2019 Emergency Solutions Grant Program Finance and Compliance - PowerPoint PPT Presentation

2019 Emergency Solutions Grant Program Finance and Compliance Training Webinar Denise Hoss – Community Initiatives Compliance Officer Brooke Anderson – ESG Administrator Thursday, March 14, 2019

EMERGENCY SOLUTIONS GRANT 2019 FINANCIAL PROCESSES THURSDAY, MARCH 14, 2019 WEBINAR BROOKE ANDERSON – EMERGENCY SOLUTIONS GRANT ADMINISTRATOR

Payment Request ◦ Submit Payment Request Packet to MHDC by Process email ◦ ci.accounting@mhdc.com ◦ Request may be discarded if incomplete or Timeline incorrect and must be resubmitted ◦ Agency’s program contact and financial contact 1. MHDC will be notified by email of discard Payment Request review ◦ All payment requests are submitted monthly to 2. Aggregate DSS (by MHDC) Invoice to DSS 3. Agency ◦ Reimbursements are typically deposited to Reimbursement grantee’s bank account in 4 ‐ 6 weeks deposit

Eligible Expenses ESG funds are provided solely for reimbursement of:  Actual, eligible expenses incurred and paid by grantee  Within awarded funding components (Admin, RRH, etc.)  Expenses incurred during the 2019 funding period  January 1, 2019 – March 31, 2020 Grantee must document that all ESG funds are expended within these requirements.

Eligible Expenses  Eligible expenses are detailed in:  2019 ESG Desk Guide ‐ http://mhdc.com/ci/esg/fad/documents.htm  24 CFR 576 Subpart B – Federal regulations on ESG Program  Reach out to MHDC ESG Administrator with specific questions  Grant Award Amounts by funding component are detailed in:  2019 ESG Grant Agreement, Section 3  Required documentation for the incurred, eligible expenses  ESG 2019 Desk Guide – Table 4

Spending Requirements Quarterly Draw Deadlines Spending Deadlines • Must submit at least one • Must spend at least 25% of Payment Request leading to a grant award amount by end disbursement of ESG funds of Q2. per quarter • Must spend at least 50% of • Discarded payment request grant award amount by end submissions do not meet this of Q4. requirement

ESG Financial Timeline 2019 Emergency Solutions Grant Program : Quarterly Deadlines Quarter 1 January 01, 2019 – March 31, 2019 Q1 Payment Request Deadline April 01, 2019, 5:00 p.m. Quarter 2 April 1, 2019 – June 30, 2019 Q2 Payment Request Deadline July 01, 2019, 5:00 p.m. 25% Spending Deadline June 30, 2019, 5:00 p.m. Quarter 3 July 01, 2019 – September 30, 2019 Q3 Payment Request Deadline October 01, 2019, 5:00 p.m. Quarter 4 October 01, 2019 – December 31, 2019 Q4 Payment Request Deadline January 02, 2020, 5:00 p.m. 50% Spending Deadline December 31, 2019, 5:00 p.m. Quarter 5 January 01, 2020 – March 31, 2020 Final Payment Request Deadline April 01, 2020, 5:00 p.m.

Payment Request Packet Payment of ESG funds requires the submission and approval of a complete Payment Request packet ESG Payment Request Packet:  ESG ‐ 211 Payment Request  ESG ‐ 212 Expense Detail Report for each funding component  Salaries ‐ with last 4 of SSN in expense description  HMIS/Comparable Database Reports for each funding component Forms:  ESG ‐ 211, ESG ‐ 212: http://mhdc.com/ci/esg/fad/documents.htm  HMIS Reports: Generated from grantee’s HMIS/comparable Database

Emergency Solutions Grant Program ESG ‐ 211 Payment Request Date Grant Number Agency Name Total Requested Amount $0.00 Funding Component Request Amount Administration HMIS Street Outreach Emergency Shelter Essential Services Operations Emergency Shelter Total $0.00 Homelessness Prevention Financial Assistance Housing Services Rental Assistance Homelessness Prevention Total $0.00 Rapid Re ‐ housing Financial Assistance Housing Services Rental Assistance Rapid Re ‐ Housing Total $0.00 Total Requested Amount $0.00 CERTIFICATION By signing this report, I certify to the best of my knowledge and belief that the report is true, complete, and accurate, and the expenditures, disbursements and cash receipts are for the purposes and objectives set forth in the terms and conditions of the Federal award. I am aware that any false, fictitious, or fraudulent information, or the omission of any material fact, may subject me to criminal, civil or administrative penalties for fraud, false statements, false claims or otherwise. (U.S. Code Title 18, Section 1 0 0 1 and T itle 3 1 , Sect io ns 3 7 2 9 –3 7 3 0 and 3 8 0 1 –3 8 1 2 ). Authorized Signature Printed Name MHDC Personnel Use Only Approval Notes:

