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Frequently Asked Questions (FAQs):
Find answers to commonly asked questions about:
- HUD homeless assistance programs and policies, including questions regarding the most recent (2009) CoC NOFA application. (Note: If your grant award is from a previous year, please refer to NOFA FAQs from Previous Grant Years to find the NOFA FAQs that correspond to that grant award.);
- HOPWA Short-term Rent, Mortgage, and Utility Assistance (STRMU) Payments; and
- Homelessness Prevention and Rapid Re-Housing Program (HPRP);
For information regarding the HRE, visit About the HRE. For HPRP questions not addressed in this section, please visit the HPRP Virtual Help Desk.
If you have a question on a topic other than HPRP that is not addressed in this section, please visit the Contact Us page to obtain contact information for your local HUD Field Office.
You may search the FAQs by program/system, topic, keyword, and date, or browse the FAQs by program/system.
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- Application
- e-HIC
- Eligible Persons to be Served
- Homeless Management Information Systems (HMIS)
- Housing Requirements
- Pro Rata Need and Need Scores
- Projects
- Renewal Funding
- Serving Veteran Needs
- SHP Administrative Costs
- CoC Registration
- Exhibit 1
- Exhibit 2
- General e-snaps Information
- Logic Model
- SF-424
- Short-term Rent, Mortgage, and Utility Assistance (STRMU) Payments
- Eligible Grantees and Subgrantees
- Substantial Amendment Requirements and Process
- Funds Distribution & Subgrantee Selection
- Grants Management and Monitoring
- Eligible Participants (Clients)
- Eligible Activities/Costs - Financial Assistance
- Eligible Activities/Costs - Housing Relocation and Stabilization Services
- Eligible Activities/Costs - Data Collection and Evaluation
- Eligible Activities/Costs - Administrative Costs
- Determining and Documenting Client Eligibility
- Housing and Lead Inspections
- Lease and Rent Requirements
- Collecting Client-Level Data (HMIS & Comparable Databases)
- Reporting Aggregate Data (e-snaps, QPR/APR, FederalReporting.gov, IDIS)
- Technical Assistance
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Print Full Text of These FAQs | Return to Top
| Topic: | |||
|---|---|---|---|
| Date | Program/ System |
Question | Answer |
| 10/29/09 | Is there guidance available on documenting a participant’s “risk of homelessness”? (REVISED) | Yes, guidance on documenting an HPRP applicant’s housing status is available at on the HRE at http://hudhre.info/ |
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| 8/17/09 | How do I add users (who will assist with completeing Exhibit 2(s)) to my e-snaps account? | An existing user may add new users by referring to the following steps: 1. The new user you would like to add must create an e-snaps profile at: http://www.hud.gov/esnaps and must send you their username and email address (used to create their e-snaps profile). 2.... |
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| 8/14/09 | When will the revised HMIS technical standards be published, and what are the HMIS requirements under HPRP? | The HMIS Data Standards Revised Notice is currently available at http://hudhre.info/ |
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| Return to Topics | |||
| Topic: Application | |||
| Date | Program/System |
Question | Answer |
| 6/22/09 | 2009 CoC NOFA | Are domestic violence applicants required to disclose actual shelter locations? | Domestic violence applicants are not required to include the actual shelter location address. Instead an administrative office address or a P.O. box may be used. |
| 6/22/09 | 2009 CoC NOFA | How do I complete the Disclosure of Lobbying Activities form? | Complete the Disclosure of Lobbying Activities form to report lobbying activities pursuant to 31 U.S.C. 1352. If your organization does not participate in lobbying activities, the certifying official should simply sign and date the form, and print his/her name, title, and... |
| 6/22/09 | 2009 CoC NOFA | How does a multi-jurisdictional CoC determine which jurisdiction to use to answer questions on HUD form 27300 Questionnaire for HUD's Removal of Regulatory Barriers? | The Continuum should submit the questionnaire for the local jurisdiction where the majority of its CoC assistance will be provided. The completed questionnaire must include appropriate documentation, where requested, and identify a point of contact. |
| Return to Topics | |||
| Topic: e-HIC | |||
| Date | Program/System |
Question | Answer |
| 11/13/09 | 2009 CoC NOFA | Our CoC previously ran a shelter with 48 beds available. Last year we received funding for an additional 7 beds. How do we reflect this change in the 2009 Housing Inventory? | The way you identify the beds depends on when they became available. All beds that were available on or before January 31, 2008 will be current beds. All beds that became available between February 1, 2008 and January 31, 2009 will be listed as new beds and will receive a... |
| 11/13/09 | 2009 CoC NOFA | How does our CoC report inventory for a program that fully utilizes its units but not the beds? For example, for a program that has 20 beds in 4 units, if 4 households with children seek housing and each household has 4 persons the units will be fully utilized but the beds will be under-utilized. How do we report this kind of situation on the Housing Inventory? | The purpose of the Housing Inventory is to determine how many beds can be available to homeless persons on any given night. In a facility where beds may not be used on the night of the point-in-time (PIT) due to family occupancy, HUD still wants you to identify all beds t... |
| 11/12/09 | 2009 CoC NOFA | Should HUD-VASH vouchers be included in this year's e-HIC? | Yes, similar to last year, please include the HUD-VASH vouchers in this year's eHIC. |
| 10/23/09 | 2009 CoC NOFA | The e-HIC is pre-populated with the names of and data for projects that were filled in on the 2008 and we need to revise the information. Would there be a problem with deleting all the project names and data from the 2009 HIC and entering our projects in alphabetical order on their appropriate sheet? | Due to data security reasons the Housing Inventory file is password protected, which means that you cannot delete a whole row at a time. However, you can revise the information in a row. If you want to delete ALL of the data in each spreadsheet row and re-enter it in ord... |
| 10/23/09 | 2009 CoC NOFA | The instructions for the e-HIC are very specific for when a project adds chronically homeless beds. If beds not specifically for the chronic homeless are added or subtracted, do we simply update the number or is there a preferred way to do this as well? | If beds are not specifically designated as Chronic Homeless Beds then you can simply add or subtract them. |
| 10/23/09 | 2009 CoC NOFA | Where do you put unaccompanied youth beds on the Housing Inventory Chart? Do they go under Beds for Households without Children or Households with Children? | Unaccompanied youth should be identified under Households without Children. In addition, a CoC can opt to (but do not have to) use the Target Population A codes to demonstrate that the beds are for a specific youth category. |
| 10/23/09 | 2009 CoC NOFA | We have projects that existed last year on the HIC but do not exist this year. Nevertheless, HIC is pre-populated with the names of and data for projects that were filled in on the 2008 HIC. How does a CoC delete an entire project from the HIC? | Due to data security reasons the Housing Inventory file is password protected, which means that you cannot delete a whole row at a time. However, you can revise the information in a row. So, essentially, you can add a new facility in the row occupied by the now-removed s... |
| 10/23/09 | 2009 CoC NOFA | On the HIC, it asks if a program received HUD McKinney-Vento funding. We have some programs that received funding years ago (i.e. construction) and are still required to completed an APR but do not currently receive any HUD McKinney-Vento funding. Should the program answer “yes” or “no” to that question? | Programs that received HUD McKinney-Vento funding and/or are still subject to a use requirement should answer “yes” to this question. The use requirement essentially requires the program to abide by certain standards and reporting requirements. |
| 10/23/09 | 2009 CoC NOFA | We are trying to update our Housing Inventory and are re-examining the way we count beds for the state's Rescue Missions. Their programs and bed use do not fit HUD Emergency Shelter and Transitional Housing requirements (individual and family models) but we're trying to make reasonable compromises. How should we approach this? | HUD has not created a clear definition of Emergency Shelters and Transitional Housing in order to allow CoCs the flexibility and discretion to meet their individual needs. Emergency shelters are intended to be short-term programs that meet temporary housing needs. Transit... |
| 10/23/09 | 2009 CoC NOFA | In the e-HIC, should S+C "all year round beds" be listed based on the number of beds specified in the Grant, or based on the actual number of beds being used on the night of the PIT? | For purposes of the Housing Inventory, CoCs should report the number of beds available to persons in each program based on the night of the point-in-time (PIT) count. Typically, that would be the number of beds corresponding to the units under the Shelter Plus Care (S+C)... |
| 10/23/09 | 2009 CoC NOFA | Can you provide a definition of what "fully funded" is for beds that are "Under Development" on the HIC? For example, we have been awarded funds for Permanent Housing in the 2008 competition, but we have not actually received the funds. Could we list these beds under the category of Under Development? | If a project has been awarded funding with the grant agreement to be signed soon and actions have been taken to develop beds based on the funding, then the beds should be counted in beds “Under Development.” However, if a program is planning for future beds but has yet to... |
| Return to Topics | |||
| Topic: Eligible Persons to be Served | |||
| Date | Program/System |
Question | Answer |
| 6/22/09 | 2009 CoC NOFA | Can a homeless person moving into Permanent Housing receive services under SHP for an extended period of time? | A person living in McKinney-Vento SHP Permanent Housing may receive supportive services for the entire time he/she is living in the project. Upon leaving the program and moving into housing not funded by McKinney-Vento, they are no longer eligible to receive our supportiv... |
| 6/22/09 | 2009 CoC NOFA | Can a project serve a homeless youth after he/she becomes a ward of the state? | Project funding may not substitute for the assistance a state is required to provide a youth while in foster care. Youth who run away from home are considered homeless if they are without resources and support, are not considered wards of the state, and meet the criteria... |
| 6/22/09 | 2009 CoC NOFA | Who can receive assistance from the projects proposed in an application? | A person is considered homeless only when he/she resides in one of the three places described below. For new and renewal projects, persons assisted with Permanent Housing must be homeless and come from: 1. Places not meant for human habitation, such as cars, parks,... |
| 6/22/09 | 2009 CoC NOFA | Who does HUD consider to be chronically homeless? | A person who is "chronically homeless" is an unaccompanied homeless individual with a disabling condition who has either been continuously homeless for a year or more OR has had at least four (4) episodes of homelessness in the past three (3) years. In order to... |
| 6/22/09 | 2009 CoC NOFA | The definition of a person who is chronically homeless indicates that the person must have been continuously homeless for a year or more or has had at least four episodes of homelessness in the past three years. If the person has had four episodes of homelessness in the last three years but is currently in transitional housing, does he/she meet the definition of chronically homeless? | No. To be defined as chronically homeless, a person must be living on the street or in emergency shelter at the time of the count or eligibility determination. The definition does not include those currently in transitional housing. |
| 6/22/09 | 2009 CoC NOFA | What specific documentation is required to substantiate a homeless person's disability for any PH project? | The grantee or project sponsor must have written verification from a state licensed qualified source that the person has such a disability. Qualified sources include medical service providers, certified substance abuse counselors, physicians or treating health care provid... |
| Return to Topics | |||
| Topic: Homeless Management Information Systems (HMIS) | |||
| Date | Program/System |
Question | Answer |
| 6/22/09 | 2009 CoC NOFA | Are dedicated HMIS new and renewal projects required to complete the e-Logic Model? | Yes. All projects are required to complete and attach the e-Logic Model. |
| 6/22/09 | 2009 CoC NOFA | Who is responsible for implementing the HMIS, is it the Continuum of Care (CoC), the HMIS administering agency or the applicant/sponsor of a SHP Dedicated HMIS project grant? | The CoC is at the core of planning and service delivery for homeless individuals and families within any given community or geographic area. Each CoC is responsible for HMIS implementation, including planning, software selection, setting up and managing the database accor... |
| 6/22/09 | 2009 CoC NOFA | Can HMIS costs be shifted within the existing grant amount? For example, in the initial grant we had one time costs for computers, etc. and we now need to spend additional money for training. | Yes, you may shift costs to other line items if they are reasonable and necessary to install the HMIS and operate it. Examples of reasons this may be necessary are if you have new providers coming into the system and need to purchase new licenses or should you find you ne... |
| 6/22/09 | 2009 CoC NOFA | How do I shift existing HMIS shared costs from the current supportive services budget to the new HMIS budget? | If the renewal applicant merely wants to shift the existing HMIS activities from the supportive services category to the new HMIS activity in the renewal application submission, it does not need to obtain a grant amendment or approval from the Field Office. This is becaus... |
| 6/22/09 | 2009 CoC NOFA | What standards will be used for assessing the cost-effectiveness of a proposed new or expanded HMIS? | HUD has not placed any limits on the size of the grant to fund a new or expanded HMIS, given the different number and size of homeless providers, the size of the geography involved, and the varying administrative arrangements required for implementing and operating a CoC-... |
| 6/22/09 | 2009 CoC NOFA | Will HMIS projects count against my housing total in the Continuum of Care exhibit when calculating the "Housing Emphasis" points? | No. HMIS is a line item that is separate and apart from supportive services. Only housing activities and supportive services are used in calculating the "Housing Emphasis" points. As such, HMIS requests will not be included in this calculation. |
| 6/22/09 | 2009 CoC NOFA | Is HMIS a separate eligible funded activity? | Yes. Dedicated HMIS projects are categorized as their own type or component, and they have a separate budget line item in the SHP project budget summary. |
| 6/22/09 | 2009 CoC NOFA | What elements of an HMIS are not eligible? | Planning and development of HMIS systems are not eligible. Planning includes all costs incurred prior to implementation. In addition to planning activities, SHP funds may not be spent on the development of entirely new software systems. There are now sufficient vendors in... |
| 6/22/09 | 2009 CoC NOFA | What elements of an HMIS are eligible for funding in the competition? | The law specifies that the costs of implementing and operating an HMIS are eligible. The three major eligible HMIS costs are: 1) purchasing HMIS software; 2) leasing or purchasing needed computer equipment for providers and the central server; and 3) staffing associated w... |
| 6/22/09 | 2009 CoC NOFA | What is a Homeless Management Information System (HMIS) and how can communities use HUD competitive funds to develop them? | A number of communities and states have a long-standing comprehensive HMIS that brings computer technology to client intake procedures and permit the tracking and reporting of a client's use of shelter and social services over time. Many other communities are in various s... |
| Return to Topics | |||
| Topic: Housing Requirements | |||
| Date | Program/System |
Question | Answer |
| 6/22/09 | 2009 CoC NOFA | What types of housing structures can be used for permanent supportive housing? When can leasing funds be used? | Most types of housing structures can be used for permanent supportive housing. Apartments, single-family houses, duplexes, group homes, or single-room occupancy units all qualify. In addition, permanent housing means that there is no limitation on the length of stay. <... |
| Return to Topics | |||
| Topic: Pro Rata Need and Need Scores | |||
| Date | Program/System |
Question | Answer |
| 6/22/09 | 2009 CoC NOFA | Does HUD's updating of Shelter Plus and Section 8 SRO projects FMRs affect a CoC's FPRN? | No, HUD will apply FMR changes after project selection, and any such FMR changes will not impact the Final Pro Rata Need amount. |
| Return to Topics | |||
| Topic: Projects | |||
| Date | Program/System |
Question | Answer |
| 10/15/09 | 2009 CoC NOFA | For an HMIS SHP project, can HPRP be used as match? | HPRP may only be used to match SHP eligible activities and populations that are also eligible under HPRP. For example, this would include services related to rapid re-housing of homeless persons, as SHP can only serve homeless persons. It would not include operating cos... |
| 6/22/09 | 2009 CoC NOFA | Please define "rural area" (as it relates to the information requested in Project application: Project Information, Page 2). The NOFA does not provide a clear definition. | HUD defines 'rural' as any area or community, respectively, no part of which is within an area designated as a standard metropolitan statistical area (MSA) by OMB; or, any area or community, respectively, that is within an area designated as an MSA or considered a part of... |
| 6/22/09 | 2009 CoC NOFA | My organization provides housing in self-contained units located within a building or complex that houses only persons with special needs. This is not included as a housing type option and Project application. What should we do? | The housing types identified in e-snaps that are those most commonly used to house homeless households. Apartments, single family homes/townhouses/duplexes, and shared housing can all qualify as self-contained and can be used to house persons with special needs. McK... |
| 6/22/09 | 2009 CoC NOFA | Supportive Housing Program: Can SHP grantees reduce the number of persons served to make up for higher costs associated with the project? | Beginning with the 2006 Continuum of Care Homeless competition, if actual rents have increased substantially from the time of the initial application to the time of the first renewal, the grantee or project sponsor may need to reduce the number of units that can be suppor... |
| 6/22/09 | 2009 CoC NOFA | Can projects have more than one project sponsor? | Each project must identify one project applicant and one project sponsor. Although some projects may have multiple sub-recipients of grant funds, there must be one lead sponsor identified in e-snaps. |
| 6/22/09 | 2009 CoC NOFA | Do the goals identified in the e-logic model have to match the goals identified in the project's APR? | No. The priorities in the eLogic Model allow a project to identify specific goals and activities. The goals in the APR and the eLogic Model are not exactly the same, although both target the same larger goal of ending chronic homelessness and moving homeless families and... |
| 6/22/09 | 2009 CoC NOFA | May a Supportive Services Only (SSO) Project convert to a TH or PH program? | No. By definition, the SSO program can not provide housing and the conversion to a housing program is an entirely new project requiring a new submission under competitive rules so that the statutorily required quality of the project can be evaluated. |
| 6/22/09 | 2009 CoC NOFA | Can SHP rehabilitation funds be used to rehab leased properties? | Yes. To rehabilitate a leased property, certain conditions must be met during the Technical Submission and if they are not, the award will be withdrawn. The recipient must have a lease for 25 or more years with a landowner that is not the applicant, project sponsor, a par... |
| 6/22/09 | 2009 CoC NOFA | Can a sponsor for a Supportive Housing Program project be a "for-profit" entity? | No. For-profit entities are not eligible to be project applicants or sponsors. |
| 6/22/09 | 2009 CoC NOFA | Can Shelter Plus Care new and renewal and new SRO project request rents above the published FMR applicable at the time of the application due date? | No. Shelter Plus Care (S+C) and new SRO grants may not exceed 100 percent of the applicable Fair Market Rent (FMR) for the Metropolitan Statistical Area (MSA) and unit size. Although awards are based on the number of units and the FMR amounts for those units, S+C funds ca... |
| 6/22/09 | 2009 CoC NOFA | If my project is a new "Supportive Services Only" project, do I still have to answer all of the narrative questions? | Applicants for the Supportive Services Only component of the SHP must answer all appropriate items in Project application. In e-snaps applicants will only be asked those questions that are relevant to the applicant type, program type, and component type of the project for... |
