,\                             |
|            |     and                                                 |
|            |                                                         |
|            | -   any other supporting documentation from the         |
|            |     veteran, lender, or escrow\                         |
|            |     agent, as applicable to support the cost of the     |
|            |     project and the release of\                         |
|            |     funds.                                              |
+------------+---------------------------------------------------------+

#### Verifying All the Expenditures {#verifying-all-the-expenditures .unnumbered}

+------------+---------------------------------------------------------+
| ##### In   | > This topic contains information about verifying all   |
| troduction | > the expenditures, including:                          |
|  {#introdu |                                                         |
| ction-4 .u | -   the purpose                                         |
| nnumbered} |                                                         |
|            | -   when to perform, and                                |
|            |                                                         |
|            | -   how to verify the expenditures.                     |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| ##### Pu   | > The purpose of verifying all the expenditures is to:  |
| rpose {#pu |                                                         |
| rpose-1 .u | -   assure all grant funds and supplemental funds were  |
| nnumbered} |     released properly, and                              |
|            |                                                         |
|            | -   prepare for the final accounting letter to Central  |
|            |     Office (CO).                                        |
|            |                                                         |
|            |     > ***Reference***: For more information about       |
|            |     > verifying the expenditures, see Chapter 14,       |
|            |     > Section C, "Reporting Requirements."              |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| ####       | > Verify all the expenditures:                          |
| # When to  |                                                         |
| Perform {# | -   after the receipt of all supporting documentation,  |
| when-to-pe |     and                                                 |
| rform-1 .u |                                                         |
| nnumbered} | -   *prior* to completing *VA Form 26-1836, Grant       |
|            |     Record Card*.                                       |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| ##         | > To verify the expenditures, balance the figures in    |
| ### How to | > item 24 (available funds and available costs) of *VA  |
|  Verify th | > Form 26-1836*.                                        |
| e Expendit |                                                         |
| ures {#how | > ***Reference***: For more information about verifying |
| -to-verify | > the expenditures, see "Completing VA Form 26-1836,    |
| -the-expen | > Grant Record Card" later in this section.             |
| ditures .u |                                                         |
| nnumbered} |                                                         |
+------------+---------------------------------------------------------+

#### Completing VA Form 26-1836, Grant Record Card {#completing-va-form-26-1836-grant-record-card .unnumbered}

+------------+---------------------------------------------------------+
| ##### In   | > This topic contains information about completing *VA  |
| troduction | > Form 26-1836*, *Grant Record Card* including:         |
|  {#introdu |                                                         |
| ction-5 .u | -   the purpose                                         |
| nnumbered} |                                                         |
|            | -   when to perform                                     |
|            |                                                         |
|            | -   sections of *VA Form 26-1836*, and                  |
|            |                                                         |
|            | -   how to complete *VA Form 26-1836*.                  |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| ##### Pu   | > The purpose of completing *VA Form 26-1836* is to     |
| rpose {#pu | > document:                                             |
| rpose-2 .u |                                                         |
| nnumbered} | -   all available funds and costs                       |
|            |                                                         |
|            | -   if the veteran obtained Veterans Mortgage Life      |
|            |     Insurance (VMLI)                                    |
|            |                                                         |
|            | -   the date of the final release of funds              |
|            |                                                         |
|            | -   the date the file was closed, and                   |
|            |                                                         |
|            | -   any comments/notes about the case.                  |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| ####       | > Complete *VA Form 26-1836* upon receipt of all final  |
| # When to  | > documentation from the:                               |
| Perform {# |                                                         |
| when-to-pe | -   escrow agent                                        |
| rform-2 .u |                                                         |
| nnumbered} | -   veteran, and/or                                     |
|            |                                                         |
|            | -   lender.                                             |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| #####      | > The table below describes the sections of *VA Form    |
| Sections o | > 26-1836*.                                             |
| f VA Form  |                                                         |
| 26-1836 {# | > ***Note***: The type of case \[Specially Adapted      |
| sections-o | > Housing (SAH) or Special Housing Adaptations (SHA)\]  |
| f-va-form- | > determines which sections of the form must be         |
| 26-1836 .u | > completed.                                            |
| nnumbered} |                                                         |
+------------+---------------------------------------------------------+

  --------------------- -------------------------------------------------
  Section               Description

  *Available Funds*     

  24A. Total grant      Used to document the total grant amount received.
  received              

  24B. Loan balance     Used to document the balance of the loan.

