reglab/statecodes huggingface dataset:
New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1646 - Development Period Accounting › Subpart 1646-2 - Development Cost Budget › Section 1646-2.1 - Purpose

Current through Register Vol. 46, No. 28, July 10, 2024
The Development Cost Budget (form DH-512), provides the
						  means for controlling the nature and extent of the expenditures in the
						  development of a project. No budget shall, however, be deemed effective or
						  controlling until it has received the written approval of the division. The
						  development cost budget consists of two sheets and is prepared and submitted by
						  the local agency in the following manner on a form (see Exhibits 1 and 2 of
						  Appendix S-11), supplied by the division:
(a) Preliminary development cost budget. The
						preliminary development cost budget, showing the proposed estimated project
						development cost, is prepared by the local agency and is included in and made a
						part of its application for financial assistance from the State. The
						preliminary budget controls the development cost expenditures from the date of
						the loan and subsidy contract to the date of the award of the major
						superstructure contracts, i.e. general construction, plumbing, heating and
						electrical. The preliminary budget may, under certain circumstances, be revised
						from time to time, in which case the latest approved budget will be
						controlling.
(b) Final development
						cost budget. Upon the award of the major superstructure contracts (general
						construction, plumbing, heating, electrical) the local agency shall prepare a
						final development cost budget reflecting these contract awards and any others,
						and the latest revised estimate of development costs, and submit it to the
						division for approval not later than 15 days after the award and execution of
						these contracts. This final budget also may, under certain circumstances, be
						revised, in which case the latest approved budget will be controlling. The
						final development cost budget controls the development cost expenditures from
						the date of its approval to the date of approval of the bond sale
						budget.
(c) Bond sale budget. Prior
						to the sale of bonds by the Comptroller, the division will request the local
						agency to prepare and submit to the division for approval its best estimate as
						to what will be the final development cost of the project to justify the amount
						of bonds to be included in the bond issue. This estimate should be prepared on
						form DH-512. Should further permanent financing be required for a project, the
						local agency will be requested to prepare and submit for the division's
						approval a supplementary bond sale budget, also on form DH-512. The bond sale
						budgets will control expenditures from the date of approval until final
						development cost is determined.
New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1646 - Development Period Accounting › Subpart 1646-2 - Development Cost Budget › Section 1646-2.2 - Preparation of development cost budget

Current through Register Vol. 46, No. 28, July 10, 2024
The specimen form of Development Cost Budget (form
						  DH-512) is shown as Exhibits 1 and 2 of Appendix S-11. Each development cost
						  budget shall be supported by a development cost budget justification which may,
						  in the case of a preliminary budget, be submitted separately from the
						  application for financial assistance. The division will be glad to render
						  assistance in the preparation of development cost budgets. The instructions in
						  this Subchapter are confined, primarily, to the relations of the budgets to the
						  reports, schedules and forms described herein. The following comments are
						  intended for purposes of clarification:
(a) The heading of the budget should indicate
						whether the budget is a preliminary, final, or bond sale budget.
(b) Date prepared refers to the date that the
						budget has been prepared by the local agency and is used to further identify
						the budget. The date prepared need not necessarily be the same as the date of
						the loan contract or of the application for financial assistance or amendments
						thereto.
(c) Loan contract dated
						refers to the date of the execution of the loan contract and not to the date of
						the commissioner's approval thereof. The date of execution of the loan contract
						will ordinarily be found in the very first paragraph of the contract.
(d) As amended to similarly refers to the
						date of execution of the most recent amendment, if any, to the loan
						contract.
(e) Columns (2) and (3)
						of the form are reserved for such analysis of the total estimated development
						cost as the division may require. For example, where slum clearance is
						involved, the division may require that the slum clearance costs be segregated
						in column (2) and other development costs in column (3). The analysis, if any,
						in columns (2) and (3) shall not be reflected in the books of account or in the
						related forms submitted to the division (see §
												1646-2.3, subd. [a],
						below).
New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1646 - Development Period Accounting › Subpart 1646-2 - Development Cost Budget › Section 1646-2.3 - Instructions in use of development cost budget

