U.S. Department of Housing and Urban Development

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Special Attention of: Notice H 93-55 (HUD)

All Regional Administrators-Regional

Housing

All Regional Directors of Housing Issued: 08/17/93

All Regional Directors of Administration Expires: 08/31/94

All Directors of Housing Management
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All Directors of Housing Development Cross References:

All Directors of Regional Accounting

All Regional Contracting Division

All Field Office Managers

Office of Finance and Accounting

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SUBJECT: Funding Procedures Applicable to Regional Office and Field
Office

Contracts - FHA, Preservation Preliminary Analyses and Section

202/811.

I. INTRODUCTION

This Notice sets forth procedures for Headquarters, Regional Office and

Field Office staff in support of the funding for various procurement

actions used to support program activities. These activities include

Single Family and Multifamily development and management functions.

See Attachment I for the contract activity categories plus the program

accounting code, Attachment I-A for a list of activities and

definitions, and Attachment I-B for a flowchart showing the processing

steps for the contract funding procedures. There are three (3) goals

that are applicable to this Notice, which are: (1) to provide uniform

procedures for funding, (2) to enhance the internal control within the

funding process, and (3) to fund the field office contracts through

their expiration dates. The procedures provided herein do not apply to

procurement actions executed for Property Disposition (PD) expenses.

Property Disposition Procedures:

With regard to funding for Property Disposition (PD) procurement

actions, the following procedures will apply.

1\. Funds from the Federal Housing Administration Fund are authorized

for procurement of the following goods or services for

HUD-acquired single family and multifamily properties: management

services, repairs, maintenance, operation, rental or sale. These

expenses will continue to be funded in accordance with current

procedures. Funds will not be assigned by Headquarters to cover

these goods and services.

2\. Funding for all other procurement actions related to HUD-acquired

properties must first be approved by the Office of Budget and

Field Resources (HOB). After approval has been received, the

Director of Housing or designee may sign and forward a Request for

Contract Services or a Requisition for Supplies, Forms,

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HOBF: Distribution: W-3-1, W-2(H)(A)(Z)(OGC), W4(H)(OGC),

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

Previous Editions Are Obsolete HUD 21 B(3-80)

GPO 871 902

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Publications and Procurement Services, Form HUD-10.4 to the Regional

Contracting Division (RCD). The Director of Housing or designee
certifies

that the Office of Budget and Field Resources has approved funding for
the

action by signing the HUD Form 10.4. These property disposition
activities

will not be paid by the Regional Accounting Division (RAD).

This notice includes five major sections as follows:

o Government Technical Representative (GTR)/Government Technical

Monitor (GTM) Responsibilities

o Regional Contracting Division (RCD) Responsibilities

o Administrative Support Division

o Funding Requirements

o Monitoring and Control

These sections will provide general instructions for all parties

involved in the contract funding process in the field. The procedures

described in this notice provide an outline for the control of field
office

contract funds for Headquarters down to the field office level. However,

there are some exceptions where the control of funds will be handled at
the

Regional Office level. In such cases, the GTR will be at the Regional

Office level and, consequently, funding authority will not be
subassigned

to the Field Office(s). The procedures in this Notice apply only to

procurement actions awarded through the Regional Contracting Division in

support of the Housing programs in the Regional and Field Offices which
are

described in Attachment I-A.

II\. GTR/GTM RESPONSIBILITIES

Proper performance of a contract requires the Government to actively

and closely monitor the contractor and to take prompt and affirmative

action to correct any problems. The goal of contract administration is

to ensure that the contract is performed, as written, by both the

contractor and the Government.

The Government Technical Representative (GTR) is the departmental

official who is responsible for the technical direction and evaluation

of the contractor\'s performance. Detailed information concerning the

role of the GTR/GTM in contract administration can be found in Handbook

2210.13 Rev 3, \"Government Technical Representative\". In addition,

since payments for services obtained under these contracting procedures

are governed by the requirements of the Prompt Payment Act, it is

critical that the GTR/GTM comply with HUD\'s voucher/invoice processing

time frames. Failure to timely process vendor invoices can cause the

Department to incur late payment interest penalties, and thus, incur

charges against program funds. Information concerning the Prompt

Payment Act as related to the responsibilities of the GTR/GTM can be

found in Handbook 1900.29, Prompt-Payment Policy, dated 11/89 as well

as Handbook 2210.13 referenced above. Also, see pages 14, 15 and 16,

of this Notice, for the GTR/GTM fund control responsibilities.

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III\. RCD RESPONSIBILITIES

The RCD is responsible for the placement of all contracts and other

procurement documents needed to fulfill the program support

requirements originating within the Region except for Property

Disposition contracting for which small purchasing authority has been

delegated to field offices. Detailed information regarding the role

of the RCD in contract administration can be found in Handbook 2210.16

Rev. 4. In addition, see pages 12 and 13, of this Notice, for the RCD

fund control responsibilities.

IV\. ADMINISTRATIVE SUPPORT DIVISION

1\. General

The function described in this section applies only to the

activities performed by Headquarters, Housing. Increasingly,

Housing Headquarters offices are requesting that nation-wide

contracts be awarded by the Regional Contracting Divisions (RCDs).

These contracts are used to support Housing programs in Regional

and Field Offices. In order to ensure timely and effective

awards, it is important that these requirements be properly

developed, that guidance be produced, and that the Request for

Contract Services documentation be transmitted to the Regions

in a timely manner. Therefore, it is the responsibility of the

Headquarters Administrative Support Division, Housing Contracts

Staff to monitor the progress of these procurements.