  24C. Veteran's        Used to document the veteran's personal funds.
  personal funds        
  --------------------- -------------------------------------------------

Continued on next page

Completing VA Form 26-1836, Grant Record Card, Continued

  -----------------------------------------------------------------------
  Sections of VA Form 26-1836 (continued)

  -----------------------------------------------------------------------

+---------------------+------------------------------------------------+
| Section             | Description                                    |
+---------------------+------------------------------------------------+
| *Available Funds    |                                                |
| (continued)*        |                                                |
+---------------------+------------------------------------------------+
| 24D. Total          | Used to document the total available funds     |
| available funds     | (the sum of 24A., 24B., and 24C.).             |
+---------------------+------------------------------------------------+
| *Costs*             |                                                |
+---------------------+------------------------------------------------+
| 24E. Original       | Used to document the original purchase price   |
| purchase price of   | of the existing house or lot cost for proposed |
| existing house or   | construction cases.                            |
| lot cost (for       |                                                |
| proposed            |                                                |
| construction cases) |                                                |
+---------------------+------------------------------------------------+
| 24F. Remodeling or  | Used to document the cost of remodeling or     |
| construction cost   | construction.                                  |
+---------------------+------------------------------------------------+
| 24G. Allowable      | Used to document the allowable closing costs.  |
| closing costs       |                                                |
+---------------------+------------------------------------------------+
| 24H. Total cost     | Used to document the total costs of the        |
|                     | project (the sum of 24E., 24F., and 24G.).     |
+---------------------+------------------------------------------------+
| ***Additional       |                                                |
| Fields***           |                                                |
+---------------------+------------------------------------------------+
| 25\. Remarks        | Used to document specific information          |
|                     | explaining unusual circumstances that have     |
|                     | occurred with the project or veteran, such as: |
|                     |                                                |
|                     | -   why the veteran did not obtain VMLI        |
|                     |                                                |
|                     | -   the date of veteran's death, or            |
|                     |                                                |
|                     | -   unusual information and/or circumstances.  |
+---------------------+------------------------------------------------+
| 26\. Has the        | Used to document the veteran's choice in       |
| veteran applied for | obtaining or declining VMLI.                   |
| VMLI?               |                                                |
|                     | > ***IMPORTANT***: There must be supporting    |
|                     | > evidence in the file to verify the veteran's |
|                     | > choice, such as:                             |
|                     |                                                |
|                     | -   a copy of the application                  |
|                     |                                                |
|                     | -   an e-mail from the insurance center, or    |
|                     |                                                |
|                     | -   a record of all phone calls with the       |
|                     |     veteran\                                   |
|                     |     concerning his/her acceptance or           |
|                     |     declination of\                            |
|                     |     the insurance.                             |
+---------------------+------------------------------------------------+

Continued on next page

Completing VA Form 26-1836, Grant Record Card, Continued

  -----------------------------------------------------------------------
  Sections of VA Form 26-1836 (continued)

  -----------------------------------------------------------------------

+---------------------+------------------------------------------------+
| Section             | Description                                    |
+---------------------+------------------------------------------------+
| 27\. Date of final  | Used to document the date of the final         |
| disbursement        | disbursement (i.e., the date of the last       |
|                     | disbursement of all funds).                    |
+---------------------+------------------------------------------------+
| 28\. Date Adaptive  | > Used to document the date when the file is   |
| Housing or          | > officially considered closed (i.e., when all |
| Paraplegic Housing  | > accounting has been completed, and the date  |
| file was closed     | > final accounting is sent to Central Office   |
|                     | > (CO)).                                       |
+---------------------+------------------------------------------------+