Current through Register Vol. 46, No. 28, July 10, 2024
(a) Approval by commissioner. Upon receipt of
						written advice from the division of approval of a development cost budget or
						bond sale budget for a project, the amounts reflected in column (4) of such
						budget shall become controlling with respect to development cost expenditures
						and shall be recorded for control purposes in the development cost analysis
						ledger, in column (2) of the Analysis of Expenditures and Budget Control
						Statement, form DH 213, and in column (2) of the Certificate of Purposes, form
						DH-216, thereafter submitted. Such amounts shall not be altered without the
						written approval of the division.
(b) Overruns. The following procedure is
						established in reference to development cost expenditures in excess of
						development cost budget amounts, as approved by the commissioner.
(1) Restricted items. Expenditures for
						restricted items are limited to the amounts approved by the division.
						Restricted items include land acquisition, architectural, engineering, and
						construction contracts, legal services and expenses, appraisals, negotiation
						costs, etc., where the local agency is required to obtain the prior written
						approval of the division before entering into a commitment or making an
						expenditure.
(2) Other items.
						Approval is hereby given to exceed by not more than 20 per cent the amount
						budgeted for any item other than a restricted item, provided that the total
						expenditures for a group of development cost accounts (viz: 1410, 1420, etc.
						groups) shall not thereby exceed the amount provided therefor in the approved
						budget without the prior written approval of the division.
(3) Similar provisions set forth in
						subdivision (d) of section
						1646-3.2 apply with respect to
						overruns on amounts requested on approved certificates of purposes.
New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1646 - Development Period Accounting › Subpart 1646-3 - Requisitions Of Loan Funds › Section 1646-3.1 - General

Current through Register Vol. 46, No. 28, July 10, 2024
(a) The submission
						of a requisition is a prerequisite to the borrowing of development funds,
						whether such borrowing be from the State or from sources other than the State.
						A requisition consists of two sets of papers, viz: the requisition papers and
						the closing papers.
(1) Requisition papers.
						The requisition papers are submitted at least six weeks in advance of the date
						the funds will be borrowed and consist of a housing loan voucher, submitted in
						an original and one conformed copy, and of a certificate of purposes, submitted
						in an original and four conformed copies. The requisition papers are submitted
						in substantially the same form, whether the borrowing is to be from the State
						or from parties other than the State. Preparation of the requisition papers is
						described in sections 1646-3.2 and
						1646-3.3, which follow.
(2) Closing papers. The closing papers
						consist of the evidence of indebtedness and of the supporting and related
						documents. The closing papers to be submitted will depend on whether the loan
						funds are advanced by the State or sources other than the State.
New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1646 - Development Period Accounting › Subpart 1646-3 - Requisitions Of Loan Funds › Section 1646-3.3 - Housing loan voucher

Current through Register Vol. 46, No. 28, July 10, 2024
The housing loan voucher is submitted, in an original
						  and one conformed copy, together with a certificate of purposes, on a printed
						  form supplied by the division. A specimen form of housing loan voucher, as it
						  should appear upon submission to the division, is shown as Exhibit 8 of
						  Appendix S-11. Requisitions are numbered consecutively, in order of filing, and
						  the installment number on the housing loan voucher must agree in order with the
						  requisition number in the heading of sheet 1 of the certificate of purposes.
						  The amount of the installment being requisitioned must agree with the grand
						  total of column 3, "Requirements for Period of this Requisition", of the
						  certificate of purposes if the advance of loan funds is to be made directly by
						  the State. If the loan funds are to be borrowed from sources other than the
						  State, however, the amount of the installment being requisitioned must then
						  agree with column 5, total requirements, of the certificate of purposes and
						  with the amount of the advance loan note to the State.
New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1646 - Development Period Accounting › Subpart 1646-4 - Land Acquisition › Section 1646-4.2 - Acquisition by condemnation