| 6/22/09 | 2009 CoC NOFA | State and local governments funded in previous competitions were required to certify that they would develop policies and protocols for people being discharged from publicly-funded institutions. How do state and local grantees identify their efforts toward implementing the requirements of that certification? | Project applicants that are state or local governments awarded funds in previous competitions are asked in Project application to verify that they have policies and protocols they have developed/implemented regarding discharges from publicly-funded institutions. |
| 6/22/09 | 2009 CoC NOFA | In what situations would I identify my project as new? | You would use the "new" section in the following situations: 1. If you are proposing a brand new project that has not provided services or supportive housing for homeless persons; 2. If you are expanding an existing non-SHP funded project in order... |
| 6/22/09 | 2009 CoC NOFA | Under what condition may SHP funds be used in public housing facilities? | An SHP project may use public housing units only after the PHA disposes of the units, through deed or lease, to the SHP grantee and obtains HUD/PIH approval of the disposition. After the disposition, these units can receive no public housing capital or operating subsidy.<... |
| Return to Topics | |||
| Topic: Renewal Funding | |||
| Date | Program/System |
Question | Answer |
| 6/22/09 | 2009 CoC NOFA | Supportive Housing Program Grants: Do I have to submit separate project applications to both renew and expand my SHP project? | Yes. If a project is eligible for renewal and the grantee wants to apply for funds to both renew the existing project and to add new activities or expand existing activities to the same project, a separate Project application must be submitted for each. That is, an Projec... |
| 6/22/09 | 2009 CoC NOFA | Supportive Housing Program Grants: A current SHP grantee decides to add new activities or expand the level of an existing approved activity to its existing SHP funded project (i.e., expand the project) and submits an application requesting funding for these new activities. Would this be considered a renewal grant? | No. In order to be considered an SHP renewal, a project must not include either a new activity or an expansion of an existing activity. An expansion of an existing project is considered a new effort and must be submitted as a new project. |
| 6/22/09 | 2009 CoC NOFA | What is a renewal grant? | A renewal grant is a grant that continues assistance to a project that received funding in the past. For the 20089 competition, a grantee may request renewal funding if it was previously funded under one of the following programs and its grant will expire in calendar year... |
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| Topic: Serving Veteran Needs | |||
| Date | Program/System |
Question | Answer |
| 6/22/09 | 2009 CoC NOFA | Is there any guidance available on developing programs to address the needs of homeless veterans? | In 2002, HUD released two technical assistance resources addressing the needs of homeless veterans. The first report, A Place at the Table: Homeless Veterans and Local Homeless Assistance Planning Networks, was updated in December 2005 and is designed to help organization... |
| 6/22/09 | 2009 CoC NOFA | The NOFA mentions veterans groups. How should veteran's organizations be involved in the CoC? | Your community process for developing and implementing a CoC system should be comprehensive and inclusive. This means the needs of all homeless sub-populations in your community should be represented in your CoC planning process and project implementation. Because studies... |
| Return to Topics | |||
| Topic: SHP Administrative Costs | |||
| Date | Program/System |
Question | Answer |
| 6/22/09 | 2009 CoC NOFA | How much of SHP administrative funds referred to in Question #1 of this section must be passed on to the nonprofit organization(s) who will operate the homeless assistance project(s)? | Administrative funds provided as part of the SHP grant should be split with the nonprofit organization(s) in proportion to the administrative burden borne by them for the SHP project(s). However, HUD will consider states or units of general local government that pass on a... |
| Return to Topics | |||
| Topic: CoC Registration | |||
| Date | Program/System |
Question | Answer |
| 8/17/09 | 2009 e-snaps Application | Why is my Preliminary Pro Rata Need (PPRN) amount not what I expected? | The PPRN is calculated on the amount of funds a CoC would receive based upon the dollar amounts associated with the geography that HUD certifies as belonging to that CoC. The first step is to ensure that you have correctly selected all the geographies within your CoC. For... |
| 8/17/09 | 2009 e-snaps Application | I represent a newly formed CoC. What do I need to do to be able to register the CoC in e-snaps? | New CoCs, or CoCs that don’t have a HUD-defined name must contact their Field Offices. The Field Office will let you know when you can register the CoC in e-snaps. |
| 8/17/09 | 2009 e-snaps Application | Is the registration process for 2009 different than the process was in 2008? | There have been a few changes to the CoC Registration process for 2009. In 2009, CoCs that applied for funds in 2008 will only have to update registration information in e-snaps. CoCs will receive confirmation from HUD concerning claimed geography, and PPRN and HHN amoun... |
| 8/17/09 | 2009 e-snaps Application | What is the CoC registration process and what does it establish? | The CoC process is the initial step in the electronic application process during which time a CoC claims geography, submits the CoC's SHP and S+C grant inventory worksheets, enters the Hold Harmless Need amount, and appoints a CoC Lead Agency that will be responsible for... |
| 8/17/09 | 2009 e-snaps Application | You said the maximum amount of funding that a CoC can request is the PPRN or the HHN, whichever is greater. Does this mean that the Permanent Housing amount is no longer a "bonus" above the HHN amount, and must be included within the limit? | No. The Permanent Housing Bonus is separate from PPRN and HHN. HHN refers to the relative calculation of homeless assistance need but the calculation of this need is based on the total amount of funding needed to fund, one year SHP grants that are eligible for renewal in... |
| 8/17/09 | 2009 e-snaps Application | When registering, I forgot to select one of the geographic areas for which my CoC is responsible. Can it be added back in once I complete the CoC registration process? | Yes, as long as that geographic area is not being claimed by another CoC, HUD can add the omitted geographical area. The CoC must notify its local HUD field office before HUD makes its final approval in e-snaps. |
| 8/17/09 | 2009 e-snaps Application | Will future communications after the completion of the HHN confirmation step be sent only to the Lead or will they also go to the other users registered for that CoC? | All communication regarding the CoC Registration submission, and the Exhibit 1 and Exhibit 2 application submissions will be sent to the lead CoC representative ONLY. |
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| Topic: Exhibit 1 | |||
| Date | Program/System |
Question | Answer |
| 10/15/09 | 2009 e-snaps Application | When should I begin to rank Exhibit 2s? | Each time the “Update List” button is selected on the CoC Project Listing page, any ranking information that has been added will be lost. Therefore, HUD recommends that CoCs not begin data entry of project rankings (including ‘approving’ and ‘rejecting’) until the CoC ha... |
| 10/15/09 | 2009 e-snaps Application | What are the requirements related to the Certification of Consistency with the Consolidated Plan (HUD-2991)? | As stated in the 2009 Continuum of Care (CoC) NOFA, the CoC is responsible for attaching the Certification(s) of Consistency with the Consolidated Plan (HUD-2991) for all projects, new and renewal, which are requesting funding, to the CoC portion of the application, other... |
| 8/17/09 | 2009 e-snaps Application | How do CoC leads (and added Exhibit 1 users) access Exhibit 2 applications that have been submitted? | The following steps can be used to access submitted Exhibit 2 applications: 1. Direct your internet browser to http://www.hud.gov/esnaps and navigate to the Exhibit 1 application. 2. Go to the "Co... |
| 8/17/09 | 2009 e-snaps Application | Our jurisdiction is receiving NSP funds, as well as some other American Recovery and Reinvestment (ARRA) funds. Is there a place to report this in e-snaps? | Yes, in Exhibit 1, you will be required to report on your level of coordination with any NSP proejct or any HUD-ARRA project occurring within your jurisdiction. |
| 8/17/09 | 2009 e-snaps Application | Can I obtain a hard copy of Exhibit 1 and/or Exhibit 2 applications? | No. The application is only available electronically. In Exhibit 2, the system determines which forms an applicant needs to see and complete based on how the applicant answers the following questions on the "Project Information-Page 1" form of the Exhibit 2 app... |
| 8/17/09 | 2009 e-snaps Application | How do I add users (who will assist with Exhibit 1) to my e-snaps account? | An existing user may add new users by referring to the following steps: 1. The new user you would like to add must create an e-snaps profile at: http://www.hud.gov/esnaps and must send you their username and email address (used to create their e-snaps profile). 2.... |
| 8/17/09 | 2009 e-snaps Application | How do I access Exhibit 1? | The following steps can be used to access Exhibit 1: 1. Direct your internet browser to http://www.hud.gov/esnaps. 2. Enter your username and password (use the same username and password you created dur... |
| 8/17/09 | 2009 e-snaps Application | I would like to be added as an "additional user" to mulitple e-snaps Exhibit 1 accounts. To do so, do I need to create multiple unique profiles? | Yes. A separate profile including a unique username, password, and email address must be created for each e-snaps account that you would like to be associated with. (Please note: You may not use the same email address twice.) First create your unique profiles. Next, send... |
| 8/17/09 | 2009 e-snaps Application | How do CoC Leads (and added Exhibit 1 users) request an amendment to an Exhibit 2 application? | CoC Leads can refer to the following steps to request an amendment to any Exhibit 2 application: 1. Direct your internet browser to http://www.hud.gov/esnaps and navigate to the Exhibit 1 application. 2. From the "CoC Project List" in Exhibit 1, s... |
| 2009 e-snaps Application | Do I have to rank every project? | No. This year, CoCs will only be required to rank new projects (which have been approved). However, CoCs must still either “approve” or “reject” each renewal project. For more information, please see the "Project Ranking" training module at: View Full |
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| Return to Topics | |||
| Topic: Exhibit 2 | |||
| Date | Program/System |
Question | Answer |
| 10/29/09 | 2009 e-snaps Application | On the Outreach for Participants form, who needs to complete the last field describing a contingency plan? | On the 'Outreach for Participants' form of the Exhibit 2 application, the question related to the outreach contingency plan is applicable to new Permanent Housing Bonus project only. While the question should be visible in new Permanent Housing Bonus applications only, th... |
| 10/29/09 | 2009 e-snaps Application | How does an organization replace an organization Authorized Representative in e-snaps? | You need to officially request that HUD change your organization’s Authorized Representative so that e-snaps will recognize who you are when you login. In order to substitute your new information as the Authorized Representative for the previous information, please do the... |
| 10/29/09 | 2009 e-snaps Application | How do I complete an Exhibit 2 application for a renewal grant that has been consolidated in the most recent grant execution? | The consolidation of the two or more projects should have been approved by the local HUD Field Office and reflected on the FY2009 grant inventory worksheet (GIW). The GIW should show the grant number for which all grants have been consolidated into. When identifyin... |
| 10/23/09 | 2009 e-snaps Application | The Leasing budget for new SHP projects is not correctly totaling. Will I be able to complete the Exhibit 2 application? | There are a number of users who have reported problems with auto-calculating the totals on the SHP Leasing Budgets for NEW projects. This problem occurs on both the Leasing units and structures budgets. On October 16, 2009, HUD provided the following guidance via a list s... |
| 10/23/09 | 2009 e-snaps Application | Where can I find a list of pre-conditions required for an agency to submit an Exhibit 2 application? | Refer to the FY2009 Continuum of Care Notice of Funding Availability (NOFA), accessible online at http://www.hudhre.info/esnaps. |
| 10/23/09 | 2009 e-snaps Application | May a project sponsor submit an Exhibit 2 application in e-snaps on behalf of the Applicant? | No. The Applicant's Authorized Representative is the only person that should submit the Exhibit 2 application in e-snaps. However, the project sponsor may assist in entering data into the Exhibit 2 application in e-snaps. To assist in completing the application, the Appli... |
| 10/23/09 | 2009 e-snaps Application | If changes were made after the FY2008 application, should an Applicant import its FY2008 data into the FY2009 application? | To save time in completing the FY2009 Exhibit 2 application, HUD suggests that the Applicant import the FY2008 data. The FY2009 application can then be updated to reflect the appropriate changes. |
| 10/23/09 | 2009 e-snaps Application | How do I import data from the FY2008 application into the FY2009 application? | The import option is available when establishing the list of FY2009 projects (i.e., creating the project) in e-snaps. For specific instructions, refer to the 'Exhibit 2: Renewal' online training module at http://esnaps.h... |
| 10/23/09 | 2009 e-snaps Application | How do I access the Exhibit 2 application for a renewal project? | For instructions on accessing the Exhibit 2 renewal application, refer to the 'Exhibit 2: Renewal' training module available online at http://esnaps.hudhre.info. |
| 10/23/09 | 2009 e-snaps Application | How do I access the FY2009 Exhibit 2 application? | The following steps provide instruction on accessing the FY2009 Exhibit 2 application: 1. Log into e-snaps at http://www.hud.gov/esnaps. 2. Click on 'Applicants' from the left menu. 3. Click on... |
| 10/22/09 | 2009 e-snaps Application | My “Import Data From” field is not appearing on the Create a Project screen. What should I do? | The “import data from” field appears when two conditions are met. First, the applicant organization must have been registered for the Funding Opportunity. Second, the person who is logged in to e-snaps must be associated with the organization’s SF-424 and Exhibit 2 projec... |
| 10/22/09 | 2009 e-snaps Application | Can I delete a "Project" created in e-snaps in error? | You cannot delete a project once it is created in e-snaps. However, you can rename it. To rename a project: (1) Log in, (2) go to Projects, (3) click on the magnifying glass next to the project you want to rename. You will then be given a screen where you can chang... |
| 10/22/09 | 2009 e-snaps Application | When I enter cash match amounts, I get error messages. What am I doing wrong? | Please refer to the Exhibit 2: Budgets training module located at http://esnaps.hudhre.info for guidance on how to calculate match. The “Notes” section on the following pages describe what you need to enter in... |
| 8/17/09 | 2009 e-snaps Application | Can I obtain a hard copy of Exhibit 1 and/or Exhibit 2 applications? | No. The application is only available electronically. In Exhibit 2, the system determines which forms an applicant needs to see and complete based on how the applicant answers the following questions on the "Project Information-Page 1" form of the Exhibit 2 app... |
| 8/17/09 | 2009 e-snaps Application | I have a S+C Renewal Project. May I accept rents in excess of the FMR for the area in which the project is located? | No. In the 2009 competition rents requested for S+C Renewal projects must be at 100% of FMR, not above OR below. |
| 8/17/09 | 2009 e-snaps Application | My CoC Lead has contacted me requesting I amend my Exhibit 2 application in e-snaps. How do I make changes? | Note: Only the user who actually submitted the Exhibit 2 application to the CoC will be able to access the application to edit/make changes in e-snaps. Once the CoC has sent the Exhibit 2 application back to you for an amendment/change, refer to the following steps to rev... |
| 8/17/09 | 2009 e-snaps Application | How do I know if I successfully submitted an Exhibit 2 application? | Once you are logged in to e-snaps, navigate to the "Submission Summary" page of the Exhibit 2 application. The "Submit" button should be "grayed out." Underneath, it should also read: "This form has been submitted." |
| 8/17/09 | 2009 e-snaps Application | I submitted an Exhibit 2 application but I would like to make a correction. How can I unlock the screens so they are not "read-only"? | After an Exhibit 2 application is submitted in e-snaps, the Exhibit 2 forms will be locked in a "read-only" format. In order to make changes to the application, the CoC Lead Representative must request an "amendment" within e-snaps to re-open the form... |
| 8/17/09 | 2009 e-snaps Application | How do I submit an Exhibit 2 application to my CoC for review? | To submit your Exhibit 2 application to your CoC for review, refer to the following steps: 1. Direct your internet browser to http://www.hud.gov/esnaps and log in to e-snaps. 2. Open the Exhibit 2 application for the appropriate project. ... |
| 8/17/09 | 2009 e-snaps Application | I just created a user profile to access e-snaps and tried to log-in and the system reported that I am "locked out." What should I do? | After you create a profile and select the "Save" button, you are automatically logged-in to e-snaps (you will notice your left menu bar has changed). Trying to log-in (in a different window) after you are already logged in (in the original window) may be disrupt... |
| 8/17/09 | 2009 e-snaps Application | I am trying to access the Exhibit 2 application and received the following error message: "The selected Applicant has not completed their Applicant Profile. An Applicant cannot create new Projects for this Funding Opportunity until the Applicant Profile has been completed." What does this mean? | You are receiving this error message because you have not officially completed the SF-424. Please refer to the SF-424 "Submission Summary" page to ensure that all required items are complete and select the "Complete" button found at the bottom of the s... |
| 8/17/09 | 2009 e-snaps Application | Can I delete an "Applicant" created in e-snaps in error? | No. Applicants created in error cannot be deleted; however the "Applicant Name" can be edited from the "Applicants" list or you can create a new "Applicant" (by selecting the add icon and completing the necessary fields). If you create an &qu... |
| 8/17/09 | 2009 e-snaps Application | Can I edit information entered into Exhibit 2? | Yes, Exhibit 2 can be edited at any time (prior to submitting the application in e-snaps). |
| 8/17/09 | 2009 e-snaps Application | I would like to be added in e-snaps as an "additional user" for multiple Exhibit 2 applicants. To do so, do I need to create multiple unique profiles? | Yes. A separate profile including a unique username, password, and email address must be created for each e-snaps account that you would like to be associated with. (Please note: You may not use the same email address twice.) First create your unique profiles. Next, send... |
| 8/17/09 | 2009 e-snaps Application | Who needs to register with CCR? | Registration with Central Contractor Registry (CCR) applies only to applicants that intend to submit an Exhibit 2 application in e-snaps. If your organization is not a legally recognized entity or is not the actual applicant for a homeless assistance grant, then your orga... |
| 8/17/09 | 2009 e-snaps Application | Do I need a DUNS number to complete my application? | Yes. All applicants that plan to submit an Exhibit 2 application in e-snaps will need to obtain a Data Universal Numbering System (DUNS) Number. A DUNS Number is assigned by the company Dun and Bradstreet. If your organization does not already have a DUNS Number, please v... |
| 8/17/09 | 2009 e-snaps Application | Will the CoC Lead completing the Exhibit 1 have access to information in the Exhibit 2 and supplementary forms so that they can review them prior to submission? | The Lead CoC Representative and any additional Exhibit 1 (CoC) users of e-snaps will have access to each Exhibit 2 application submitted to the CoC, in order to view, review, and rank each application. However, neither the CoC Lead nor the additional Exhibit 1 users can e... |
| 8/17/09 | 2009 e-snaps Application | Will Exhibit 2 applications be able to be accessed by the CoC Lead Agency completing Exhibit 1, or will each individual Exhibit 2 applicant need to complete Exhibit 2 and then send it to the CoC to include in the complete application submitted to HUD? | As in the past, the CoC must complete Exhibit 1. Exhibit 2 (project) applicants must complete and submit their Exhibit 2 application(s) in e-snaps to the CoC for review and ranking. The CoC will be able to view and rank each Exhibit 2 application in e-snaps, as well as su... |