+------------+---------------------------------------------------------+
| ####       | > Use the SAH/The Appraisal System (TAS) to complete    |
| # How to C | > *VA Form 26-1836*.                                    |
| omplete VA |                                                         |
|  Form 26-1 |                                                         |
| 836 {#how- |                                                         |
| to-complet |                                                         |
| e-va-form- |                                                         |
| 26-1836 .u |                                                         |
| nnumbered} |                                                         |
+------------+---------------------------------------------------------+

#### Preparing the Final Accounting Letter {#preparing-the-final-accounting-letter .unnumbered}

+------------+---------------------------------------------------------+
| ##### In   | > This topic contains information about preparing the   |
| troduction | > final accounting letter, including:                   |
|  {#introdu |                                                         |
| ction-6 .u | -   the purpose                                         |
| nnumbered} |                                                         |
|            | -   when to perform                                     |
|            |                                                         |
|            | -   components of the letter, and                       |
|            |                                                         |
|            | -   a breakdown of available funds and costs.           |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| ##### Pu   | > The purpose of the final accounting letter is to:     |
| rpose {#pu |                                                         |
| rpose-3 .u | -   document how and to whom funds were paid, and       |
| nnumbered} |                                                         |
|            | -   enable closure of the case.                         |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| #          | > Prepare and send the grant file to the Regional Loan  |
| #### When  | > Center (RLC) for final accounting after:              |
| to Perform |                                                         |
|            | -   receiving the final document (for example,          |
|            |     settlement statement)\                              |
|            |     necessary to close the file                         |
|            |                                                         |
|            | -   verifying all expenditures, and                     |
|            |                                                         |
|            | -   completing *VA 26-1836*.                            |
|            |                                                         |
|            |     > ***IMPORTANT***: Upon receipt of the grant file   |
|            |     > from the SAH agent, the RLC must send the final   |
|            |     > accounting letter to Central Office within 30     |
|            |     > workdays.                                         |
+------------+---------------------------------------------------------+

Continued on next page

Preparing the Final Accounting Letter, Continued

+------------+---------------------------------------------------------+
| ##### Comp | > The final accounting letter to CO includes:           |
| onents of  |                                                         |
| the Letter | -   a statement that the veteran was assisted in        |
|  {#compone |     obtaining Veterans Mortgage\                        |
| nts-of-the |     Life Insurance (VMLI)                               |
| -letter .u |                                                         |
| nnumbered} | -   a statement that the veteran was advised of all     |
|            |     required items/benefits,\                           |
|            |     including:                                          |
|            |                                                         |
|            | ```{=html}                                              |
|            | <!-- -->                                                |
|            | ```                                                     |
|            | -   State and local tax relief                          |
|            |                                                         |
|            | -   Home Improvement and Structural Alteration (HISA)   |
|            |     Grant                                               |
|            |                                                         |
|            | -   Veterans Service Center (VSC)                       |
|            |                                                         |
|            | -   Vocational Rehabilitation and Employment Services   |
|            |     (VR&E), and                                         |
|            |                                                         |
|            | -   Prosthetics and Sensory Aids Services (P&SA)        |
|            |                                                         |
|            | ```{=html}                                              |
|            | <!-- -->                                                |
|            | ```                                                     |
|            | -   a statement that the Regional Counsel (RC)          |
|            |     determined that the veteran\                        |
|            |     had good title to the property                      |
|            |                                                         |
|            | -   verification that no enforceable liens exist or can |
|            |     come into existence by\                             |
|            |     reason of the construction for which expenditure of |
|            |     the grant funds were\                               |
|            |     authorized                                          |
|            |                                                         |
|            | -   a breakdown of the available funds and costs        |
|            |                                                         |
|            | -   an itemization of the following *required* exhibits |
|            |     as enclosures                                       |
|            |                                                         |
|            | ```{=html}                                              |
|            | <!-- -->                                                |
|            | ```                                                     |
|            | -   waivers (three bids and lien and performance bonds) |
|            |     approved by the\                                    |
|            |     Loan Guaranty Officer (LGO), or officer in charge   |
|            |                                                         |
|            | -   waivers approved by the RLC                         |
|            |                                                         |
|            | -   final *VA Form 26-1839*, *Compliance Inspection     |
|            |     Report*, and                                        |
|            |                                                         |
|            | -   an updated *VA Form 26-1836.*                       |
+------------+---------------------------------------------------------+