Current through Register Vol. 46, No. 28, July 10, 2024
(a)
						Alternative condemnation procedures are available to a local agency, once the
						prior written approval of the division to condemnation as a means of acquiring
						the land, in lieu of private purchase, is obtained. Whatever procedure is
						adopted, the end-product will be a final decree of a court having jurisdiction,
						which will fix the amount of the award or confirm the amount of the award fixed
						by a board of appraisers, acting as condemnation commissioners. When the final
						decree is handed down, the division will either concur or advise the local
						agency to appeal.
(b) Commitments
						for the acquisition of land by condemnation will, similarly, not be reflected
						in the accounts until the accounts payable voucher authorizing the drawing of a
						check is prepared. Accounts payable vouchers representing costs of land
						acquired by condemnation which are chargeable to account 1440.1, Land Purchase
						Price, account 1440.2, Fixture Awards, and account 1440.3, Interest on
						Condemnation Awards, shall be supported by the final decree and by the letter
						of the division concurring in the award.
(c) In the event a local agency is required
						to deposit the funds to pay a condemnation award in escrow, as where a
						municipality acting for the local agency requires the funds to be put up in
						advance, or where a condemnation award is being appealed, etc., the
						disbursement shall be charged to account 1115, Special Deposits, pending the
						release of the money from escrow.
New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1646 - Development Period Accounting › Subpart 1646-4 - Land Acquisition › Section 1646-4.3 - Form DH-Land Record

Current through Register Vol. 46, No. 28, July 10, 2024
The local agency shall maintain a current card record
						  of each parcel of land acquired or to be acquired by private purchase or
						  condemnation on form DH-Land Record, a specimen form of which is shown as
						  Exhibit 10 of Appendix S-11.
New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1646 - Development Period Accounting › Subpart 1646-5 - Contracts › Section 1646-5.1 - General

Current through Register Vol. 46, No. 28, July 10, 2024
The term contracts as used in this Subpart shall
						  include contracts for surveys, test borings, architectural and engineering
						  services, material-testing and demolition, as well as the group of construction
						  contracts included in the 1460, Structures, Equipment, and Improvements, group
						  of development of cost accounts. Contracts for the purchase of land,
						  appraiser's or negotiator's services, etc., are described separately and are to
						  be distinguished from the contracts included in the scope of this paragraph.
						  The instructions and procedures with respect to the contracts included in the
						  scope of this Subpart are limited to the accounting features
						  only.
New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1646 - Development Period Accounting › Subpart 1646-5 - Contracts › Section 1646-5.2 - Recording contract commitments

Current through Register Vol. 46, No. 28, July 10, 2024
(a)
						In order to provide a record of commitments made by a local agency with respect
						to contracts included in the scope of this Subpart the following journal entry
						shall be made for the gross amount of each contract upon award thereof, and as
						change orders (see §
												1646-5.3, below) are authorized:
Entry (1):
Debit: Account 1500, Incomplete Contracts $XXX
Credit: Account 2400, Contract Awards $XXX
(b) Prior written approval of the
						division is required for the award of contracts in excess of an amount which
						will be fixed in the loan contract for each project, individually. Prior
						written approval will not be required for smaller amounts, but all such
						contracts and expenditures in connection therewith will be subject to division
						approval, audit, and validation. The journal voucher recording the award of a
						contract requiring prior division approval shall be supported by reference to
						the division's letter approving the award.
(c) All contracts included in the scope of
						this Subpart shall, upon award, be individually recorded in a contractors
						ledger, as described in section 1642- 3.12. See also Exhibit 19 of Appendix
						S-8. The sum of the balances of the contractors ledger shall at all times equal
						the general ledger balances of account 1500, Incompleted Contracts, and account
						2400, Contract Awards, the latter being at all times equal to each
						other.
New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1646 - Development Period Accounting › Subpart 1646-5 - Contracts › Section 1646-5.3 - Contract changes

