> **U.S. Department of Housing and Urban Development**
>
> Office of Public and Indian Housing

**Special Attention of:**

Secretary\'s Representatives; **Notice** PIH 98-42 (HUD)

State/Area Coordinators; **Issued:** July 31, 1998

Directors, Offices of Public

Housing; Directors, Offices of **Expires:** July 31, 1999

Assisted Housing

> **Cross References:**

**Subject:** Processing of Grant Applications for Fiscal Year (FY)1998
SuperNOFA Public Housing Tenant opportunities Program (TOP)

1\. **PURPOSE**

> This Notice provides instructions for processing Tenant Opportunities
> Program (TOP) grant applications submitted for funding under the
> Fiscal Year (FY) 1998 SuperNOFA for Economic Development and
> Empowerment Programs.

**2.** **APPLICABILITY**

A. Eligible applicant\'s in TOP-funded activities are residents of
conventional public housing developments. Public housing Site-Based
Resident Councils and Resident Management Corporations and Intermediary
Resident Organizations (IROS) which include National Resident
Organizations (NROs), Statewide Resident Organizations (SROs), Regional
Resident Organizations (RROs), and Jurisdiction-Wide Resident
organizations (JROs) may apply for TOP Grants. Only IROs may apply for
Mediation Grants. **Indian Housing Resident Organizations are now
ineligible to apply for TOP funding.**

B. For FY 1998, TOP funding is allocated to the following three grant
categories:

\(1\) [Economic Self-Sufficiency Grants (ESSGs)]{.underline} provide
technical assistance and training to Site-Based Resident Associations
(RAs) and IROs, to move welfare dependent families to work. The overall
goal of the TOP is to focus resources on we are to work for non-elderly
family households and on independent living for households with elderly
or disabled persons.

\(2\) [Organizational Development Grants (ODGs)]{.underline} are
available to Site-Based RAs and IROs. The grant\'s purpose is to help
build the capacity of Site-Based RAs to conduct welfare-to-work
activities.

PG : Distribution:W-3-1, R-3-1(PIH), R-6, R-7

\(3\) [Mediation Grants (MGs)]{.underline} are available to qualified
IROs to partner with mediation organizations who provide training to the
IRO and residents on mediation techniques and to provide mediation
services.

**3.** **BACKGROUND**

The TOP is authorized under Section 122 of the Housing and Community
Development Act of 1987 (P.L. 100-242, approved February 5, 1988. The
United States Housing Act of 1937 was amended by adding a new Section 20
(42 U.S.C. 1437r). A Super Notice of Funding Availability (SuperNOFA)
for FY 1998 announcing approximately \$64.1 million in grant funds was
published in the Federal Register on April 30, 1998 (63 FR 23907) under
the Consolidated Economic Development and Supportive Services Program
(EDSS) and TOP. The EDSS was funded at \$47.2 million and the TOP funded
at \$16,884,530 this amount includes (\$5 million in FY 98
appropriations and \$11,884,530 in carry over funds). The TOP funding
will be distributed to three grant categories as follows: Economic
Self-Sufficiency Grants - \$10.9 million, Organizational Development,
Grants - \$3 million, and Mediation Grants - \$3 million. If all funds
are not awarded in one category, funds are transferable to the other
grant categories for use by qualified applicants.

**4.** **FUND ASSIGNMENT PLAN**

The fund assignment plan for distributing grant funds to be awarded as
announced for the TOP under the FY 1998 SuperNOFA will be implemented in
accordance with Handbook 1830.4, REV2, dated July 31, 1986.

**5.** **DEFINITIONS**

The common definitions for the consolidated TOP/EDSS Programs are
contained in Appendix A of the TOP/EDSS SuperNOFA.

**6**. **ELIGIBLE AND INELIGIBLE ACTIVITIES**

All eligible and ineligible activities for the TOP are described in
Section (H), beginning in 63 Federal Register 23910 of the SuperNOFA.

**7.** **APPLICATION REQUIREMENTS**

To receive funding consideration, RAs must submit completed applications
(one original and two copies) to the local HUBs and Program Centers with
delegated public housing responsibilities attention: Director, Office of
Public Housing or Program Center Coordinator. The application kit
includes information on all tabs and certifications required under the
SuperNOFA. Applications are due 6:00 p.m. (local time), Friday, July 31,
1998.