2\. Coordination with the Office of Procurement and Contracts (OPC)

The Administrative Support Division, Headquarters Housing Office

of Management, and OPC will hold periodic meetings regarding the

status of nationwide Housing contracts which are being awarded by

the RCDs.

V. FUNDING REQUIREMENTS

This section pertains to the funding-related responsibilities for

Headquarters, Regional (including RAD) and Field Office staffs. These

responsibilities include the assignment, subassignment, reservation,

obligation and disbursement of funds.

A. Headquarters Responsibilities

1\. Fund Requests from the Regional Housing Office

a\. This Section outlines procedures for requesting funds for

contract activities. Headquarters cannot allocate funds

on a geographical formula for the various contracting

categories since the contract support is based on needs

at the Field Office or Regional Office level. For this

reason, the Regional Offices are required to request their

projected needs on a regular basis. Requests for funds

should be sent to Housing\'s Funding Control Division in

Headquarters by the Regional Office. At least

semi-annually, the Regional Housing Division should survey

the Field Offices to determine their contract needs. The

surveys should be in early March and August to determine

the regional needs for contracting support for the next

six months. The August survey should encompass the needs

for the entire next fiscal year, if appropriate. These

needs should be re-evaluated at least by March 30 of that

fiscal year to determine if the funding level is

satisfactory through September 30. However, if there is a

perceived need for funding, you are to submit a request as

soon as possible. The requests from the Regional Offices

should include a memorandum from at least the Regional

Housing Director and an attachment with the following

information as shown below (see Attachment IV for sample):

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\- Previously Issued. Include total amount assigned in that

fiscal year for each contract category.

\- Used to Date. Include all reserved/obligated amounts, per the

accounting system and any amounts reserved/obligated but not

yet recorded in the PAS.

\- Projected Needs. Include increases required for new

orders/contracts. Show decreases for orders/contracts with

surplus obligations. These amounts will be available for

reassignment to other orders, where a voucher represents the

final payment under a contract order and the GTR/GTM will

advise the RAD in writing to deobligate any excess obligations

remaining under the contract or order.

\- Additional Funds Required. Represents the amount shown for

projected needs, less any amount previously issued, plus any

amount used to date.

b\. Special requests may be submitted by the Regional Office for any

of the processing categories. The Regional Office will generally

keep a small reserve for special requests and urgent needs. Any

large request will require a supplemental allocation from

Headquarters and will require four to six weeks for processing.

The special request should be sent to Headquarters, Housing\'s

Funding Control Division, from the Regional Housing Director with

complete documentation of needs and the justification for the

increase.

c\. Regional Offices should keep in mind when estimating their needs

that all assigned funds for which an Order/Contract has not been

awarded (Obligated) expire at the end of each fiscal year. Funds

that have not been obligated will not carryover to the next

fiscal year. All vouchers paid applicable to an Order/Contract

will be charged to the appropriate obligations recorded for these

processes. Therefore, undisbursed obligations will be available

in the regional office (PAS/LOCCS) in subsequent fiscal years and

will not need to be re-assigned.

d\. Headquarters will establish a category for each contract

appropriation to provide funds for any prompt pay penalty

applicable to the appropriate categories. Funds will be assigned

on an as needed basis for the categories shown in Attachment I.

2\. Fund Assignments. The assignment of funds for these contracts

are made by the Funding Control Division in Headquarters, and are

based upon requests from each Regional Housing Division or

Housing Program Offices within Headquarters. The Funding Control

Division is dependent upon the requests made by the Regional

Office for estimating the national needs; therefore, it is very

important that the requests for funds be timely and accurate.

For more detailed information on fund assignment preparation,

refer to paragraph 4-8 of the Funding Control Handbook, 7400.10,

dated 9/28/90.

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Once the fund assignments are prepared, they will be signed by

the Assistant Secretary for Housing, and validated and entered

into the accounting system by the Office of Finance and

Accounting (OFA) staff. The General Accounting Division, OFA,

will determine that the assigned funds are within the allotted

limits or amounts designated by the Office of Budget before

entering them into the Program Accounting System (PAS). OFA will

indicate their validation of the fund assignment by signing and

dating the HUD-185. Accordingly, the obligations and

disbursements recorded in the PAS must not exceed assigned

amounts.

B. Regional Office Responsibilities

1\. Fund Requests from the Field Office

Each Regional Housing Division will review all Field Office fund

requests to determine the feasibility and need for contract funds.

Once these needs have been verified, the Regional Housing Division

will summarize the Field Office requests for submission to

Headquarters.

a\. Headquarters cannot allocate funds on a geographical formula for

the various contracting categories since the contract support is

based on needs at the Field Office or Regional Office level. For

this reason, the Regional Offices are required to request their

projected needs on a regular basis. Requests for funds should be

sent to Housing\'s Funding Control Division in Headquarters by the

Regional Office. At least semi-annually, the Regional Housing

Division should survey the Field Offices to determine their

contract needs. The surveys should be in early March and August

to determine the regional needs for contracting support for the

next six months. The August survey should encompass the needs

for the entire next fiscal year, if appropriate. These needs

should be re-evaluated at least by March 30 of that fiscal year

to determine if the funding level is satisfactory through

September 30. However, if there is a perceived need for funding,

you are to submit a request as soon as possible. The requests

from the Regional Offices should include a memorandum from at

least the Regional Housing Director and an attachment with the

following information as shown below (see Attachment IV for

sample):

\- Previously Issued. Include total amount assigned in that

fiscal year for each contract category.

