7610.1 REV-4

APPENDIX 20

Link to APPENDIX 20 CONTAINS FORM HUD-9923 (Links to 76101x20.pdf)

7610.1 REV-4

Appendix 20 - Instructions

HOUSING COUNSELING ACTIVITY SUMMARY REPORT

Form HUD-9923 - Instructions

Paragraph 4-10 of Housing Counseling Handbook 7610.1 REV-4 dated July,

1995, sets forth the Field Office reporting requirements relating to
Form

HUD-9923. See paragraph 4-9 of 7610.1 REV-4 regarding revised Form
[HUD-9902](http://www.hud.gov/utilities/intercept.cfm?/offices/adm/hudclips/forms/files/9902-FY07.pdf),

Housing Counseling Agency Fiscal Year Activity Report, that Field
Offices

must use to create their Housing Counseling Activity Summary Report on
Form

HUD-9923. HUD-approved Housing Counseling Agencies must use form
[HUD-9902](http://www.hud.gov/utilities/intercept.cfm?/offices/adm/hudclips/forms/files/9902-FY07.pdf)

dated 5/95. Earlier versions of
[HUD-9902](http://www.hud.gov/utilities/intercept.cfm?/offices/adm/hudclips/forms/files/9902-FY07.pdf)
are obsolete and cannot be used to

create the summary reports on HUD-9923. The fiscal year covers the
period

October 1 through September 30.

Form HUD-9923 is a LOTUS spreadsheet sent to the field via CC: MAIL

under file name HUD-9923.WK1. For this reason the file was not printed
and

distributed in the usual manner. To retrieve and use the file you must
use

LOTUS software. Although you can print the file and make entries
manually, if

you use LOTUS it will automatically calculate the total entries for
columns.

LOTUS file HUD-9923.WK1 is a LARGE file!

You need a hard drive or a high density

diskette for copying the file from CC:MAIL.

Your computer will require several minutes

to copy or retrieve the file. Please be patient.

With the exception of the \"Race/Ethnicity\" data on Form
[HUD-9902](http://www.hud.gov/utilities/intercept.cfm?/offices/adm/hudclips/forms/files/9902-FY07.pdf),
the

columnar headings in HUD-9923 correspond to the line entries on
[HUD-9902](http://www.hud.gov/utilities/intercept.cfm?/offices/adm/hudclips/forms/files/9902-FY07.pdf).
The

Race/Ethnicity data columns appear as the far-right columns on Form
HUD-9923.

LOTUS calculates the entries in the \"Totals\" row at the bottom of each
page.

The totals are cumulative from one page to the next.

The LOTUS file contains three pages that allow entries for thirty HUD-

approved housing counseling agencies\--10 per page. This limitation is
based

upon the fact that the memory capacity of some personal computers now

available in the field will not handle a larger file. An office with
more

than thirty agencies must create additional LOTUS files to handle
agencies

beyond the initial thirty. This will also require that office to enter
the

following \"Brought Forward\" data from their first and subsequent LOTUS
files

onto the first blank row on the additional LOTUS files before you enter
data

for the remainder of your agencies.

1\. In the counseling agency name column enter the following on line No.
1:

\"Totals brought forward from previous LOTUS file\"

1 of 3 07/95

7610.1 REV-4

Appendix 20 - Instructions

2\. In columns 1 through \"Total Amount Invoiced for All Grants\" enter

\"Totals\" row entries from the third (final) page of the previous LOTUS

file.

3.Renumber the entries in the \"No.\" column so the entries are numbered

sequentially beginning with \"1\" on the first page.

The print ranges for each section of the file appear under the header

\"Printing the File\" on the last page of these instructions.

In the blank spaces in the HEADER (See Print/Options in LOTUS), enter

your Field Office Name and the Fiscal Year covered by the report.

Column Description/Instruction

No. The number for each of the HUD-approved housing counseling

agency entries. FIRST, enter data from agencies submitting
[HUD-9902](http://www.hud.gov/utilities/intercept.cfm?/offices/adm/hudclips/forms/files/9902-FY07.pdf).

SECOND, enter the name, city and State of the agencies from which you DO

NOT receive a
[HUD-9902](http://www.hud.gov/utilities/intercept.cfm?/offices/adm/hudclips/forms/files/9902-FY07.pdf).
For these latter agencies, leave the statistical

columns blank.

AgencyFor each of your agencies, enter name, city and State on two

lines. Abbreviate where necessary.