2

**8.** **SELECTIVE RATING CRITERIA**

A. TOP application selection factors are listed beginning in 63 Federal
Register 23912 of the SuperNOFA. A TOP application must receive a total
of 65 points out of 100 in order to be eligible for funding. There are
separate selective rating factors for both the ESSG and MG categories.
There are no rating factors for the ODGS. ODG recipients will be
selected by lottery conducted by the GMC.

B. **Bonus Points.** Applicants may receive an award of up to two bonus
points for eligible activities/projects that are proposed to be located
in federally designated Empowerment Zones, Enterprise Communities, or
Urban Enhanced Enterprise Communities and serve the EZ/EC residents, and
are certified to be consistent with the strategic plan of the EZs and
ECs. The application kit contains a certification which must be
completed for the applicant to be considered for EZ/EC bonus points.

**9.** **APPLICATION DISTRIBUTION FOR FY 1998**

HUD Headquarters printed and distributed the application kits to local
HUBs and Program Centers with delegated public housing responsibilities.
The application kit is also available on the Internet through the HUD
web site at http://www.hud.gov, the PIH Information Resource Center, and
the SuperNOFA Information Center.

**10.** **HUD REFORM ACT PROVISIONS**

A. The HUD Reform Act of 1988 prohibits any applicant from gaining an
advantage in the competition as a result of receiving confidential
information. The final rule, (24 CFR Part 4) \"Prohibition of Advance
Disclosure of Funding Decisions,\" which implements section 103 of the
Reform Act, specifically prohibits advance disclosure of the following:

\(1\) information regarding an applicant\'s relative standing;

\(2\) amount of assistance requested by any other applicant;

\(3\) identity of any other applicant;

\(4\) number of applications; and

\(5\) any other information contained in another application.

3

B. HUD employees who have specific program questions, such as whether a
particular subject matter can be discussed with persons outside the
Department, should contact the cognizant HUB or Program Center counsel.
HQs counsel for the program to which the question pertains may be
contacted on (202) 708-3815.

**11. GRANTS MANAGEMENT CENTER**

Headquarters PIH Grants Management Center (GMC) will be responsible for
managing and coordinating the FY 1998 TOP competition. The GMC will
convene a panel and coordinate the review and scoring of Factors 1
through 4 for all TOP grant applications. The application processing
will be located at the Grants Management Center (GMC) at 501 School
Street, S. W, Suite 800, Washington, D.C. 20024. All cognizant HUBs and
Program Centers must forward completed applications, checklists,
worksheets and score sheets to the address above. The TOP Grant
Administrator for the GMC is Odessa W. Burroughs, (202) 358-0221 ext.
130. The Office\'s TDD/TYY number or that of the Federal Information
Relay Service is 1-800-877-8339.

**12. APPLICATION DUE DATES AND SUBMISSION**

A. The application due date for all TOP applications is **July 31,
1998.** Acceptance of applications as timely depending on method of
delivery is described below:

B. Hand carried applications submitted to HUD cognizant HUBs or Program
Centers (an original and two identical copies of the original
application) will be accepted during normal business hours before the
application due date. On the application due date applications will be
accepted in the South Lobby of the HUD Headquarters Building, business
hours will be extended to 12:00 midnight, Eastern time.(Appendix A to
SuperNOFA lists hours of operation for Cognizant HUB or Program
Centers).

C. Mailed applications, if postmarked on or before 12:00 midnight July
31, 1998, will be considered as timely if received by **August 10,
1998.**

D. Applications sent by overnight/express mail delivery must be received
no later than July 31, 1998, or upon submission of documentary evidence
they were placed in transit with the overnight delivery service by no
later than July 31, 1998. Appendix \"A" of the SuperNOFA lists the hours
of operation for Cognizant HUB or Program Centers, which will be
extended to 6:00 p.m. on the application due date.

4

**13. APPLICATION PROCESSING**

A. The HUBs and Program Centers, and the GMC will ensure that the TOP
grant process is conducted in accordance with the procedures set forth
in this processing notice, the Grants Management Handbook (where
applicable), and related HUD regulations (24 CFR Part 964), the
SuperNOFA, notices, and any additional guidance provided by
Headquarters.

