U.S. Department of Housing and Urban Development

H O U S I N G

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Special Attention of: Notice H 93-35 (HUD)

All Regional Administrators;

Directors, Offices of Regional Issued: 5/17/93

Housing; Office of Regional Public Expires: 5/31/94

Housing; Regional Directors of
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Administration; Directors of the Cross References:

Regional Accounting Divisions;

Field Office Managers, Category A

and B Offices, Category C Offices with

Multifamily Management; Directors, Offices of

Indian Programs; Field Office Housing Management

Division Directors, Directors, Farmer\'s Home

Administration State Offices

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SUBJECT: Start-up Procedures For the Congregate Housing Services

Program - FY 1993

I. PURPOSE: This Notice provides instructions to Regional

Administrators and others regarding procedures for the

start-up of program operations for the Congregate Housing

Services Program (CHSP). The Interim Common Rule under

which the grantees will operate is attached at Appendix 1.

II\. BACKGROUND: Section 802 of the National Affordable Housing

Act (Public Law 101-625) as amended by the Housing and

Community Development Act of 1992 (Public Law 102-550)

directs HUD and the Farmers Home Administration (FmHA) to

administer a CHSP designed to provide meals, expanded

services, retrofit, and certain modernization activities in

housing projects for the elderly. The program participants

are frail elderly, nonelderly disabled and temporarily

disabled persons who require such services to sustain

independent living, prevent premature institutionalization

and encourage deinstitutionalization of eligible individuals

in institutional settings.

This Notice does not include procedures for ongoing

monitoring and renewal of CHSP grants and for the processing

for reimbursement of expenditures under the program. The

reimbursement process will be covered in a separate Notice

which will be issued in the near future. Ongoing monitoring

and renewal of CHSP grants will be published in the

\"Selection, Monitoring and Technical Assistance Handbook for

the Congregate Housing Services Program\", Handbook 4640.1

REV-1, which will be issued in early FY 1994.

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HMEE: Distribution:
W-3-1,W-2(H)(FHEO)(ZAS)(OGC)(PD&R),W-4(H),R-1,R-2,R-3,

R-3-1(H)(RC),R-3-2,R-3-3,R-6,R-6-1,R-6-2,R-7,R-7-1,

R-7-2,R-8,R-8-1

HUD 21B(3-80)

Previous Editions Are Obsolete GPO 871 902

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The statute does not amend the current CHSP but creates a

new program which \"grandfathers in\" the 56 CHSP grantees

funded under the CHSP Act of 1978, and allows them a six-year

transitional period to meet the requirements of the new

program. These grants are now completing the second year of

the six-year transition period. Instructions for the

renewal of current grants is discussed in Notice H-93-25,

dated April 8, 1993.

III\. SUMMARY OF NEW PROGRAM FEATURES:

These features are stated more fully in the Interim Common

Rule.

A. ELIGIBLE APPLICANTS:

\- States,

\- Indian tribes

\- Units of general local government

\- Local non-profit housing owners (including public

and Indian housing authorities)

B. ELIGIBLE PROJECTS:

Eligible housing projects are housing for the elderly

and disabled in occupancy as of the date of the

deadline for the submission of applications and are

assisted under the following programs:

\- Public and Indian housing,

\- Sections 202, 221(d) and 236,

\- Section 8 projects, either those in which there is

a contract attached to the structure, or new

construction or substantial rehabilitation.

\- Section 514, 515 or 516 projects administered by

FmHA

Although grantees are limited to non-profit owners or

units of government, profit-motivated owners may be

included under the auspices of an application submitted

by a unit of government.

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C. ELIGIBLE PERSONS:

Persons eligible to participate in CHSP are:

\- Frail elderly persons (age 62 or older) who

require assistance with at least three activities

of daily living (ADLs).

\- Temporarily disabled persons (62 years of age or

older).

\- Non-elderly disabled persons residing in eligible

housing for the elderly who require assistance

with at least three activities of daily living

(ADLs). In addition, the following persons may

also participate in CHSP at the option of the

grantee\'s program management by paying full costs

for services:

\- Elderly and disabled residents of

participating projects who would normally be

ineligible for CHSP.

\- Elderly and disabled persons who are

non-residents.

D. ELIGIBLE SERVICES:

Services include case management, a required meals

program of at least one meal a day, seven days a week

for some or all of the participants, personal

assistance, housekeeping and other services required by

program participants to live independently. New

eligible services include non-medical supervision,

monitoring of medication consistent with state law,

personal emergency response systems and other requested

support services, if approved by HUD and/or FmHA.

The program also allows for the employment of a Service

Coordinator, who, as part of the case management

process, assures that program participants are linked

to appropriate services necessary for independent

living.

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Also, eligible under the Statute, are retrofit and

certain modernization activities designed to

accommodate resident needs and create a range of

facilities for resident use. Retrofit and renovation

activities, however, are NOT funded under the FY 1993

CHSP NOFA.

E. FUNDING:

A list of selected applicants, both HUD and FmHA, will

be sent to all Regions, HUD Field Offices and FmHA

State Offices by the end of May 1993.

F. MATCH REQUIREMENTS:

Cost sharing is outlined in Section 700.235 of the CHSP

Interim Common Rule which states that:

\- HUD will provide funds to cover up to 40 percent

of the costs of supportive services.