Current through Register Vol. 46, No. 28, July 10, 2024
(a) A contract
						change generally involves an adjustment in the contract price, or an extension
						of time, or both. Changes in contracts are accomplished by the issuance of an
						order in writing by the authorized person designated by the local agency to
						administer the contracts. Orders for contract changes shall never be issued
						verbally. Orders to change contracts are classified as follows:
(1) Change orders. Change orders authorize a
						variation in the contract terms. The change order must state whether there is
						to be an adjustment of the contract price, and the exact amount of such
						adjustment, if any.
(2) Proceed
						orders. Proceed orders authorize a variation in the contract terms without
						stating a definite price, said price being subject to future determination. A
						proceed order must be superseded by a change order as soon as the definite
						price is determined.
New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1646 - Development Period Accounting › Subpart 1646-5 - Contracts › Section 1646-5.4 - Partial payments

Current through Register Vol. 46, No. 28, July 10, 2024
(a)
						Payments on account of contracts included in the scope of this Subpart shall be
						made in accordance with the terms of the contract. Such terms may prescribe the
						form in which the contractor's claim for payment is to be submitted, the
						retention by the local agency, until the final payment is made of fixed
						percentages of the claim, etc. No partial payments may be made after the time
						fixed in the contract for the full and final completion of the work, as
						extended by change orders has expired unless the contract has been amended and
						the prior approval of the commissioner to the making of the partial payment has
						been obtained in accordance with such amendment. The State's construction
						adviser is not authorized to give approvals under such circumstances.
(b) Generally speaking, claims for partial
						payments on account of the contracts included in the scope of this Subpart will
						be submitted in either of the following forms:
(1) Periodical estimate for partial payments.
This is a printed form supplied by the division (form
						  DH-356) and is shown as Exhibits 13 and 14 of Appendix S-11. Claims for partial
						  payments under most construction contracts included in the 1460, Structures,
						  Equipment and Improvements, group of development cost accounts will be
						  submitted on this form. All periodical estimates for partial payments require
						  the prior written approval of the State's construction adviser. Preparation of
						  the periodical estimate for partial payment, and of the supporting documents
						  required in connection therewith, is described in section
						  1646-5.6.
(2) Contractor's invoices.
When a contractor's claim for a partial payment is not
						  required to be submitted in the form of a Periodical Estimate for Partial
						  Payment (form DH-356), it will ordinarily take the form of the contractor's
						  invoice. The processing of an invoice and the documents required to support the
						  accounts payable voucher drawn therefor are described in section
						  1642-2.4 (subd. [c], par. [2],
						  subpar. [iii]). All partial payments on contracts included in the scope of this
						  Subpart, based on invoices, require the prior written approval of the division
						  or the State's construction adviser, depending on the type of contract. Such
						  approval may be in the form of a letter or an endorsement of the invoice and
						  shall be attached to the accounts payable voucher.
New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1646 - Development Period Accounting › Subpart 1646-5 - Contracts › Section 1646-5.5 - Contract retentions

Current through Register Vol. 46, No. 28, July 10, 2024
(a)
						Standard provisions of most construction contracts provide that a stipulated
						percentage, generally 10 percent of each partial payment due to be made under
						the contract shall be retained by the local agency until the final completion
						and acceptance of all the work covered by the contract. The contract may,
						however, also provide that after a stipulated percentage, generally 50 percent
						of the work has been completed, the local agency may, with the prior written
						approval of the division, make partial payments in full for work which may
						still remain to be done, without retaining any portion thereof. The State's
						construction adviser is not authorized to approve reductions in retaining
						percentages.
(b) Amounts retained
						by a local agency in accordance with the terms of a contract must be held
						intact by it until the final payment (see §1641-5.7) is made under the
						contract, unless the contract, with the prior written approval of the
						commissioner, has been amended to provide for the making of payments out of
						retained amounts.
New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1646 - Development Period Accounting › Subpart 1646-5 - Contracts › Section 1646-5.6 - Periodical estimates for partial payment