Continued on next page

Preparing the Final Accounting Letter, Continued

+------------+---------------------------------------------------------+
| ##         | -   the final accounting letter may also include, as    |
| ### Compon |     applicable, the following *supporting*              |
| ents of th |     documentation as enclosures                         |
| e Letter ( |                                                         |
| continued) | ```{=html}                                              |
|            | <!-- -->                                                |
|            | ```                                                     |
|            | -   contract and/or purchase agreement from the         |
|            |     veteran, contractor, or\                            |
|            |     lender                                              |
|            |                                                         |
|            | -   evidence of original cost of the home/land (if      |
|            |     applicable) from the\                               |
|            |     veteran                                             |
|            |                                                         |
|            | -   *VA Form 26-1858*, *Loan Guaranty Field Review*     |
|            |                                                         |
|            | -   evidence that the escrow account has been closed,   |
|            |     such as a letter or\                                |
|            |     disbursement statement/summary of payments from the |
|            |     escrow agent                                        |
|            |                                                         |
|            | -   evidence that any accrued interest was paid to the  |
|            |     veteran, such as a\                                 |
|            |     printout from the escrow agent showing the accrued  |
|            |     interest and a\                                     |
|            |     copy of the check made out to the veteran           |
|            |                                                         |
|            | -   evidence that grant funds were applied to the       |
|            |     principal balance (if\                              |
|            |     applicable), such as a letter from the escrow       |
|            |     agent, a copy of the\                               |
|            |     check to the mortgagee, or a printout of the        |
|            |     veteran's mortgage\                                 |
|            |     history from the lender showing the grant funds     |
|            |     were applied to\                                    |
|            |     reduce the principal balance                        |
|            |                                                         |
|            | -   *HUD-1 Settlement Statement* (if applicable) from   |
|            |     the veteran or\                                     |
|            |     lender, and                                         |
|            |                                                         |
|            | -   any other supporting documentation from the         |
|            |     veteran, lender, or\                                |
|            |     escrow agent, as applicable, to support the cost of |
|            |     the project and the\                                |
|            |     release of funds.                                   |
+------------+---------------------------------------------------------+

Continued on next page

Preparing the Final Accounting Letter, Continued

+------------+---------------------------------------------------------+
| ####       | > ***The breakdown of available funds is as follows:*** |
| # Breakdow |                                                         |
| n of Avail | -   total grant received                                |
| able Funds |                                                         |
|  and Costs | -   loan balance                                        |
|            |                                                         |
|            | -   veteran's personal funds, and                       |
|            |                                                         |
|            | -   total available funds (sum of items listed above).  |
|            |                                                         |
|            |     > ***The breakdown of costs is as follows:***       |
|            |                                                         |
|            | -   original purchase price of the existing house or    |
|            |     lot cost for proposed\                              |
|            |     construction                                        |
|            |                                                         |
|            | -   remodeling or construction costs                    |
|            |                                                         |
|            | -   allowable closing costs, and                        |
|            |                                                         |
|            | -   total cost (sum of items listed above).             |
|            |                                                         |
|            |     ***Note***: The degree of the breakdown depends     |
|            |     upon the case type.                                 |
|            |                                                         |
|            |     ***Reference***: For more information about the     |
|            |     breakdown of available funds and cost, see          |
|            |     "Completing VA Form 26-1836, Grant Record Card"     |
|            |     earlier in this section.                            |
+------------+---------------------------------------------------------+