\- Used to Date. Include all reserved/obligated amounts, per the

accounting system and any amounts reserved/obligated but not

yet recorded in the PAS.

\- Projected Needs. Include increases required for new

orders/contracts. Show decreases for orders/contracts with

surplus obligations. These amounts will be available for

reassignment to other orders, where a voucher represents the

final payment under a contract order and the GTR/GTM will

advise the RAD in writing to deobligate any excess obligations

remaining under the contract or order.

\- Additional Funds Required. Represents the amount shown for

projected needs, less any amount previously issued, plus any

amount used to date.

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b\. Special requests may be submitted by the Regional Office for any

of the processing categories. The Regional Office will generally

keep a small reserve for special requests and urgent needs. Any

large request will require a supplemental allocation from

Headquarters and will require four to six weeks for processing.

The special request should be sent to Headquarters, Housing\'s

Funding Control Division, from the Regional Housing Director with

complete documentation of needs and the justification for the

increase.

c\. Regional Offices should keep in mind when estimating their needs

that all assigned funds for which an Order/Contract has not been

awarded (Obligated) expire at the end of each fiscal year. Funds

that have not been obligated will not carryover to the next

fiscal year. All vouchers paid applicable to an Order/Contract

will be charged to the appropriate obligations recorded for these

processes. Therefore, undisbursed obligations will be available

in the regional office (PAS/LOCCS) in subsequent fiscal years and

will not need to be re-assigned.

2\. Subassignments. When funds are requested, reviewed, and approved

the Regional Administrator, through the Regional Housing Director,

subassigns them to the Field Office Manager. The subassignment is

communicated by the applicable form HUD-185.1 transmitted to the

Field Office Manager. The HUD-185.1 is prepared by Regional Office

of Housing staff. For more detailed information on subassignment

formats see Chapter 5, Funding Control Handbook, 7400.10, dated

9/28/90.

Should a region choose to control these funds at the regional level,

for the categories listed on Attachment I, the following guidance is

provided:

1\) Subassignment 185.1s for each category of funds must show the

office number as \"00\" as part of the subassignment number (e.g.,

for a category in Region I, the first subassignment number should

be \"01-CF-00-93-1\")

2\) All procurement documents (Orders), which will be prepared by the

RCD, should indicate in the Accounting Classification section of

each Order and Voucher, the subassignment number as well as

program code.

Once the subassignments are prepared, the Regional Accounting

Division (RAD) will determine that the subassigned amounts are

within the assigned categorical limits before entering them into

PAS. Reservations, obligations and disbursements recorded in the

PAS must not exceed the subassigned amounts.

3\. Reservation of Funds. The reservation of funds, for each category,

will be set-aside by completing the \"Request for Contract Services\",

Form HUD-720 (4/91). Procurement policies and procedures can be

found in Handbook 2210.3, REV 7, pp. 4-5, 4-6 and 4-7. Regional

Housing will prepare the Form HUD-720 and send to the Regional

Contracting Division (RCD) for review/action. The RCD will forward

the Form HUD-720 to the Regional Accounting Division (RAD) for

recordation of the reservation. The RCD will ensure that Block 5

contains the appropriate program code and reservation number, as

shown on Attachment V, before forwarding to the RAD. (See

Attachment V for further instructions on completing this form.)

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4\. Obligation of Funds. The obligation of funds will be provided

through the expiration of the contract, regardless of whether it is

prior to or after the Fiscal year-end. In previous years, the

funding for the unexpended balance of the contract would expire at

the end of the fiscal year. subsequently, this balance would have

to be funded again in the next fiscal year. Effective in Fiscal

Year 1994, all field office contracts may be funded through their

expiration date if funds are available.

All obligation documents must include the accounting information

needed to identify the activity such as the activity title and

program accounting code. The Regional Contracting Division (RCD)

must reference the appropriate reservation number(s) and the amounts

to be reduced for each reservation in Block 9, Accounting and

Appropriation Data, of the obligating document. The obligating

amount should equal the total amount to be reduced on the

reservation(s). The obligation level for all fixed price

procurements will be 100% of the amount stipulated in the document.

For indefinite quantity procurements, the obligation level will be

limited to 1) the amount of funds to carry the contract through the

contract expiration date, if the expiration date is within the next

fiscal year; or, 2) 50% of the maximum amount stated in the contract

to be put on the procurement document (order), whichever is the

lesser of the two. This amount will be included on the initial

order (purchase or delivery) and will be used to obligate the funds

for all indefinite quantity contracts.

5\. RCD Responsibilities. The RCD is responsible for the origination of

the required obligating documents. Numerous procurement documents

such as contracts, purchase orders, delivery orders and task orders

will be used as obligating documents. The RCD will also be

responsible for assigning the contract number, with the format

prescribed in Attachment II, including contract renewals.

All obligation documents must include the accounting information

needed to identify the activity such as the activity title and

program accounting code. The obligation level for all fixed price

procurements will be 100% of the amount stipulated in the document.

For indefinite quantity procurements, the obligation level will be

limited to 1) the amount of funds to carry the contract through the

contract expiration date, if the expiration date is within the next

fiscal year; or, 2) 50% of the maximum amount stated in the contract

to be put on the procurement document (order), whichever is the

lesser of the two. This amount will be included on the initial

order (purchase or delivery) and will be used to obligate the funds

for all indefinite quantity contracts.