\- States, Indian tribes, units of general local

government, project owners or other third-party

sources will pay at least 50 percent of the costs.

In instances where the State is the applicant, the

local government\'s contribution shall not exceed

10 percent of the amount required of the State.

G. PARTICIPANT FEES:

Program participants shall pay fees for services

received which equal at least 10 percent of the cost of

the CHSP. A meals fee of 10-20 percent of income is

levied, depending on the number of meals per day

received. Additional fees may be charged for other

services. However, no individual will pay more than

the maximum of 20 percent of adjusted income. (See

CHSP Interim Common Rule at Section 700.235.)

Non-participants may also utilize CHSP services under

certain circumstances. They pay full cost for services

under separate fees established by program management

(see Section III.B, prior).

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H. PROGRAM PROCEDURES:

The structure and operation of the new CHSP will be

similar to the existing program, except for the

expansion of services and the mandated Service

Coordinator (see the Interim Common Rule at Section

700.220 for further information regarding the service

coordination function). Each potential program

participant must be assessed for degree of frailty by a

Professional Assessment Committee (PAC) after a

preliminary screening and referral to the PAC by the

Service Coordinator.

IV\. CHSP STAFFING - THE START-UP PROCESS:

A. GENERAL:

Program operation officially commences on the date that

the Office of Procurement and Contracts (OPC) executes

the grant agreement. Initial HUD Field Office/FmHA

State Office activities must be designed to orient new

grantees to program requirements, facilitate an

expeditious program start-up and insure early

identification and/or alleviation of any problems. HUD

considers the start-up period covered by this Notice to

be approximately 3-6 months after execution of the

grant award; it may be longer, however, depending on

the start-up schedule approved with the application.

Desk Officers will lend assistance to HUD/FmHA

Government Technical Representatives (GTRs)/Government

Technical Monitors (GTMs) as required.

B. HUD HEADQUARTERS RESPONSIBILITIES:

1\. Housing\'s Deputy Assistant Secretary for

Multifamily Housing Programs administers the CHSP,

provides training and field liaison, prepares the

CHSP annual report to Congress and coordinates

policy guidance and program assistance with

Housing\'s Deputy Assistant Secretary for

Operations, the Assistant Secretary for Public and

Indian Housing and the Administrator of FmHA.

2\. The Funding Control Division in the Office of

Housing Budget and Field Resources tracks issuance

of CHSP dollars and issues original funding

documents (\"Funds Reservation and Contract

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Authority\" - HUD 718\'s) to the Office of Finance

and Accounting (OFA) for approval and processing.

3\. Under the Assistant Secretary for Administration,

the General Accounting Division performs funds

control and the Cash and Credit Management

Division provides reimbursements to grantees of

CHSP funds.

4\. The Program Support Division in OPC under the

Assistant Secretary for Administration administers

the grants, but with all programmatic

responsibility remaining with the Office of

Housing.

5\. The Program Evaluation Division in the Office of

Housing Research and Evaluation under the

Assistant Secretary for Policy Development and

Research (PD&R) evaluates the CHSP.

C. FmHA HEADQUARTERS RESPONSIBILITIES:

The Administrator, through the Assistant Administrator

for Housing, FmHA, in the Department of Agriculture

administers the CHSP, together with HUD.

The Multifamily Housing Processing Division (MHPD)

under the Assistant Administrator for Housing, will

provide the appropriate training for Housing staff and

staff of the State Offices. The Division will also

coordinate policy guidance and program assistance with

the Office of Housing in HUD, and with other FmHA State

Offices.

The MHPD will work with HUD in evaluating the

effectiveness of the CHSP and prepare any reports

necessary on rural housing program management.

D. HUD REGIONAL OFFICE RESPONSIBILITIES:

Oversight of the administration of the CHSP is assigned

to the Office of Housing and/or the Office of Public

and Indian Housing, as appropriate for that Region.

Regional staff do the following:

1\. REGIONAL CHSP CONTACT PERSON (RCP):

a\. Is the primary advisor to the Regional

Administrator and other Regional office staff

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in oversight of the administration of CHSP

grants; submits reports as required.

b\. Provides technical assistance to Regional

Office of Housing or Public and Indian

Housing staff concerning program aspects of

the CHSP.

c\. Provides oversight to Field Office staff

regarding timely carrying out of assigned

responsibilities, including the reimbursement

process under LOCCS/VRS (see Section

VIII.G(1), following).

d\. Ensures program and technical assistance and

training is provided for newly assigned

Government Technical Representatives (GTRs)

and Government Technical Monitors (GTMs)

assigned to CHSP grants in the various HUD

Field Offices and FmHA State Offices in that

Region.

e\. Is the Regional contact for information on

the CHSP and for CHSP liaison with the

Department of Health and Human Services and

other agencies, as necessary.

f\. Reviews performance of the GTR during HUD

Field Office/State FmHA reviews.

g\. Other duties as assigned.

2\. DIRECTOR, REGIONAL OFFICE OF HOUSING/REGIONAL

OFFICE OF PUBLIC AND INDIAN HOUSING:

a\. Participates in program activities involving

FmHA and other agencies, to increase

understanding of and participation in CHSP.

b\. Works with the RCP to ensure that newly

assigned GTRs and GTMs in both the HUD Field

Offices and the FmHA State Office are

sufficiently trained.

c\. Designates the RCP for the CHSP as

appropriate and necessary.

d\. Submits memoranda that name the RCP designee

to the HUD Headquarters Desk Officer within

30 days of the initial assignment, and

whenever the responsibility is changed. A

copy of the memorandum is sent to the

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Regional Contracting Officer and the

appropriate GTRs/GTMs in the HUD Field

Offices/FmHA State Offices.