B. Applications will be submitted by the applicant to each designated
HUB/Program Center in accordance with the FY 1998 SuperNOFA. Refer to
paragraph 26 beginning on page 16 of this Notice.

C. Following the receipt of all grant applications and upon completion
of the master logs, the local HUBs and Program Centers are requested to
take the following action:

\(1\) **Fax the master log (A)** which includes Public Housing RCs/RMCs
applicants and **master log (B)** which includes NROs/RROs/SROs/JROs
applicants and copy of the applicant fact sheet to the **Grants
Management Center, 501 School Street, 8th** **Floor, Room 831,
Washington, DC 20024, Fax numbers (202) 358-0258 or (202) 358-0246.
NOTE: The master logs (A and B) must include date and time of receipt,
type of grant and amount requested. Please fax all master logs to Vivian
Williams, Director, Categorical Grants Division on the date listed** in
**the TOP grant processing schedule in Section 26 of this Notice. FAX
[final updated master logs and a copy of the applicant fact sheet to the
GMC for those applications postmarked on July 31, 1998, but received by
August 9, 1998.]{.underline}**

\(2\) [If]{.underline} a HUB or-Program Center receives an application
**[not]{.underline}** in its jurisdiction by the application deadline
date, the HUB or Program Center shall ensure the following actions take
place:

a\. Log the date and time of receipt, type of grant and amount requested
in the master log;

b\. Notify the local HUB or Program Center by telephone that the
application is being forwarded.

c\. The application is to be forwarded via **[overnight mail (Federal
Express) with a transmittal memo]{.underline}** to the office of Public
Housing (OPH).

5

d\. The local HUB or Program Center receiving the application shall log
in the application according to the prior cognizant HUB\'s or Program
Center\'s receipt date and time.

D. The HUB or Program Center acknowledges receipt of all applications
received by July 31, 1998, via an acknowledgment letter to the
applicant. A curable deficiencies letter will be sent separately.

E. Three types of reviews will be conducted: the Local HUB or Program
Center will screen applications for technical deficiencies, that is to
determine if the application submission is complete and on time; review
thresholds to determine applicant eligibility; and the GMC in
Headquarters will conduct a technical review to rate applications based
on the program\'s selective rating factors published in the SuperNOFA.

F. Applications shall be screened for eligibility, curable/incurable
deficiencies (refer to page 20 where the term \"curable deficiencies\"
is defined), duplication of funding in accordance with the Application
Screening Instructions listed in Attachments 1-7 of this Notice.

The HUBs/Program Centers will review and score Selection Factor 5 (1-3),
Comprehensiveness and Coordination for the ESSG and MG Categories in
consultation with the Secretary\'s Representative/Senior Community
Builder for the local jurisdiction covered by the activities in the
application for assistance. The Program Offices are responsible for
rating Factor 5 (1-3) and forwarding copies of the application and
Rating Factor 5 score sheets to the Secretary\'s Representative/Senior
Community Builder, who has the option to provide comments for Factor 5
(1-3). If this option taken, the Secretary\'s Representative/Senior
Community Builder will provide these comments to the Program Office
**within seven (7) days** of receipt. The HUBs/Program Centers must
communicate with the Secretary\'s Representative/Senior Community
Builders, as needed, to seek clarification of their comments. Otherwise
the Secretary\'s Representative/Senior Community Builder must indicate
on the application that they do not have comments and return the
application to the appropriate program office **within seven (7) days**
of receipt.

6

Comments made by the Secretary\'s Representative/Senior Community
Builder\'s will then be taken into consideration by the panel of
reviewers.

In addition, the cognizant HUB\'s or Program Center\'s input regarding
the **Selection Factor, Applicant/Administrator Track Record, is very
important.** Please complete **Attachment 6** to assist the Grants
Management Team in assessing and scoring this factor. The scoring
process for Selection Factors 1 through 4 will be completed by the TOP
Grants Management Review Team at the GMC. The cognizant HUB or Program
Center screens each application based on the instructions provided by
the GMC in Attachment 1 of this Notice. This screening is supervised and
validated by the Field Office Grant Administrator (FOGA). The FOGA
should not be the same person who screens an application.