| 8/17/09 | 2009 e-snaps Application | How do I add users (who will assist with completeing Exhibit 2(s)) to my e-snaps account? | An existing user may add new users by referring to the following steps: 1. The new user you would like to add must create an e-snaps profile at: http://www.hud.gov/esnaps and must send you their username and email address (used to create their e-snaps profile). 2.... |
| 8/17/09 | 2009 e-snaps Application | Exhibit 2: Project Location Form, Supportive Services Only | Supportive Services Only (SSO) projects that do not operate out of a specific location must complete the Project Location form in the Exhibit 2 application by: 1) identifying "SSO" as the location name, and 2) selecting "lease" to identify the property... |
| 8/17/09 | 2009 e-snaps Application | Exhibit 2: Project Participants Forms | The data gathered on these forms is the number of participants in the program when the program is at full capacity (at a point in time, not over the term of the grant). This count is based on the applicant's estimate at the time of application for a new grant. For a renew... |
| 8/17/09 | 2009 e-snaps Application | How do I access the 2009 Exhibit 2 application? | To access the 2009 Exhibit 2 application refer to the "Adding and Deleting Additional Users" document available in the Reference Room section of the e-snaps training site at: http://esnaps.hudhre.info. ... |
| 8/17/09 | 2009 e-snaps Application | My FMR area isn't listed in e-snaps. What should I do? | All FMR areas are listed, but some are hard to find. For example, metro areas are listed by associated states in alphabetical order. This means that metro areas that overlap states may not be listed where you would expect to find them. Examples of this include Philadelphi... |
| 8/17/09 | 2009 e-snaps Application | Who can access Exhibit 2 application after it has been sent back by the CoC for amendment? | Only the user who actually submitted the Exhibit 2 application to the CoC will be able to access the Exhibit 2 application to edit/make changes. The person who submitted should verify their CoC has completed the amendment request in e-snaps and should then refer to the fo... |
| 8/17/09 | 2009 e-snaps Application | How do CoC Leads (and added Exhibit 1 users) request Exhibit 2 amendments? | CoC Leads can refer to the following steps to request an amendment to any Exhibit 2 application: 1. Direct your internet browser to http://www.hud.gov/esnaps and navigate to the Exhibit 1 application. ... |
| 2009 e-snaps Application | Can I import information from my 2008 Exhibit 2 into my FY2009 renewal application? | 1. Select Projects from the left menu bar. 2. Ensure that the “Project Status” dropdown menu reads “Open Projects” and select “Exhibit 2 FY2009” from the “Funding Opportunity Name” dropdown menu. 3. Select the “add” icon to open the Create a Project form. <... |
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| Return to Topics | |||
| Topic: General e-snaps Information | |||
| Date | Program/System |
Question | Answer |
| 10/29/09 | 2009 e-snaps Application | How does an organization replace an organization Authorized Representative in e-snaps? | You need to officially request that HUD change your organization’s Authorized Representative so that e-snaps will recognize who you are when you login. In order to substitute your new information as the Authorized Representative for the previous information, please do the... |
| 10/23/09 | 2009 e-snaps Application | Are the e-snaps usernames and passwords for FY2009 the same as FY2008? | Yes. The HUD HRE Virtual Help Desk is available to assist with log-in problems. Contact the Help Desk at http://www.hudhre.info/helpdesk. |
| 8/17/09 | 2009 e-snaps Application | How do I access e-snaps? | e-snaps is accessible via the Internet at www.hud.gov/esnaps. |
| 8/17/09 | 2009 e-snaps Application | Is the email address the User ID or do you select a User ID? | The User ID that is created should be unique. An e-mail address, familiar nickname, or some other pseudonym may help to make the User ID unique and easy to remember. |
| 8/17/09 | 2009 e-snaps Application | How do we find out what our NAICS code or SIC codes are? How do we get one? | The North American Industry Classification System or NAICS code that best describes the homeless assistance industry is NAICS code 624229, "Other Community Housing Services." The Standard Industrial Classification (SIC) code is SIC 8322, individual and family so... |
| 8/17/09 | 2009 e-snaps Application | I am locked out of e-snaps. What do I do? | If you find yourself locked out of e-snaps, don't panic. You may submit an online help desk request form by going to the e-snaps training page on the HRE at http://www.hudhre.info/ |
| 8/17/09 | 2009 e-snaps Application | How do I join the Homeless Assistance Program listserv? | To join the Homeless Assistance Program Listserv, refer to the following link: http://hudhre.info/index.cfm?do=viewJoin. |
| 8/17/09 | 2009 e-snaps Application | How do we find out what our DUNS is? How do we get one? | All applicants that plan to submit an Exhibit 2 application in e-snaps will need to obtain a Data Universal Numbering System (DUNS) Number. A DUNS Number is assigned by the company Dun and Bradstreet. If your organization does not already have a DUNS Number, please visit... |
| 8/17/09 | 2009 e-snaps Application | I selected "Print to PDF" on the submissions summary form and now it looks like my browser closed out of the system? | In your internet browser window, select the "Back" button at the top of the screen. This should return you to the application screen where you can finish reviewing and submitting your information. Please note: this should be the ONLY time in the e-snaps system t... |
| 8/17/09 | 2009 e-snaps Application | The information that I entered was not saved. | To ensure that all information you have entered into e-snaps is saved, you should always select "Save" or "Save and Next" (if you want to move to the next screen) on the e-snaps screen you are working on before moving between screens. You are also enco... |
| 8/17/09 | 2009 e-snaps Application | The system is running slow. | Please notify HUD by submitting an online help desk request form by going to the e-snaps training site at: http://hudhre.info/ |
| 8/17/09 | 2009 e-snaps Application | I have forgotten my password. What do I do? | If you happen to forget your password, select "forgot password" on the e-snaps home page at http://www.hud.gov/esnaps, and follow the directions provided. If this doesn't work, submit an online help desk request form by going to the e-snaps training page on the... |
| 8/17/09 | 2009 e-snaps Application | How do I attach documents in e-snaps? | To attach any document in e-snaps, you must upload electronic versions saved on your computer. In some instances, you may have to scan documents and then attach them. |
| Return to Topics | |||
| Topic: Logic Model | |||
| Date | Program/System |
Question | Answer |
| 10/29/09 | 2009 e-snaps Application | Where can I find the 2009 eLogic Model? | A blank copy of the 2009 eLogic Model is available for download from the left menu of the FY2009 Exhibit 2 application in e-snaps. You may also download the 2009 eLogic Model from the e-snaps Online Training Reference Room at: View Full |
| 10/23/09 | 2009 e-snaps Application | Is there training available on completing the eLogic Model? | Yes, refer to the 'eLogic Model' training module available online at: http://esnaps.hudhre.info. |
| 10/23/09 | 2009 e-snaps Application | Is there a way to transfer data from the 2008 eLogic Model into the 2009 eLogic Model? | No. The eLogic Model must be completed annually and submitted in e-snaps with each Exhibit 2 application. The 'copy and paste' function has been disabled in the eLogic Model. Therefore, data cannot be transferred between competition years. |
| 10/23/09 | 2009 e-snaps Application | Where is the Logic Model for this year's competition? | The Logic Model for the FY2009 competition is available for download from the left menu bar of the Exhibit 2 application. It is also available on the e-snaps training page at http://esnaps.hudhre.info under the Ref... |
| 8/17/09 | 2009 e-snaps Application | Will the eLogic Model for each project be part of the e-snaps application? | Yes. The project applicant must complete an eLogic Model for each Exhibit 2 application. The Logic Model form is available in e-snaps and must downloaded, completed, and attached (uploaded) in Exhibit 2. |
| 8/17/09 | 2009 e-snaps Application | Will there be a HUD Webcast especially for CoCs for the Logic Model? | The HUD Office of Special Needs Assistance Programs will not host a Webcast especially dedicated to the Logic Model. However, an online training module that includes instruction on completing the Logic Model will be available on the e-snaps training site at: View Full |
| Return to Topics | |||
| Topic: SF-424 | |||
| Date | Program/System |
Question | Answer |
| 10/29/09 | 2009 e-snaps Application | How does the applicant's Authorized Representative need to update their contact information. | The contact information can be updated via the SF-424. The following SF424 forms may require updating: 'Applicant', 'Declaration', 'Applicant Contact List' and 'Applicant Certification'. Note that updating contact information does not enable contacts to access the S... |
| 10/23/09 | 2009 e-snaps Application | If the Applicant's Code of Conduct is not posted on HUD's website, but was submitted in a previous year's competition, does it need to be submitted in the FY2009 competition? | For this year, the user does not need to attach in e-snaps the Applicant's Code of Conduct, if: 1. the Code of Conduct was submitted to HUD along with the SF-424 for the FY2005, FY2006, FY2007, or FY2008 competition, and the information has not changed; or 2.... |
| 10/23/09 | 2009 e-snaps Application | The system indicates that the Code of Conduct attachment is required before the SF-424 can be completed. How can I move forward? | When completing the 'Additional Information' page of the SF-424, the user may select 'Yes' in response to the Code of Conduct question, if either of the situations below are applicable, and the Applicant's legal name, authorized representative, and organization has not ch... |
| 10/23/09 | 2009 e-snaps Application | I cannot update my SF-424. The system is showing an alert that reads "This e.form has been marked as complete". | This message is appearing because the SF-424 is currently set as read-only. To change the status of the SF-424, the user must log-in to e-snaps, open the SF-424, go to the 'Submission Summary' page, and click the 'Edit' button. The 'Edit' button is located at the bottom o... |
| 10/23/09 | 2009 e-snaps Application | How do I complete the Applicant/Recipient Disclosure/ Update Report (HUD 2880) in e-snaps? | To complete the SF-424 in e-snaps, the Applicant is required to submit one 2880 for each of its projects. If the project information disclosed in Part II and Part III of the 2880 has not changed since FY2008, the Applicant may re-submit the form in FY2009. If ther... |
| 10/22/09 | 2009 e-snaps Application | I would like to print out a copy of my SF-424 from 2008. Can you provide me with instructions on how to do this? | To print a copy of your sf-424, follow these steps: 1. Select "Applicants" from the left menu bar. 2. Select the 'orange folder' next to the "Applicant Name." 3.Select “Submission Summary” from the left menu bar. 4. Select “Ex... |
| 10/22/09 | 2009 e-snaps Application | The SF-424 Submission Summary that I see on my screen and the “exported to PDF” Submission Summary version don’t match. Which version is correct? | This is a known issue. There is a discrepancy between what the screen reflects and what the printed PDF output reflects. The PDF output is incorrect. The submission summary on the screen is correct and the user does not need to take any further action on their SF-4... |
| 10/15/09 | 2009 e-snaps Application | I completed an SF-424 in e-snaps last year. Do I need to update it for the 2009 competition? | Yes. All Exhibit 2 applicants, returning or new, must complete the SF-424 for the FY2009 competition. You will not be able to access Exhibit 2 until you complete the following steps. To update and make edits to the SF-424 you created for the 2008 competition, refer to... |
| 8/17/09 | 2009 e-snaps Application | After I have completed the SF-424, can I go back and edit portions or upload forms? | Yes. Refer to the following steps to edit your SF-424: 1. Select "Applicants" from the left menu bar. 2. Select the 'orange folder' next to the "Applicant Name." 3. Select "Submission Summary" from the left menu bar.... |
| 8/17/09 | 2009 e-snaps Application | Do I need to submit an SF-424 for every application (Exhibit 2) I am preparing? | The number of SF-424s completed by an applicant is determined by the number of authorized representatives the applicant has. If an applicant has projects in multiple CoCs but the authorized representative is the same person in all the CoCs, the applicant completes only on... |
| 8/17/09 | 2009 e-snaps Application | After I have completed the SF-424, can I go back and edit portions or upload forms? | Yes. Refer to the following steps to edit your SF-424: 1. Select "Applicants" from the left hand menu bar; 2. Select the 'orange folder' next to the ""Applicant Name""; 3.Select "Submission Summary" fro... |
| 8/17/09 | 2009 e-snaps Application | Can an agency that has different authorized representatives and Tax ID numbers but the same DUNS number create multiple SF-424s? | An applicant that has one DUNS number but multiple authorized representatives and projects in different Continuums of Care (CoCs) can create more than one SF-424 by using the add icon. For additional instructions, refer to the SF-424 training document available online at... |
| 8/17/09 | 2009 e-snaps Application | Do I submit my Certification for Consistency with Consolidated form with the SF-424, as I did in 2008? | No. For 2009, the Certification with Consistency with Consolidated plan MUST be submitted by the CoC with Exhibit 1. It must be submitted for ALL projects (new AND renewal) for which funding is being requested. |
| Return to Topics | |||
| Topic: Short-term Rent, Mortgage, and Utility Assistance (STRMU) Payments | |||
| Date | Program/System |
Question | Answer |
| 5/19/09 | HOPWA | Can my HOPWA project use emergency housing vouchers to place homeless families in temporary housing, such as short-term use of hotel/motel units? | Yes. HOPWA funds may be used for reasonable and appropriate motel and hotel vouchers for up to 30 days if no appropriate shelter beds are available and subsequent rental housing has been identified but is not immediately available for move-in by the program participants.... |
| 5/19/09 | HOPWA | Do the requirements related to short-term housing apply to hotel/motel vouchers? | Yes. Short-term housing efforts must follow HOPWA guidance on such assistance, as described in CPD Notice 06-07 that addressed how to connect HOPWA short-term rent, mortgage, and utility activities to stable housing results with on-going support. Note: Short-ter... |
| 5/19/09 | HOPWA | How should we report use of emergency hotel/motel housing vouchers? | In the standard HOPWA reports (APR; CAPER/IDIS), please classify these costs as facility-based housing assistance costs for leasing a transitional/short-term housing facility/unit. Note: Report as “leased units” in the APR or CAPER along with related expenditures f... |
| 5/19/09 | HOPWA | Does reporting the use of emergency hotel/motel vouchers as leasing trigger any environmental review requirements? | No, not beyond the documentation made prior to undertaking the activity as a categorical exclusion. The use of emergency housing vouchers to place homeless families in temporary housing, such as short-term use of hotel/motel units, is considered a short-term payment for... |
| 5/19/09 | HOPWA | Could HOPWA funds be used to lease a larger facility for short-term emergency housing? | Yes. HOPWA funds can directly support the development, leasing, and operating costs for transitional and short-term housing facilities, with standards found at 24 CFR 574.330. Note. Additional limits apply to facilities used to provide temporary shelter including... |
| 5/19/09 | HOPWA | Does the HOPWA program fund other responses besides hotel/motel vouchers? | Yes. Projects can make use of the other forms of housing support, such as HOPWA rental assistance, and residence in permanent supportive housing facilities as well as interventions to prevent loss of current housing by providing HOPWA short-term rent, mortgage and utilit... |
| 8/3/06 | HOPWA | Can STRMU payments pay for telephone service? | CORRECTED RESPONSE in CPD Notice 06-07, issued 8/3/06 NO, not as a housing cost reported as STRMU. However, in some situations, a grantee may determine that their HOPWA programs will allow for supportive services that include reasonable costs for basic phone service... |
| 5/1/06 | HOPWA | How does STRMU assistance fit with other HOPWA activities? | STRMU is one type of the three main types of HOPWA housing activities, along with Tenant-Based Rental Assistance (TBRA) and residency in a housing facility, such as a community residence. The use of funds annually to provide these three types of housing support are consid... |
| 5/1/06 | HOPWA | Can I use STRMU to help a eligible persons who is homeless? What are the standards for receiving STRMU payments to prevent homelessness? | No. STRMU can only be used to assist someone currently in housing as an intervention to prevent homelessness. Other HOPWA components can be used to assist someone who is homeless in obtaining housing and other support. HOPWA funds may only be used for eligible activ... |
| 5/1/06 | HOPWA | Are HQS Inspections required in units eligible for STRMU assistance payments? | No. However, HUD requires grantees and project sponsors administering HOPWA funding to provide safe and sanitary housing that is in compliance with all applicable State and local housing codes. If program staff assesses that a STRMU applicant is residing in substandard ho... |
| 5/1/06 | HOPWA | Can we assist clients who do not have a rental agreement/lease, mortgage, or utility bill in their name due to criminal history, poor credit, or lack of rental history? | Yes, but only under certain conditions. Eligible STRMU recipients must have a legal right to reside in the unit and prove responsibility for paying the rent, mortgage or utility costs. As a general matter, if the eligible person is not named on a valid lease/rental agreem... |
| 5/1/06 | HOPWA | Can STRMU payments for mortgages include property taxes, insurance, and condo fees? | Yes in some situations. Most homeowners are required to pay property taxes, mortgage insurance premiums, fire and hazard insurance premiums as part of their monthly mortgage payment. For example, the Federal Housing Administration (FHA) requires a homeowner's monthly paym... |
| 5/1/06 | HOPWA | Can STRMU assistance be used for a second mortgage? | Generally yes. As a general matter, a second mortgage represents a lien on real property. Defaults on mortgages (e.g., nonpayment of loan(s), lapsed insurance, unpaid property taxes, or the commission of waste, among others) may lead residents to foreclosures and eviction... |
| 5/1/06 | HOPWA | How can STRMU be used to assist clients who have a lease or rental agreement naming them as a tenant, but who live with an adult family member? | STRMU can assist in this scenario under two conditions: 1. Where a client lives with an adult family member and the entire household is assisted and total household income is taken into consideration to meet HOPWA low-income eligibility guidelines, or 2. If the client is... |
| 5/1/06 | HOPWA | Can STRMU be used to assist clients who rent a separate and discreet residence from a family member naming them as tenant? | Yes, but only with reasonable accommodation approval as stated in (g) above. HOPWA regulations follow 24 CFR 982.306(d) prohibits assistance to clients if the owner is the parent, child, grandparent, grandchild, sister, or brother of any member of the family, unless it is... |
| 5/1/06 | HOPWA | Can we provide assistance to clients who live in mobile homes, trailers, and motor homes? | Yes, but only in some situations. A rent, mortgage, or utility payment must be the basis for the assistance, and if an applicant presents such documentation and the need is assessed, then STRMU payments for up to 21 weeks of assistance could be permitted under the followi... |
| 5/1/06 | HOPWA | How do requirements for lead-based paint inspections apply for STRMU? | A lead-based paint inspection is not required in all cases of STRMU assistance. Housing built before 1978 that is assisted with HOPWA dollars, where a pregnant woman or a child under six years resides or is expected to reside, generally must have potential lead exposures... |
| 5/1/06 | HOPWA | What actions are needed if a client is suspected of fraud? | The HOPWA regulations (24 CFR 574.310 (e)(2)) provide guidance on terminating a client's assistance. It is unlawful to provide false information to the government when applying for "federal public benefit programs" (see Program Fraud Civil Remedies Act of 1986,... |
| 5/1/06 | HOPWA | Is a household eligible for STRMU assistance whose sole member living with HIV/AIDS is a minor? | Yes. Written verification must be obtained and maintained in the file indicating that an adult member of the household has legal custody of the minor child, and the entire household income must be taken into consideration for purposes of income eligibility. The child must... |
| 5/1/06 | HOPWA | How is the 21-week period calculated and tracked? | Section 858(b)(3)(B) of the AIDS Housing Opportunity Act, as amended, specifically states that assistance may not be provided to "any individual for rent, mortgage, or utilities costs accruing over a period of more than 21 weeks of an 52-week period." This publi... |
