#  U. S. Department of Housing and Urban Development

Office of Public and Indian Housing

Special Attention of: NOTICE PIH 2001-19 (TDHEs)

# Area Offices of Native American

Programs; Tribes and Tribally Issued: June 5, 2001

Designated Housing Entities (TDHEs);

Alaska Native Villages Expires: June 30, 2002

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#  Cross Reference: 

24 CFR 761, Drug Elimination

Program, Resident Initiatives Grants Management Handbook

7490.1

Subject: Performance Reporting Requirements and Grant Close-Out
Procedures for the Indian

Housing Drug Elimination Program (IHDEP)

**I. Purpose**

The purpose of this Notice is to clarify the procedures to be followed
by tribes, tribally designated housing entities (TDHEs) and Alaska
Native Villages in complying with performance reporting and in closing
out a grant agreement for the Indian Housing Drug Elimination Program
(IHDEP).

**II. Background**

In accordance with 24 CFR Part 761.35, IHDEP grantees are required to
manage and monitor the day-to-day operations of the grant and subgrant
activities to assure compliance with applicable federal requirements and
achievement of performance goals. IHDEP grantees are required to report
on the performance (narrative and financial) of approved activities for
each grant on a semi-annual basis and to submit final "close-out"
performance reports (narrative and financial) at the end of the grant
term.

The Office of Management and Budget (OMB) Circular-102, codified in 24
CFR Part 85.50, establishes uniform rules governing the use of grants,
contracts, and cooperative agreements for state, local, and Indian
tribal governments administering federal grants. OMB Circular

A-87 establishes cost principles for state, local, and Indian tribal
governments. These circulars apply to both grantees and sub-grantees
receiving IHDEP grants.

**III. Performance Reporting Requirements**

If you are a tribe/TDHE that previously submitted your data via the
Internet-based reporting system for the Public and Indian Housing Drug
Elimination Program, you will no longer have access to either the
previous Drug Elimination Reporting System (DERS) or the new Public and
Indian Housing Information Center (PIC) system.

Instead, all IHDEP grantees are required to submit a semi-annual
performance report and a semi-annual financial status report (SF-269A)
for each open and active grant to the Area Office of Native American
Programs (AONAP). "Open and active" refers to any grant not closed-out
and any grant for which activities were undertaken during the reporting
period.

Semi-annual performance reports and semi-annual financial status reports
(SF-269A) must be submitted **on or before July 30^th^** for the
January-June reporting period **and on or before January 31st** for the
July-December reporting period. The IHDEP grant funds will be
**[suspended]{.underline}** in the Line of Credit Control System (LOCCS)
if the AONAP does not receive the report by the deadline.

[Semi-annual performance report:]{.underline} The semi-annual
performance report should evaluate the grantee's performance against its
plan and shall include (but need not be limited to) the following:

-   Any change or lack of change in crime statistics or other indicators
    drawn from the applicant's plan assessment and an explanation of any
    difference;

-   Successful completion of any of the strategy components identified
    in the applicant's plan;

-   A discussion of any problems encountered in implementing the plan
    and how they were addressed;

-   An evaluation of whether the rate of progress meets expectations;

-   A discussion of the grantee's efforts in encouraging resident
    participation;

-   A description of any other programs that may have been initiated,
    expanded, or deleted as a result of the plan, with an identification
    of the resources and the number of people involved in the programs
    and their relation to the plan, and

-   Any other information deemed necessary by the grantee.

[SF-269A:]{.underline} The amounts included on the form must not be in
excess of the budgeted amounts approved for the project activities. If
the SF-269A indicates that excess funds have been provided to the
grantee, the excess funds must be sent to HUD. If the grantee is owed
additional funds, funds may be requested through the Voice Response
System in LOCCS.

**IV. [Close-Out Actions by Grantees]{.underline}**

It is the grantee's responsibility to comply in full with all closeout
requirements and to submit reports in a timely manner. The grantee
should refer to all applicable HUD requirements as well as all general
and special conditions contained in the grant agreement. No later than
90 days after the grant termination date (or revised termination date
based on an approved extension or early termination by HUD for cause),
grantees are required to submit a "Close-Out Report" as part of the
narrative section of their final IHDEP Semi-Annual Report. This report
must meet the requirements found at § 761.35(b) and § 85.50 for the
submission of a "Final Performance Report" and the "Post Grant Report."
In order to meet these requirements, the "Close-Out Report" must cover
the entire term of the grant and contain the same elements required for
the semi-annual performance report.

In addition to the "Close-Out Report," grantees are required to submit a
final financial status report (SF-269A) to the appropriate AONAP upon
completion of approved grant activities or within 90 days of the
termination of the grant. This report will be a cumulative summary, from
the date of the grant agreement to the termination date of the grant
agreement, and will include expenditures to date and the exact balance
of unexpended funds.

Grantees must ensure that the IHDEP grant that is scheduled to be
closed-out is included as part of the tribe's/THDE's overall independent
public audit. The independent auditor verifies that all IHDEP
expenditures were authorized and determines if the grantee owes or is
due any funds for the grant period. Upon completion and issuance of the
audit report, a copy must be provided to the AONAP. The grantee must
resolve any IHDEP-related findings contained in the audit report in
cooperation with the AONAP.

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Paula O. Blunt, Acting General Deputy

Assistant Secretary for Public and Indian Housing