Current through Register Vol. 46, No. 28, July 10, 2024
(a)
Scope of instructions.
The instructions herein with respect to the preparation
						  of a periodical estimate for partial payment and supporting documents are
						  limited to the accounting features only and no procedures are included
						  regarding the method of determining the quantities of work performed and the
						  amounts due therefor. The latter are properly the province of the technical
						  staffs of the local agency and the contractor, the architect, and the State's
						  construction adviser.
(b)
Schedule of amounts for contract payments.
Upon the award of a lumpsum contract covering more than
						  one of the types of work listed on the front side of the periodical estimate
						  for partial payment (Exhibit 13 of Appendix S-11), the contractor shall prepare
						  for the approval by the architect and the local agency a breakdown of the
						  contract price among the various types of work on forms DH-355A and DH-355B,
						  Schedule of Amounts for Contract Payments, in an original and the required
						  number of copies, as designated by the local agency. Forms DH-355A and 355-B
						  are printed forms supplied by the division and are shown as Exhibits 11 and 12
						  of Appendix S-11. The original shall be retained by the local agency and
						  copies, bearing the required signatures, shall be distributed to the
						  contractor, the architect or other person in the field authorized to approve
						  periodical estimates on behalf of the local agency, and to the State's
						  construction adviser, for use in preparing and checking periodical estimates
						  for partial payments. The breakdown of the contract price is reflected in
						  column 6 of the Periodical Estimate for Partial Payment (form DH-356), as
						  described in subdivision (d) of this section.
(c)
Accounts payable voucher
						supports.
(1) The accounts payable
						voucher shall be supported by the originals of the following documents bearing
						the required approvals:
(i) Periodical
						Estimate for Partial Payment, form DH-356.
(ii) Schedule of Change Orders, form DH-357
						(unless none issued).
(iii)
						Schedule of Materials Stored, form DH-358A (unless no advance
						requested).
(iv) Summary of
						Materials Stored, form DH-358B (unless no advance
						requested).
New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1646 - Development Period Accounting › Subpart 1646-5 - Contracts › Section 1646-5.7 - Final payments

Current through Register Vol. 46, No. 28, July 10, 2024
(a) Before
						making any final payment on a contract included in the scope of this Subpart,
						the local agency shall submit for division approval its recommendation for the
						release of such final payment along with the following documents [see Exhibits
						18 through 20 of Appendix S-11]:
Final Certificate of Completion (form DH-64389A) 4
						  copies Certificate and Release (forms DH-64398B) 2 copies Final Statement of
						  Account (form DH-64398C) 1 copy
(b) The certificate and release must be
						prepared by the contractor. The final certificate of completion and final
						statement of account are prepared by the local agency. The written approval of
						the State's construction adviser to the final certificate of completion shall
						be obtained by the local agency prior to transmittal to the division, but no
						payment shall be made until the final certificate of completion is returned by
						the division with the signature of the commissioner or his authorized
						representative thereon.
(c) The
						accounts payable voucher for a final payment shall be supported by the final
						certificate of completion approved by the commissioner, the certificate and
						release, and the final statement of account, together with the division's
						letter transmitting the approved documents. The accounting entry, as reflected
						in the accounts payable voucher for a typical case, would be:
Debit: Account 1460.2, Plumbing $15,000.00
Debit: Account 2112, Contract Retentions
						  8,500.00
Credit: Account 1111, Development Fund
						  $23,500.00
Debit: Account 2400, Contract Awards $15,000.00
Credit: Account 1500, Incompleted Contracts
						  $15,000.00
New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1646 - Development Period Accounting › Subpart 1646-6 - Initial Operating Period › Section 1646-6.1 - General