| 5/1/06 | HOPWA | Can grantees place caps on the amount of STRMU assistance provided? | Grantees may establish a dollar limit or caps on the total amount of assistance provided to clients during the 52-week period selected, if applied consistently and in a non-discriminatory manner. Caps should be reasonable enough to assist clients in overcoming the pressin... |
| Return to Topics | |||
| Topic: Eligible Grantees and Subgrantees | |||
| Date | Program/System |
Question | Answer |
| 1/6/10 | HPRP | What information must the grantee submit to request a conflict of interest waiver? | There are two situations that are often referred to as a “conflict of interest.” 1) The first is when HPRP program participants are to be assisted in a property that is owned by the grantee, subgrantee, or the parent/subsidiary/affiliated organization of the subgr... |
| 9/11/09 | HPRP | Can a State HPRP grantee subgrant funds to Public Housing Agencies, Housing and Redevelopment Authorities, and other Special Purpose Governmental Organizations? | State HPRP grantees may only subgrant to private non-profit organizations and units of general purpose local government. In the vast majority of cases, the State cannot subgrant its HPRP funds to a PHA or HRA because these are not units of general purpose local governmen... |
| 9/11/09 | HPRP | Can a Metropolitan City or Urban County HPRP grantee subgrant funds to Public Housing Agencies, Housing and Redevelopment Authorities, and other Special Purpose Governmental Organizations? | Metropolitan Cities and Urban Counties may subgrant to private non-profit organizations or other units of general purpose local government. In the vast majority of cases, a city or county PHA, HRA, or other special purpose public agency is not recognized as a unit of gen... |
| 8/14/09 | HPRP | In Section III, Part A, the HPRP Notice indicates that state grantees may subgrant directly to private nonprofit organizations “if the local government for the locality in which the program is located certifies that is approves of the program.” When does this rule apply, and what does certification entail? (REVISED) | The only instance that local certification is required is when state grantee is allocating HPRP funds to non-profit organizations located in an area outside of the state’s Consolidated Plan jurisdiction. That is, when a state subgrants HPRP funds to a non-profit organiza... |
| 6/10/09 | HPRP | Will subgrantees (cities, counties and non-profit organizations) be required to register with the Central Contractor Registry (CCR) and obtain a DUNS number? | As stated in Section IV (E) (8) of the HPRP Notice, “All grantees and subgrantees are required to register with Dun and Bradstreet to obtain a DUNS number, if they have not already done so, and complete or renew their registration with the Central Contractor Registration... |
| 6/10/09 | HPRP | Where can a list of "entitlement communities" or HPRP grantees be found? | To find this information, please refer to the HPRP Eligible Grantees with CDBG Contact Information document which is posted on the HUD HRE website at http://www.hudhre.info/ |
| 5/8/09 | HPRP | Can HPRP funds awarded to an entitlement city or county be used outside of the city or county’s jurisdiction? | Grantees may provide rental assistance or services to eligible program participants who are residing or would like to reside outside their jurisdiction. They may also fund subgrantees that serve persons outside of the jurisdiction, subgrantees that are located outside of... |
| 4/24/09 | HPRP | Who are eligible grantees for HPRP funding? (REVISED) | States, U.S. territories, metropolitan cities, or urban counties are eligible grantees for HPRP funding. Grantees may subgrant to local units of government, which may include metropolitan cities and urban counties that receive HPRP funds directly from HUD, and/or to priv... |
| 4/24/09 | HPRP | Can non-urban areas apply for funds through this application? (REVISED) | Appendix A of the HPRP Notice provides a list of eligible grantees that can apply and receive HPRP funding directly from HUD through the Consolidated Plan Substantial Amendment process. Local governments that are not eligible grantees and nonprofit organizations must con... |
| 4/24/09 | HPRP | Can a state grantee sub-grant funds to another state agency, such as a state mental health or foster care agency? | A state grantee may not subgrant HPRP funds to another state agency. The American Recovery and Reinvestment Act cites Section 413 of the ESG statute as to how the funds must be allocated, and per Section 413(a), funds are intended for “distribution to local governments a... |
| 4/24/09 | HPRP | Are tribal units of government eligible recipients of funds in a subgrantee capacity from the State? | No, tribal governments are not eligible subgrantees. State HPRP grantees must subgrant funds to either units of general local government in the state – which may include metropolitan cities and urban counties that receive grants amounts directly from HUD – or private nonp... |
| 4/3/09 | HPRP | Are non-profits eligible to apply for funds directly from HUD? | Nonprofit organizations are not eligible to submit an application for HPRP funding directly to HUD. States, urban counties, metropolitan cities, and U.S. territories are eligible applicants under HPRP. Once these eligible applicants become grantees, they may subgrant wi... |
| 3/20/09 | HPRP | Why was $500,000 chosen as the minimum amount that will be allocated to grantees? | HPRP funds were allocated according to the Emergency Shelter Grants (ESG) formula. In the ESG program, the minimum grant amount is 0.05 percent; however, the Recovery Act gave the Secretary discretion to set the minimum grant amount. At $500,000 (approximately 0.033 per... |
| Return to Topics | |||
| Topic: Substantial Amendment Requirements and Process | |||
| Date | Program/System |
Question | Answer |
| 8/14/09 | HPRP | At what point must a grantee prepare a budget amendment? For the Supportive Housing Program, budget amendments are triggered if there is a change in a particular budget category that exceeds 10 percent. | HUD has not set a specific percentage for changes to the HPRP budget submitted in the grantee's substantial amendment. The Consolidated Plan regulations require grantees to establish criteria in their Citizen Participation Plan for what constitutes a substantial amendment... |
| 6/10/09 | HPRP | Will subgrantees (cities, counties and non-profit organizations) be required to register with the Central Contractor Registry (CCR) and obtain a DUNS number? | As stated in Section IV (E) (8) of the HPRP Notice, “All grantees and subgrantees are required to register with Dun and Bradstreet to obtain a DUNS number, if they have not already done so, and complete or renew their registration with the Central Contractor Registration... |
| 5/14/09 | HPRP | With regard to Form SF-424, what is the Catalog of Federal Domestic Assistance (CDFA) number and CDFA title? (REVISED) | The CFDA number and title is 14.257: Homelessness Prevention and Rapid Re-Housing Program (item 11). Please note that there is no Applicant Identifier (item 4), Federal Entity Identifier (item 5a), Federal Award Identifier (item 5b), Funding Opportunity Number (item 12),... |
| 5/14/09 | HPRP | Where should the substantial amendment be sent? | As stated in the Notice under Section IV (E) – Application Requirements #4, each grantee must provide HUD with two hard copies of the completed substantial amendment. The original should be sent to HUD Headquarters in Washington, DC: U.S. Department of Housing and Urban... |
| 5/8/09 | HPRP | How should a grantee calculate the budget for Data Collection and Evaluation costs? Is there a recommended or maximum amount that grantees should budget for Data Collection and Evaluation costs? | HPRP grantees are required to collect client-level data through the CoC’s Homeless Management Information System (HMIS) or a comparable database to comply with the HPRP monitoring and reporting requirements. HPRP funds may be used to pay reasonable costs associated with... |
| 4/24/09 | HPRP | Where is the application and what does it include? (REVISED) | Appendix A of the HPRP Notice provides a list of the eligible grantees that can apply and receive HPRP funding directly from HUD through the Consolidated Plan Substantial Amendment process. HUD has developed a Substantial Amendment form that these eligible grantees must... |
| 4/24/09 | HPRP | Where can I find the latest version of Form SF-424? (REVISED) | Use the SF-424 posted online at: http://www.grants.gov/ |
| 4/24/09 | HPRP | Form 40119 does not have much space on it for narrative. Is the form itself considered the "substantial amendment" or should we write a longer, more narrative amendment and attach it to the form? | Grantees are required to use the actual form (HUD-40119) posted on the HRE and on HUD's website. Since this form is in a Word format, grantees may enter as much information as needed to amend their Annual Action Plan appropriately. However, please be mindful of the maxi... |
| 4/24/09 | HPRP | How long does it generally take for subgrantees to be issued a DUNS number? Is there any available guidance to help subgrantees as they register to get a DUNS number? | Please seek the following link regarding registration for a DUNS number: http://fedgov.dnb.com/webform/ |
| 4/24/09 | HPRP | When preparing our amendment, would we have to spell out how we are going to allocate the entire HPRP grant in that initial amendment? For example, if a grantee is receiving $1,000,000 in HPRP funds and wants to set aside $600,000 for utility deposit assistance and short/medium term rental assistance, but is unsure how they are going to allocate the remaining $400,000, would it be acceptable to state that the remaining funds will be used for other HPRP-eligible projects? | The substantial amendment, which must be postmarked no later than May 18, 2009, requires grantees to indicate the estimated amount for each of the four activity types (financial assistance, housing relocation and stabilization services, data collection and evaluation, and... |
| 4/24/09 | HPRP | Will all the HPRP funds obligated by September 30, 2009 continue to be part of the 2008 Action Plan even if it is spent over the three year period? In year 2, could the grantee again amend the 2008 Action Plan to adjust allocations or subgrantees? | The Substantial Amendment to the Consolidated Plan 2008 Action Plan is the grantee’s plan for spending HPRP funds. Grantees do not include their subgrantee selections and awards in their Substantial Amendment form. The subgrantee selection and award information will be... |
| 3/20/09 | HPRP | When will HUD complete their review of the substantial amendments? | HUD will complete its review of all correctly completed substantial amendments within 45 days of receipt of each substantial amendment, but no later than July 2, 2009. Jurisdictions with disapproved substantial amendments may revise and resubmit a substantial amendment... |
| 3/20/09 | HPRP | Do HPRP funds have a match requirement? | No, grantees are not required to match HPRP funds with any other funding. |
| 3/20/09 | HPRP | What happens if the eligible grantee wants to decline funding? | If an eligible grantee receives an allocation of funds under HPRP and wishes to decline the funding, the legally authorized official must notify the local HUD field office in writing of the grantee’s intent to decline the HPRP funding on or before May 18, 2009. |
| 3/20/09 | HPRP | What happens if the eligible grantee wishes to request less funding than the total allocation amount? | If an eligible grantee wishes to request less than the total allocation amount for which it is eligible, the legally authorized official must notify the local HUD field office in writing of the amount the grantee will request on or before May 18, 2009. |
| 3/20/09 | HPRP | What happens if the eligible grantee does not submit a completed application within the timeframe allotted? | If an eligible grantee fails to submit a completed application package (substantial amendment, certifications and SF-424) for its grant allocation per the requirements detailed in the Notice, HUD will notify the jurisdiction of the cancellation of all or part of its alloc... |
| 3/20/09 | HPRP | Is the HPRP part of the Consolidated Plan process? | Portions of the Consolidated Plan process related to the application and approval process for receiving HPRP funds do apply, as indicated in the Notice. Grantees must submit an amendment to the Consolidated Plan 2008 Action Plan in order to receive funds, and grantees ar... |
| 3/20/09 | HPRP | What is the deadline to submit the substantial amendment? | Substantial amendments, certifications, and the SF-424 (the application package) must be postmarked by May 18, 2009. |
| Return to Topics | |||
| Topic: Funds Distribution & Subgrantee Selection | |||
| Date | Program/System |
Question | Answer |
| 1/6/10 | HPRP | What information must the grantee submit to request a conflict of interest waiver? | There are two situations that are often referred to as a “conflict of interest.” 1) The first is when HPRP program participants are to be assisted in a property that is owned by the grantee, subgrantee, or the parent/subsidiary/affiliated organization of the subgr... |
| 9/11/09 | HPRP | What is the September 30th deadline and what are the consequences if we cannot meet it? Can we request a waiver of this deadline? | Section V.A.1. of the HPRP Notice requires grantees to “award or enter into legally binding agreements with all subgrantees by September 30, 2009.” If a grantee issues award letters to subgrantees by the deadline, HUD will consider the grantee to have met the requirement... |
| 8/14/09 | HPRP | In Section III, Part A, the HPRP Notice indicates that state grantees may subgrant directly to private nonprofit organizations “if the local government for the locality in which the program is located certifies that is approves of the program.” When does this rule apply, and what does certification entail? (REVISED) | The only instance that local certification is required is when state grantee is allocating HPRP funds to non-profit organizations located in an area outside of the state’s Consolidated Plan jurisdiction. That is, when a state subgrants HPRP funds to a non-profit organiza... |
| 8/14/09 | HPRP | Must grantees obligate 100% of funds by September 30, or can they reserve a portion of the funding to be awarded in years 2 and 3 based on subgrantee performance? | As indicated in the Notice, all funds must be obligated to subgrantees by September 30, 2009. However, grantees may establish spending or performance expectations, and they may recapture and reallocate funds from subgrantees who do not meet the requirements. |
| 6/10/09 | HPRP | When will grantees release their requests for subgrantee applications to community organizations? | Grantees were required to submit their Substantial Amendments to HUD by May 18, 2009 and are required to obligate funds to subgrantees by September 30, 2009. In that amendment, grantees had to explain the process they will use to distribute funds. Grantees are not requir... |
| 6/10/09 | HPRP | Can a State use a combination process and award HPRP funds directly to units of general local government (for example, counties) and directly to a regional or statewide non-profit? | HUD is providing all grantees, including state grantees, with the discretion to subgrant to local nonprofits or local governments to carry out HPRP activities (see section III.C of the HPRP Notice). HUD also provides discretion for grantees to develop a subgrantee selecti... |
| 6/10/09 | HPRP | If a city is not a grantee, must it apply to the State grantee or, if the county in which the city is located is an HPRP grantee, must the city apply to the county? | The county, as a grantee, has the discretion to distribute HPRP funds to the cities within its jurisdiction as subgrantees. The city is also eligible to receive funds from the State as a subgrantee, at the discretion of the State grantee. Further, cities and counties may... |
| 6/10/09 | HPRP | Can a grantee or subgrantee procure services from a for-profit organization to implement the local HPRP program? Services could include particular aspects related to program administration (e.g., inspections), technical assistance, etc. | Grantees and sub-grantees can procure services from for-profit organizations. Grantees and sub-grantees must follow the applicable federal procurement rules: -24 CFR Part 85, applicable to States and local governments -OMB Circular A-110 as implemented thro... |
| 6/10/09 | HPRP | With regard to the obligation of funds, page 32 of the Notice states that “grantees must award or enter into legally binding grant agreements with all subgrantees by September 30, 2009.” Is there a difference between “awarding funds” and entering into a “legally binding agreement”? | No, there is no difference. Section V. J. of the Notice on page 36 states "Grantee signs agreements with subgrantees by September 30, 2009." Therefore, "grantees must award" means that the grantee must have signed agreements with the subgrantees by Se... |
| 5/8/09 | HPRP | What process would an eligible municipality use to allow another eligible entity to carry out HPRP activities cooperatively, combining both jurisdictions’ funds? | A metropolitan city or urban county that receives a grant allocation directly from HUD may subgrant to another local government. By subgranting their allocation, the grantee maintains responsibility for oversight and all other grantee responsibilities that are required w... |
| 4/24/09 | HPRP | Does the grantee have to engage in a competitive process for the selection of sub-grantees? Does this process have to be included in the Consolidated Plan submission? | HUD is giving discretion to grantees to develop their own allocation process. The grantee's plan for distribution, administration, and oversight of funds needs to be addressed in the Substantial Amendment that is submitted to HUD to receive HPRP funding. Note that it is... |
| 4/24/09 | HPRP | Can a state grantee sub-grant funds to another state agency, such as a state mental health or foster care agency? | A state grantee may not subgrant HPRP funds to another state agency. The American Recovery and Reinvestment Act cites Section 413 of the ESG statute as to how the funds must be allocated, and per Section 413(a), funds are intended for “distribution to local governments a... |
| 4/3/09 | HPRP | Can a State award HPRP funds in an area that receives its own HPRP allocation, or is the State restricted to distributing funds in non-entitlement areas? | Under HPRP, a state may subgrant with areas that receive a direct allocation from HUD. |
| 3/20/09 | HPRP | What is the deadline for grantees to obligate funds? | Grantees must select all subgrantees and obligate funds to them by September 30, 2009. |
| Return to Topics | |||
| Topic: Grants Management and Monitoring | |||
| Date | Program/System |
Question | Answer |
| 1/6/10 | HPRP | When completing the Staff Affidavit, is a case manager required to determine if the applicant has a familial connection to any grantee or subgrantee staff? If an individual seeking assistance is related to a grantee or subgrantee staff member, is he/she automatically disqualified? | A familial connection between an applicant and a staff member of the grantee or subgrantee agency does not necessarily mean that there is a conflict of interest, and it would not automatically disqualify him/her from receiving assistance. It does, however, disqualify the... |
| 1/6/10 | HPRP | What information must the grantee submit to request a conflict of interest waiver? | There are two situations that are often referred to as a “conflict of interest.” 1) The first is when HPRP program participants are to be assisted in a property that is owned by the grantee, subgrantee, or the parent/subsidiary/affiliated organization of the subgr... |
| 10/29/09 | HPRP | Is the Staff Affidavit required only when financial assistance is being provided? | No – the Staff Affidavit must be used regardless of whether the household is receiving financial assistance or housing relocation and stabilization services. Both represent an expenditure of HPRP grant funds for eligible households. |
| 10/29/09 | HPRP | Why is HUD making HPRP grantees sign the Staff Affidavit? | The HPRP Staff Affidavit is intended to protect HUD and grantees against fraud and abuse charges. The Staff Affadavit serves to remind HPRP program staff that they are legally bound to determine and document the eligibility of applicants according to HPRP requirements bef... |
| 10/29/09 | HPRP | What is the HPRP Staff Affidavit and who must sign it? | The Staff Affidavit is a new requirement for all households determined to be eligible for HPRP assistance. The Staff Affidavit documents that the HPRP household meets all eligibility criteria for HPRP assistance, certifies that true and complete information was used to de... |
| 8/14/09 | HPRP | At what point must a grantee prepare a budget amendment? For the Supportive Housing Program, budget amendments are triggered if there is a change in a particular budget category that exceeds 10 percent. | HUD has not set a specific percentage for changes to the HPRP budget submitted in the grantee's substantial amendment. The Consolidated Plan regulations require grantees to establish criteria in their Citizen Participation Plan for what constitutes a substantial amendment... |
| 8/14/09 | HPRP | How will HUD’s monitoring for HPRP be conducted? | HUD will conduct on-site monitoring using the CPD Monitoring handbook 6509.2 as a guide, as is done with ESG or CDBG and other CPD programs. HUD is currently developing specific monitoring procedures for HPRP. HUD will also conduct desk (off-site) monitoring, and will b... |
| 6/10/09 | HPRP | What is the timeframe to spend HPRP funds? (REVISED) | The Recovery Act requires grantees to draw down from IDIS 60 percent of HPRP grant funds within two years of the date that HUD signed the grant agreement, and 100 percent of funds within three years of this date. If a grantee receives any reallocated funds, these must all... |
