CHAPTER 7. GRANT PROGRAM

7-1 Vouchering HUD Under A Grant. Throughout this chapter, references to

\"counseling unit\" apply only to housing counseling grants for Fiscal

Year 1994 and earlier. HUD will not use counseling units as the basis

for reimbursement for grants awarded in Fiscal Year 1995 and future

years.

A. On March 6, 1995, HUD discontinued the use of SF 270 (Request for

Advancement or Reimbursement) for housing counseling grants and

initiated the Line of Credit Control System/Voice Response System

(LOCCS/VRS) HUD now requires all housing counseling grantees to use

VRS as the sole means of billing HUD under the grants. See

Appendices 14A, 14B, and 14C for LOCCS Forms. Each form contains

instructions for its completion. Also see Appendix 14D,

Instructions for Requesting Payment of FY 1995 Housing Counseling

Program Funds.

B. GTR and GTM Approval of Vouchers. The GTR or GTM must approve all

vouchers submitted by grantees in LOCCS.

1\. Related Reports. The GTR or GTM may approve the grant mid-

term period billings and the final billings ONLY UPON RECEIPT

OF THE RELEVANT REPORTS FOR THOSE GRANT PERIODS.

2\. Nonapproval. The GTM or GTR will not approve an incorrect

voucher. LOCCS will not approve a voucher that would make

total payments to the grantee exceed the grant amount. This

check includes the required proper Program Accounting System

(PAS) code and appropriation fund code.

C. The grantee must NOT voucher HUD for counseling service costs

funded under any source other than a housing counseling grant from

HUD.

EXAMPLES

1\. An agency receives both a HUD housing counseling grant and a

HUD community development block grant to provide counseling.

The agency may voucher HUD under one grant or the other, but

NOT both for the same counseling service to the same client.

2\. An agency receives a HUD housing counseling grant and funds

from a local organization. If the agency charges the service

to the local organization, funds or bills the local

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organization for counseling a client, the agency MUST NOT also

voucher HUD for the same service to the same client.

D. Grantees seeking information about the status of a voucher must

call the GTR or GTM.

E. Payments by HUD to Grantees. HUD makes direct-deposit payments to

the grantees\' financial institutions. Part of the grant-award

process includes the grantee\'s completion of Standard Form 1199A,

Direct Deposit Sign-up Form.

F. Draw-downs of Grant Funds. The Grant Document for a particular

grant sets forth the schedule for vouchering under LOCCS as

indicated above. Grantees must consult that document to assure the

timely submission of vouchers. See paragraph 7-2 below regarding

vouchers and reports.

7-2 Reports

A. Grantee Requirements. The grant document for each grant sets forth

the grantee\'s reporting requirements. These requirements might

change with each grant award; therefore, grantees must consult

their grant documents to determine the applicable reporting

requirements.

B. Report Processing by HUD

1\. The GTR/GTM reviews the mid-term and final reports to assure

that they comply with the report requirements of the grant

document. If the report does not comply, the GTR/GTM returns

the report to the grantee who must re submit an acceptable

report.

2\. If a mid-term report is acceptable and has been reviewed by a

GTM, the GTM sends the report to the GTR. Either the GTM or

the GTR will then process the related voucher.

3\. If the final report is acceptable and has been reviewed by the

GTM, the GTM sends the report to the GTR. Either the GTM or

the GTR will then process the related voucher.

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7-3 Appointment of Government Technical Representatives and Government

Technical Monitors

A. Government Technical Representative (GTR). The Single Family

Director in the appropriate NOD office appoints the GTR by means of

a memorandum.

1\. Provide a signature space on the appointment memorandum where

the newly appointed GTR signs his or her name to acknowledge

the appointment. The signature entry space must read as

follows:

(GTR signs on this line and enters date)

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

(Enter GTR\'s Name)

Government Technical Representative

2\. Deliver a copy of the signed appointment memorandum to:

a\. Newly appointed GTR after he or she signs the memorandum

as indicated above

b\. Supervisor of the Housing Counseling staff in

Headquarters

B. Government Technical Monitor \[GTM) The appointment process,

including the distribution of the appointment memorandum for the

GTM, is the same as the GTR. Appointment of a GTM is at the option

of the Single Family Director.