6\. RAD Responsibilities. All fund reservation, obligation, and

disbursement actions will be accounted for in the PAS in accordance

with the PAS Handbook, 1970.33 R01 and the Funding Control Handbook,

7400.10. The obligation of funds will be via the appropriate

procurement documents (i.e. Contracts, Delivery Orders or Purchase

Orders (Orders)). Copies of the documents (See Attachment II) must

be sent by the Regional Contracting Division (RCD) to the Regional

Accounting Division (RAD) for recordation of the obligation in the

accounting system as soon as the order is completed. In reference

to the indefinite quantity procurements as discussed in Item V. B.

4., the RAD\'s responsibility is to reserve and obligate the funding

level through the PAS system.

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Disbursements for these orders will be made at the Regional Office

level, consequently, all vouchers must be sent to the Regional

Accounting Division (RAD). Disbursements will be made using the

SF-1034, Public Voucher for Purchases and Services Other Than Personal

(See Attachment III). The SF-1034 is prepared by the contractor in

accordance with the terms of the contract and provided to the GTM in

the Field Office. If the contract does not require preparation of

the SF-1034 by the contractor, the GTM in the Field Office will

prepare the SF-1034 based on the contractor\'s invoice. Once the

SF-1034 is prepared, the Certifying Officer shall certify the voucher

and submit the original to the RAD. The GTM\'s submission of the

SF-1034 to the Certifying Officer constitutes his/her acceptance of

the work performed by the contractor for which payment is being

requested. Disbursements must not exceed the amounts obligated for

the contracts and various orders. If the funds are available, the

RAD enters the disbursement into the Single Family/Multifamily Field

Contracts module of the Line of Credit Control System (LOCCS). If

funds are not available, the voucher (SF-1034) will be returned to

the originating office. The Program Accounting Code should always

be entered in the Accounting Classification section of the Voucher

and applicable Order. In addition, the voucher must reference the

Order number in the block under the heading \"Number and Date of

Order\". The Program Accounting System (PAS) accounts for all

program financial activities and the Line of Credit Control System

(LOCCS) will record the disbursement.

C. Field Office Housing

The most significant fund-related field office GTR/GTM activity is

the approval of the contractors invoice submitted for payment of the

services rendered. Because payments for these services are under the

provisions of the Prompt Payment Act, HUD is required by law to pay an

interest penalty to the contractor if the invoice is not paid within

thirty (30) days after approval. Once the contractor\'s invoice

reaches the field office, the GTR/GTM must date stamp the document as

received. If a vendor submits an improper invoice the vendor must be

advised by the field office within 7 days. Once resolved, the vendor

must be advised of the new invoice receipt date and the reason why

through written notification by the field office. Approval date

represents the acceptance of service, which commences the prompt pay

period to start. The approval of the invoice includes the completion

of a Standard Form HUD-1034, Public Voucher for Purchases and Services

other than Personal (See Attachment III). The SF-1034 is prepared by

the contractor if it is so specified in the contract, or by the GTM if

the contract does not specify submission of the SF-1034. The approval

of the voucher by the GTM serves as evidence that the work is

completed. Shown below are the required functional requirements for

the processing of payment vouchers (SF-1034), which include:

1\. All vouchers are due in the Regional Accounting Division (RAD) from

the field office locations prior to prompt payment discount date or

no later than the 13th day after the date that the deliverable was

accepted by HUD.

2\. Do not combine multiple invoices/bills under the same voucher

unless all the invoices were accepted on the same date and all work

was performed under the same contract or purchase order.

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3\. Type all voucher information or print clearly, except where

a signature or official stamp is required.

4\. The payee\'s name must appear on the voucher as it appears on the

contract or purchase order. The payee\'s taxpayer identification

must also appear on the voucher.

5\. An original and two copies of the voucher shall be provided by the

GTM for the applicable Field Office. One additional copy of the

voucher shall be submitted to the Regional Contracting Office as

specified on the face page of the contract.

6\. The Certifying Officer must verify the accuracy of the dollars

shown on the voucher. Verification includes the comparison of

mathematics and reference to the contract or purchase order payment

terms and the work being accepted for payment (see Part II of this

Notice for GTR/GTM responsibilities).

7\. Always reference either an Order number (Purchase, Delivery, or

Task) or contract number (if no Order is applicable) when

completing the voucher.

8\. The name of the approving official must be typed below the

signature.

9\. The Certifying Officers must use the Certifying Officer\'s stamp.

10\. Where a voucher represents the final payment under a contract or

order, the RCD will advise the RAD in writing to deobligate any

excess obligations remaining under the contract or order.

VI\. MONITORING AND CONTROL

This Section provides guidelines for controlling and monitoring

assignments, subassignments, reservations, obligations and

disbursements of funds committed under contracts (including purchase

orders/task orders/delivery orders/contracts). This section also

provides an overview of the responsibilities and procedures for the

required controls.