| 6/10/09 | HPRP | Can a grantee or subgrantee procure services from a for-profit organization to implement the local HPRP program? Services could include particular aspects related to program administration (e.g., inspections), technical assistance, etc. | Grantees and sub-grantees can procure services from for-profit organizations. Grantees and sub-grantees must follow the applicable federal procurement rules: -24 CFR Part 85, applicable to States and local governments -OMB Circular A-110 as implemented thro... |
| 6/10/09 | HPRP | Will a Single Audit be acceptable for the HPRP program or will a project audit be required? | All grantees and subgrantees must conduct audits as required under the OMB Circulars for the type of organization and the funding streams received by the organization. In general, an HPRP-specific project audit will not be required in addition to a Single Audit (see OMB C... |
| 5/8/09 | HPRP | What process would an eligible municipality use to allow another eligible entity to carry out HPRP activities cooperatively, combining both jurisdictions’ funds? | A metropolitan city or urban county that receives a grant allocation directly from HUD may subgrant to another local government. By subgranting their allocation, the grantee maintains responsibility for oversight and all other grantee responsibilities that are required w... |
| 5/8/09 | HPRP | Grantees and subgrantees have three years from the date the grant agreement is executed to expend all funds. Will there be a grace period so that a client enrolled near the end of the grant agreement period can continue to receive assistance for the entire length of time deemed necessary to stabilize that client? | HPRP funds may not be expended after three years from the date of the grant agreement. This means that grantees and subgrantees will need to plan in advance - in order for a program participant to receive a full 18 months of rental assistance, they would need to begin rec... |
| 4/24/09 | HPRP | Can grantees draw down funds as a cash advance, or do they have to be reimbursed? (REVISED) | The preferred method is reimbursement. However, grantees and subgrantees may be paid in advance, pursuant to procedures outlined in 24 CFR 84.22 for nonprofit organizations and 24 CFR 85.21 for units of government. All requirements in 24 CFR 84.22 or 24 CFR 85.21, as ap... |
| 4/3/09 | HPRP | Will there be flexibility to adjust budgets among the four eligible funding areas during the contract period? | HPRP grantees may adjust budgeted amounts for the eligible activities just as they do under ESG. The Substantial Amendment to the grantee's 2008 Annual Action Plan, completed by the grantee to receive HPRP funds, is only a planned budget. Actual budgets may vary during i... |
| 4/3/09 | HPRP | Is there a cap on any of the funding categories? For example, is there a cap on services or data collection and evaluation? | The only limit is on administrative costs, which are limited by statute to 5 percent of the grant amount. Grantees should consider the extent and variety of needs in their communities in order to determine how much to spend on any given type of activity. |
| 3/20/09 | HPRP | What happens if the grantee cannot meet the expenditure threshold? | If the grantee cannot meet this threshold, HUD may then proceed to recapture the unused HPRP funds and reallocate them. |
| 3/20/09 | HPRP | What happens if the grantee does not spend at least 60 percent of the grant amount within the 2 year timeframe? | Any grantee failing to meet the statutory requirement to expend at least 60 percent of its grant amount within 2 years of the date of the obligation, will be notified by August 1, 2011 and given 21 days to submit information to HUD regarding additional eligible expenses f... |
| Return to Topics | |||
| Topic: Eligible Participants (Clients) | |||
| Date | Program/System |
Question | Answer |
| 1/6/10 | HPRP | How is a household defined for purposes of HPRP? | Under the HPRP program, a household is a single individual or group of persons who together apply to an HPRP-funded program for assistance and together meet the conditions outlined in the HPRP Notice for eligible program participants. Note that if two unrelated individua... |
| 1/6/10 | HPRP | If otherwise eligible for HPRP assistance, can ex-offenders or offenders who are scheduled for release but have no suitable housing options be assisted with HPRP? | HPRP regulations do not require grantees to disqualify individuals or families based on criminal history. HUD requires only that all program participants meet the minimum eligibility criteria and that grantees comply with all local and Federal requirements. Grantees... |
| 1/6/10 | HPRP | If a client is terminated from HPRP for non-compliance, are they eligible to re-apply for services? | Each grantee has the discretion to decide whether to allow participants that have been terminated for non-compliance to re-apply for assistance, and if so, the timeline for re-application. Please note that the HPRP Notice requires grantees to have a formal termination pr... |
| 1/6/10 | HPRP | Can HPRP funds be used to assist illegal immigrants? If so, what type of identification documentation is acceptable? | In accordance with Title IV of the Personal Responsibility and Work Opportunity Reconciliation Act of 1996, an alien (a person who is not a U.S. citizen or national) may be eligible for assistance under HPRP only if he or she is a “qualified alien” (defined in 8 U.S.C. 16... |
| 1/6/10 | HPRP | What information must the grantee submit to request a conflict of interest waiver? | There are two situations that are often referred to as a “conflict of interest.” 1) The first is when HPRP program participants are to be assisted in a property that is owned by the grantee, subgrantee, or the parent/subsidiary/affiliated organization of the subgr... |
| 8/14/09 | HPRP | If a participant is receiving rental assistance through another program, can they also receive HPRP assistance? | HPRP assistance cannot be provided to eligible individuals or families for the same period of time and for the same cost types that are being provided through another Federal, state, or local subsidy program. There are six cost types: rental assistance, security deposit... |
| 8/14/09 | HPRP | In a situation where there are two unrelated individuals on a lease - one who is eligible, and one who is not – can a grantee assist the eligible individual? | If two unrelated individuals are joint parties to a lease, a grantee must consider total household income to determine eligibility (i.e., either the whole household is eligible for assistance, or the whole household is not). |
| 8/14/09 | HPRP | HUD has indicated that grantees may provide rental assistance or services to eligible program participants who are residing or would like to reside outside their jurisdiction. Does this mean that grantees can serve persons in another state? | It is up to the grantee to determine if they wish to assist persons in another state. This may be common where a metropolitan community or Continuum of Care crosses state boundaries. However, if they do so, the grantee retains responsibility for ensuring that all requir... |
| 6/10/09 | HPRP | If a program participant initially received short-term rental assistance for 3 months and needs additional assistance, are they eligible to receive more funding through the HPRP? (REVISED) | Yes, after 3 months, if program participants receiving short-term rental assistance need additional financial assistance to remain housed, they must be re-evaluated for eligibility and appropriateness of services/assistance (ie, would the participant be homeless “but for”... |
| 6/10/09 | HPRP | The activities funded under the prevention and re-housing categories seem to be the same. How do I know the category under which to draw down funds in IDIS? Is the distinction between participants who are assisted to stay in their existing housing and those that are placed in new housing? | All persons assisted with HPRP funds—whether it is considered prevention or rapid re-housing assistance—may receive assistance from any of the HPRP eligible activities. The distinction is related to the population served. The difference is that persons receiving preventi... |
| 6/10/09 | HPRP | What assistance can be provided to homeowners? (REVISED) | While mortgage assistance is not eligible under HPRP, homeowners who become homeless are eligible for all HPRP activities, provided they meet the other eligibility criteria as listed in the Notice. Homeowners who are housed but are at risk of becoming homeless and meet al... |
| 6/10/09 | HPRP | If an individual has severe and persistent physical or mental health issues that would make them a good fit for a permanent supportive housing program (like Shelter Plus Care-funded housing), but there are no available openings in such programs, can the person access HPRP funds while they sit on the waiting list? (REVISED) | The intent of the legislation is to assist persons who need temporary assistance to obtain or remain in housing, and hopefully be able to sustain housing, subsidized or unsubsidized, once HPRP ends. That said, persons who are disabled and eligible for permanent supportiv... |
| 6/10/09 | HPRP | Under HPRP, if homeless families are re-housed and receive short or medium-term rental assistance, will this make them ineligible for a CoC-funded transitional or permanent supportive housing program? In other words, does participation in HPRP eliminate an individual’s homeless status? (REVISED) | HPRP assistance is temporary. Persons who were homeless before receiving HPRP assistance (Rapid Re-housing assistance) do not lose their homeless status and remain eligible for assistance under other CoC-funded programs. However, chronically homeless persons that receive... |
| 6/10/09 | HPRP | Are set-asides allowed for any specific population who may be, at some point, at risk of losing their jobs? | No. Grantees may not set aside funds for a specific group of people who are not yet eligible for HPRP funds. HPRP eligibility must be determined on a case-by-case basis, upon the required initial visit with a case manager or other professional who is qualified to determin... |
| 6/10/09 | HPRP | Under HPRP, is there an age restriction on persons receiving assistance? | No, there are no age restrictions. However, just as with McKinney-Vento programs, HPRP funds may not be used to serve youth who are wards of the state. |
| 6/10/09 | HPRP | Under HPRP, are people living doubled-up with friends or family considered to be at risk of homelessness? Are they eligible to receive HPRP funds? | Families or individuals who are precariously housed may be eligible for HPRP prevention assistance if is determined that they would be “homeless but for this assistance” and they meet all other HPRP eligibly criteria, as specified in the Notice. |
| 5/8/09 | HPRP | Can HPRP funds be used to assist individuals/families in transitional housing? | HPRP funds may not be used to move an individual or family into a transitional housing program, nor may it be used to assist persons residing in a transitional housing program. However, HPRP funds may be used to assist persons that are graduating from or timing out of a t... |
| 5/8/09 | HPRP | Can HPRP funds awarded to an entitlement city or county be used outside of the city or county’s jurisdiction? | Grantees may provide rental assistance or services to eligible program participants who are residing or would like to reside outside their jurisdiction. They may also fund subgrantees that serve persons outside of the jurisdiction, subgrantees that are located outside of... |
| 4/3/09 | HPRP | I have lost my job and I am losing my home. I will be homeless soon. How do I apply for HPRP funds? | The Homelessness Prevention and Rapid Re-Housing Program (HPRP) is a new program funded under the American Recovery and Reinvestment Act of 2009. Funds have been awarded to eligible cities, counties, states, and territories. HUD does not provide funding directly to indiv... |
| 4/3/09 | HPRP | Will citizens returning to the community following discharge from a state correctional system (who meet all stated eligibility requirements) be eligible for receipt of short-term housing assistance? | Yes, persons who are discharged from publicly funded institutions and who meet all HPRP eligibility requirements may receive financial assistance and/or services under HPRP. |
| 3/20/09 | HPRP | Who can receive HPRP assistance? | There are two populations of persons facing housing instability that are eligible to receive funding under the HPRP: 1) individuals and families who are currently in housing but are at risk of becoming homeless and need temporary rent or utility assistance to prevent them... |
| 3/20/09 | HPRP | Does a program participant need to have a child or children in the household to be eligible to receive assistance? | No, a program participant can be an individual or a household with or without children. |
| 3/20/09 | HPRP | As a grantee, can I establish more strict requirements than HUD has established? | Yes. HUD is providing grantees with discretion to establish requirements that further target community needs. Grantees may elect to implement more stringent targeting and/or eligibility requirements as long as all program participants meet the minimum eligibility criter... |
| Return to Topics | |||
| Topic: Eligible Activities/Costs - Financial Assistance | |||
| Date | Program/System |
Question | Answer |
| 1/6/10 | HPRP | Are costs related to the conduct of the inspections an eligible cost under the category of financial assistance? (REVISED) | The costs associated with conducting a habitability (or HQS) inspection are eligible under the financial assistance category. The costs should generally be charged to Rental Assistance, unless the agency is providing the household with, for example, security deposit or u... |
| 1/6/10 | HPRP | Can HPRP financial assistance be used to cover "excess utilities" for public housing tenants, over and above the amount subsidized in public housing? | No. As explained in the Notice, HPRP assistance cannot be provided to eligible individuals or families for the same period of time and for the same cost types that are being provided through another Federal, state, or local subsidy program. If a participant is receiving... |
| 1/6/10 | HPRP | If a household is receiving LIHEAP assistance for help with a gas bill, are they eligible for HPRP assistance for other utilities? | No. As explained in the Notice, HPRP assistance cannot be provided to eligible individuals or families for the same period of time and for the same cost types that are being provided through another Federal, state, or local subsidy program. If a participant is receiving... |
| 1/6/10 | HPRP | Can HPRP funds be paid to a collection agency for rental or utility debt? | No, HPRP funds may not be paid to collection agencies or other third-party debt collectors. |
| 1/6/10 | HPRP | If a grantee is providing both rent and utility assistance for the same household, can the rental payment include a utility allowance, or must rental assistance and utility assistance be paid and tracked separately? | All payments must go to third parties. Generally speaking, rental payments must be paid to landlords, and utility payments to the utility company. In addition, because the 18 months of rental assistance and utility assistance must each be tracked and reported separately i... |
| 1/6/10 | HPRP | Can HPRP funds be used to pay rent in a group home, assisted living facility, or board and care setting? | As long as each resident of a group home, assisted living facility, or boarding house has an individual lease, and has been assessed and certified to be eligible to receive HPRP assistance, HPRP funds may be used to assist persons residing in these types of housing. Howe... |
| 1/6/10 | HPRP | According to the Notice, payment of credit arrears (e.g., credit cards, loans) is an ineligible financial assistance activity. At the same time, the Notice indicates that credit repair is an allowable housing relocation and stabilization service. What is the difference? | Credit repair is an eligible activity under Housing Relocation and Stabilization Services and refers to such services as helping clients develop a household budget, access credit reports, negotiate with banks, etc. It does not include paying down consumer debt. |
| 1/6/10 | HPRP | May financial assistance funds be used to move an individual or household to live with family in another state? | HPRP is not a reunification or relocation program. Therefore, HPRP assistance for moving costs related to reuniting eligible applicants with family members is not eligible unless the participant can live with the family member permanently. If the HPRP program participan... |
| 1/6/10 | HPRP | Are utility reconnect fees an eligible expense? | Yes. Late fees and reconnect fees that are sometimes associated with arrears are an HPRP-eligible expense, as long as the assistance is needed to prevent homelessness for the household. |
| 1/6/10 | HPRP | If HPRP funds are used to assist an eligible client with arrears, does each month of arrears count as one month of HPRP assistance? | Yes. Although the payment would be a lump sum payment (and recorded as such in HMIS), each month of arrears would count against the 6 month limit on arrears as well as the 18 month overall limit on rental assistance allowed under HPRP. |
| 1/6/10 | HPRP | How would the 18-month timeline for the receipt of assistance be calculated for participants receiving different types of assistance? | The 18-month limitation applies to services as well as rental and utility assistance. They are each calculated separately, and the months need not be concurrent. The intent of separate clocks is to provide flexibility to grantees, but HUD expects that in most cases, hous... |
| 1/6/10 | HPRP | Can grantees provide utility-only assistance? What is the qualifying hardship? And what type of documentation is required in such instances? | Grantees can provide utility-only assistance, but HUD expects that this will be rare. First, there are laws governing public utilities in many states that prevent utility companies from shutting off power to a unit during winter months, and which may also require the uti... |
| 10/29/09 | HPRP | Can HPRP funds be used to assist with late fees and/or unit damages that are sometimes included with bills for rent arrears? | HPRP funds may be used to pay for late fees associated with rent or utility arrears, as long as the payment enables the program participant to remain housed or become rehoused. However, HPRP funds may not be used to pay for damage costs incurred by the tenant. |
| 10/29/09 | HPRP | Can HPRP program participants receive assistance in tax credit projects? | Tax credit projects could be eligible to house HPRP program participants—the rental “subsidy” received from a tax credit property is not considered the same "cost type" (as defined in the HPRP Notice) as direct rental assistance. However, if a grantee or subgra... |
| 10/29/09 | HPRP | Can HPRP funds be used to pay for pet deposits? | Fees for pet deposits are not an eligible HRPP expense. |
| 10/29/09 | HPRP | Can HPRP funds be used to pay for application fees, credit reports, and/or criminal background checks? | Fees for rental applications are not an eligible HRPP expense. With regard to credit reports and other background checks, grantees and subgrantees electing to conduct credit and background checks on HPRP participants in an effort to understand the client's credit i... |
| 8/14/09 | HPRP | Can a municipal grantee or subgrantee provide a client with utility assistance in cases where the city owns the utility company? | HPRP funds may be used to pay for utility assistance provided by a municipal utility company, provided the program participant meets all eligibility requirements, the assistance will prevent the participant's homelessness, and the municipal department is not treating HPRP... |
| 8/14/09 | HPRP | If a participant is receiving rental assistance through another program, can they also receive HPRP assistance? | HPRP assistance cannot be provided to eligible individuals or families for the same period of time and for the same cost types that are being provided through another Federal, state, or local subsidy program. There are six cost types: rental assistance, security deposit... |
| 8/14/09 | HPRP | Can grantees provide assistance to households in a rent-to-own or lease-in-place situation? | Yes, as long as the individual would be homeless “but for” the assistance, the full amount of the financial assistance is going towards rent or utilities (for example, no HPRP funds may be used for taxes or fees that may be associated with homeownership), a rent-to-own s... |
| 8/14/09 | HPRP | Can landlords be reimbursed for court costs if it prevents a client’s eviction? | No. Eligible legal expenses under HPRP include those incurred by the client only. Grantees may not use HPRP funds to reimburse landlords for any costs they may have incurred to begin the eviction process. |
| 8/14/09 | HPRP | Is payment of rented trailer pads/lots on which a mobile home residence rests an eligible expense under HPRP? | Rental assistance or arrears to pay for a lot on which a trailer is located can be eligible under financial assistance, although it is up to the grantee to determine whether to use HPRP funds for financial assistance costs associated with manufactured homes/trailer pads.... |
| 8/14/09 | HPRP | When a grantee provides security deposit assistance, must they recover the deposit if/when the household moves? | HUD is giving grantees the discretion to determine how to handle security deposits. Assuming the landlord is not retaining the security deposit to pay for costs incurred by the tenant (e.g., damages), the grantee may recover the security deposit, in which case it must be... |