#### Closing the File {#closing-the-file .unnumbered}

+------------+---------------------------------------------------------+
| ##### In   | > This topic contains information about closing the     |
| troduction | > file, including:                                      |
|  {#introdu |                                                         |
| ction-7 .u | -   the purpose                                         |
| nnumbered} |                                                         |
|            | -   when to perform                                     |
|            |                                                         |
|            | -   how to close the file, and                          |
|            |                                                         |
|            | -   a reminder.                                         |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| ##### Pu   | > The purpose of closing the file is to document the    |
| rpose {#pu | > completion of the grant file.                         |
| rpose-4 .u |                                                         |
| nnumbered} |                                                         |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| ####       | > Close the file after the final accounting letter has  |
| # When to  | > been sent to Central Office (CO) through the Regional |
| Perform {# | > Loan Center (RLC).                                    |
| when-to-pe |                                                         |
| rform-4 .u |                                                         |
| nnumbered} |                                                         |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| ####       | > To close the file, document the following information |
| # How to C | > in the Specially Adapted Housing (SAH)/The Appraisal  |
| lose the F | > System (TAS):                                         |
| ile {#how- |                                                         |
| to-close-t | -   date escrow account was closed                      |
| he-file .u |                                                         |
| nnumbered} | -   date final accounting letter was sent to CO, and    |
|            |                                                         |
|            | -   date the file was closed.                           |
|            |                                                         |
|            | > ***Note***: The date the final accounting letter was  |
|            | > sent to CO is the date that should be entered into    |
|            | > SAH/TAS as the date of the final accounting.          |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| ##### Re   | > After closing the file, forward the SAH/Special       |
| minder {#r | > Housing Adaptations (SHA) grant file to the RLC for   |
| eminder .u | > the Statistical Quality Review (SQC) 162.             |
| nnumbered} |                                                         |
+------------+---------------------------------------------------------+

## Section B The Statistical Quality Review {#section-b-the-statistical-quality-review .unnumbered}

#### Overview {#overview-2 .unnumbered}

+------------+---------------------------------------------------------+
| ##### In   | > This section contains information about the           |
| troduction | > Statistical Quality Review.                           |
|  {#introdu |                                                         |
| ction-8 .u |                                                         |
| nnumbered} |                                                         |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| ####       | > This section includes the topic "General Information  |
| # In this  | > about the Statistical Quality Review."                |
| Section {# |                                                         |
| in-this-se |                                                         |
| ction-1 .u |                                                         |
| nnumbered} |                                                         |
+------------+---------------------------------------------------------+

#### General Information About the Statistical Quality Review {#general-information-about-the-statistical-quality-review .unnumbered}

+------------+---------------------------------------------------------+
| ##### In   | > This topic contains information about the Statistical |
| troduction | > Quality Review, including:                            |
|  {#introdu |                                                         |
| ction-9 .u | -   a description                                       |
| nnumbered} |                                                         |
|            | -   when to initiate the review                         |
|            |                                                         |
|            | -   how to initiate the review                          |
|            |                                                         |
|            | -   how the Regional Loan Center (RLC) conducts the     |
|            |     review, and                                         |
|            |                                                         |
|            | -   how Central Office (CO) conducts the review.        |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| ####       | > The ***Statistical Quality Review*** is a review      |
| # Descript | > consisting of two levels. The RLC conducts the first  |
| ion {#desc | > level and CO conducts the second level.               |
| ription .u |                                                         |
| nnumbered} | > The Statistical Quality Review assures that the:      |
|            |                                                         |
|            | -   Specially Adapted Housing (SAH) agent processed the |
|            |     case properly, and                                  |
|            |                                                         |
|            | -   RLC answered the Statistical Quality Control (SQC)  |
|            |     161 and 162\                                        |
|            |     questions correctly.                                |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| #####      | > Initiate the Statistical Quality Review after grant   |
| When to In | > approval for SQC 161 and after closing the grant file |
| itiate the | > for SQC 162.                                          |
|  Review {# |                                                         |
| when-to-in |                                                         |
| itiate-the |                                                         |
| -review .u |                                                         |
| nnumbered} |                                                         |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| ####       | > To initiate the Statistical Quality Review, forward   |
| # How to I | > the SAH/Special Housing Adaptations (SHA) file to the |
| nitiate th | > RLC.                                                  |
| e Review { |                                                         |
| #how-to-in |                                                         |
| itiate-the |                                                         |
| -review .u |                                                         |
| nnumbered} |                                                         |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| ####       | > The RLC conducts the Statistical Quality Review by    |
| # How the  | > accessing and answering the SQC 161/162 questions in  |
| RLC Conduc | > the SAH/The Appraisal System (TAS). The RLC           |
| ts the Rev | > management then advises the SAH agent of any negative |
| iew {#how- | > findings.                                             |
| the-rlc-co |                                                         |
| nducts-the |                                                         |
| -review .u |                                                         |
| nnumbered} |                                                         |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| ####       | > CO conducts regular and ongoing Statistical Quality   |
| # How CO C | > Reviews and notifies the RLC of any negative          |
| onducts th | > findings.                                             |
| e Review { |                                                         |
| #how-co-co |                                                         |
| nducts-the |                                                         |
| -review .u |                                                         |
| nnumbered} |                                                         |
+------------+---------------------------------------------------------+