NOTE: Regions have the option of

designating one RCP for the Region,

or one each for Housing and Public

and Indian Housing.

If the decision is to designate one

RCP for the Region, the memorandum

of designation must be signed by

the Regional Administrator, rather

than the Director of Housing or

Public and Indian Housing. A copy

must still be sent to the Regional

Contracting Officer.

3\. REGIONAL CONTRACTING DIVISION:

a\. Trains newly assigned GTRs and GTMs in the

requirements of Handbook 2210.13 REV-3 and

2210.17 REV-2.

b\. Provides technical assistance to the RCP

(such as conducting an orientation on grant

monitoring responsibilities, as they relate

to the CHSP and the CHSP GTR/GTM).

E. MAJOR HUD FIELD OFFICE/FmHA STATE OFFICE DUTIES:

1\. GENERAL ORGANIZATION:

The GTRs and GTMs for the CHSP are under the

Director, Office of Indian Programs/Housing

Management/Public Housing Management

Division/Chief, FmHA Rural Housing who may assign

them, according to the operating procedure of that

office to: Director\'s staff, Loan Management

Branch, Assisted Housing Management Branch/Rural

Housing staff.

GTR assignments should go to a former GTM, Public

Housing Management Specialist, Multifamily Loan

Servicer or Rural Housing Specialist. Normally,

the responsibility should go to the management

Person who has that project in his/her portfolio.

A Financial Analyst may also be assigned GTR

responsibility.

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In all cases, GTRs and GTMs in Public Housing

should be assigned only to Public Housing CHSP

grantees. GTRs and GTMs in Housing Management

should be only assigned to Sections 8, 202, 221(d)

and 236 CHSP grantees.

Single Family staff in Housing shall NOT be

assigned CHSP responsibilities.

The director shall also assign a GTM as a back-up

staff person to the GTR for each grant. A

Financial Analyst or an individual with strong

financial skills is recommended for the GTM

responsibility, if not assigned to the GTR role.

2\. DESIGNATION OF GTR/GTMS:

The Director of Housing Management/Public Housing

Management/Director, Office of Indian Programs/

Director, FmHA State Office designates a GTR and

GTM for each CHSP grant.

GTRs may redelegate some of their responsibilities

to GTMs. GTRs may choose which tasks they would

like the GTM to assume. Redelegation of authority

is provided to the GTM in writing, by memorandum

from the GTR.

(See GTR Handbook 2210.13 REV 3, Section 1-6 for

further information.)

Memoranda designating GTRs and GTMs and those

redelegating authority to GTMs must be submitted

to the FHA Loan and Grant Payment Section, Section

Chief, OFA, Rm. 3206, with copies to the Grant

Administrator, OPC Rm. 5256. Signatures of the

individuals involved should be included on the

memoranda. (See sample memorandum format,

Appendix 2.)

Copies of these memoranda shall also be sent to

the CHSP Regional Contact Person, the Regional

Contracting Officer, and the Headquarters Desk

Officer, Room 6122. The FmHA State Office must

also send a copy of the memorandum to FmHA

Headquarters at: Multifamily Housing Processing

Division, Rm. 533, South Building, 14th and

Independence Ave, SW, ATTN: Special Authorities

Branch, Washington, DC 20250.

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There may be more than one CHSP grant per office.

A GTR may be assigned more than one CHSP grant.

The duties of the GTM should be coordinated with

those of the GTR.

3\. RESPONSIBILITIES OF THE GTR:

The responsibilities and relationships described

in the \"Government Technical Representative

Handbook\", 2210.13 REV-3, Discretionary

Grant \... Procedures Handbook\", 2210.17, REV-2 and

this Notice constitute the guidelines for GTR/GTM

start-up activities with CHSP grants. These will

be further detailed in Handbook 4640.1 REV-1.

a\. GTR Functions:

1\. Team leader for CHSP grants in housing

projects under management.

2\. Primary advisor to the HUD Field

Office/FmHA State Office manager in CHSP

administrative issues.

3\. Regularly informs appropriate staff of

the fiscal status of CHSP grants.

4\. Develops and provides training and

technical assistance on CHSP-matters to

managers of housing projects with CHSP

grants and other office staff as needed.

5\. Involves local offices of the

Administration on Aging, Rehabilitative

Services Administration, Administration

for Developmental Disabilities and the

National Institutes of Mental Health in

training and services procurement for

the CHSP, as appropriate.

b\. GTR Responsibilities During Start-up:

1\. Hold a start-up conference with each new

grantee assigned to that office within

45 days of selection into the CHSP (see

below).

2\. Provide day-to-day technical assistance

and emergency visits to grantees to

protect HUD/FmHA interests.

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3\. Review the Direct Deposit Sign-Up Form

(SF-1199A) (see sample of SF-1199A in

Appendix 3) for accuracy.

NOTE: The GTR should especially

check for the presence of the

grantee\'s grant and tax

identification number (block

C\) and the name of the

authorized payee in Section I

of the SF-1199A. For

information regarding

authorized payee, see Section

VIII.G(3) on grantee signature

authority.