| 8/14/09 | HPRP | Can grantees pay off a client’s rental debt owed to a previous landlord if it enables the household to obtain new housing? | Yes. Grantees/subgrantees can pay up to six months of rental and utility arrears regardless of when they were incurred, provided that the existence of the arrears prevents the eligible participant from obtaining housing, and it is likely that the participant will be able... |
| 8/14/09 | HPRP | HUD has indicated that grantees may provide rental assistance or services to eligible program participants who are residing or would like to reside outside their jurisdiction. Does this mean that grantees can serve persons in another state? | It is up to the grantee to determine if they wish to assist persons in another state. This may be common where a metropolitan community or Continuum of Care crosses state boundaries. However, if they do so, the grantee retains responsibility for ensuring that all requir... |
| 8/14/09 | HPRP | Is there any cap on relocation expenses? In other words, can a grantee use HPRP funds to help a client relocate to a different state, or from one end of a state to another? | There is no cap on relocation expenses. However, as explained in the Notice, moving cost assistance is limited to truck rental fees, moving company fees, short-term storage, and related expenses. Transportation costs for participants (e.g., bus, train, plane tickets) ar... |
| 8/14/09 | HPRP | Can HPRP funds be used to help a household purchase furniture? | As stated in the Notice, HPRP funds may not be used to help participants purchase furniture. However, there are a number of resources available to help households who need assistance furnishing an apartment. Visit View Full |
| 8/14/09 | HPRP | Does a lease have to be in place in order to pay rental assistance? For example, could the funding go to pay for a tenant’s rent at a relative or friend’s house if they are not on the lease? (REVISED) | A lease must be in place and the program participant must be on the lease in order to use HPRP funds for the rent or security deposit. Therefore, assistance could not be provided to an individual renting from a friend or relative if a legal lease is not in place. In cas... |
| 6/10/09 | HPRP | Can HPRP funding help me with my mortgage payments? (REVISED) | No, HPRP is not a mortgage assistance program. Also, HPRP may not be used to pay for any taxes or fees related to homeownership. |
| 6/10/09 | HPRP | If a program participant initially received short-term rental assistance for 3 months and needs additional assistance, are they eligible to receive more funding through the HPRP? (REVISED) | Yes, after 3 months, if program participants receiving short-term rental assistance need additional financial assistance to remain housed, they must be re-evaluated for eligibility and appropriateness of services/assistance (ie, would the participant be homeless “but for”... |
| 6/10/09 | HPRP | Can the rental assistance be used to pay unpaid rental debt? (REVISED) | Yes, rental assistance may also be used to pay up to 6 months of rental arrears for eligible program participants facing eviction for non-payment of rent if the payment enables the program participant to remain in the housing unit for which the arrears are being paid. In... |
| 6/10/09 | HPRP | Can HPRP funds be used for shelters? (REVISED) | No. HPRP funds may not be used for shelter operations. However, as stated on page 16 of the Notice, "HPRP funds may be used for reasonable and appropriate motel and hotel vouchers for up to 30 days if no appropriate shelter beds are available and subsequent rental h... |
| 6/10/09 | HPRP | On page 16, the Notice states, “HPRP funds may be used for reasonable and appropriate motel and hotel vouchers for up to 30 days if no appropriate shelter beds are available and subsequent rental housing has been identified but is not immediately available for move-in by the program participants.” Is this to be taken literally? Can a hotel/motel voucher be used only if a unit has been identified for that participant/household? | Yes, as stated in the Notice, a hotel/motel voucher can only be used when a unit has been identified and no shelter beds are available. Because it could take a few weeks to locate suitable rental housing, it would be advisable for grantees to try to identify an alternate... |
| 6/10/09 | HPRP | What types of utility expenses are eligible under HPRP? | Assuming that the participant meets all HPRP eligibility requirements, utility assistance related to housing may be provided. Utilities eligible for assistance are: heat, electricity, water, sewer and garbage collection. Telephone and cable services are not eligible. |
| 6/10/09 | HPRP | Could HPRP funds be used to pay continued room and board costs of foster care for youth who would otherwise have to leave foster care at age 18? In other words, could these funds be used to extend the foster care placement beyond age 18 when Title IV-E is no longer available as a funding source? | HPRP funds can be used to prevent homelessness for youth aging out of foster care, as long as they meet the minimum requirements defined in section D.2. of the Notice, and as long as the program participant's name is on the lease in the assisted unit. Continued room and b... |
| 6/10/09 | HPRP | Can funds be used to house persons in an emergency shelter on a short term basis? | No. HPRP funds may not be used for shelter operations. However, as stated on page 16 of the Notice, "HPRP funds may be used for reasonable and appropriate motel and hotel vouchers for up to 30 days if no appropriate shelter beds are available and subsequent rental ho... |
| 6/10/09 | HPRP | May HPRP funds be used to make buildings more energy efficient? Can they be used for lead-based paint remediation? | HPRP funds may not be used for rehabilitation. However, there are many other programs being funded by HUD, DOE, EPA, and other departments/agencies that would fund these types of improvements. Please see http://www.recover... |
| 5/8/09 | HPRP | Would the assistance to pay for up to 30 days of motel/hotel stay, a security deposit, or three months of storage count toward the 18 month limitation for rental assistance? For example, if a program participant receives a voucher for a 30-day stay at a motel, and then receives security deposit assistance, would that participant be eligible for 18 months of rental assistance? | The only activity that counts towards the 18-month maximum is the payment of rental arrears. Motel/hotel vouchers, security/utility deposits, and moving assistance (including the storage fees) do not count toward the 18-month maximum of rental assistance. |
| 4/24/09 | HPRP | The guidance indicates that up to 6 months of utility arrears can be paid under the eligible activities within financial assistance. Is the eligible amount the actual charges accrued during the most recent 6 months, or any timeframe, up to a maximum of 6 months of total expenses? | Utility arrears may be paid for any 6 months, as long as the program participant meets all eligibility criteria, and as long as the payment of the arrears allows the program participant to either remain in the housing or obtain new housing. The maximum amount that can be... |
| 4/24/09 | HPRP | Is the amount of rental assistance provided under HPRP based on the HOME TBRA program, where the household must pay 30% of its income for rent, or can their entire rent cost be subsidized? | HUD is providing grantees with a great deal of flexibility in determining their local programs and adding any restrictions. The grantee may decide whether to subsidize the full rent of a program participant or only a portion, depending on local priorities and need. |
| 4/3/09 | HPRP | Are grantees allowed to charge a program fee (e.g., 30% of a participant’s adjusted gross income) and use it to establish a savings account for the participant? | Grantees and subgrantees may not charge program fees to participants. However, programs may be designed to require participants to pay a portion of their income for rent and/or into escrow/savings accounts for the purpose of maximizing their housing stability. |
| 3/20/09 | HPRP | What are the eligible categories for activities under the HPRP? | There are four categories of activities eligible as HPRP expenditures: financial assistance, housing relocation and stabilization services, data collection and evaluation, and administrative costs. |
| 3/20/09 | HPRP | Does HPRP assistance provide long-term assistance? | The maximum amount of rental assistance that may be provided under HPRP is 18 months. The purpose of HPRP short- and medium-term rental assistance is to help eligible program participants to quickly obtain and/or sustain stable housing. It is not intended to provide long... |
| 3/20/09 | HPRP | What are the eligible financial assistance expenses? | Financial assistance is limited to the following activities: short-term rental assistance, medium-term rental assistance, security deposits, utility deposits, utility payments, moving cost assistance, and motel and hotel vouchers. |
| 3/20/09 | HPRP | What is considered short-term rental assistance and what is considered medium-term rental assistance? | Short-term rental assistance may not exceed rental costs accrued over a period of 3 months. Medium-term rental assistance may not exceed actual rental costs accrued over a period of 4 to 18 months. |
| 3/20/09 | HPRP | Will the condition of a unit or building impact a household's ultimate eligibility to receive financial assistance? | For persons residing in buildings that have been condemned or otherwise not suitable for human habitation, HPRP funds may be used to relocate them to more suitable housing. The HPRP assistance may include financial assistance and housing relocation and stabilization servi... |
| 3/20/09 | HPRP | How is HPRP different from the Rapid Re-housing (RRH) demonstration program? | UNDER THE RRH PROGRAM: - Eligible Participants: Households with dependent children (families) - Rental Subsidy Period: 3-6 months OR 12-15 months - Centralized Intake Process: Required - Community-wide Screening Tool... |
| Return to Topics | |||
| Topic: Eligible Activities/Costs - Housing Relocation and Stabilization Services | |||
| Date | Program/System |
Question | Answer |
| 1/6/10 | HPRP | According to the Notice, payment of credit arrears (e.g., credit cards, loans) is an ineligible financial assistance activity. At the same time, the Notice indicates that credit repair is an allowable housing relocation and stabilization service. What is the difference? | Credit repair is an eligible activity under Housing Relocation and Stabilization Services and refers to such services as helping clients develop a household budget, access credit reports, negotiate with banks, etc. It does not include paying down consumer debt. |
| 1/6/10 | HPRP | How would the 18-month timeline for the receipt of assistance be calculated for participants receiving different types of assistance? | The 18-month limitation applies to services as well as rental and utility assistance. They are each calculated separately, and the months need not be concurrent. The intent of separate clocks is to provide flexibility to grantees, but HUD expects that in most cases, hous... |
| 8/14/09 | HPRP | Not all households assessed under HPRP will be eligible for assistance. Is the time spent assessing such households an eligible expense? | Yes, the time spent assessing all households is an eligible expense under the Outreach and Engagement portion of Housing Relocation and Stabilization Services. |
| 8/14/09 | HPRP | Can HPRP funds be used to help a household purchase furniture? | As stated in the Notice, HPRP funds may not be used to help participants purchase furniture. However, there are a number of resources available to help households who need assistance furnishing an apartment. Visit View Full |
| 8/14/09 | HPRP | HUD guidance requires that all grantees report client-level data in an HMIS or comparable system. In states where there are numerous CoCs, many agencies within these various CoCs are likely to be state subgrantees for HPRP. These CoCs may use different HMIS systems that are not set up to communicate with each other. Can the state require that subgrantees report HMIS data directly to HUD as opposed to the State administering agency? | All reports must be submitted to HUD by the grantee. The grantee cannot require that subgrantees report directly to HUD. However, it is possible to use HPRP "Data Collection and Evaluation" funds to develop a data warehouse for use in aggregating the data that... |
| 6/10/09 | HPRP | Is assisting homeless or those at risk of becoming homeless to obtain expungements and/or pardons of their criminal records an eligible activity under HPRP? Is re-entry advocacy to help ex-offenders get jobs and/or social services an eligible activity? | Assisting homeless or soon-to-be-homeless persons in obtaining expungements and/or pardons of their criminal records is not an eligible activity under HPRP. Furthermore, advocacy is not an eligible expense, nor is helping persons get jobs. All eligible HPRP activities are... |
| 6/10/09 | HPRP | Can grantees provide housing stabilization supports to households that are relocated from shelter to unsubsidized housing, even if HPRP rent assistance is not used in that re-housing activity? | Eligible program participants who are rapidly re-housed from shelter to unsubsidized housing may receive Housing Relocation and Stabilization Services without also receiving HPRP rental assistance, as long as they meet all of the eligibility criteria and would be homeless... |
| 6/10/09 | HPRP | What kinds of legal assistance are eligible activities under HPRP? | Legal services are limited to the activities described in the HPRP Notice. Eligible legal services may include assisting program participants with legal advice and representation in administrative or court proceedings related to tenant/landlord matters or housing issues.... |
| 6/10/09 | HPRP | Under HPRP, is case management considered an eligible cost under the administrative category? | Case management expenses must be charged under the Housing Stabilization and Relocation Services category and are not eligible under the Administrative cost category. |
| 6/10/09 | HPRP | In the HPRP Notice, under Ineligible and Prohibited Activities, it states that transportation and travel costs are ineligible. Does this refer to the transportation/travel expenses of case managers, or does it refer to the client? | This prohibition on transportation and travel costs refers to program participants. Case managers may travel if needed to serve eligible HPRP program participants. |
| 6/10/09 | HPRP | Under HPRP, is there a minimum or maximum cost that can be expended on case management/staff? | As explained in the HPRP Notice, HUD has not established minimum or maximum funding amounts for any HPRP activity category, except for administrative funds which are capped at 5% of the HPRP grant. |
| 6/10/09 | HPRP | Are there education or qualification requirements for case managers under HPRP? | HUD has not set any specific minimum criteria for case management staff that conduct the required initial assessment of program participants. However, HUD strongly encourages grantees to set minimum qualifications or credentials for these staff persons since they are the... |
| 6/10/09 | HPRP | Is working with a housing counseling agency an eligible activity under HPRP? | Housing Counseling agencies largely work with homeowners facing foreclosure. As mortgage assistance is not an eligible activity under HPRP, homeowners seeking this type of service should be referred to the appropriate Housing Counseling programs within your community. A h... |
| 5/8/09 | HPRP | Can HPRP funds be used to purchase and implement a Housing Search/ Locator System? Would this activity be funded under Data Collection and Evaluation or Housing Relocation and Stabilization? | HPRP funds under the Data Collection and Evaluation activity may be used to increase the scope of the HMIS to include a web-based housing search/housing locator module in the CoC’s HMIS. This would include purchasing a module available through the CoC’s HMIS software prod... |
| 4/3/09 | HPRP | Can HPRP be used to create a regional or state-wide prevention hotline? If yes, under what activity could the costs be incurred? | Yes, a regional or state-wide prevention hotline would be eligible as an outreach and engagement activity under Housing Relocation and Stabilization Services. |
| 4/3/09 | HPRP | Where would assisting clients to access mainstream benefits/entitlements (e.g., SSI/SSDI) fit under HPRP? Would they be considered a case management service and funded as such? | Yes, assisting a program participant to access public benefits would be considered case management. As stated in the HPRP Notice, "HPRP case management funds may be used for activities for the arrangement, coordination, monitoring, and delivery of services related to... |
| 4/3/09 | HPRP | What category does staff time for screening clients for eligibility and processing client applications fall under? Are these considered administration costs or service costs? | Staff time associated with administering a particular program activity is charged to that program activity. Staff time for screening clients and processing client applications would be considered case management and are eligible under housing relocation and stabilization... |
| 3/20/09 | HPRP | What are the eligible categories for activities under the HPRP? | There are four categories of activities eligible as HPRP expenditures: financial assistance, housing relocation and stabilization services, data collection and evaluation, and administrative costs. |
| Return to Topics | |||
| Topic: Eligible Activities/Costs - Data Collection and Evaluation | |||
| Date | Program/System |
Question | Answer |
| 1/6/10 | HPRP | Can HPRP Data Collection and Evaluation funds be used for travel to attend HUD’s national HMIS training conference? | Yes, HPRP Data Collection and Evaluation funds can be used for expenses related to attending HUD’s national HMIS training conference. |
| 10/29/09 | HPRP | Can an HPRP grantee require that a subgrantee use a grantee-identified HMIS instead of, or in addition to, the CoC's established HMIS? | HPRP grantees have the right to establish data collection requirements as a condition for awarding HPRP funds to subgrantees. However, where a grantee wishes to establish additional data collection requirements, those requirements cannot compel subgrantees to complete di... |
| 8/14/09 | HPRP | Are grantees required to contract for HPRP HMIS with the current HMIS lead agency, or may they contract with a new lead agency specifically for administration (of the same system-software) for HPRP? | A CoC may have only one HMIS lead agency to administer the HMIS on behalf of the CoC. Since HPRP data collection and reporting is part of the HMIS, the CoC's HMIS lead agency is responsible for HMIS-related activities for HPRP. Therefore, an HPRP grantee may not select an... |
| 8/14/09 | HPRP | Under data collection and evaluation, the notice says that reporting must be done through HMIS or a “comparable client-level database”. Could you please explain what type of comparable client-level database would be acceptable? And who makes that determination? (REVISED) | In order to be considered a comparable client-level database, it must comply with the HMIS Data and Technical Standards. The use of a comparable database is allowable under the following circumstances: (1) The grantee's jurisdiction is not located within a CoC; (2) The Co... |
| 5/8/09 | HPRP | Can HPRP funds be used to purchase and implement a Housing Search/ Locator System? Would this activity be funded under Data Collection and Evaluation or Housing Relocation and Stabilization? | HPRP funds under the Data Collection and Evaluation activity may be used to increase the scope of the HMIS to include a web-based housing search/housing locator module in the CoC’s HMIS. This would include purchasing a module available through the CoC’s HMIS software prod... |
| 5/8/09 | HPRP | How should a grantee calculate the budget for Data Collection and Evaluation costs? Is there a recommended or maximum amount that grantees should budget for Data Collection and Evaluation costs? | HPRP grantees are required to collect client-level data through the CoC’s Homeless Management Information System (HMIS) or a comparable database to comply with the HPRP monitoring and reporting requirements. HPRP funds may be used to pay reasonable costs associated with... |
| 4/3/09 | HPRP | It states in the HPRP Notice that for HMIS, funds can be used for Data Collection and Evaluation costs, but is limited to jurisdictions that do not have an HMIS already implemented. How does this address the cost of data entry for existing HMIS users? And, if a new subgrantee receives HPRP funds but does not currently use HMIS, can HPRP funds be used to pay for their training, computer equipment, and other associated costs, including access to DSL? | There are five eligible HMIS cost categories for HPRP, which would fall under Data Collection and Evaluation: (1) Equipment. Leasing or purchase of hardware (computers, servers, printers), networking, and security; (2) Software. User licensing for existin... |
| 3/20/09 | HPRP | What are the eligible categories for activities under the HPRP? | There are four categories of activities eligible as HPRP expenditures: financial assistance, housing relocation and stabilization services, data collection and evaluation, and administrative costs. |
| Return to Topics | |||
| Topic: Eligible Activities/Costs - Administrative Costs | |||
| Date | Program/System |
Question | Answer |