## Section C Reporting Requirements {#section-c-reporting-requirements .unnumbered}

#### Overview {#overview-3 .unnumbered}

+------------+---------------------------------------------------------+
| ##### Int  | > This section contains information about reporting     |
| roduction  | > requirements, including general information about     |
| {#introduc | > the:                                                  |
| tion-10 .u |                                                         |
| nnumbered} | -   *Construction & Valuation Distribution of           |
|            |     Operational Resources (DOOR)\                       |
|            |     Report*, and                                        |
|            |                                                         |
|            | -   *Annual Fiscal SAH Grant Report*.                   |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| ####       | > This section includes the following topics:           |
| # In this  |                                                         |
| Section {# |                                                         |
| in-this-se |                                                         |
| ction-2 .u |                                                         |
| nnumbered} |                                                         |
+------------+---------------------------------------------------------+

  ---------- ----------------------------------------------- ------------
  Topic      Topic Name                                      See Page

  1          General Information About the Construction &    14-C-2
             Valuation Distribution of Operational Resources 
             (DOOR) Report                                   

  2          General Information About the Annual Specially  14-C-5
             Adapted Housing (SAH) Grant Report              
  ---------- ----------------------------------------------- ------------

#### General Information About the Construction & Valuation Distribution of Operational Resources (DOOR) Report {#general-information-about-the-construction-valuation-distribution-of-operational-resources-door-report .unnumbered}

+------------+---------------------------------------------------------+
| ##### Int  | > This topic contains information about the             |
| roduction  | > *Construction & Valuation Distribution of Operational |
| {#introduc | > Resources (DOOR)Report*, including:                   |
| tion-11 .u |                                                         |
| nnumbered} | -   a description                                       |
|            |                                                         |
|            | -   how the following offices/individuals use the       |
|            |     report:                                             |
|            |                                                         |
|            | ```{=html}                                              |
|            | <!-- -->                                                |
|            | ```                                                     |
|            | -   the Regional Loan Center (RLC)                      |
|            |                                                         |
|            | -   Central Office (CO), and                            |
|            |                                                         |
|            | -   the Specially Adapted Housing (SAH) agent           |
|            |                                                         |
|            | ```{=html}                                              |
|            | <!-- -->                                                |
|            | ```                                                     |
|            | -   the SAH agent's responsibilities, and               |
|            |                                                         |
|            | -   parts of the report used to state monthly work      |
|            |     counts.                                             |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| #####      | > The *Construction & Valuation Distribution of         |
| Descriptio | > Operational Resources (DOOR) Report* is a report that |
| n {#descri | > identifies the:                                       |
| ption-1 .u |                                                         |
| nnumbered} | -   grant activity for the month, and                   |
|            |                                                         |
|            | -   number of hours the SAH agent devotes to working on |
|            |     a SAH/Special\                                      |
|            |     Housing Adaptations (SHA) case.                     |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| ##### How  | > The RLC and CO uses the *DOOR Report* to obtain       |
| RLC and CO | > information about the monthly work count for          |
|  Use the R | > Construction & Valuation and SAH Activity.            |
| eport {#ho |                                                         |
| w-rlc-and- |                                                         |
| co-use-the |                                                         |
| -report .u |                                                         |
| nnumbered} |                                                         |
+------------+---------------------------------------------------------+