Payment Request Packet ESG ‐ 211: Payment Request Form  Reflects the funding component requested amounts and total payment request amount  Each Payment Request requires one signature from Authorized Signature Card (Form CI ‐ 101)  Each payment request must be accompanied by ESG ‐ 212: Expense Detail Report for the funding component(s) and HMIS/Comparable Databased Report(s)

Emergency Solutions Grant Program ESG ‐ 212 Administration Expense Detail Form Check Total Amount Paid Date Vendor Detail Description ESG % Paid by ESG Number Amount Page 2 Total $ ‐ 12

Payment Request Packet ESG ‐ 212: Expense Detail Form  Reflects expenditures by funding component  Separate sheet for each funding component:  Administration, HMIS, Street Outreach, Emergency Shelter, Homelessness Prevention, and Rapid Re ‐ housing  Reporting Range of the incurred date(s) must reflect the reporting range of the HMIS/Comparable Database Reports  The total expense amount must reflect the payment request (ESG ‐ 211) amount for each funding component

Payment Request Packet HMIS/Comparable Database Reports  Reports are created by each grantee’s HMIS/Comparable Database administrator  Street Outreach & Emergency Shelter  Bed night report  Program roster  Homelessness Prevention & Rapid Re ‐ housing  Client detail report  Reflects direct financial assistance to program participants within report  Contact your CoC’s HMIS Lead Agency if reports are not functioning properly  Non ‐ HMIS report use requires prior approval from ESG Administrator

Payment Request Summary Payment Requests must be submitted to: ci.accounting@mhdc.com  MHDC will not accept Requests submitted via mail or to a different email address Complete submissions include one PDF file with the full Payment Request Packet:  Payment Request Form (ESG ‐ 211)  Expense Detail Form (ESG ‐ 212)  HMIS/Comparable Database Report(s)

Budget Amendment Process Grantees may submit a budget Funding Components: amendment request to transfer  Administration funds between funding components  HMIS  Street Outreach Budget Amendment Requests are  Emergency Shelter  submitted in writing to the ESG Homelessness Prevention Administrator for approval  Rapid Re ‐ Housing After review, a budget amendment request form (ESG ‐ 213) may be provided

Emergency Solutions Grant Program ESG ‐ 213 Budget Amendment Request Grantee Information Grantee Name: Grant Number: Grant $ ‐ Award: Instructions ESG grantees may request one budget amendment per grant quarter. To request a budget amendment, complete the Budget Detail box below, detailing the current grant budget and the proposed budget adjustment. To show the proposed budget adjustment, complete the Budget Change column below to show the increase or decrease in funding for each budget category. The total Budget Change should remain at zero. The final total for the New Budget must be the same as the final total of the Original Budget. Budget Detail Budget Categories Original Budget Change New Budget Budget Street Outreach ‐ $ ‐ $ ‐ Emergency Shelter ‐ $ ‐ $ ‐ Homelessness Prevention ‐ $ ‐ $ ‐ Rapid Re ‐ housing ‐ $ ‐ $ ‐ Homeless Management ‐ $ ‐ $ ‐ Administration ‐ $ ‐ $ ‐ Total ‐ $ ‐ $ ‐ Reason for Budget Amendment Request Executive Director or Authorized Official Signature Date Printed Name Title

Budget Amendment Process  Form ESG ‐ 213: Budget Amendment Request details:  Original budget  Proposed change  New budget  Explanation why the amendment is needed  If ESG ‐ 213 is approved, a budget amendment agreement is drafted and executed by the grantee and MHDC  The agreement must be fully executed prior to utilizing the revised budget  One budget amendment request is allowed per grant quarter

Common Issues Payment Request Issues Budget Issues   Missing HMIS/comparable database Amendments made without MHDC report(s) approval   Duplicate submission Amendments utilized before budget amendment letter is fully  Expired Certificate of Insurance executed  Inconsistent Amounts between ESG ‐ 211, ESG ‐ 212, and HMIS/comparable database report Other Issues  Submission to an email address  Funds spent outside of approved other than: CoC ci.accounting@mhdc.com  Ineligible expenses  Funds spent outside of funding period

Contact Information TBD ‐ Grants Administrator Brooke Anderson Emergency Solutions Grant Administrator Phone: (816) 759 ‐ 6632 Email: brooke.anderson@mhdc.com Payment Request Submission: Community Initiatives Department Accounting ci.accounting@mhdc.com Information and Forms for MHDC ESG Program: http://www.mhdc.com/ci/esg/index.htm

Questions?

EMERGENCY SOLUTIONS GRANT COMPLIANCE WEBINAR THURSDAY, MARCH 14, 2019 WEBINAR DENISE HOSS – COMMUNITY INITIATIVES COMPLIANCE OFFICER