| 8/14/09 | HPRP | How should indirect costs be allocated? | Organizations with an approved indirect cost rate cannot charge that rate to a single "indirect cost" line item in the grant. Instead, they should break out the costs necessary to operate the program and charge them directly under either Financial Assistance or... |
| 6/10/09 | HPRP | In the Notice, HUD states that administrative costs includes training “case managers who will serve program participants, as long as this training is directly related to learning about HPRP.” Does such training include case management skills to provide services in rapid re-housing programs or training in other skills critical to homelessness prevention, such as the skills necessary to connect HPRP participants to mainstream programs offering employment services? (REVISED) | General training for case manager to enhance their ability to provide services, counseling, or linkages with other programs – even Recovery Act programs – is NOT an eligible cost. These are considered general skills that a case manager would need in order to do their job,... |
| 6/10/09 | HPRP | Can HPRP funds be used as match for SHP? | HPRP may be used to match activities under SHP that are also eligible under HPRP. This would include services related to rapid re-housing of homeless persons, for example. It would not include operating costs associated with a transitional housing facility since operating... |
| 6/10/09 | HPRP | Can HPRP administrative funds be used to fund general CoC staff positions? | HPRP administrative funds may be used for the administration of HPRP grants only. General CoC operations are not eligible costs under HPRP. |
| 6/10/09 | HPRP | Under HPRP, is case management considered an eligible cost under the administrative category? | Case management expenses must be charged under the Housing Stabilization and Relocation Services category and are not eligible under the Administrative cost category. |
| 5/20/09 | HPRP | Is it true that administrative costs may not be used for staff engaged in the general administration of the program (e.g., bookkeeping costs)? (REVISED) | HUD's policy for eligible administrative activities limits the costs to the items listed in Section IV.A.4 of the Notice because administrative funds are statutorily limited to 5% of the total grant. Bookkeeping costs may be charged under administration, financial assist... |
| 5/8/09 | HPRP | Can HPRP administrative funds be used to pay for technical assistance? | Grantees were allowed to hire a contractor to help prepare their substantial amendment, which was an eligible pre-award cost. Now that all grant agreements have been executed, grantees may use administrative funds to hire a consultant to assist with aspects of grant admi... |
| 4/24/09 | HPRP | What costs are eligible pre-award costs? Must these be pre-approved? Can housing inspections be considered a pre-award cost? (REVISED) | Grantees may incur eligible pre-award costs, which are limited to administrative costs. These costs must be directly related to preparing the application for submission to HUD, for the period of time between the publication of the Notice on March 19, 2009 through the exe... |
| 4/24/09 | HPRP | Is the grantee required to share administrative funds with subgrantees? If so, are there guidelines for determining what constitutes a “reasonable and appropriate amount”? | Yes, grantees are required to share administrative funds with their subgrantees. HUD has not defined “reasonable share,” however, grantees should consider their fixed and variable costs related to conducting the eligible administrative functions when calculating the amou... |
| 4/3/09 | HPRP | Are there any notification requirements to HUD if jurisdictions wish to exercise the option of incurring pre-award administrative expenses? | There are no notification requirements. Grantees, however, must make sure that the pre-award costs are eligible and, of course, maintain documentation of all expenses. If a grantee has questions about any costs, it should contact its local HUD field office to verify wheth... |
| 3/20/09 | HPRP | What are the eligible categories for activities under the HPRP? | There are four categories of activities eligible as HPRP expenditures: financial assistance, housing relocation and stabilization services, data collection and evaluation, and administrative costs. |
| Return to Topics | |||
| Topic: Determining and Documenting Client Eligibility | |||
| Date | Program/System |
Question | Answer |
| 1/6/10 | HPRP | With regard to verifying and documenting an individual’s risk of homelessness, is an actual eviction notice required? | HUD has issued documentation requirements for HPRP grantees. Please see "HPRP Housing Status Eligibility Determination and Documentation Requirements"on the HRE at http://hudhre.in... |
| 1/6/10 | HPRP | How is a household defined for purposes of HPRP? | Under the HPRP program, a household is a single individual or group of persons who together apply to an HPRP-funded program for assistance and together meet the conditions outlined in the HPRP Notice for eligible program participants. Note that if two unrelated individua... |
| 1/6/10 | HPRP | Can HPRP funds be used to assist illegal immigrants? If so, what type of identification documentation is acceptable? | In accordance with Title IV of the Personal Responsibility and Work Opportunity Reconciliation Act of 1996, an alien (a person who is not a U.S. citizen or national) may be eligible for assistance under HPRP only if he or she is a “qualified alien” (defined in 8 U.S.C. 16... |
| 1/6/10 | HPRP | When completing the Staff Affidavit, is a case manager required to determine if the applicant has a familial connection to any grantee or subgrantee staff? If an individual seeking assistance is related to a grantee or subgrantee staff member, is he/she automatically disqualified? | A familial connection between an applicant and a staff member of the grantee or subgrantee agency does not necessarily mean that there is a conflict of interest, and it would not automatically disqualify him/her from receiving assistance. It does, however, disqualify the... |
| 1/6/10 | HPRP | HUD’s HPRP Income Determination and Documentation Requirements publication indicates that the definition of income under HPRP reflects household’s income at the time of application, and as such, documents and information collected to verify income must be “recent.” What is considered recent for public assistance benefits? | As explained in the guidance, documentation dated within 30 days of application is acceptable. However, for public assistance benefits (e.g., SSI), a benefits statement received anytime within the past year reflecting current benefits approved for and received by an appl... |
| 1/6/10 | HPRP | What should grantees do if they determine an individual applying for assistance has knowingly provided false information? | Grantees must terminate assistance to any program participant who violates program requirements established by HUD (and/or any more restrictive requirements established by the grantee). As described in Section V.E. of the HPRP Notice, the grantee must have a formal proces... |
| 1/6/10 | HPRP | Can grantees provide utility-only assistance? What is the qualifying hardship? And what type of documentation is required in such instances? | Grantees can provide utility-only assistance, but HUD expects that this will be rare. First, there are laws governing public utilities in many states that prevent utility companies from shutting off power to a unit during winter months, and which may also require the uti... |
| 1/6/10 | HPRP | Do applicants for HPRP assistance have to deplete all of their liquid assets in order to be eligible for HPRP funds? Similarly, must a household's retirement and educational savings accounts be tapped prior to becoming eligible for HPRP assistance? | As described in HUD’s publication “HPRP Housing Status Eligibility Determination and Documentation Requirements,” part of determining eligibility is assessing the household’s situation to determine if the household has any other financial resources, support networks, or s... |
| 1/6/10 | HPRP | Where do I find the AMI table that is used to determine income eligibility for HPRP assistance? | As explained in the Notice, the income limit data set is available at http://www.huduser.org/datasets/il/il09/index.html. HUD updates the dataset each year (typically in the spring), so conti... |
| 1/6/10 | HPRP | Does HPRP financial assistance count as income for participants for the purpose of determining eligibility under other state and Federal benefit programs? | Financial assistance received under HPRP may be required to be declared under other Federal or state tax laws, or in calculating benefits under other programs. The client is ultimately responsible for providing information required under Federal and state tax laws, and a... |
| 1/6/10 | HPRP | If an applicant is assessed for program eligibility, and the applicant ultimately does not meet program requirements, should the client be entered into HMIS? | Although the time spent assessing all households is an eligible expense, only HPRP program participants that actually receive financial assistance and/or housing relocation and stabilization services need to be entered into HMIS. Only those program participants who recei... |
| 1/6/10 | HPRP | If a client refuses to sign a Release of Information for HMIS to share non-confidential client level data with other agencies, can they be denied services? | An individual or family can refuse to participate in HMIS, and the provider must still provide services to that household, just as with HUD's Continuum of Care programs. However, persons applying for HPRP assistance must provide enough information for the staff person doi... |
| 10/29/09 | HPRP | Is the Staff Affidavit required only when financial assistance is being provided? | No – the Staff Affidavit must be used regardless of whether the household is receiving financial assistance or housing relocation and stabilization services. Both represent an expenditure of HPRP grant funds for eligible households. |
| 10/29/09 | HPRP | What guidance is available on calculating household income? (REVISED) | Requirements related to calculating household income for HPRP applicants is available in the HUD publication “HPRP Income Eligibility Determination and Documentation Requirements” (http://hudhre... |
| 10/29/09 | HPRP | Why is HUD making HPRP grantees sign the Staff Affidavit? | The HPRP Staff Affidavit is intended to protect HUD and grantees against fraud and abuse charges. The Staff Affadavit serves to remind HPRP program staff that they are legally bound to determine and document the eligibility of applicants according to HPRP requirements bef... |
| 10/29/09 | HPRP | What is the HPRP Staff Affidavit and who must sign it? | The Staff Affidavit is a new requirement for all households determined to be eligible for HPRP assistance. The Staff Affidavit documents that the HPRP household meets all eligibility criteria for HPRP assistance, certifies that true and complete information was used to de... |
| 10/29/09 | HPRP | Can the last month of a participant's income be used as a qualifying factor versus the last year of income? Could a person who has just recently lost his/her job and is on the verge of becoming homeless, whose previous annual income was above 50% of AMI, qualify for assistance? (REVISED) | Yes, the 50% AMI limit is not based on the household's previous income, but on its income at the time of application to the program. If an individual recently lost his/her job, and household income at the time of application is at or below 50% of AMI, the household is el... |
| 8/14/09 | HPRP | Not all households assessed under HPRP will be eligible for assistance. Is the time spent assessing such households an eligible expense? | Yes, the time spent assessing all households is an eligible expense under the Outreach and Engagement portion of Housing Relocation and Stabilization Services. |
| 8/14/09 | HPRP | Is there an HPRP process for handling appeals if a potential client is denied service by a grantee/subgrantee and wants to file an appeal? | The HPRP Notice does not prescribe an appeal process; however, HUD recommends that grantees and subgrantees develop and make public such a process. |
| 8/14/09 | HPRP | The HPRP Notice indicates that HUD is requiring grantees and subgrantees to certify eligibility at least once every 3 months for all program participants receiving medium-term rental assistance. Can these assessments be conducted by telephone? | The reassessments can be conducted by telephone in cases where distance prohibits a face-to-face assessment, though HUD encourages face-to-face assessments whenever possible. Local travel for program employees (e.g., mileage) is an eligible case management expense. |
| 8/14/09 | HPRP | Can HMIS be used as third-party documentation of an applicant’s homeless status? | HMIS may be used to document homelessness in three ways: 1. Data on the program participant's residence in an emergency shelter or transitional housing program for homeless persons was collected in the HMIS; 2. A street outreach program entered data about a program partic... |
| 6/10/09 | HPRP | As stated on page 14 of the Notice, HUD is requiring grantees and subgrantees to reassess household and certify eligibility at least once every 3 months. What happens if a household is determined to be at 51 percent Area Median Income (AMI) at the point of recertification? Is there a grace period? | Unfortunately, there is no grace period under HPRP. If a household is at 51 percent of AMI at the time it is reassessed, that household is no longer eligible for HPRP assistance. This underscores the importance of providing ongoing case management for program participan... |
| 6/10/09 | HPRP | Page 22 of the Notice states that “HUD requires grantees and/or subgrantees to evaluate and certify the eligibility of program participants at least once every 3 months for all persons receiving medium-term rental assistance.” Does the reassessment/recertification requirement apply only to those households receiving financial assistance? | No, the reassessment/recertification requirement applies to all households served under HPRP, whether they are receiving financial assistance and services or just services. |
| 6/10/09 | HPRP | Does the recertification of program participants who relocate to another jurisdiction have to be conducted face to face? If so, which party (subgrantee or program participant) is expected to travel to complete the recertification? | HUD recommends that the recertification process be conducted in person if possible. The costs associated with grantee and subgrantee staff traveling to meet the participants are eligible under either Financial Assistance or Housing Relocation and Stabilization Services.... |
| 3/20/09 | HPRP | As a grantee, can I establish more strict requirements than HUD has established? | Yes. HUD is providing grantees with discretion to establish requirements that further target community needs. Grantees may elect to implement more stringent targeting and/or eligibility requirements as long as all program participants meet the minimum eligibility criter... |
| Return to Topics | |||
| Topic: Housing and Lead Inspections | |||
| Date | Program/System |
Question | Answer |
| 1/6/10 | HPRP | Are costs related to the conduct of the inspections an eligible cost under the category of financial assistance? (REVISED) | The costs associated with conducting a habitability (or HQS) inspection are eligible under the financial assistance category. The costs should generally be charged to Rental Assistance, unless the agency is providing the household with, for example, security deposit or u... |
| 1/6/10 | HPRP | What are the lead-based paint inspection requirements? (REVISED) | The Lead-Based Paint requirements are more stringent than the habitability standards. A lead-based paint visual assessment must be completed for all units that meet the three following conditions: • The household living in the unit is being assisted with HPRP financ... |
| 1/6/10 | HPRP | If a Section 8 or public housing resident is seeking HPRP assistance for a security deposit, utility assistance, or arrears, and the unit has already passed an HQS inspection by the PHA, must the HPRP grantee conduct separate habitability and lead inspections? | If a unit has already passed a Housing Quality Standards (HQS) inspection by the PHA with the past 12 months, the HPRP grantee is not required to repeat the inspection. However, it is the HPRP grantee’s responsibility to obtain documentation from the PHA for the HPRP cas... |
| 1/6/10 | HPRP | In addition to assessing habitability standards, the guidelines also say that the homes occupied by HPRP recipients must meet all state and local requirements. What documentation is required to satisfy that state and local housing requirements are met? | The Notice indicates that housing must be in compliance with state and local housing codes to ensure that grantees understand the habitability standards do not replace state and local codes. Likewise, if a local Certificate of Occupancy or other inspection is required by... |
| 1/6/10 | HPRP | Does a rent reasonableness determination have to be conducted for households living in Section 8 units or public housing? | Grantees must remember that HPRP assistance cannot be provided to eligible individuals or families for the same period of time and for the same cost types that are being provided through another Federal, state, or local housing subsidy program. As such, HPRP may not be u... |
| 10/29/09 | HPRP | What type of documentation does HUD require related to the housing habitability inspection? (REVISED) | Grantees and subgrantees are responsible for documenting that each unit meets the habitability standards as described in Appendix C of the Notice. However, HUD is not requiring a particular form of documentation. A sample form is available on the HRE at View Full |
| 8/14/09 | HPRP | What are the on-site habitability inspection requirements, when do they apply, and who can conduct them? (REVISED) | The standards for housing unit inspections are the housing habitability standards described in Appendix C of the Notice. These standards apply only when a program participant is receiving financial assistance and moving into a new unit. They do NOT apply to persons receiv... |
| 8/14/09 | HPRP | Who can conduct the Lead-Based Paint Visual Assessments? (REVISED) | Visual assessments must be conducted by a HUD-Certified Visual Assessor. Anyone may become a HUD-Certified Visual Assessor by successfully completing a 20-minute online training on HUD’s website at: View Full |
| 6/10/09 | HPRP | Appendix C of the HPRP Notice outlines the habitability standards for HPRP. Must the local housing code be used if it meets a higher standard than the identified requirements in Appendix C? Several sections indicate that grantees may use either standard. | The grantee or subgrantee is responsible for ensuring that a housing inspection is conducted, to ensure that units assisted with HPRP funds meet the housing habitability standards described in Appendix C of the Notice. Local housing codes also apply to the units, but the... |
| 3/20/09 | HPRP | Will the condition of a unit or building impact a household's ultimate eligibility to receive financial assistance? | For persons residing in buildings that have been condemned or otherwise not suitable for human habitation, HPRP funds may be used to relocate them to more suitable housing. The HPRP assistance may include financial assistance and housing relocation and stabilization servi... |
| Return to Topics | |||
| Topic: Lease and Rent Requirements | |||
| Date | Program/System |
Question | Answer |
| 1/6/10 | HPRP | Can HPRP funds be used to assist a unit that exceeds the Fair Market Rent? | Fair Market Rents (FMRs) are not applicable under HPRP. As explained in the HPRP Notice, HPRP rental assistance may only be used to assist eligible households in units that meet rent reasonableness standards. Therefore, assistance may be provided for units that exceed t... |
| 8/14/09 | HPRP | In a situation where there are two unrelated individuals on a lease - one who is eligible, and one who is not – can a grantee assist the eligible individual? | If two unrelated individuals are joint parties to a lease, a grantee must consider total household income to determine eligibility (i.e., either the whole household is eligible for assistance, or the whole household is not). |
| 8/14/09 | HPRP | Can grantees provide assistance to households in a rent-to-own or lease-in-place situation? | Yes, as long as the individual would be homeless “but for” the assistance, the full amount of the financial assistance is going towards rent or utilities (for example, no HPRP funds may be used for taxes or fees that may be associated with homeownership), a rent-to-own s... |
| 8/14/09 | HPRP | When does the rent reasonableness requirement apply? | Grantees/subgrantees must determine and document rent reasonableness for all units for which HPRP rental assistance (including arrears) and/or security deposit assistance is being provided. The requirement applies whether homelessness prevention assistance or rapid re-ho... |
| 8/14/09 | HPRP | Does a lease have to be in place in order to pay rental assistance? For example, could the funding go to pay for a tenant’s rent at a relative or friend’s house if they are not on the lease? (REVISED) | A lease must be in place and the program participant must be on the lease in order to use HPRP funds for the rent or security deposit. Therefore, assistance could not be provided to an individual renting from a friend or relative if a legal lease is not in place. In cas... |
| 8/14/09 | HPRP | Under HPRP, may a program participant have a legal sublease? (REVISED) | HPRP financial assistance funds may only be spent on behalf of program participants where there is a legal lease that includes the participant's name on the document. A sublease is considered a legal lease. However, the grantee should be sure that the relationship betwe... |