The GTR shall forward the SF-1199A to

the Office of Procurement and Contracts:

ATTN: Ken Kitahara, ACS-KK, Dept. of

HUD, Room 5258, Washington, DC 20410

within 48 hours of receipt.

4\. Approve and process the HUD-90198,

\"LOCCS/VRS, Congregate Housing Services

Program Payment Voucher\" (see Appendix

4), and follow through with the grantee

and the Line of Credit Control System

(LOCCS), when appropriate, to insure

grantees receive payment. (See Section

VIII.G., following)

5\. Review, process and approve the SF-269,

\"Quarterly Financial Status Report\" (see

Appendix 5).

6\. Monitor the technical and financial

progress of the grantees.

7\. Review grantee\'s narrative reports,

quarterly financial statements, and

semi-annual reports, as appropriate, and

provide technical assistance to rectify

problems.

8\. Set up and maintain complete files for

each CHSP grant.

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F. RESPONSIBILITIES OF THE GTM:

The GTM serves as a back-up for the GTR, performing the

duties as outlined in this Notice and as delegated by

the GTR.

V. START-UP ACTIVITIES SUBSEQUENT TO EXECUTION OF THE GRANTS:

A. GTR FILES DURING START-UP:

A separate file must be established for each CHSP

grantee.

For grants with multiple sites, the GTR must set-up

sub-files containing project specific information, so

that there is a clear track record of program and

financial information for EACH project in the grant.

This material is in addition to the normal material a

grantee would keep for regular HUD review. This means,

e.g., for a State grantee with two projects, there will

be three files \-- a grantee file and one for each

project site.

GTR files must contain the following:

1\. The grant application and any amendments thereto.

2\. A conformed copy of the grant document and any

amendments thereto. This will be sent to the GTR

by OPC.

NOTE: If the GTR has not received a conformed

copy of the grant document from OPC by

October 1, 1993, call Ken Kitahara,

Grant Administrator, at 708-1585, for a

status report.

3\. Sequential copies of all HUD-90198s approved for

payment and SF-269s reviewed and sent to HUD

Headquarters, as required. Additional pages must

be attached to each SF-269 to list the match

(cash, supplemental contributions, in-kind,

volunteer resources) and participant fees which

are from within the total amount (see column II of

the SF-269). Match payments must be listed by

program category; unit cost estimates (see Section

VIII.I(4), following) for that reporting period

must also be listed.

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4\. A log of all HUD-90198s approved (see Appendix 6).

5\. Copies of semi-annual reports.

6\. Copies of project site-specific information (in

grantees with multiple sites) as necessary.

7\. Copies of any correspondence from the grantee and

copies of any Field Office communications with

Headquarters regarding that grantee.

B. RCP FILES DURING START-UP:

RCP files must contain only the current grant document

at start-up.

C. PROGRAM START-UP CONFERENCE:

Within 45 days following the announcement of grant

award, GTRs should contact grantees to arrange a

program start-up conference to provide a basic program

orientation on CHSP procedures and address any front-end

start-up problems. The meeting shall be held in

the HUD Field Office or the FmHA State Office, as

appropriate. The conference will discuss issues as

appropriate with the designated HUD Desk Officer.

1\. ATTENDANCE:

The meeting shall be attended by the GTR, GTM and

appropriate Grantee staff (in instances where

grantees are States, units of general local

government or Indian tribes with multi-project

grants, owners/managers of individual project

sites must also attend).

Attendance is also recommended but not mandatory

for HUD RCPs who wish a general CHSP orientation

and project Service Coordinators and fiscal staff.

GTRs may also want to invite other HUD and/or FmHA

staff as relevant.

2\. MEETING AGENDA:

GTRs convening the meeting should cover the

following areas:

a\. Roles and responsibilities of GTR/GTMs, HUD

RCPs and HUD/FmHA Headquarters staff as they

pertain to the administration of the CHSP.

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b\. Program procedures as they apply to single

and multi-site projects, with particular

emphasis given to how these procedures apply

to States, units of general local government

and Indian grantees who will administer

multi-site projects, including on-site

monitoring.

c\. Financial and program record-keeping

requirements for CHSP grantees including

contents of all files, how to fill out the

HUD-90198 plus the SF-269, matching dollar

information and unit costs. Also, explain

the operation of LOCCS.

NOTE: Use of the HUD-90198 and LOCCS/VRS

cannot be explained to grantees

prior to issuance of the HUD LOCCS

Notice covering the CHSP (see

Section VIII.G, following). GTRs

must orient the grantees to

LOCCS/VRS after the explanatory

Notice is issued.

d\. Reporting requirements for CHSP grantees,

including the Semi-Annual report, HUD-90005,

(see Appendix 7) and the Annual report,

HUD-90006 (see Appendix 8).

e\. The annual on-site review, HUD-90003 (see

Appendix 9). This should be explained in

general terms, stating the requirement and

the related annual program and budget process

to which the review is connected.

D. GRANTEE START-UP REQUIREMENTS:

Grantees have the following basic tasks to perform

after the execution of the grant:

1\. Develop job descriptions for all staff positions

and submit them to the HUD Field Office/FmHA State

Office as appropriate. Hire staff as necessary.

(See the CHSP Interim Common Rule, Section 700.220

for a discussion of Service Coordinator

qualifications and functions).