A. Headquarters

Headquarters Housing Funding Control staff is responsible for the

control of budgeted funds set aside for contract support services and

will monitor the utilization of contracting funds through reports

generated by the PAS. The General Accounting Division, OFA, will

provide PAS reports for Status of Funds Report (by Regions - CFCA) and

Grant Status Report (by Grants - CYCA) to the Housing Funding Control

Division. Such reports will show assignments, subassignments,

reservations, obligations and disbursements and will maintain

available balances at all levels (National, Regional, Field Office and

by contract). Housing Funding Control staff will oversee the Regional

Housing Offices and Field Offices with regard to the maintenance of

funding controls applicable to the contracting activities. This

oversight will be accomplished mainly through on-site Regional

Reviews. In addition, MIAS has the responsibility for reconciling

cash disbursements or account balances beginning at the funding level

for disbursements for each program, by Region, by using their general

ledger, PAS Reports, and OFA\'s SF-224 reports. General Accounting

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Division, OFA, reconciliation responsibility is limited to ensuring

all SF-224 cash activity is reconciled to Treasury reporting on a

monthly basis. As a result of the reconciliation, MIAS directly

communicates this information to the Policy Development and Compliance

Enforcement Division, of OFA.

B. Regional Offices

1\. Housing

Regional Housing staff is responsible for the control of assigned

funds provided for contract support services. This control will be

exercised through the monitoring of fund utilization through

reports generated by the PAS for the Status of Funds Report (by

Regions - CFCA) and the Grant Status Report (by Grants - CYCA) and

provided by RAD; verification of funding needs requested by the

Field Offices and on-site reviews of the Field Offices. In

addition, the Regional Housing Division must maintain an assignment

control log designed to, at a minimum, maintain the available

balances of assigned vs subassigned funds by each contracting

category. For additional fund control requirements, refer to

Chapter 10, Funding Control Handbook, 7400.10, dated 9/28/90.

2\. Regional Accounting Division

a\. Reconciliation with the Office of the FHA Comptroller and

Regional Accounting Division, through OFA.

\(1\) RADs will follow accounting procedures in HUD Handbook

1970.33 Rev. 2 dated 9/88, \"Accounting Procedures Program

Accounting Systems (PAS)\".

\- By the 10th work day of the following month, OFA will

provide, the FHA Comptroller, Cash and Control Branch

(CCB) with PAS reports for recording financial

activity in the FHA General Ledger.

\- The CCB will reconcile the PAS reports to the General

Ledger.

\- Any difference between the RAD\'s subsidiary ledgers

and the General Ledger will be reported to the Policy

Development and Compliance Enforcement Division, OFA,

by the 25th work day of the month.

\- The RAD will reconcile the differences and report back

to the CCB through OFA by the 5th work day of the

following month.

b\. The RAD will be provided with:

\(1\) Delegation of authority for disbursements

\(2\) Funding authorities (Fund Assignments and Subassignments)

\(3\) Reservation/Obligating documents (Contracts, Task Orders,

Delivery Orders, Purchase Orders)

\(4\) SF-1034, Voucher for Purchases and Services Other than

Personal

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C. Field Offices

The GTR is responsible for the control of subassigned funds provided

for contract support services. This control will be exercised through

the monitoring of reports generated by the PAS plus the maintenance of

fund control logs by appropriate Housing staff, i.e., Valuation,

Architectural/Engineering/Cost, Mortgage Credit, etc. Such fund

control logs will provide an effective tracking system designed to

provide the immediate status of funds.

All Branches within the Field Office must maintain a system for

recording subassigned funds, and for tracking reservations/obligations

and the remaining balances. These offices are encouraged to utilize

the PAS reports for Status of Funds Report (by Regions - CFCA) and

Grant Status Report (by Grants - CYCA) provided by the RAD, whose

primary function is to track these items. The Field Office will

advise the RCD in writing of any amounts of excess unliquidated

obligations which may be deobligated.

For additional Field Office fund control responsibilities, refer to

Chapter 10 of the Funding Control Handbook, 7400.10, dated 9/28/90.

D. Internal Controls

1\. The RAD will ensure the adequate internal controls exist with

regard to the Regional accounting functions included in this

process.

2\. The RAD will perform Management Control Reviews in accordance with

the requirements of HUD Handbook 1840.1 Rev-2, and in accordance

with the schedule in the Department\'s Management Control Plan.

3\. The appropriate Headquarters program office will review internal

controls of the Regional and Field Offices during the Regional

Review process.

4\. OFA will conduct periodic reviews of the RAD accounting process for

FHA funded contracts.

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Assistant Secretary for Housing

\- Federal Housing Commissioner

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12

ATTACHMENT I

CONTRACT PROGRAM

ACTIVITY ACCOUNTING

CATEGORIES CODE

SF - Architectural and

Engineering Support SAF

SF - Mortgage Credit Support SCF

SF - Valuation Support SVF

SF - Foreclosure Management SLF

SF - Credit Report SLR

SF - Pre-foreclosure Appraisals SPE

SF - Loan Management Activities SLM

MF - Comprehensive Servicing MCF

MF - Delegated Processing MDF

MF - Technical Discipline: FHA MTF

MF - Technical Discipline: Preservation LMA

MF - Technical Discipline: Sec. 202/811 Inspections ISP

MF - Technical Discipline: Sec. 202/162 Inspections INF

SF - Prompt Pay Penalties 4070

MF - Prompt Pay Penalties 4072

LM - Prompt Pay Penalties 4587

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ATTACHMENT I-A

ACTIVITY DEFINITIONS

This Section provides definitions of the various Regional/Field Office

contract activities, utilized nationwide, for which field offices are

authorized to incur expenses for processing and related activities. For

any other processing activities not included in this Chapter, a request
to

fund that processing activity, complete with justification, must be

submitted to the Funding Control Division in Headquarters. These
requests

will be approved on a case-by-case basis and funded accordingly.

