Source: https://www.hudexchange.info/programs/multifamily-housing/financial-management-toolkit/6-procurement/6e-grantee-and-sub-recipient-organizations-policies-and-procedures/
Timestamp: 2020-07-07 03:15:48
Document Index: 718227008

Matched Legal Cases: ['art 200', 'art 200', '§200', '§200', '§200', '§200', '§200', '§200']

MFHP Financial Mgmt. Toolkit - Procurement: Grantee/Sub-recipient Organizations' Policies and Procedures - HUD Exchange
Multifamily Housing Program Financial Management Toolkit
6e. Grantee and Sub-recipient Organizations' Policies and Procedures
Download Toolkit as PDF
1. Toolkit Overview
1b. Structure of This Toolkit
1c. DUNS Number and SAM Registration Requirements
1d. Brief Program Descriptions
2. Building Blocks of Financial Management
2a. Financial Management Defined
2b. HUD's Integrity Bulletins
2c. Budgets and Budget Controls
Knowledge Check - Budgeting
2d. Internal Controls
Knowledge Check – Internal Controls
3. Statutes, Federal Regulations, and OMB
3a. Implementation of the Omnibus Circular – 2 CFR Part 200
3b. Overview of 2 CFR Part 200: Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards
4. Accounting and Record Keeping
4a. Introduction
4b. Regulatory Standards Relating to Accounting Records and Documentation
4c. Basic Elements of Accounting Records
4d. Basic Elements of Source Documentation
Knowledge Check – Accounting Records and Source Documentation
5. Fund Accounting and Cost Accounting Defined
5a. Fund Accounting
Knowledge Check - Fund Accounting
5b. Cost Accounting
6a. Introduction
6b. Uniform Guidance on Procurement Standards
6c. General Procurement Standards (200.318)
6d. Categories of Procurement (200.320)
6f. Permitted Approaches to Procurement by Grantees and Sub-recipients
6g. Graphic Depictions of the Five Types of Procurement
6h. Description of Types of Purchases
Knowledge Check - Procurement
7a. Overview
7b. Steps to Follow for Reporting Compliance
Knowledge Check - Reporting
7c. Other Reporting Requirements
8. Financial Audits
8a. Audit Overview
8b. Threshold Amount for a Federal 'Single' Audit (§200.501)
8c. Frequency of Audits (§200.504)
8d. Submittal of Audits to the Federal Clearinghouse
Knowledge Check - Audits
8e. Requirements for Grantee Monitoring of Sub-recipients' Audit Compliance
9. Basics of Cost Allocation
9a. Allowable Costs (§200.403)
Knowledge Check - Allowable Costs
9b. Reasonable Costs (§200.404)
Knowledge Check – Reasonable Costs
9c. Allocable Costs (2 CFR §200.405)
Knowledge Check – Allocable Costs
9d. The RADAR Test
Knowledge Check – RADAR Test
10. The Cost Allocation Process
10a. Defining Direct and Indirect Costs (§200.412)
10b. Documenting Personnel Costs
10c. After-the-Fact Time and Activity Reporting
10d. Supplemental Documentation of Staff Activities
10e. Direct Charge of Personnel Costs
Knowledge Check – Direct Personnel Costs
10f. Direct Charge of Non-Personnel Costs
Knowledge Check – Direct Non-Personnel Costs
11. Allocating Indirect Costs
11a. Direct Allocation Method
11b. Defining Administrative Costs for HUD Purposes
11c. Allocating Shared Personnel Costs
11d. Allocating Shared Non-Personnel Costs
Knowledge Check – Indirect Costs
12. Assisted Living Conversion
12a. Program Overview
12b. Summary of Closeout Procedures
12c. Recommended Closeout Actions
12d. Recordkeeping Requirements
12e. Additional Resources that Grantees Might Consider
13. Congregate Housing Services
14. Section 811 Project Rent Assistance
14a. Section 811 PRA Program Overview
14b. Responsibilities of PRA Grantees
14c. Grantee Operations and Cooperative Agreement
14d. Key Financial/Accounting Requirements for PRA Grantees
15. Service Coordinators in Multifamily Housing
15a. Program Overview
15b. Requirements Related to the Financial Management of HUD Grants and Awards
15c. The Primary Means of Funding SCMF Programs
15d. Annual Budget Review
15e. Drawdown Requests
15f. Changes to NOA
15g. Useful and Required Forms for Quarterly, Semi-Annual, and Annual Reporting
15h. Management of Grant Funds
15.i Allowable Expenses and Expense Documentation
15j. Internal Controls
15k. Overview of Service Coordinator Activities, Quality Assurance, and Training Requirements
15l. Additional Resources
16. Support Services Demo for Elderly
16a. Program Overview
16b. Programmatic Description of the Support Services for Elderly Households Demonstration Project
16c. Funding Restrictions and Renewal
16d. Other Statutory and Regulatory Requirements
16e. Reporting
Financial Management Webinars
6e. Grantee and Sub-recipient Organizations’ Policies and Procedures
For both small purchases and more substantial procurements, grantees and sub-recipients must have written policies and procedures that describe how their organizations will procure goods and services, what information they will require when receiving a price or rate quote, and who will have approval authority.
Additionally, grantees and sub-recipients of HUD funds must have regular in-house trainings and a written code of standards for employees who award and administer contracts. An employee, officer or agent of a HUD grantee or sub-recipient organization should not participate in awarding a contract if any of the following people have an interest – financial or otherwise – in a firm that might be selected:
The employee, officer, or agent
Any member of their immediate family or a partner
An organization that employs, or is about to employ, any of the above
The board of directors and program staff should identify potential conflicts of interest. The board should review these situations, using the organization’s own procedures for addressing conflicts of interest. The independent auditors of a grantee or sub-recipient organization’s finances will typically also review the organization’s policies and activities for potential conflicts of interest and include recommendations for strengthening these policies if need be.