1 - 39These column numbers correspond to the line-entry items on

Form
[HUD-9902](http://www.hud.gov/utilities/intercept.cfm?/offices/adm/hudclips/forms/files/9902-FY07.pdf),
Housing Counseling Agency Fiscal Year Activity

Report (5/95). \"All\" corresponds to the \"All Counseling

Activities\" column on
[HUD-9902](http://www.hud.gov/utilities/intercept.cfm?/offices/adm/hudclips/forms/files/9902-FY07.pdf).
\"Grant\" corresponds to the

\"HUD Grant Activities\" column on
[HUD-9902](http://www.hud.gov/utilities/intercept.cfm?/offices/adm/hudclips/forms/files/9902-FY07.pdf).
Enter data ONLY in

the second cell from the top of each block. Enter zeros (0)

where an agency reports no activity. See next

description/instruction.

8, 11, 21, Do NOT enter data in these Total columns. They are \"Total\"

25, 29, 33, entries automatically calculated by LOTUS. If an agency

39entered a miscalculation and on
[HUD-9902](http://www.hud.gov/utilities/intercept.cfm?/offices/adm/hudclips/forms/files/9902-FY07.pdf),
LOTUS will enter the

correct calculation for each of these columns.

\*Total Enter the number of grants. For example, if an agency lists

Number two (2) grants Number in the \"HUD Grant No. From Block 3, Form

HUD-1044\" column, enter a Grants2 in the \"Total Number of

Grants\" column. Do NOT enter the HUD-assigned grant number.

\*Total Num. Enter the total of the entries in the \"Number of Clients\"

of Clients column on
[HUD-9902](http://www.hud.gov/utilities/intercept.cfm?/offices/adm/hudclips/forms/files/9902-FY07.pdf).

\*Total Amt. Enter the total of the entries in the \"Amount Invoiced\"
column

Invoiced for on
[HUD-9902](http://www.hud.gov/utilities/intercept.cfm?/offices/adm/hudclips/forms/files/9902-FY07.pdf).

All Grants

07/952 of 3

7610.1 REV-4

Appendix 20 - Instructions

\*from the \"HUD Grant Activity - Summary Data\" box on
[HUD-9902](http://www.hud.gov/utilities/intercept.cfm?/offices/adm/hudclips/forms/files/9902-FY07.pdf)

Race/Ethnicity In these five columns, enter the corresponding

data from lines 8a through d on Form
[HUD-9902](http://www.hud.gov/utilities/intercept.cfm?/offices/adm/hudclips/forms/files/9902-FY07.pdf).
Headers

for these HUD-9923 columns are abbreviated.

See paragraph 4-10 in 7610.1 REV-4 for instructions regarding submitting

your summary report to Headquarters. When you send your LOTUS file to

Headquarters via CC:Mail change the file name so it will identify your

office.

1.If you enter all of your agencies within the 30 entry rows on the

file, here are examples of how to change the file name. Albany will

change the file name \"HUD9923.WK1\" to \"ALBA9923.WK1\"; Houston to

\"HOUS9923.WK1\"; Los Angeles to \"LOSA9923.WK1\". You MUST retain

\".WK1\" as part of the file name for LOTUS to recognize it as a

LOTUS file.

2.If you require additional copies of the file to enter more than 30

agencies, here is an example of how to change the files\' names.

Philadelphia will change the file names to \"1PHI9923.WK1\" for its

first file and \"2PHI9923.WK1\" for its second file and so forth.

PRINTING THE FILE

For printing purposes, each of the three pages of the file consists of

four LOTUS print ranges. Your office\'s printing requirements depends
upon how

many HUD-approved counseling agencies you enter on the file:

1 to 10 agencies: page 1

11 to 20 agencies: pages 1 and 2

21 to 30 agencies: pages 1 through 3

31 or more agencies: see earlier instructions in the last paragraph

starting as \"The LOTUS file \...\" on page one of these instructions.

Print Ranges. Because of the size of the report, you must print it by

section. The print range for each section of the report appears in the
column

header boxes of each section and in the table below.

Use the following LOTUS print ranges to print the sections of the

report. You must use paper size 8 1/2 by 14 inches in the landscape mode
with

compressed printing (16.5 or 17 cpi). Each section requires a full page
for

printing.

Section Page 1 Page 2 Page 3

1 A1..AD40 A42..AD81 A83..AD122

2 AB1..BS40 AB42..BS81 AB83..BS122

3 BQ1..DE40 BQ42..DE81 BQ83..DE122

4 DC1..EO40 DC42..EO81 DC83..EO122

If you need assistance using the LOTUS file, including printing the

file, please consult with your Administrative Officer. If you cannot
find

local assistance, please contact the Office of Administration in your
State

Office.

9923INST.RUC

3 of 3 07/95