2\. Apply for approval as a retail food store under

Section 9 of the Food Stamp Act of 1977 within 30

days of grant execution and provide evidence of so

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doing to the HUD Field/FmHA State Office, as

appropriate. If approved, grantee shall accept

coupons as payment for meals provided.

3\. Request agricultural commodities made available by

the Department of Agriculture, for use in meal

services, within 30 days of the execution of the

grant and provide evidence of so doing to the HUD

field/FmHA State Office, as appropriate.

4\. Appoint a Professional Assessment Committee (PAC)

of at least three individuals, one of whom must be

a qualified medical professional; or, develop an

agreement with a community agency to do the

assessments as an alternative to the grantee\'s

screening for frailty and referring to the PAC.

Provide copy of agreement to the appropriate HUD

Field/FmHA State Office.

5\. Develop PAC operating procedures with

application/intake, screening and participatory

agreement forms, including an appeals process and

transitioning out procedures according to the

guidelines in Section 700.225 of the CHSP Interim

Common Rule.

6\. Screen applicants for basic eligibility and refer

them to the PAC.

7\. Complete PAC assessments, develop supportive

service plans and the fees for accepted

applicants.

8\. Establish record systems and applicant/participant

case files according to HUD requirements.

9\. Require accepted individuals to sign a

participatory agreement regarding the use of

Congregate Services and the payment of service

fees.

10\. Require Service Coordinator to execute case plans

for participants; execute subgrants or

subcontracts with service providers; start-up

in-house services.

11\. Have Service Coordinators implement service

plans.

12\. If appropriate, establish and start

self-assessment activities.

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E. ONGOING OPERATIONS REQUIREMENTS:

Grantees must assign responsibility to ensure that the

following responsibilities are done:

1\. Have PAC perform initial and regular assessments

and updating of the supportive services plan of

all CHSP participants.

2\. Require the Service Coordinator to monitor

individual services plans of all CHSP participants

and work with the community agencies and third

party service providers to ensure that the

services are provided in accordance with each

individual\'s supportive services plan.

3\. Require the Service Coordinator to establish

linkages and professional relationships with all

agencies and service providers in the area,

keeping an updated directory of providers

available for the use of the staff and program

participants.

4\. Maintain case files on each program participant,

provide them to PAC members upon request in

connection with PAC duties; maintain all

accounting and timekeeping records and make them

available to HUD Field Office/FmHA State Office

staff and appropriate others, upon request.

5\. Supervise own staff providing on-site services, as

appropriate, and assure that such services are

provided.

6\. Require the Service Coordinator to educate the

residents on application procedures, service

availability and participants\' options and

responsibilities.

7\. Require Service Coordinator to monitor the

provision of service contracts to ensure that they

are carried out.

8\. Send requests for reimbursement under LOCCS on a

quarterly basis. File the SF-269s, \"Financial

Status Reports\" on a quarterly basis;

9\. Implement self-assessment activities.

16

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10\. If a State, Indian tribe or unit of general local

government with more than one project site in a

grant, perform monitoring responsibilities

regarding activities of funded sites, and provide

technical assistance, as required by HUD.

F. GRANTEE RECORD-KEEPING REQUIREMENTS:

CHSP grantee files for grants with single projects must

contain the items listed in Sections 1, 2 and 3,

following. If the grantee is not the project owner,

e.g., State unit on aging, follow the instructions for

multiple sites, see next paragraph.

In cases where the CHSP grantee has more than one site

grantee files must contain all of the items in Sections

2 and 3. Individual project site files must contain

items b, c (sent to the grantee) and d of section 1,

and all items listed in Sections 2 and 3.

In the case of a PHA/IHA with multiple sites,

information listed below may be kept at EITHER the

administrative offices, if a central source provides

all services, or at both the administrative offices and

the individual sites, if the services are run

independently at each site.

1\. BASIC GRANTEE INFORMATION AT START-UP:

a\. The grant application and any amendments

thereto.

b\. A conformed copy of the current grant

document and any amendments thereto.

c\. Sequential copies of all HUD-90198, and SF-269s

sent to the HUD/FmHA GTR, including unit

costs and matching fund break-outs, by

category.

d\. Copies of the first semi-annual report.

e\. Correspondence to the HUD Field Office/FmHA

State Office or elsewhere.

f\. Copies of any requests to the HUD Field

Office/FmHA State Office for action.

g\. Other pertinent materials, as appropriate.

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2\. APPLICANT AND PARTICIPANT INFORMATION:

a\. Applicant Files:

1\. Screening form

2\. Application/intake form

3\. Information on any referrals to/from

community agencies, if the individual

was not accepted into the CHSP.

b\. Participant Files:

1\. Applicant information (see section

2(a)(1-2), above)

2\. PAC assessment/reassessments

3\. Fee scale computation

4\. Service plan

5\. Date of entry to CHSP

6\. Current, signed, Participatory

Agreement

7\. Results of all monitoring and agency

follow-up

8\. Notes on meetings with client/family

9\. Information related to any reports of

human or civil rights abuse, any type of

adult abuse, including follow-up, case

resolution, or status, as appropriate.

10\. Date/reason for separation from CHSP.

11\. Appeals.