Current through Register Vol. 46, No. 28, July 10, 2024
(a) While the rents
						as fixed by a local agency for the project proper should result in no profit
						from operation, there may accrue a net deficit or income during the early
						stages of operation when interest, taxes, etc., are being charged to account
						1420. The early stages of operation of the project proper have been designated
						as the initial operating period, defined in paragraph 102 [FN*] as meaning "the
						period beginning with the first day of the month in which income is first
						derived from rentals from the project proper and ending with the date of
						substantial completion". The initial operating period therefore falls within
						the development period and it is provided that the net operating deficit of the
						project proper, if any, incurred during this period shall be considered a
						development cost and charged to account 1470.3, Net Deficit or (Income), and
						that, if there should be net income during the period, it will be credited to
						account 1470.3 and serve to reduce development cost.
(b) Procedures applicable to the initial
						operating period have been described in other parts of this Subchapter,
						particularly in Part 1641, Account Classification, and in Part 1642, Basic
						Instructions. The purpose of the following sections is to supplement these
						procedures and assemble them for ready reference.
(c) Generally speaking, it will be necessary,
						during the initial operating period, to distinguish between expenditures which
						are properly chargeable to initial operating period expense and payable out of
						the administration fund, as hereinafter described, and other expenditures, such
						as for direct costs (1410 group), carrying charges, and tenant selection costs
						(account 1470.1), which, to the extent set forth in the respective account
						definitions, do not constitute expenses of the initial operating period and are
						payable out of the development fund directly.
[FN*] Paragraph 102 repealed by resolution filed
						  October 5, 1962. See section
						  1600.2,
						  Definitions.
New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1646 - Development Period Accounting › Subpart 1646-6 - Initial Operating Period › Section 1646-6.2 - Procedure prior to initial operating period

Current through Register Vol. 46, No. 28, July 10, 2024
(a) Tenants selection costs.
(1) As a matter of prudent business policy,
						most local agencies will undertake the screening of applicants for admission to
						the project proper in advance of the date the first buildings become available
						for occupancy. The receiving, processing, and investigation of applications
						thus begun prior to the initial operating period, will ordinarily continue well
						into the initial operating period. Tenant selection costs, whether incurred
						prior to or during the initial operating period, do not constitute an expense
						of the initial operating period. They are charged directly to account 1470.1,
						Tenant Selection Costs, and are paid out of the development fund.
(2) With respect to the question of what
						constitutes tenant selection costs, local agencies should be guided by the
						principle that account 1470.1 Tenant Selection Costs, should be charged only
						with such costs as are readily identifiable with tenant selection and which
						would not have been incurred if tenant selection had not been undertaken. Only
						the salaries, for example, of personnel especially employed for tenant
						selection shall be charged to account 1470.1. Where local agency personnel
						perform tenant selection work incidental to other duties, no allocation of
						salaries need be made, etc.
New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1646 - Development Period Accounting › Subpart 1646-7 - Periodical Financial Reports-development › Section 1646-7.1 - Monthly financial reports

Current through Register Vol. 46, No. 28, July 10, 2024
Within 15 days after the end of each calendar month,
						  the local agency shall submit to the division at 270 Broadway, New York 7, New
						  York, a monthly financial report, unless a quarterly financial report, as per
						  section 1646-7.2, below, is scheduled to be
						  submitted. The monthly financial report shall consist of a uniform balance
						  sheet (see §
												1646-7.4) and a schedule of
						  investments (see §
												1646-7.9, infra) in an original
						  only. The first report shall be made as of the end of the month in which the
						  first advance of loan funds, whether by the State or sources other than the
						  State, has been made. The requirement to submit monthly financial reports shall
						  cease when the project has been declared substantially completed, unless the
						  division shall request the local agency to continue to sumbit monthly reports
						  beyond the date of substantial completion.
New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1646 - Development Period Accounting › Subpart 1646-7 - Periodical Financial Reports-development › Section 1646-7.3 - Letter of transmittal and certificate

Current through Register Vol. 46, No. 28, July 10, 2024
Each quarterly financial statement shall be submitted
						  with a letter of transmittal and certificate listing the documents, data and
						  supporting schedules (by numbers) included therein. The form to be used is
						  shown as Exhibit 21 of Appendix S-11.
New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1646 - Development Period Accounting › Subpart 1646-7 - Periodical Financial Reports-development › Section 1646-7.4 - Uniform balance sheet

Current through Register Vol. 46, No. 28, July 10, 2024
A uniform balance sheet, to be prepared by the local
						  agency, is prescribed and is shown as Exhibit 22 of Appendix S-11. The uniform
						  balance sheet as prepared and submitted by the local agency, shall include only
						  those accounts which are active in the general ledger and/or show balances as
						  of the closing date of the period for which the report is being
						  filed.
New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1646 - Development Period Accounting › Subpart 1646-7 - Periodical Financial Reports-development › Section 1646-7.5 - Reconciliation of bank balances