A. SINGLE FAMILY

1\. Architectural and Engineering Support.

a\. Architectural Reviews: Contractors may review proposed

plans (blueprints) and specifications (kind and quality of

construction materials) to determine if a dwelling proposed

for construction under the plans and specifications will be

insurable. An Architectural review may also include Builder

Certification pre and post endorsement reviews.

b\. Field Reviews of Compliance Inspections: This is a quality

control check performed by contractors on construction

inspections prepared by Single Family Inspectors.

2\. Mortgage Credit Support

a\. Mortgage Credit Examinations: This category pertains to the

examination, by contractors, of the credit-risk of an

applicant for FHA Insurance, as well as examination of the

mortgage credit worksheet prepared by the lender.

b\. Mortgage Credit Insurance Endorsements: Contractors may

review the lender\'s closing package for overall compliance

with policies and procedures. Also authorized under this

category of activity is CHUMS data entry for the insurance

endorsement.

c\. Direct Endorsement Technical Reviews (Mortgage Credit):

After direct endorsement, contractors may perform a quality

control review and rating to determine if the staff of a

direct endorsement mortgagee are doing an adequate job in

underwriting a prospective borrower.

3\. Valuation Support

a\. Field Review of Appraisals: Ten percent (10%) of all

appraisals performed for Single Family Insurance and

Property Disposition properties are to be reviewed. This

activity may be performed by contractors. This is a quality

control review to see that HUD is getting good appraisals on

the units it insures.

b\. Direct Endorsement Technical Reviews (Valuation):

Contractors may perform a quality control review and rate

the direct endorsement lender\'s appraiser on how he or she

did in valuing a property.

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14

c\. Case #/Appraiser Assignments: At the beginning of the

insurance endorsement process, contractors may be employed

to assign a case number and an appraiser in response to a

lender\'s request for such services. This activity includes

CHUMS data entry for the applicable case number and other

related information from the lender\'s case number request

sheet.

4\. Foreclosure Management: This activity pertains to the

placement of contracts for various foreclosure actions related

to single Family foreclosures and property inspection

contracts. The contracts will apply to non-judicial

foreclosure processes as required.

5\. Credit Reports - This activity pertains to credit report

procurement to support both mortgage credit and loan management

functions. The function of Mortgage Credit is to order and

track backup credit reports, invoices and fund allocations.

The function of Loan Management is to obtain credit reports

prior to the renewal of a forbearance agreement in connection

with secretary-held mortgages and prior to making mortgage

assignment decisions.

6\. Pre-foreclosure Appraisals - This activity pertains to

appraisal expenses that are anticipated by the offices engaged

in the Single Family Pre-foreclosure sale (PFS) Program

Demonstration.

7\. Loan Management Activities: This activity pertains to

activities that are separate from the foreclosure management

process, which includes: Title Reports, Title Commitments or

Title Policies; Mortgage Assignment Title Evidence - Review/

Approval Services; Deed-in-Lieu of Foreclosure services;

services to prepare and record satisfactions/Discharges

Reconveyance of Mortgages and Deeds of Trust; Property

Inspections, Routine and damage inspections; and Tax Services.

B. MULTIFAMILY

1\. Technical Disciplines Contracts: These contracts provide

for a range of multifamily processing activities, including

appraisals, architectural and engineering services, cost

analyses, and construction inspections. Assignments for

contracts are permitted during each processing stage of an

application submitted under the Sections 221(d)(3), 221(d)(4),

223(f), 232, 241(a), and 241(f) Programs. The processing

stages are Site Appraisal and Market Analysis (SAMA)/

Feasibility, Conditional Commitment, and Firm Commitment.

Construction inspections for the Section 202 Elderly and

Disabled Persons programs and Preservation - Preliminary

Analyses (includes Title II and Title VI projects) are also

processed as Technical Disciplines Contracts.

2\. Delegated Processing: Delegated processors perform basic

multifamily insurance processing from Site Appraisal and

Market Analysis (SAMA)/Feasibility through Firm Commitment.

Delegated Processors conduct valuation, architectural,

engineering & cost, mortgage credit and overall underwriting

analyses required for each multifamily insurance processing

stage. Delegated Processing funds are applicable to the

Section 221(d), 223(f), 232 as well as Section 241 insured

programs.

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15

Funding actions for any Preservation processing, whether Title

II or Title VI, performed by Delegated Processors must be

charged to Preservation - Preliminary Analyses (Code LMA).

3\. Comprehensive Servicing

a\. Pre-Foreclosure Physical Inspections: Contracts are

utilized to physically inspect insured Multifamily projects,

and Secretary-held projects (both assisted and unassisted).

This excludes Section 202/811 and non-insured properties.

b\. Management Inspections: Contractors may be utilized to

inspect the physical condition and the quality of

maintenance operations in insured projects. In addition,

such personnel are utilized in Transfer of Physical Assets

(TPA) transactions for insured and HUD-held mortgages.

Prior to a foreclosure sale, contractors may be used to

provide the appraised value of HUD-held properties. HUD

uses the appraisal to determine the bid price to be

submitted at the foreclosure sale. Funds subassigned for

this category may not be used to perform management

inspections of Section 202 projects.

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ATTACHMENT I-B

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CONTRACT FUNDING PROCEDURES

PROCESSING STEPS

FIELD OFFICE CONTRACTS

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17

ATTACHMENT II

INSTRUCTIONS FOR COMPLETING PURCHASE ORDERS

OR DELIVERY ORDERS (ORDERS) - OPTIONAL FORM 347

GENERAL: Purchase Orders may be issued only by the Regional Contracting

Division. Delivery Orders against contracts awarded by the

Regional Contracting Division may be placed by Field Office

personnel only if specifically authorized in writing by the

Regional Contracting Division and if so indicated in the contract

by name. Form HUD-24001 may be used until the supply is

exhausted.