G. Data entry for all TOP applications will be performed at the GMC. The
cognizant HUBs or Program Centers are not required to perform data entry
of the applications.

**H.** **TRANSFER OF APPLICATIONS TO THE GMC**

When the cognizant HUBs or Program Centers have completed scoring Factor
5 (1-3), and the Secretary\'s Representatives/Senior Community
Builder\'s have returned the copy of the application submission with
their comments (if applicable), HUBs or Program Centers will retain one
copy of each TOP application and send **[the original and one copy of
ALL APPLICATIONS]{.underline}** to the GMC by **Federal Express** which
will guarantee arrival by **Friday, August 14, 1998 by 6:00 p.m.** If
the Secretary\'s Representatives/Senior Community Builder\'s comments
have not been received by this date, the application will still be
forwarded to the GMC, and the comments will be faxed upon receipt by the
HUBs/Program Centers.

The HUBs/Program Centers will include the following items when shipping
the applications to the GMC:

**TRANSMITTAL LETTER.** The enclosed transmittal letter must identify
the number of boxes by grant category type (TOP), total number of
applications shipped, and a listing of all ineligible applications with
the reason for rejection; the following additional items should also be
enclosed:

\- Application Master Logs

\- Threshold Screening/Certification and Assurances Checklist

7

\- Cross Check Worksheet Duplication of Funding

\- Field Office Input Regarding Applicant/Administrator Track Record
(Selection Factors 3 EDSSG and 2(c) MG

\- Curable/Incurable Deficiencies Screening Checklist

\- Curable Deficiency Log

\- Curable deficiency letter and corrected deficiency attached to each
application. **If the corrected deficiency is not received by the this
date, the application will still be forwarded to the GMC, and the
correction will be faxed upon receipt by the Program Office.**

For GMC management purposes, number and label boxes by TOP Grant
categories (ESSG, ODG and MG) and include all of the above requested
documents. **Within each box, those applications pending deficiency
corrections and Secretary\'s Representatives comments, should be kept
separate and clearly identified.**

All boxes must be mailed via **Federal Express** to guarantee overnight
**delivery by August 14, 1998,** to the following address:

Grants Management Center

501 School Street, SW

Suite 800

Washington, D.C. 20024

ATTN: **Vivian Williams**

Phone: **(202) 358-0221 ext. 127**

H. All tasks must be executed in accordance with the schedule listed in
Section 26 of this Notice.

**14.** **DISTRIBUTION OF FUNDS**

All applications will be reviewed, and scored by the Grants Management
Center with the assistance of Field Office staff. Upon completion of the
review, all applications will then be placed in an overall nationwide
ranking order and funded until all funds are exhausted. If all funds are
not awarded in one category, funds are transferable to the other grant
categories for use by qualified applicants.

**15. MAXIMUM GRANT AMOUNTS**

A. General Rule for Site-Based RAs: No Site-Based RA may receive grants
in excess of \$100,000-includi.ng funds received by the public housing
development under Resident Management (RM) or TOP in FY 1988-1998, and
the prorated portion of funds

8

received by IROs and on behalf of the Site-Based RA. The \$100,000
cumulative maximum applies to RM/TOP funds received for a specific
public housing development.

\(1\) Any eligible NRO, RRO, or SRO may apply for a single ESS, ODG or
MG for up to \$250,000. These organizations may also apply for one grant
each in two or more of the grant categories provided that the combined
amount requested by the IRO this year does not exceed \$350,000.

> \(2\) A JRO may apply for ESSG, ODG, or the MG funds at a maximum
> \$100,000, and is limited to an application in only one grant
> category.
>
> \(3\) IROs may not propose to assist Site-Based RAs if the FY 1998
> funding request causes a Site-Based RA to exceed its 1988-1998 RM/TOP
> cumulative maximum of \$100,000.

B. Jurisdiction Maximum: Applicants are subject to limits on the amount
of RM/TOP funding made available to non-IRO applicants as follows:

> \(1\) Housing authorities with 1-780 units: Maximum \"of \$700,000
>
> \(2\) Housing authorities with 781-7,300 units: Maximum of \$1.4
> million
>
> \(3\) Housing authorities with 7,301 or more units: Maximum of \$2.1
> million

C. Other Limits:

\(1\) [Basic Grants]{.underline}. Site-Based RAs that have never
received an RM or TOP grant may receive up to \$100,000 less value of
TOP assistance received by the development from an IRO.