Continued On next page

General Information About the Construction & Valuation Distribution of
Operational Resources (DOOR) Report, Continued

+------------+---------------------------------------------------------+
| #####      | > The SAH agent is responsible for:                     |
|  The SAH A |                                                         |
| gent's Res | -   manually tracking the number of hours devoted to    |
| ponsibilit |     the SAH/SHA case                                    |
| ies {#the- |                                                         |
| sah-agents | -   accurately reporting grant activity in the SAH/The  |
| -responsib |     Appraisal System\                                   |
| ilities .u |     (TAS) throughout the grant process so that the      |
| nnumbered} |     SAH/TAS is current for\                             |
|            |     reporting purposes, and                             |
|            |                                                         |
|            | -   reporting all DOOR data to the RLC on the first day |
|            |     of each month.                                      |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| ##### Pa   | > The table below describes the parts used to state     |
| rts of the | > monthly work counts of the *DOOR Report*.             |
|  Report Us |                                                         |
| ed to Stat |                                                         |
| e Monthly  |                                                         |
| Work Count |                                                         |
| s {#parts- |                                                         |
| of-the-rep |                                                         |
| ort-used-t |                                                         |
| o-state-mo |                                                         |
| nthly-work |                                                         |
| -counts .u |                                                         |
| nnumbered} |                                                         |
+------------+---------------------------------------------------------+

+------------------+---------------------------------------------------+
| Workload         | Description                                       |
| Indicator (WID)  |                                                   |
| \#               |                                                   |
+------------------+---------------------------------------------------+
| 6200.05          | The number of total hours expended processing SAH |
|                  | grants, including supplemental grant processing.  |
|                  |                                                   |
|                  | ***Note***: This is a whole number count for the  |
|                  | month (no decimals).                              |
+------------------+---------------------------------------------------+
| 6200.09          | The number of total hours expended processing     |
|                  | Vocational Rehabilitation and Employment Service  |
|                  | Independent Living program not included in WID    |
|                  | 6200.05.                                          |
|                  |                                                   |
|                  | ***Note***: This is a whole number count for the  |
|                  | month (no decimals).                              |
+------------------+---------------------------------------------------+
| 6255.01          | The total number of the Department of Veterans    |
|                  | Affairs (VA) staff field reviews conducted for    |
|                  | any purpose other than those for appraisals,      |
|                  | compliance inspections, reconsideration of value, |
|                  | and liquidations.                                 |
+------------------+---------------------------------------------------+
| 6270.01          | The total number of SAH cases opened.             |
|                  |                                                   |
|                  | ***Note***: A case is considered opened when the  |
|                  | Regional Office (RO) receives the SAH case number |
|                  | assigned by CO.                                   |
+------------------+---------------------------------------------------+

Continued on next page

General Information About the Construction & Valuation Distribution of
Operational Resources (DOOR) Report, Continued

  -----------------------------------------------------------------------
  Parts of the Report Used to State Monthly Work Counts Used to State
  Monthly Work Counts (continued)

  -----------------------------------------------------------------------

+------------------+---------------------------------------------------+
| Workload         | Description                                       |
| Indicator (WID)  |                                                   |
| \#               |                                                   |
+------------------+---------------------------------------------------+
| 6270.02          | The total number of SHA cases opened.             |
|                  |                                                   |
|                  | ***Note***: A case is considered opened when the  |
|                  | RO receives the SHA case number assigned by CO.   |
+------------------+---------------------------------------------------+
| 6271.01          | The total number of SAH cases closed.             |
+------------------+---------------------------------------------------+
| 6271.02          | The total number of SHA cases closed.             |
+------------------+---------------------------------------------------+
| 6272.01          | The number of SAH grants approved during the      |
|                  | current month.                                    |
+------------------+---------------------------------------------------+
| 6272.02          | The dollar amount of SAH grant funds approved     |
|                  | during the current month.                         |
|                  |                                                   |
|                  | ***Note***: This is a whole number dollar amount  |
|                  | for the month (no decimals).                      |
+------------------+---------------------------------------------------+
| 6273.01          | The number of SHA grants approved during the      |
|                  | current month.                                    |
+------------------+---------------------------------------------------+
| 6273.02          | The dollar amount of SHA grants approved during   |
|                  | the current month.                                |
|                  |                                                   |
|                  | ***Note***: This is a whole number dollar amount  |
|                  | for the month (no decimals).                      |
+------------------+---------------------------------------------------+