3\. ACCOUNTING/TIMEKEEPING RECORDS:

a\. Financial statements

b\. Trial balance

c\. General ledger

d\. General journal

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e\. Cost ledgers

f\. Payroll distribution ledger

g\. Employee timecards showing actual time spent

on CHSP

h\. Canceled checks

i\. Invoices to support payments to

subcontractors

j\. Personnel folders of CHSP employees

k\. Summary schedule of total costs by cost

category

l\. Agreements with, e.g., sub-grantees/

contractors

m\. Personnel policies, including pay rate

schedules, etc.

n\. Depreciation policies and basis

o\. Inventory of all CHSP equipment

p\. Copy of current Assistance Award (HUD-1044),

grant document and attachments and all

amendments thereto.

q\. All copies of the HUD-90198.

r\. All Financial Status Reports, SF-269, with

unit cost and match information.

s\. Documentation of indirect costs.

t\. Procurement records showing all procurements

made with CHSP funds. Records should include

sufficient documentation regarding the

significant history of the placement,

administration and closeout of the

procurement.

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G. PROCEDURES FOR GRANTEES TO FILL OUT AND SUBMIT THE

REQUEST FOR REIMBURSEMENT (HUD-90198) FOR PROCESSING

PRIOR TO APPROVAL UNDER LOCCS-VRS:

1\. GENERAL:

GTRs should emphasize to grantees that the CHSP is

a reimbursement program, although the grantee may

receive a one-time advance payment for start-up

activities when this payment is negotiated with

and approved by OPC (see Section VIII.H, below).

The time period covered by the reimbursement is

quarterly and will be so stated in the grant

agreement. All requests for reimbursement must be

submitted on the HUD-90198 (see Appendix 8) within

30 days of the end of the reporting period.

We are working with OFA to design and implement a

telephone activated system known as the Line of

Credit Control System-Voice Response System

(LOCCS-VRS). The LOCCS-VRS is a cash management

computer software program which enables the

grantee to request payment from HUD by the use of

their touch-tone telephone while assuring that

disbursements do not exceed authorized

limitations.

Instructions to grantees and GTRs on how to use

the LOCCS-VRS will be issued by a separate Notice

in the near future.

2\. SUBMISSION OF HUD-90198 FOR MULTI-SITE PROJECTS IF

GRANTEE IS NOT OWNER OF THE PROJECT SITE:

If the grantee has more than one project, or the

grantee is not the owner of the project, it is the

grantee\'s responsibility to establish a submission

timetable for all project sites within the grant

to assure that the project owner or manager

submits a project-specific HUD-90198 to the

grantee.

Once the grantee has received the necessary

HUD-90198s from the project(s), it will have all

information for one aggregated submission to the

GTR which should be on a regular schedule. The

HUD-90198 submitted to the GTR must represent

sufficient dollars for all sites for the time

period covered.

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3\. GRANTEE SIGNATURE AUTHORITY:

ONLY the CHSP Director, Executive Director of the

PHA/IHA, or the project administrator of other

projects is authorized to sign the HUD-90198.

If someone other than these individuals is

designated to sign the HUD-90198 it must be

countersigned by the CHSP Director, Executive

Director or Administrator. The grantee, however,

may submit documentation to the Grant

Administrator in OPC and the GTR advising who is

authorized to sign the HUD-90198 in place of the

individuals noted above, and updating the

information as necessary.

This documentation must be submitted at such time

as it would become effective; a copy of the

documentation must be sent to the HUD Field

Office/FmHA State Office for retention in the

files.

H. REQUEST FOR ADVANCE:

A one-time advance payment on the HUD-90198 for start-up

activities may be approved by the Grant Officer

during negotiations. This advance must be reasonable

and usually is for no more than the funds necessary for

the first three weeks of grant operations. The amount

will be stated in the grant document.

If the grantee is approved for an advance under the

terms of the grant agreement, it submits a HUD-90198 to

the GTR. The GTR will review it and, if O.K.,

processes it according to approved LOCCS-VRS

procedures, once the procedures Notice is issued.

I. OTHER REPORTS:

1\. GENERAL:

The annual, semi-annual narrative and financial

reports required of grantees and GTRs are the

chief information source for program monitoring

and measurement of the degree of grantee

compliance with grant requirements. The annual

report from both the grantee and the RCP will be

discussed further in the CHSP handbook.

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When the reports are received by the GTR they are

to be reviewed for general and substantive

conformance with the terms of the grant and for

problems/issues arising which may need to be

addressed. The first report submitted by the

grantee during initial program start-up is a

quarterly financial report, followed by a semi-annual

program report. These are discussed below.

2\. QUARTERLY FINANCIAL STATUS REPORT:

a\. Form: Financial Status Report (SF-269).

The SF-269 is used to account for all

disbursements and accrued bills under the

CHSP during the reporting period. It is the

chief tool that the GTR has to ensure that

the information contained on the HUD-90198 is

accurate and reasonable within the terms of

the budget and the grant agreement.

If the grantee has more than one project

site, or the grantee is not the owner of the

single project site, it is the grantee\'s

responsibility to set a submission timetable

for all project sites to submit a

site-specific SF-269 to the grantee.

Once the grantee has received the necessary

SF-269 from the site(s), it will have all

necessary information for one aggregated

submission to HUD. This submission must be

on a regular schedule.