Current through Register Vol. 46, No. 28, July 10, 2024
Each quarterly financial report submitted shall include
						  a schedule wherein the local agency's bank balances, per the books shall be
						  reconciled to the respective balances, per the bank, all as of the closing date
						  of the period for which the report is being filed. The reconciliation shall be
						  made, individually, for each bank account maintained. The designation of each
						  bank account and the name of the bank shall be stated in each reconciliation.
						  Instructions with respect to making bank reconciliations are given in section
						  1642-1.6.
New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1646 - Development Period Accounting › Subpart 1646-7 - Periodical Financial Reports-development › Section 1646-7.6 - Confirmation of bank balances

Current through Register Vol. 46, No. 28, July 10, 2024
Each bank balance maintained by the local agency shall
						  be confirmed by the depositary as of the closing date of each quarterly period.
						  Such confirmation shall be prepared substantially in accordance with the
						  specimen form shown as Exhibit 23 of Appendix S-11.
New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1646 - Development Period Accounting › Subpart 1646-7 - Periodical Financial Reports-development › Section 1646-7.7 - Development Cost-Budget Control Statement, form DH-213

Current through Register Vol. 46, No. 28, July 10, 2024
(a) Form DH-213 is a two-sheet printed form
						supplied by the division and is shown as Exhibits 24 and 25 of Appendix S-11.
						Form DH-213 is used by the local agency for reporting to the division all costs
						incurred, whether paid or unpaid, for the development of a project and the
						credits related thereto. The use of form DH-213 by the local agency in
						connection with the preparation of certificates of purposes has been described
						in subdivision (b) of section 1646- 3.2. A report on form DH-213 shall be
						included with each quarterly financial report submitted by the local agency
						until three years after the date of substantial completion. From this date
						until the project has been declared physically completed, the local agency
						shall submit a schedule of charges and credits to development cost quarterly
						and a form DH-213 annually. The requirement to submit form DH-213 shall cease
						with the quarter following the date of physical completion.
(b) Instructions for the preparation of form
						DH-213 follow:
(1) Column 1, account
						classification.
(i) This column and the
						adjacent column for the account numbers shall reflect the standard
						classification of accounts as employed in the approved development cost budget
						(see Subpart 1646-2).
(ii) Where
						the 1460 group of accounts provides an account for additions and betterments,
						an analysis of these expenditures shall be listed in detail by items on the
						DH-213 in the available space in column one under the 1460 group of accounts.
						If there is no space on the form for the analysis, attach a separate schedule
						to the DH-213.
New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1646 - Development Period Accounting › Subpart 1646-7 - Periodical Financial Reports-development › Section 1646-7.8 - Schedule of contract awards

Current through Register Vol. 46, No. 28, July 10, 2024
Each quarterly financial report submitted by a local
						  agency shall include a schedule of contract awards, substantially in the same
						  form as shown in Exhibit 26 of Appendix S-11. This schedule shall continue to
						  be submitted until all obligations represented by contract commitments have
						  been liquidated. The information for the preparation of the schedule of
						  contract awards will be derived from the contractors ledger (see §
												1642-3.12) and it follows that the
						  totals of the schedule will always be in agreement with the general ledger
						  control accounts for Contract Awards (account 2400) and Contract Retentions
						  (account 2112). The information as to the contract payments for advances for
						  materials stored is obtained from line 16 of the periodical estimate for
						  partial payment (see Exhibit 14 of Appendix S-11). Each periodical estimate
						  will have the current figure shown on this line, until by the end of
						  construction, the amount should be zero.
New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1646 - Development Period Accounting › Subpart 1646-7 - Periodical Financial Reports-development › Section 1646-7.9 - Schedule of investments