BLOCK INSTRUCTIONS

1\. Insert the date the order is signed, in MMDDYY format.

2\. Enter contract number (if any).

3\. Enter the purchase or delivery order number (15 characters). An

example follows:

H06-C-93-0-157-00-000

Position 1-3 H06 = HUD; Region 6

Position 4 C = Contract (D = delivery or task order; G =

grant; K = cooperative agreement; I =

Interagency Agreement; P = purchase order;

R = Reservation)

Positions 5-6 93 = Fiscal Year of Award of Basic Agreement

Position 7 0 = Fiscal Year of the Delivery Order (For

basic contract or grant/coop/IAA enter

0; for delivery order, enter only last

digit of fiscal year in which the order was

placed; see examples below)

Positions 8-10 157 = Sequential Number for Specific

Contract/Grant/Coop/IAA Instrument

Positions 11-12 00 = Field Office Designation; if Region, enter

00

Positions 13-15 000 = Sequential Delivery Order Number

The following illustrative examples are provided for your information:

1\. H06-C-93-0-157-00-000 = Basic contract number 157 awarded by Region

VI in FY 93.

2\. H06-D-93-3-157-00-001 = Delivery order number 1 issued in FY 93 by

Region VI to the above contract (note the \"3\" in the 7th position).

3\. H06-D-93-4-157-00-005 = Delivery order number 5 issued in FY 94 by

Region VI to the above contract (note the \"4\" in the 7th position).

4\. H06-D-93-3-157-48-007 = Delivery order number 7 issued in FY 93 by

the New Orleans Field Office (using the same list of OFA codes you were

provided in the December 4 memorandum; note the \"48\" in positions 11

and 12).

5\. H06-D-93-4-157-48-009 = Delivery order number 9 issued in FY 94 by

the New Orleans Field Office.

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The following standards apply:

o The number must have 15 digits with no punctuation.

o All basic contracts will be considered Regional contracts, even if

awarded by outstationed RCD staff.

o The sequential portion of the contract number may not exceed three

digits.

o Any contract may not have more than 999 delivery orders.

o You must keep track of delivery orders so that there is no

duplication of numbers. We suggest assigning a block of numbers for

the Regional Office and each Field Office.

4\. Enter the program Project Number, if appropriate.

5\. If a purchase order, enter the Regional Contracting Division. If a

delivery order being issued by the Field Office, enter the Field Office

name and address.

6\. Enter the Government Technical Monitor\'s address at the Field
Office.

7\. Enter the contractor\'s name and address.

8\. Check the applicable block. If a purchase order, enter the date of
the

price quotation.

9\. Enter the applicable fund symbol and accounting code

(See Attachment I).

10\. Enter the Field Office name.

11\. Check applicable block (see offeror\'s Reps and Certs., Section K,
FAR

provision 52.219-1).

12\. Enter \"Destination.\"

13\. Enter \"Destination.\"

14\. Enter \"N/A.\"

15\. Enter the due date for deliverables, in MMDDYY format.

16\. Enter applicable discount terms (indicated on SF 26 award document,

block 9). If no discount terms are offered, enter \"NET 30 CALENDAR

DAYS.\"

17\. PLEASE NOTE THAT EACH ORDER MAY CONTAIN ONLY ONE TYPE OF FUNDING.

LIMIT EACH ORDER TO ONE ITEM OR SERVICE (column A). In column B,

describe the service being ordered, including the program, section of

the law (e.g., 202, 223(f), etc.), processing stage (SAMA, conditional,

firm, etc. if applicable), and the name and location of the project,

e.g., Preservation - Preliminary Analyses (241f) for Manchester Gardens

Apartments. In column C, enter \"1\". In column D, enter \"ea\". In

column E, enter the unit price. Column F will be the same as column E.

Columns G and H should be blank. Enter the total dollars in 17(I).

18\. Enter \"N/A.\"

19\. Enter \"N/A.\"

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19

20\. Leave blank.

21\. Enter the Government Technical Monitor\'s address at the Field
Office.

22\. The Regional Contracting Division will sign here for purchase
orders

and delivery orders; however, this block may be signed by the GTR or

GTM for delivery orders if named in the contract.

23\. Self-explanatory.

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Attachment II 20

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ORDER FOR SUPPLIES OR SERVICES

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Attachment II 21

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ORDER FOR SUPPLIES OR SERVICES

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Attachment II 22

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ORDER FOR SUPPLIES OR SERVICES

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Attachment II 23

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ORDER FOR SUPPLIES OR SERVICES

SCHEDULE - CONTINUATION

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Attachment II 24

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ORDER FOR SUPPLIES OR SERVICES

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Attachment II 25

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ORDER FOR SUPPLIES OR SERVICES

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Attachment II 26

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ORDER FOR SUPPLIES OR SERVICES

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ATTACHMENT III

In order for the GTR to correctly complete a voucher for the approved

contract actions, he/she must follow the step by step procedures.

Step 1 Enter the 9 digit voucher number which is assigned by each HUD

field location (X-XXX-XXXX). The first X is the Region Number.

The XXX is the field office code. The XXXXX is the program area

sequential control number. The sequential numbering system on

vouchers will start each new fiscal year.

Step 2 Schedule number not applicable, enter N/A.