The SF-269 submitted to HUD must represent

sufficient dollars for all sites for the time

period covered, and must be signed by the

appropriate grantee official.

b\. Due Date: Submitted 30 days after the end of

the reporting quarter, except that

the final SF-269 is due 90 days

after the term of the grant ends.

c\. Copies: Original and one to the GTR.

d\. Signature Authority: See Section VII(G)(3),

prior.

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e\. GTR Processing:

1\. Reviews: The GTR reviews the SF-269 as

required by OMB Circular A-110, \"Uniform

Administrative Requirements for Grants

and Agreements With Institutions of

Higher Education, Hospitals, and Other

Non-profit Organizations\" and 24 CFR 85

\"Administrative Requirements for Grants

and Cooperative Agreements to States,

Local Governments and Federally

recognized Indian Tribes\".

The SF-269 is based upon the approved

budget and covers all bills paid and

costs accrued during the reporting

period.

\- has a matching dollar analysis

attached which appears correct;

\- has participant fees stated, which

appear to be consistent with the

budget; and,

\- has unit cost analyses attached

which appear correct.

2\. Distribution: Copies within 10 days of

receipt, after review, as follows:

\- original to the Grant Administrator

\- copy to the grantee file.

3\. Additional General Grantee Instructions

for Filling Out the SF-269:

a\. The SF-269 is a cumulative report.

b\. Line 10(e-i)., recipient\'s share of

net outlays, is the sum of cash

match, imputed staff value, in-kind

and volunteer time collected for

this reporting period, based upon

the amounts estimated in lines VII,

columns a-d and f of the HUD-91180,

\"Summary Budget, Applicant\".

Recipients share does NOT cover

program income, which, for CHSP

23

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purposes ONLY covers participant

fees.

Attached to each SF-269 submitted

must be documentation of

participant fees and the match

categories listed above, as

appropriate for the grant, stating

the amount of dollars in that

category for the reporting period

and the match total.

Match and participant fees are

normally expected each reporting

period. If they are not included

in any reporting period, an

explanation must be provided

instead.

4\. GRANTEE/OWNER SEMI-ANNUAL REPORT:

a\. Form: Grantee Semi-Annual Report

(HUD-90005), see Sample at Appendix 7.

The semi-annual report is a simple report

used to indicate any problem areas and issues

which HUD needs to address through technical

assistance or other advice. Examples of

types of items which should be reported are:

staffing, sub-contracting/granting,

recruitment of PAC members, assessment of

CHSP applicants, obtaining continual sources

of services to meet the grant commitments.

Grantees with multiple projects must have

each owner complete a form for each project

and send it to the grantee, who then submits

the aggregated data to HUD/FmHA.

b\. Due Date: This program report must be

filed by the grantee/

owners(s) at months six (6)

and 18 after the execution of

the grant award. It is

optional at months 12 and 24.

If problems or issues have not arisen during

the reporting period, simply state \"no

problems have arisen\" in the report.

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The report is NOT required after the second

year of the grant.

c\. Copies: Original and one to the GTR.

d\. GTR Processing:

1\. Reviews: The GTR reviews the report and

suggests corrective action as necessary,

discussing the problem with Headquarters

Desk Officer, as appropriate.

2\. Distribution: Copies within 10 days of

receipt, as follows:

\- original to the Grant Administrator

\- copy to the RCP

\- copies to the Headquarters Desk

Officer, and FmHA Headquarters (if

FmHA grantee is involved)

\- the grantee file

5\. GRANTEE/OWNER ANNUAL REPORT:

a\. Form: Grantee Annual Report (HUD-90006), see

Sample at Appendix 8.

The annual report contains a summary of

programmatic and budgetary information

regarding the operations of the grantee

during the preceding months. The report is

turned in as part of the annual program and

budget review process (see Sections 700.420

and 700.425 of the Interim Common Rule).

Grantees with multiple projects must have

each owner complete a form for each project

and send it to the grantee, who then submits

the aggregated data to HUD/FmHA.

b\. Due Date: This program report must be

filed by the grantee/

owners(s) at the time of

annual program/budget

submission.

c\. Copies: Original and one to the GTR.

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d\. GTR Processing:

1\. Reviews: The GTR reviews the report and

suggests corrective action as necessary,

discussing any problems with

Headquarters Desk Officer, as

appropriate.

2\. Distribution: Distribution will be

consistent with instructions sent to

GTRs concerning the annual

program/budget review process at a later

time.

3\. Unit Cost Data: Unit cost information

must also be submitted annually in each

annual report. To standardize the

manner in which costs are calculated,

examples follow. All items included in

each CHSP budget should be included in

each quarterly service calculation.

a\. Meals Costs

\- List the number and type of meals

(breakfast, lunch, dinner)

\- Calculate the cost of providing the

meal.

\- Include for each type of meal: e.g.,

cost of raw food, labor, utilities,

clean-up, etc.

\- Divide the final figure by the total

numbers of each meal served during the

reporting period.

EXAMPLE 1 (direct provision of meals):

Meal No./month Items Cost/month

Lunch 900 raw food \$2,100

labor \$2,100

supplies \$100

utilities \$320

space (rental

value) \$400

\_\_\_\_\_\_

\$5,020

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\$5,020 divided by 900 = \$5.57/meal. This is

the unit cost for lunch.

Example 2 (contracted service):

30 lunches/day at 31 days at \$5.50/lunch =

\$5,115.

b\. Personal Assistance

\- Identify total number of hours/units of

service delivered.