#### General Information About the Annual Specially Adapted Housing (SAH) Grant Report {#general-information-about-the-annual-specially-adapted-housing-sah-grant-report .unnumbered}

+------------+---------------------------------------------------------+
| ##### Int  | > This topic contains information about submitting the  |
| roduction  | > *Annual SAH Grant Report*, including:                 |
| {#introduc |                                                         |
| tion-12 .u | -   a description                                       |
| nnumbered} |                                                         |
|            | -   Specially Adapted Housing (SAH) Grant Program's     |
|            |     fiscal year                                         |
|            |                                                         |
|            | -   responsibilities, and                               |
|            |                                                         |
|            | -   guidelines for listing a grant on the report.       |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| #####      | > The ***Annual SAH Grant Report*** is a report that    |
| Descriptio | > lists grant activity to Central Office (CO) for the   |
| n {#descri | > fiscal year.                                          |
| ption-2 .u |                                                         |
| nnumbered} |                                                         |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| ###        | > The fiscal year for the SAH Grant Program is October  |
| ## SAH Gra | > 1^st^ to September 30^th^.                            |
| nt Program |                                                         |
| 's Fiscal  |                                                         |
| Year {#sah |                                                         |
| -grant-pro |                                                         |
| grams-fisc |                                                         |
| al-year .u |                                                         |
| nnumbered} |                                                         |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| ####       | > The table below describes the responsibilities of the |
| # Responsi | > SAH agent and Regional Loan Center (RLC) regarding    |
| bilities { | > the *Annual SAH Grant Report*.                        |
| #responsib |                                                         |
| ilities .u |                                                         |
| nnumbered} |                                                         |
+------------+---------------------------------------------------------+

+----------------+-----------------------------------------------------+
| Person/Center  | Responsibilities                                    |
+----------------+-----------------------------------------------------+
| SAH Agent      | > Maintains an electronic record of all grant       |
|                | > activity in SAH/The Appraisal System (TAS), and   |
|                | > forwards a report to the RLC for concurrence.     |
+----------------+-----------------------------------------------------+
| RLC            | > Reviews the *Annual SAH Grant Report* for         |
|                | > accuracy; reviews a copy of the report from       |
|                | > SAH/TAS and compares it to the DOOR record for    |
|                | > accuracy; and                                     |
|                | >                                                   |
|                | > prepares a cover letter and forwards the *Annual  |
|                | > SAH Grant Report,* broken down by state, to CO    |
|                | > following the RLC's review. This must occur no    |
|                | > later than the 15^th^ workday following the end   |
|                | > of the fiscal year.                               |
+----------------+-----------------------------------------------------+

Continued on next page

General Information About the Annual Specially Adapted Housing (SAH)
Grant Report, Continued

+------------+---------------------------------------------------------+
| #          | > A grant is listed on the *Annual SAH Grant Report*    |
| #### Grant | > according to the date of the grant check, ***not***   |
|  Listing o | > according to the date the grant was approved.         |
| n the Annu | >                                                       |
| al Report  | > ***Example***: If a grant was approved on 9/18/01,    |
|            | > but the grant check was not dated until 10/01/01, the |
|            | > case would be reported on the *Annual SAH Grant       |
|            | > Report* for fiscal year 2002, *not* 2001.             |
|            | >                                                       |
|            | > ***Reminder***: The fiscal year for the SAH Grant     |
|            | > Program is October 1^st^ to September 30^th^.         |
|            | >                                                       |
|            | > ***IMPORTANT***: If there are any questions as to     |
|            | > whether or not a grant should be listed on the        |
|            | > report, contact CO for guidance.                      |
+------------+---------------------------------------------------------+