Current through Register Vol. 46, No. 28, July 10, 2024
Where a local agency has made investments, monthly and
						  quarterly financial report submitted shall include a detailed schedule of
						  investments, prepared in accordance with the instructions given in section
						  1645-5.1. The schedule of
						  investments shall not include investments made by the State Comptroller of loan
						  funds held by him in the State Housing Fund.
New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1646 - Development Period Accounting › Subpart 1646-7 - Periodical Financial Reports-development › Section 1646-7.10 - Schedule of contingent liabilities

Current through Register Vol. 46, No. 28, July 10, 2024
Contingent liabilities not reflected on a local
						  agency's balance sheet will consist mainly of pending or threatened claims,
						  lawsuits or judgments for which no provision has been made inasmuch as some
						  uncertainty exists at the balance sheet date as to whether there will ever be
						  any legal obligation. Contingent liabilities involving amounts which are or may
						  become material shall be listed in a schedule of contingent liabilities, to be
						  submitted with each quarterly financial report, together with the estimated
						  amounts involved and such information as will explain their nature and
						  status.
New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1646 - Development Period Accounting › Subpart 1646-7 - Periodical Financial Reports-development › Section 1646-7.11 - Statement of site income and expense

Current through Register Vol. 46, No. 28, July 10, 2024
Where the local agency operates the project site, prior
						  to demolition and construction, an itemized statement of income and expense of
						  operating the site, as reflected in account 1420.4, Site Income, and account
						  1420.5, Site Expense, shall be submitted, if requested by the division, on form
						  DH-621 with the quarterly financial statement. Form DH-621, Income and
						  Expense--Budget Control Statement, is a printed form supplied by the division
						  and is shown as Exhibit 27 of Appendix S-11. For use in reporting the results
						  of operating the site, the phrase "Site Income and Expense" shall be added to
						  the heading of form DH-621 and the budget columns of the form shall be
						  disregarded. Column 3 "Cumulative Figures--Actual" shall reflect the results of
						  operating the site from the beginning of the development period to the closing
						  date of the period for which the report is being submitted. The current and
						  cumulative amounts reported on form DH-621 for total income and total expense
						  shall agree with the respective amounts reported for accounts 1420.4 and 1420.5
						  on form DH-213. The required figures for the detailed statement will be derived
						  from the subsidiary income and expense analysis ledgers maintained for site
						  operations.
New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1646 - Development Period Accounting › Subpart 1646-7 - Periodical Financial Reports-development › Section 1646-7.12 - Statement of initial operating period income and expense

Current through Register Vol. 46, No. 28, July 10, 2024
The requirements for reporting initial operating period
						  income and expense on form DH-621 and the adaptation and use of the form in
						  connection therewith have been described in subdivision (e) of section
						  1646-6.3. This statement shall be
						  furnished only where specifically requested by the division.
New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1646 - Development Period Accounting › Subpart 1646-7 - Periodical Financial Reports-development › Section 1646-7.13 - Schedule of offsite clearance, rehabilitation, and relocation of buildings costs

Current through Register Vol. 46, No. 28, July 10, 2024
(a) Where the
						development of a project includes related programs, the local agency upon the
						request of the division shall submit itemized schedules for each program, as
						hereinafter described, with the quarterly financial report until such programs
						have been liquidated and closed out.
(b) Each schedule for a related program shall
						consist of the following:
(1) An itemized
						statement of the costs of the related program on form DH-213. Schedules A and B
						of the form need not be completed. The grand totals of the various columns of
						this statement shall agree with the respective amounts entered for the related
						program on the form DH-213 for the project as a whole which constitutes
						schedule 3 of the financial report (see §
													1646-7.7 above). The figures for
						this itemized statement of related program costs will be derived from the
						subsidiary cost analysis ledger maintained for the program.
(2) An itemized statement on form DH-621 of
						income and expense derived from the operation of related program property. This
						statement shall support the income and expense figures reported on form DH-213
						for the related program. The adaptation of form DH-621 for this purpose shall
						be in accordance with similar instructions issued in connection with site
						income and expense (see § 1646- 7.11, above) and initial operating period
						income and expense (see §
													1646-6.3, subd. [e]). The figures
						for this itemized statement of related program income and expense will be
						derived from subsidiary income and expense analysis ledgers maintained for the
						program.