Step 3 Enter the date the voucher was prepared by the Field

Office.

Step 4 The contract number and date only. Do not enter purchase order

numbers in this block (See Step 12).

Step 5 Enter the Department of Housing and Urban Development and the

complete street address and zip code, of the Field Office

submitting the voucher.

Step 6 Requisition number and date not applicable, enter N/A.

Step 7 Enter the complete name and address with the zip code of the

payee. The very first line of the address should provide the

payee\'s check identification information. When applicable use

an invoice number or purchase order number or payee\'s bank

account number or FHA Case/Project Number. The Field Office must

determine what number the payee wishes to have referenced for

check identification purposes. The city, state, and zip code

must appear on the very last line. The maximum space allowed

is 5 lines.

Step 8 Enter the date the invoice/voucher was received. Note: The

invoice received date must be equal to or earlier than the

voucher prepared date. A voucher prepared date cannot exist

before an invoice date.

Step 9 Enter the discount terms if the vendor has offered discount

terms. If there are no discount terms enter the word \"NET\".

Step 10 Enter the payee\'s tax payer identification number.

Step 11 The Government B/L number not applicable, enter N/A.

Step 12 Enter the purchase/delivery order number and date only. Do not

enter contract numbers in this block (See Step 4).

Step 13 Enter the date of delivery of an acceptable product. This is the

date HUD determines that the product is acceptable. If there is

more than one day involved, under a single invoice/bill enter the

range of dates, starting with the oldest to the most recent.

Step 13a Enter additional information describing the articles or
services

provided including FHA case number. Enter on the very first line

in all capital letters the description (e.g., DELEGATED

PROCESSING).

Step 14 Enter the approved dollar amount supported by invoice,

receipts or cancelled checks.

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Step 14a Always indicate what type of payment the voucher represents,

i.e., complete, partial, final, etc.

Step 15 Enter the typed name, date and title of the individual approving

the dollar amount of the voucher.

Step 16 Enter the signature of an authorized certifying officer, along

with the authorized title stamp and the date of signature.

Step 17 Enter the prompt pay act information, which includes:

1\. Days until payment is due \_\_\_\_\_\_\_\_\_

2\. Payment due date.

3\. Contact person:

4\. Telephone number: (area code) XXX-XXXX.

5\. Prompt payment applicability indicator Y or N.

6\. Invoice number and date.

7\. Acceptance date.

8\. Discount period.

9\. Discount due date.

10\. Discount rate.

In addition, the activity title (e.g. Delegated Processing), fund symbol

(e.g. 86 x4072) and accounting program code (e.g. XYZ) must be included.

Step 18 The voucher is complete and ready to be submitted to the RAD for

payment. Send one original and one copy of the SF 1034 and all

required data to the appropriate Regional address.

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ATTACHMENT III 29

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PUBLIC VOUCHER FOR PURCHASES AND

SERVICES OTHER THAN PERSONAL

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ATTACHMENT III 30

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PUBLIC VOUCHER FOR PURCHASES AND

SERVICES OTHER THAN PERSONAL

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\* GRAPHICS MATERIAL IN ORIGINAL DOCUMENT OMITTED \*

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ATTACHMENT III 31

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PUBLIC VOUCHER FOR PURCHASES AND

SERVICES OTHER THAN PERSONAL

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\* GRAPHICS MATERIAL IN ORIGINAL DOCUMENT OMITTED \*

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32

ATTACHMENT IV

NEW YORK REGIONAL OFFICE

FUND REQUEST

PROGRAM SUPPORT ACTIVITIES

(Column 3

(Column 1) (Column 2) (Column 3) -the sum of

(Column 1

-Column 2))

Amount Used Additional

Previously to Projected Funds

Categories Issued Date Needs Required

SF- Architectural and

Engineering

Support (SAF) \$500 \$100 \$800 \$400

SF- Mortgage Credit

Support (SCF) \$350 \$200 \$500 \$350

SF- Valuation Support (SVF) \$400 \$350 \$0 (\$50)

SF- Foreclosure Mgmt.(SLF) \$900 \$900 \$100 \$100

SF- Credit Report (SLR) \$800 \$600 \$0 \$200

SF- Pre-foreclosure \$500 \$200 \$700 \$400

Appraisals (SPE)

SF- Loan Management

Activities (SLM) \$350 \$100 \$600 \$350

ME- Comprehensive

Servicing (MCF) \$400 \$350 \$0 \$50

ME- Delegated Processing \$900 \$800 \$200 \$100

(MDF)

ME- Technical Discipline:

FHA (MTF) \$800 \$600 \$0 (\$200)

ME- Technical Discipline:

Preservation (LMA) \$500 \$400 \$500 \$400

SF- Prompt Pay Penalties

MF- Prompt Pay Penalties

LM- Prompt Pay Penalties

Justification for funds requested:

Justification for the funds requested needs to be included with the

request. The justification should explain, by category, the purpose of
the

request. Each line item should include a detailed explanation of why
funds

are requested.

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ATTACHMENT V 33

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Request for

Contract Services

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\* GRAPHICS MATERIAL IN ORIGINAL DOCUMENT OMITTED \*

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ATTACHMENT V 34

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Instructions for Completing Form HUD-720

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\* GRAPHICS MATERIAL IN ORIGINAL DOCUMENT OMITTED \*

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ATTACHMENT V 35

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Justification for the Use of Advisory and Assistance Services

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\* GRAPHICS MATERIAL IN ORIGINAL DOCUMENT OMITTED \*

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