\(a\) Economic Self-Sufficiency Grant-Site-Based RAs may receive up to
\$100,000 less the value of any TOP assistance previously received by
the development from an IRO.

> \(b\) Organizational Development Grant - Site Based PA may receive up
> to \$40,000.
>
> \(2\) [Additional Grants (ESS Grants Only)]{.underline}. Any
> Site-Based RA selected for a RM or TOP grant in FYs 1988-1997
> (including mini grant for start-up activities) that

9

> received less than a total of \$100,000 may apply for an Additional
> Grant for economic self sufficiency, provided that the total
> cumulative RM/TOP funding for a project site, including Citywide or
> Intermediary Grant funds benefiting the project does not exceed
> (including previous grants) the total statutory maximum of \$100,000.
> Additional Grant applicants may not apply for an ODG.

**16. HEADQUARTERS TOP RESPONSIBILITIES**

A. Headquarters, Office of Public and Indian Housing, GMC is responsible
for providing TOP application screening instructions to the local HUD
Offices. This notice incorporates those instructions. The GMC will be
responsible for managing and coordinating the FY 1998 TOP national
competition.

> B. All reviewers will be trained at by Headquarters staff.

**17.** **REVIEW AND SCORE APPLICATIONS**

The GMC Staff will convene technical evaluation panels and coordinate
the review and scoring of Factors 1 through 4.

Upon completion of the application review process, the GMC will ship
(receipt requested) all copies of each application, all score sheets,
and any other applicable documentation relating to the applications to
the appropriate cognizant HUB or Program Center. The GMC will retain a
copy of the TOP score sheet for program information.

**18.** **RANKING OF APPLICATIONS**

A. The GMC will perform the National Ranking of all applications.
Applications will be placed in rank order. All IROs\' applications will
be listed and ranked in a separate database. The final ranking will be
submitted by the GMC for approval by the Assistant Secretary and funded
until all funds are exhausted.

B. In cases of applications with tie scores, where selection is
affected, the application with the most points for Factor 3, Soundness
of Approach shall be selected. If there is still a tie, the application
with the most points for Factor 4, leveraging Resources shall be
selected.

**19.** **CONGRESSIONAL NOTIFICATIONS**

> A. Congressional notifications will be prepared by the GMC based on
> the information in

10

> the Grants Management Module. The GMC will prepare packages for
> approval by the Assistant Secretary for \' Public and Indian Housing,
> for signature of the Assistant Secretary for Congressional and
> Intergovernmental Relations (CIR). The package will contain a
> transmittal memorandum, Congressional Notification letters for each
> award, and a list of awards by location. CIR officially notifies
> Congress of the selected awards.

B. After Congress has been notified, the GMC will notify cognizant HUBs
or Program Centers of the Congressional notification release date,
authorizing release of notification of selection and non-selection
letters.

**20. NOTIFICATIONS TO SELECTEES AND NON-SELECTEES**

A. The GMC staff will prepare and forward, via cc:mail, a list of award
recipients and sample award letters to cognizant HUBs and Program
Centers.

> 1\) The award letters will not be sent until:
>
> PIH's Office of Management and Planning prepares the Form HUD-185
> (Fund Assignment) for the grantees selected. Upon validation of
> funding availability, by the Office of the Chief Financial Officer
> (CFO), the Assistant Secretary for PIH will sign the Form HUD-185 and
> send to the appropriate HUB or Program Center via pouch mail.

2\) CIR has completed the notification of Congress.

> B. The cognizant HUB or Program Center will provide written
> notification to all applicants whether or not they have been selected.
> Notification (strengths and weaknesses) and other relevant
> information. GMC will provide sample notification letters.

C. The cognizant HUB or Program Center will provide an original
signature copy of each award letter to the Field Accounting Director
(FAD) to reserve and obligate grant funds.

D. The cognizant HUB or Program Center will provide the executed grant
agreements to the local FAD to establish disbursement authority in the
payment system.

> Further instructions will be issued in regard to B,C and D above if
> procedures have changed under the Department\'s 2020 reorganization.