| 4/24/09 | HPRP | Is the amount of rental assistance provided under HPRP based on the HOME TBRA program, where the household must pay 30% of its income for rent, or can their entire rent cost be subsidized? | HUD is providing grantees with a great deal of flexibility in determining their local programs and adding any restrictions. The grantee may decide whether to subsidize the full rent of a program participant or only a portion, depending on local priorities and need. |
| 4/24/09 | HPRP | How is rent reasonableness determined? | Rent reasonableness is determined on a case-by-case basis. Rent reasonableness should be determined by considering the following: (1) The reasonableness in relation to rents being charged for comparable unassisted units, taking into account the location, size, type, quali... |
| 4/24/09 | HPRP | Will HUD be issuing sample Housing Assistance Payment (HAP) contracts to be used for short-term and medium term rental assistance similar to the HOME TBRA forms available on HUD's website? | No, HUD is giving grantees the discretion to determine which documents to use under its local HPRP program. However, sample documents used by other communities are available in the HRE’s TA Resource Database at http://hudhre.in... |
| 4/3/09 | HPRP | Is completion of "Rent Reasonableness Checklist and Certification" required documentation for payments related to rental arrears, security deposits, utility deposits, or other financial assistance? | In the Notice, HUD set a requirement that rents must be in compliance with the HUD standard of "rent reasonableness." This would include rental payments, rental arrears, and security deposits. However, it is up to the grantee to determine exactly which document... |
| Return to Topics | |||
| Topic: Collecting Client-Level Data (HMIS & Comparable Databases) | |||
| Date | Program/System |
Question | Answer |
| 1/29/10 | HPRP | The 2009 HMIS Data Standards state that “for each Financial Assistance Provided record, the start date must correspond to the first day of the month for which rental assistance applies and the end date must correspond to the last day of the last month for which rental assistance applies.” Does this mean that Service Transactions for these records aren’t necessarily the dates that the assistance is actually provided? | For one-time payments of rental assistance for a current month or first month and for one-time or multiple payments of rental assistance for consecutive months, the start date in the Financial Assistance Provided record must correspond to the first day of the month for wh... |
| 1/6/10 | HPRP | Can an arrears payment for multiple months be made in one lump sum and recorded in HMIS as financial assistance for one month, and then the actual months paid be notated in the case file? If the actual months must be entered into HMIS, should it be back-dated or dated forward from the program entry date? | Financial assistance for arrears should be noted in HMIS as a single lump sum payment, with start and end dates being the same and entered as the date the financial assistance is approved (i.e., not back-dated). The actual number of months covered by the arrears payment... |
| 1/6/10 | HPRP | If an applicant is assessed for program eligibility, and the applicant ultimately does not meet program requirements, should the client be entered into HMIS? | Although the time spent assessing all households is an eligible expense, only HPRP program participants that actually receive financial assistance and/or housing relocation and stabilization services need to be entered into HMIS. Only those program participants who recei... |
| 1/6/10 | HPRP | At what point is it appropriate to "exit" a client household from HMIS - upon the provision of final assistance or at a later date? Does HUD require the grantee to track the housing stability of households following the receipt of HPRP assistance? | Grantees and subgrantees should exit a program participant and record a Program Exit Date that coincides with the date the participant is no longer considered a program participant. The exit date may represent the last day a service was provided or the last date of a per... |
| 1/6/10 | HPRP | Within HMIS, "Income & Sources" and "Non-Cash Benefits" information is collected more than once. Does any of the historic information need to be retained? Or should those elements just reflect the latest response? | Historical data must be retained in the HMIS. The APRs for HPRP, SHP, and S+C programs require that grantees report income and non-cash benefits at program entry, exit, and the most recent annual reassessment if the period between program entry and exit exceeds one year.... |
| 1/6/10 | HPRP | Since all HPRP programs must collect the HMIS universal data elements and the HPRP program-specific data elements from each participant, is there a template available that incorporates these data fields? | Yes, sample data collection templates are available on the HRE at http://hudhre.info/ |
| 1/6/10 | HPRP | According to the QPR Instructions, grantees have to report expenditures for each of the Housing Relocation and Stabilization Services subcategories (e.g., outreach and assessment, case management, housing search and placement) as well as by assistance type (prevention versus rapid re-housing). Does HUD expect case managers to track their hours at this level of detail? | The housing status of each program participant is a mandatory data element that must be tracked for each participant at program entry. This field is used to classify all activities as either prevention or rapid re-housing assistance for purposes of the HPRP QPR and APR -... |
| 1/6/10 | HPRP | If an individual is homeless and applies for HPRP assistance, should this individual’s housing status be changed from “homeless assistance” to “prevention” once housing is secured? If so, is the person exited out of homeless assistance and re-entered as a new prevention client? | A program participant’s Housing Status at program entry must be based on the response categories defined in HUD’s HMIS Data Standards found at http://www.hudhre.info/ |
| 1/6/10 | HPRP | If a client refuses to sign a Release of Information for HMIS to share non-confidential client level data with other agencies, can they be denied services? | An individual or family can refuse to participate in HMIS, and the provider must still provide services to that household, just as with HUD's Continuum of Care programs. However, persons applying for HPRP assistance must provide enough information for the staff person doi... |
| 1/6/10 | HPRP | The HUD QPR instructions ask for a report of persons served by persons and households. Does this mean that each child should be entered as an individual client and be assigned a separate Personal Identification Number? | Every client receiving services must be assigned a Personal Identification Number (PIN). The PIN is permanent and unique to each person and is automatically generated by the HMIS. The PIN is used to obtain unduplicated counts of persons served within individual programs... |
| 10/29/09 | HPRP | Can an HPRP grantee require that a subgrantee use a grantee-identified HMIS instead of, or in addition to, the CoC's established HMIS? | HPRP grantees have the right to establish data collection requirements as a condition for awarding HPRP funds to subgrantees. However, where a grantee wishes to establish additional data collection requirements, those requirements cannot compel subgrantees to complete di... |
| 10/29/09 | HPRP | If a household contains multiple people, but only one person directly received a service, how many persons served should be reported in the QPR? For example, if a household consists of one adult and one child, but only the adult participated in a case management session, how many people should be counted as receiving the service? How should unaccompanied individuals be counted? | In the QPR and IPR, a person should be considered as receiving a service if anyone in the household received the service. If, as in the example above, a household consists of one adult and one child, but only the adult participated in a case management session, this woul... |
| 8/14/09 | HPRP | Creating a homeless prevention hotline or 211 call center is an eligible activity under HPRP. What are the HMIS reporting requirements for such activities? | An agency administering a homeless prevention hotline or 211 call center is not subject to the HMIS data collection and reporting requirements due to the limited nature of the client contact. Instead, it is the programs receiving the referrals from the call centers and a... |
| 8/14/09 | HPRP | Are grantees required to contract for HPRP HMIS with the current HMIS lead agency, or may they contract with a new lead agency specifically for administration (of the same system-software) for HPRP? | A CoC may have only one HMIS lead agency to administer the HMIS on behalf of the CoC. Since HPRP data collection and reporting is part of the HMIS, the CoC's HMIS lead agency is responsible for HMIS-related activities for HPRP. Therefore, an HPRP grantee may not select an... |
| 8/14/09 | HPRP | HUD guidance requires that all grantees report client-level data in an HMIS or comparable system. In states where there are numerous CoCs, many agencies within these various CoCs are likely to be state subgrantees for HPRP. These CoCs may use different HMIS systems that are not set up to communicate with each other. Can the state require that subgrantees report HMIS data directly to HUD as opposed to the State administering agency? | All reports must be submitted to HUD by the grantee. The grantee cannot require that subgrantees report directly to HUD. However, it is possible to use HPRP "Data Collection and Evaluation" funds to develop a data warehouse for use in aggregating the data that... |
| 8/14/09 | HPRP | When will the revised HMIS technical standards be published, and what are the HMIS requirements under HPRP? | The HMIS Data Standards Revised Notice is currently available at http://hudhre.info/ |
| 8/14/09 | HPRP | Under data collection and evaluation, the notice says that reporting must be done through HMIS or a “comparable client-level database”. Could you please explain what type of comparable client-level database would be acceptable? And who makes that determination? (REVISED) | In order to be considered a comparable client-level database, it must comply with the HMIS Data and Technical Standards. The use of a comparable database is allowable under the following circumstances: (1) The grantee's jurisdiction is not located within a CoC; (2) The Co... |
| 7/7/09 | HPRP | Is there specific reporting guidance available for domestic violence providers? | Yes. On July 7, 2009 HUD released additional reporting guidance for victim service providers funded by the Homelessness Prevention and Rapid Re-Housing Program (HPRP). This guid... |
| 4/24/09 | HPRP | Will client-level data need to be entered into IDIS reports and into the HMIS system? Or will the HPRP IDIS reports only have financial data? | Beneficiary data will not be entered into IDIS, however, grantees will draw HPRP funds through IDIS. HUD plans to use a current electronic system to begin collecting beneficiary data and outcomes in October 2009. HUD will provide additional guidance on both financial an... |
| 4/3/09 | HPRP | Participation in HMIS is mandated by this program. Is HUD taking the lead to make sure that grantees funded directly through entitled jurisdictions comply? Often, a CoC has little influence over another jurisdiction within the CoC to mandate participation. | The HPRP Operating Instructions for Field Offices and the HPRP Grant Agreement will include HMIS participation requirements. HUD will monitor HPRP grantees for compliance with the requirements. |
| Return to Topics | |||
| Topic: Reporting Aggregate Data (e-snaps, QPR/APR, FederalReporting.gov, IDIS) | |||
| Date | Program/System |
Question | Answer |
| 1/6/10 | HPRP | If I have already reported in FederalReporting.gov, must I also report in e-snaps? | Yes. FederalReporting.gov is managed by the White House Office of Management and Budget (OMB), whereas e-snaps is managed by HUD. OMB is requiring all Recovery Act grantees to submit data common to all Recovery Act programs in FederalReporting.gov each quarter. In cont... |
| 1/6/10 | HPRP | The QPR instructions indicate that QPRs are due within 10 days of the end of each Federal fiscal quarter in e-snaps, but that grantees will have 20 additional business days to submit a final QPR to correct errors or omissions in the preliminary report. If grantees do not anticipate making changes, should they submit their reports as final instead of preliminary in e-snaps? | Grantees should submit QPRs in e-snaps as preliminary to meet the quarterly filing deadline (i.e., 10 days after the close of the quarter). HUD will be examining all QPRs and may contact grantees if changes are needed. If a report is submitted as final, it is much more... |
| 1/6/10 | HPRP | I am a grantee. Can I have my subgrantees submit reports directly into e-snaps on my behalf? | No. Grantees must aggregate all data from subgrantees and file only one report in e-snaps. Under no circumstances should subgrantees be submitting reports in e-snaps. |
| 1/6/10 | HPRP | I am a grantee, and I accidentally created multiple reports in e-snaps. How can I delete them? | Once created, a report cannot be deleted. However, as long as it is not submitted, the system will ignore it and HUD will not receive it. If multiple reports were submitted, either for the grantee or for subgrantees, the grantee must create one correct report that compi... |
| 1/6/10 | HPRP | As a grantee, I will not receive all reimbursement requests from my subgrantees by the quarterly report deadline. By "expenditures during the reporting period," does HUD mean expenditures that we, as the grantee, have received and reimbursed for that quarter? Or does it mean all expenditures, whether they have been submitted or not? | Per QPR instructions, the accounting method for financial reporting is left to grantees to determine. The grantee may base reporting either on their expenses (i.e., what they have paid) or on expenses incurred by the grantee and subgrantees (i.e., accrued expenses, but no... |
| 1/6/10 | HPRP | Does HUD expect that quarterly expenditures as reported in the QPR will actually be drawn down from IDIS by the time the report is submitted? In other words, will HUD be comparing draws in IDIS with the information reported in the QPR? | The QPR requires grantees to report on the HPRP expenses incurred, whether or not the grantee has been reimbursed by IDIS. Grantees must draw down from IDIS at least quarterly (preferably before the quarterly reports are due), and are urged to draw down from IDIS monthly... |
| 1/6/10 | HPRP | For reporting on FederalReporting.gov, what is the difference between a vendor and a subgrantee? | The following definitions should be used for the purpose of HPRP reporting: • A grantee for HPRP is the legal entity to which the HPRP grant is awarded and that is accountable for the use of grant funds; grantee and recipient are synonymous. Each grantee is respons... |
| 1/6/10 | HPRP | The QPR/IPR asks for expenditures by type of Financial Assistance as well as by type of Housing Relocation and Stabilization Services. However, the 2009 HMIS Data Standards do not include HPRP expenditures. Are grantees required to provide expenditure amounts for HPRP services and assistance? | As explained in the QPR/IPR Instructions, grantees may report expenses for HPRP services (Financial Assistance and Housing Relocation and Stabilization Services) based on HMIS data or by other accounting means as determined by the grantee. HMIS data elements were not spe... |
| 1/6/10 | HPRP | The QPR requires grantees to submit information both on households served and expenditures. What happens if the expenditure occurs at the end of one quarter, but the assistance is actually for the following quarter? | It is possible that an assisted household and the expenditure for that household could appear in two different quarterly reports. For example, the grantee should report a participant as receiving HPRP rental assistance based on the "start date" and “end date” e... |
| 1/6/10 | HPRP | Does a rental arrears payment impact whether a client is reported as having received short-term or medium-term assistance? For example, would payment of 1-3 months be considered short-term assistance and 4-6 months be considered medium-term assistance? | The QPR does not require grantees to differentiate between persons/households who receive short-term and medium-term rental assistance. However, grantees must still document the number of months of rental assistance provided, whether for arrears or current rent, to ensur... |
| 1/6/10 | HPRP | According to the QPR Instructions, grantees have to report expenditures for each of the Housing Relocation and Stabilization Services subcategories (e.g., outreach and assessment, case management, housing search and placement) as well as by assistance type (prevention versus rapid re-housing). Does HUD expect case managers to track their hours at this level of detail? | The housing status of each program participant is a mandatory data element that must be tracked for each participant at program entry. This field is used to classify all activities as either prevention or rapid re-housing assistance for purposes of the HPRP QPR and APR -... |
| 10/29/09 | HPRP | If a household contains multiple people, but only one person directly received a service, how many persons served should be reported in the QPR? For example, if a household consists of one adult and one child, but only the adult participated in a case management session, how many people should be counted as receiving the service? How should unaccompanied individuals be counted? | In the QPR and IPR, a person should be considered as receiving a service if anyone in the household received the service. If, as in the example above, a household consists of one adult and one child, but only the adult participated in a case management session, this woul... |
| 8/14/09 | HPRP | Will HUD require that grantees submit their QPRs to HUD Headquarters and the appropriate HUD Field Office? | Reports are submitted electronically through e-snaps. As such, the reports will be available to both Field Office and Headquarters staff. Guidance on HPRP reporting is available on the HRE at ht... |
| 8/14/09 | HPRP | When will the QPR report format be available? | The information that grantees will be required to collect and submit to HUD for the Initial Quarterly Report (the data elements) has been published, and is available on the HUD HRE. Because HUD anticipates that grantees will complete the QPRs electronically, HUD is not d... |
| 4/24/09 | HPRP | Will client-level data need to be entered into IDIS reports and into the HMIS system? Or will the HPRP IDIS reports only have financial data? | Beneficiary data will not be entered into IDIS, however, grantees will draw HPRP funds through IDIS. HUD plans to use a current electronic system to begin collecting beneficiary data and outcomes in October 2009. HUD will provide additional guidance on both financial an... |
| 4/24/09 | HPRP | Will there be new IDIS reporting requirements, other than the ones needed for ESG? If so, when will these requirements be published? | The IDIS reporting requirements for HPRP differ somewhat from the IDIS reporting requirements for the Emergency Shelter Grants (ESG) program. Guidance for HPRP grantees is available at htt... |
| 4/3/09 | HPRP | When will HUD issue the Quarterly Progress Reports required for this funding? | HUD is currently developing the formats and data elements that will be included in the Initial, Quarterly, and Annual Performance Reports referenced in the HPRP Notice. The data elements will be made available for public review and comment (through the OMB Paperwork Reduc... |
| 4/3/09 | HPRP | It appears that the Performance Reports will require grantees to report on "the number of jobs created and retained." What entity is responsible for creating the jobs and who are the potential employees to be hired? | One of the requirements of the Recovery Act of 2009 is that jobs that are created and/or retained through the use of these funds be tracked and reported. For HPRP, this could be jobs created or retained at the grantee or subgrantee levels. For example, a subgrantee may ne... |
| Return to Topics | |||
| Topic: Technical Assistance | |||
| Date | Program/System |
Question | Answer |
| 1/6/10 | HPRP | How can grantees request/apply for technical assistance? | All requests for HPRP technical assistance (TA) must be submitted through the HPRP Virtual Help Desk at http://hudhre.info/ |
| 6/10/09 | HPRP | What resources are available to help grantees implement and manage their programs? | HUD's national technical assistance providers are working on the development of HPRP-specific tools and resources. These items are being posted on the HRE at http://hudhre.info/ |
| 5/8/09 | HPRP | Can HPRP administrative funds be used to pay for technical assistance? | Grantees were allowed to hire a contractor to help prepare their substantial amendment, which was an eligible pre-award cost. Now that all grant agreements have been executed, grantees may use administrative funds to hire a consultant to assist with aspects of grant admi... |
| 4/3/09 | HPRP | When will HPRP Technical Assistance and Training be available to grantees? | HUD hosted a webcast on April 8, 2009, 2:00-4:00 PM EDT, which is archived on HUD’s web site and may be viewed at any time by going to: http://www.hud.gov/webcasts/archives/. Additionally, the Departmen... |
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