C. Duties of the GTR and GTM. HUD Handbook 2210.17, Discretionary

Grant and Cooperative Agreement Policies and Procedures, Chapter 4,

sets forth the duties of these two functions.

7-4 Disallowance of Payments for Counseling Units and Recovery of
Payments

Made for Disallowed Counseling Units. This paragraph applies only to

HUD counseling grants for 1994 and prior years. For a definition of

counseling unit and an explanation of how HUD computes the units, see

the applicable Request for Grant Application (RFGA) or the applicable

Assistance Award/Amendment, Form
[HUD-1044](http://www.hud.gov/utilities/intercept.cfm?/offices/adm/hudclips/forms/files/1044.pdf),
and the latter\'s related

documents. Grantees may obtain copies of these items from the GTR or

GTM.

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A. If the GTR or GTM identify disallowable counseling units, he or she

must notify the Grant Officer in writing. The Grant Officer will

notify the grantee in writing and take whatever actions, including

those listed below, that are appropriate to the disallowances. The

notice to the grantee must specify the units and state why HUD

disallows them.

B. Disallowed Units Covered by an Unpaid Voucher or Invoice. The

Grant Officer will coordinate with, and seek advice from, the

GTR/GTM prior to doing the following:

1\. Request a grantee to submit a revised billing based on the

reduced number of allowable units

2\. Retain a copy of the affected billing that covers the

disallowed units

C. Disallowed Units Covered by a Paid Voucher. The Grant Officer may

exercise one of three options, depending upon the ability of the

grantee to reimburse HUD for the payment covering the disallowed

units.

1\. Option 1. Request the grantee to submit a lump sum payment to

HUD within thirty days. The Grant Officer, GTR or GTM MAY NOT

process any billings received after the disallowed units were

identified until the lump-sum check is processed by the HUD

depository.

2\. Option 2. If, in the judgment of the Grant Officer, Option 1

would work a hardship on the grantee, the Grant Officer may

work out an installment cash payment plan for repayment over

a period of ninety days. Until the pay-back is completed, the

Grant Officer, GTR and GTM MAY NOT process any billings

received from the grantee.

3\. Option 3. If the grantee has billed HUD for the entire grant

amount, the Grant Officer may work out a method whereby the

grantee can \"repay\" HUD by delivering an identical number of

eligible units on its billing without reimbursement. The

Field Office may use this method ONLY if all grant funds have

been expended. If this method is used, the grantee must

prepare and submit to the GTM performance reports covering the

performance of \"repaid\" units.

4\. The GTR or GTM must document all collection efforts.

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5\. If repayment is made by check, follow the procedures set forth

in HUD Handbook 1911.1 REV-3, Handling and Protecting Cash and

Other Negotiable Instruments.

7-5 Grant Applications. Unless specified otherwise in the Notice of
Funding

Availability or its related Request for Grant Application, applicants

follow the instructions set forth below.

A. National, regional, and multi-State HUD-approved housing counseling

agencies submit their applications to:

Deputy Assistant Secretary

for Single Family Housing

U.S. Department of Housing

and Urban Development

451 7th Street, S.W.

Washington, D.C. 20410

B. Local housing counseling agencies approved by HUD Field Offices

submit applications to those approving offices.

NOTE: Applicants that choose to receive funding under

a parent national, regional, or multi-State HUD-approved

housing counseling agency DO NOT submit funding

applications to HUD. The parent organization submits one

funding application that covers all of its affiliates or

branches that choose to receive funds from HUD through

the parent organization.

HUD will not fund a local agency directly AND through a

parent organization. Local agencies that apply directly

to HUD and through a parent organization will be denied

funding by HUD through both funding channels.

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