11

**21. GRANT AGREEMENT PREPARATION AND PROCESS**

A. **Grant Documentation Preparation.** Simultaneous with the issuance
of award letters, cognizant HUB or Program Center Coordinators/Grant
Officers will prepare for bilateral signature and dispatch to awardees
the grant award document, Form-1044; with related grant agreement
documents. Grant agreements and related forms will be prepared in
accordance with Chapter 4 of the Grants Management Handbook 7490.01, and
other instructions or standardized grant agreement formats as may be
issued by the GMC to assist in this process.

> B. The local HUD Office must verify award amount(s) and may place any
> special conditions, such as LOCCS edit, reductions in funding, or
> programmatic restrictions necessary for compliance or performance of
> the approved award. Grantees and subgrantees are required to
> implement, administer and monitor programs so as to minimize the risk
> of fraud, waste, abuse, and liability for losses from adversarial
> legal action. LOCCS is designed to treat all projects in a program the
> same, with minimal variations.
>
> C. The OPH must transmit the grant agreement package to the grantee
> with a cover letter. The grantee must complete blocks 10 and 19 of
> Form HUD-1044. In addition, the grantee must sign all three copies of
> Form HUD-1044 and forward\' them to the OPH within two weeks of the
> date of the HUD transmittal letter along with the following forms and
> documentation:
>
> \(1\) A Direct Deposit Sign-Up Form SF-1199A and cancelled check. Note
> that the LOCCS program area code name for the Tenant Opportunities
> Program is RM/TOP and must be typed into Section 1. Block F of the
> form. This form is required for all grantees that are not currently
> receiving grant funds through the LOCCS/VRS. Grantees who currently
> have access to LOCCS will also need to complete a form and request
> that RM/TOP be added to their access.
>
> \(2\) A revised program plan or other materials required by any
> special conditions of the grant award;
>
> \(3\) A signed original of the LOCCS Voice Response Access
> Authorization Form HUD-27054 and one signed/notarized copy. Note that
> the LOCCS program code name for Tenant Opportunities Program -
> RM/TOP - must be typed into Block 5a. of the form; and
>
> \(4\) A copy of the Internal Revenue Service (IRS)

12

> source document establishing the grantee\'s Taxpayer Identification
> Number (TIN) (only for grantees who are not currently LOCCS users).
>
> D. The OPH shall maintain a supply of the forms/documents to be
> distributed as a part of the grant agreement package to each grantee,
> as needed. The Field Administrative Officer aware of this requirement.
> (The Field Administrative Officer must also maintain a supply of Form
> HUD-27054-A (which is used by HUD personnel only) is available on the
> LAN HUD Forms.
>
> The grant agreement package includes the program grant agreement and
> the following forms:
>
> \(1\) Form HUD-1044, Assistance Award/Amendment;
>
> \(2\) LOCCS Voice Response System (VRS) Access Authorization - Form
> HUD-27054 and instructions (for use by grantees);
>
> \(3\) Payment Voucher \-- Form HUD 50080-RM/TOP 073;
>
> \(4\) Financial Status Report \-- Form SF-269A and instructions;
>
> \(5\) LOCCS-VRS Change of Address Request \-- Form HUD 27056 and
> instructions; and
>
> \(6\) LOCCS User Guide: Part I dated June 1995.
>
> NOTE: The OPH must provide a copy of Part I of the LOCCS User Guide
> dated June 1995 to grantees. The Field Office must advise grantees
> that a LOCCS-VRS videotape, which explains the system and the
> initialization procedures, is available from the Field Office for
> temporary loan.

**22. GRANT AGREEMENT EXECUTION**

> A. The OPH must send a copy of the approved budget with the grant
> agreement. The OPH must identify all changes to the grant application
> as conditions) of approval and must provide these changes with the
> grant agreement. Prior to the initial draw down, the grantee shall
> have secured online access to the internet as a means to communicate
> with HUD on grant matters. All correspondence concerning the grant
> award must include the project number shown on the approval letter.
>
> B. The OPH must review, upon receipt from the grantee, the signed
> grant agreement copies and forms and check for the following:

13

\(1\) Ensure the tax identification number (TIN) on the Form HUD-1044
matches the TIN on Form HUD-27054. Any discrepancy must be resolved. The
TIN should also be included on the SF-1199A.