\- Identify total number of participants

using the service.

\- Calculate total cost for providing the

service.

\- Divide total cost by total number of

hours/units to derive unit cost.

\- Divide total cost by total number of

participants to get average cost per

participant.

Example:

Hours Number Budget Cost per

provided of people items month

100 20 Labor \$1,200

Supplies \$20

Admin. \$100

\_\_\_\_\_\_

\$1,320

Unit cost/service = \$1,320 divided by 100 =

\$13.20/hour. This would be the cost normally

reported to HUD.

Average cost/participant = \$1,320 divided by

20 = \$66/month

Nearly all eligible supportive services

(e.g., counseling, housekeeping, preventive

health screening, etc., can be calculated in

the above manner.

c\. Transportation

There are two basic variations to use when

calculating transportation costs. Costs are

27

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calculated on a monthly or quarterly basis,

depending on the payment period for the

grantee.

1\. Own or lease/rent Vehicle

\- Calculate the cost for vehicle

purchase/lease/rent.

\- Calculate the operational cost of

the vehicle, e.g., gasoline,

maintenance, driver(s), insurance,

garaging, etc.

\- Calculate the number of miles the

vehicle has run.

\- Calculate the number of

unduplicated trips made by

participants (a trip equals

one-way).

\- Calculate the number of

unduplicated participants using the

service.

Example 1: monthly cost (15 passenger

van, lease)

Vehicle Operations Miles Undupli Undupli

cost cost miles people

\$600 labor \$2,000 1,500 700 30

gas 136

ins. 600

main. 300

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\$600 \$3,036 1,500 700 30

Unit cost/participant = total cost of

service divided by number of trips

(\$3,036 divided by 30 =

\$101.20/participant)

Unit cost per trip equals total cost of

service divided by number of

unduplicated trips (\$3,036 divided by

700 = \$4.34/trip) This would be the

cost normally reported to HUD.

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Unit cost per mile = total cost of

service divided by number of miles

(\$3,036 divided by 1,500 = \$2.02/mile)

Example 2: monthly cost, year one (15

passenger Van, purchase)

Vehicle Operations Miles Undupli Undupli

cost cost trip people

\$1,500 labor \$2,000 1,500 700 30

gas 136

ins. 600

main. 300

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\$1,500 \$3,036 1,500 700 30

NOTE: vehicle cost \$18,000 or averaged

out at \$1,500/month over the first year.

Unit cost/participant = total cost of

service divided by number of trips

(\$6,766 divided by 30 =

\$225.53/participant/month).

Unit cost per trip equals total cost of

service divided by number of trips

(\$6,766 divided by 700=

\$9.66/trip/month). This would be the

cost normally reported to HUD.

Unit cost per mile = total cost of

service divided by number of miles

(\$6,766 divided by 1,500 = \$4.51/mile).

Year two - five would be estimated using

operational costs only, without cost of

vehicle purchase.

2\. Contract Operation

Contract operation usually will only

involve determining overall participant

cost, as trip cost is known.

Example: (contract at \$3.00 per

person/trip (one way))

cost number of number of

trips people (undupl.)

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\$1,350 450 30

Unit cost/per participant = total cost

divided by number of people (\$1,350

divided by 30 = \$45/participant).

Unit cost/trip = contract price.

If there are questions about the material contained in

this Notice, HUD staff may call 202-708-3291 and request the

Desk Officer for the jurisdiction in which the project is

located.

FmHA State Office staff may call Sue Harris or John

Pentecost at FmHA Headquarters, at 202-720-1606.

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Assistant Secretary for Housing

Federal Housing Commissioner

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Appendix 1 can be found in the FR database.

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Appendix 2

SAMPLE GTR/GTM Appointment Memorandum Format

MEMORANDUM FOR: Florante Manuel, FHA Loan and Grant Payment

Section, AFGO

FROM: Director, Housing Management/Public Housing

Management/Indian Housing/Rural Housing Management

SUBJECT: Designation of Congregate Housing Services Programs

(CHSP) Government Technical Representative (GTR) and

Government Technical Monitor (GTM)

Effective \_\_\_\_\_\_\_\_\_\_(insert
date)\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_, the following

person/persons is/are designated as GTR and/or GTM for

\_\_\_\_\_\_\_\_(inset grantee name(s) and
number(s)\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_.

Name Designation Telephone Signature

Number

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ \_\_\_\_\_\_\_\_\_\_\_
\_\_\_\_\_\_\_\_\_\_\_\_\_ \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ \_\_\_\_\_\_\_\_\_\_\_
\_\_\_\_\_\_\_\_\_\_\_\_\_ \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

If there are any questions, please feel free to call

\_\_\_\_\_\_\_\_\_\_\_(insert name and telephone
number)\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_.

c.c. CHSP Desk Officer, Rm 6122 HUD HQ

Grant Administrator, Rm 5258

Regional Contact Person

Page 1 of 1

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Appendix 3 contains forms that cannot be loaded into DAS.

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Appendix 4 contains forms that cannot be loaded into DAS.

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Appendix 5 contains forms that cannot be loaded into DAS.

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Appendix 6 contains forms that cannot be loaded into DAS.

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Appendix 7 contains forms that cannot be loaded into DAS.

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Appendix 8 contains forms that cannot be loaded into DAS.

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Appendix 9 contains forms that cannot be loaded into DAS.