\(2\) Check that authorized user and the approving official on the
LOCCS-VRS Access Authorization Form HUD-27054 are different, and that
the form is complete and notarized;

\(3\) Check that any other forms are properly completed as part of the
Grant Agreement; and

\(4\) Check that the Form SF-1199A was completed (if required) and that
the grantee information is in accordance with the LOCCS User Guide
instructions, (not the instructions on the reverse of the printed Form
SF-1199A), that a canceled check was provided, and that the TIN agrees
with the TIN on Form HUD-1044. The grantee must have one bank depository
account for all HUD PIH funds.

\(5\) The OPH retains a copy of the completed Form HUD-27054 and sends
the original along with a transmittal (indicating the form has been
reviewed for accuracy and content) to:

> Dept. of Housing and Urban Development
>
> Office of the Chief Financial Officer
>
> Attention: LOCCS Security Team
>
> P.O. Box 23774

Washington, DC 20026-3774

[or]{.underline}

Room 3143

451 Seventh Street, S.W.

Washington, D.C. 20410-3600

> Note: If prompt and reliable delivery is desired, use overnight mail
> or return receipt requested.

\(6\) The Program Office forwards a transmittal letter enclosing Form
SF-1199A, noting on the face of the envelope, "SF-1199A\", to the
following address:

> Dept. of Housing and Urban Development
>
> Office of the Chief Financial Officer
>
> Office of Information Policies and Systems;
>
> ATTN: ACH Team
>
> P. 0. Box 44816

Washington, D.C. 20026-4816

> \(7\) The Director, OPH signs the HUD-1044 in Block 20

14

> and enters the date in Block 5, and on Page 15 of the grant agreement.
> After execution of the grant agreement, the OPH must:
>
> a\. Transmit one signed copy of the grant agreement and a copy of the
> IRS document to the FAD (with the TIN for new grantees) and retain one
> copy on the grant file. The OPH must complete these actions promptly
> upon receipt of acceptable materials from the grantee.
>
> b\. Send one copy of the grant agreement to the grantee when the grant
> payment system is operational. The grant system is operational when
> the following are completed:
>
> \(i\) Recording of the grant agreement (disbursement authority by
> CFO/FAD;
>
> \(ii\) Entering 1199 data into LOCCS;
>
> \(iii\) Entering the grant budget line item entries into LOCCS and
> confirming that the Grantee has received its VRS number.
>
> \(iv\) Verifying the correct banking information has been entered into
> LOCCS using query screen Q05 and that the TIN agrees with the grant
> agreement Form HUD-1044; and
>
> \(v\) Assuring that the grantee has LOCCS-VRS access by query of
> LOCCS, confirming the grantee has been provided a LOCCS-VRS user
> identification number. (This capability in now available and it is
> shown on screen Q60.)
>
> Include copies of Form HUD-50080-RM/TOP Payment Voucher with this
> transmittal.

**23.** **BUDGET LINE ITEMS ARE AS FOLLOWS:**

9810 Employment Readiness Training Contracts

9820 Business/job Training Contracts

9830 Job Placement/Retention Contracts

9840 Mediation Activities

9850 Resident Organization Development Contracts

9860 Travel Costs

9870 Other Resident Costs

(Stipends/Reimbursements)

9880 Administrative and Other Costs

15

> **24. TOP PROCESSING SCHEDULE**
>
> The PIH GMC, shall execute this process in accordance with the below
> timetable, and any other instructions issued by the Department.
>
> **[STEPS]{.underline}** [DEADLINE DATE]{.underline}

1\. Designate FOGA & SecRep June 30 , 1998

**(Please notify Headquarters of**

**the selection by cc:mail to**

**Odessa Burroughs).**

2\. TOP Processing Notice provided to

> cognizant HUBs or
>
> Program Centers by Headquarters July 23, 1998

3\. Conduct Conference call with cognizant

> HUB or Program Center Staff July 28, 1998

4\. Application deadline July 31, 1998

5\. Fax master log (A) and (B) and TOP fact sheets

> to GMC ATTN: Odessa Burroughs August 3, 1998

6\. Acknowledgment letters sent to applicants August 6, 1998

7\. Screening for technical deficiencies

> completed, acknowledgment letters
>
> and curable deficiencies letters
>
> sent by fax to RAs and IROs August 10, 1998

8\. Program Office sends SecRep/Senior

> Community Builder application and
>
> Factor 5 score sheet for comment August 10, 1998

9\. FAX updated master logs and fact sheets

> to GMC for those applications postmarked
>
> July 31, 1998, but received between August

3 through 9 August 10, 1998

10\. **FOGA ships ALL APPLICATIONS overnight**

> **with all required documents to the GMC August 13, 1998**

11\. All Applications received at GMC August 14, 1998

12\. GMC organizes applications for

> review process August 15, 1998
>
> 16

13\. Reviewers are trained by HQs staff

> on site at GMC August 17, 1998

14\. TOP Grants review begins August 17, 1998

15\. All deficiency corrections/Secretary\'s

Representatives comments due to the

> cognizant HUBs or Program Centers August 17, 1998

16\. HUBs and Programs Centers FAX all

deficiency corrections/Secretary\'s

> Representatives comments to GMC August 17, 1998

17\. GMC completes review of all

> eligible applications August 28, 1998

18\. Data entry validated by data

entry person and validated

> by the Grant Administrator August 28, 1998

19\. GMC ranks all applications September 2, 1998

20\. Organizational Development Grant

> Lottery September 2, 1998

21\. Recommendations with Congressional

> Notification to PIH A/S September 3, 1998

22\. Assistant Secretary approves

> grant selections September 9, 1998

23\. GMC forwards by cc:mail templates

of grant approval and disapprovals to

cognizant HUBs or Program Centers September 10, 1998

24\. GMC sends lists of grant awards with

> HUD-185s to budget office September 11, 1998

25\. Cognizant HUBs or Program Centers

send-the original approval letters and

> grant agreement to FAD to reserve funds September 17, 1998

26\. FAD completes reservation of TOP grant funds September 25, 1998

27\. Cognizant HUBs or Program Centers

send the approval letters to RAs and IROs September 28, 1998

17

28\. Cognizant HUBs or Program Centers completes

> Grant Agreements and send to grantees October 1, 1998

29\. Grant Agreements signed by RAs and IROs

and-returned to cognizant HUBs or Program

Centers October 10, 1998

30\. Grant Agreements signed by OPH October 14, 1998

31\. Budget Line Items entered into LOCCS October 26, 1998

32\. Funds available for grantee to drawdown October 30, 1998

**25. REPORTS**

> A. As in past years, to ensure that the program schedules are adhered
> to and that applicants are not adversely affected, the below listed
> monitoring/tracking report is required. HUB\'s and Program Center\'s
> reports shall be, but not limited to, confirmation of the following:
>
> 1\. executed approval/disapproval letters to applicants;
>
> 2\. executed grant agreements (Form-HUD 1044);
>
> 3\. transmitted award letter and grant agreements (Form HUD-1044 to
> FAD); and
>
> 4\. input budget line items (BLIS) into LOCCS
>
> B. FO shall submit completion of the above status, via cc:mail; no
> later than October 31, to the GMC, Attention: Michael E. Diggs
> (cc:mail address for Michael E. Diggs is PIHPOST4.

**26.** **CONTACTS**

LOCCS - The Headquarters point of contact for OPH staff with questions
concerning the TOP program is Public and Indian Housing, Information
Services Division at

> \(202\) 708-0614, extension 4147.
>
> Program Office Contact - For information, contact Odessa Burroughs,
> GMC, (202) 358-0221 extension 130. The Office\'s TDD/TYY number or
> that of the Federal Information Relay Service is 1-800-877-8339.
>
> Grantee Point of Contact - The primary point of contact for grantees
> is the local Cognizant HUB or Program Center, Attention: Director,
> Office of Public Housing or Program Center Coordinator as appropriate.

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**29. APPLICATION DEBRIEFINGS**

**A.** GMC will provide HUBs and Program Centers copies of score sheets
and related documents to issue with notification letters. The HUBs or
Program Centers will be required to provide feedback, if requested, to
those RAs and IROs whose TOP applications were not approved for funding.
The HUBs or Programs will have on file a copy of all applications and
the reviewer\'s comments.

Deborah Vincent

> General Deputy Assistant Secretary
>
> for Public and Indian Housing

Attachments

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