U.S. Department of Housing and Urban Development DRGR Review Q & A February 11, 2014 2:00 PM EDT Community Planning and Development
Presenters and Q&A Format • Presenters – Jim Yerdon, Dept. of Housing and Urban Development – Ryan Flanery, Dept. of Housing and Urban Development – Janine Cuneo, ICF International, janine.cuneo@icfi.com • How to ask questions – Questions Box: You may enter your question into the question box at any time during the presentation. We will read question aloud and answer during allotted Q&A session. – Ask audible questions: If listening to the presentation over the phone, make sure to press in your audio pin provided (#xx#). Raise your hand and we will unmute your line to ask your question. U.S. Department of Housing and Urban Development • Community Planning and Development 2
What Will Be Covered 1. Draws & Expenditures 2. Common DRGR Questions 3. 7.9 Release Highlights for NSP grantees 4. Question & Answer U.S. Department of Housing and Urban Development • Community Planning and Development 3
Rules about Expenditures • What does “expend” mean? “Expend” = not the same as “drawn down” in DRGR “Drawn” used as a proxy in HUD DRGR reports If on accrual method of accounting, accrued costs count Report expenditures in QPR • Expenditures incurred by grantees and subrecipients Ensure expenditure reports from subrecipients are up-to-date U.S. Department of Housing and Urban Development • Community Planning and Development 4
Rules about Expenditures (cont) Examples: Payments (i.e., cash disbursements) to contractors, employees, homeowners, and other payees Invoiced amounts owed to contractors for goods or other property received or services performed Amounts paid to third party sellers of foreclosed upon real properties U.S. Department of Housing and Urban Development • Community Planning and Development 5
Rules about Expenditures (cont) Examples (cont): Accrued salaries (including fringe benefits) of employees Indirect expense incurred (requires indirect cost allocation plan) U.S. Department of Housing and Urban Development • Community Planning and Development 6
Rules about Expenditures (cont) Special cases: Payments to developers o Retainage amounts Disbursements into loss reserves for third party loans Lump sum drawdowns (24 CFR 570.513) U.S. Department of Housing and Urban Development • Community Planning and Development 7
Top 10 Expenditure Tips 1. Set clear milestones and communicate with partners 2. Simplify cumbersome procedures 3. Report expenditures in the Quarterly Performance Report 4. Count expenditures, not drawdowns. 5. Pre-pay for materials (e.g. lumber, appliances). 6. Work with established partners U.S. Department of Housing and Urban Development • Community Planning and Development 8
Top 10 Expenditure Tips 7. Standardize and simplify development procedures 8. Treat partners consistently, but maintain flexibility. 9. Set internal deadlines earlier than HUD deadlines 10. Bill all administrative costs. U.S. Department of Housing and Urban Development • Community Planning and Development 9
Top 10 Expenditure Tips AND A BONUS 11th TIP 11. It’s not too late to start now. The deadline is approaching but implementing these tips can still make a noticeable difference in meeting the 100% expenditure deadline. U.S. Department of Housing and Urban Development • Community Planning and Development 10
Expenditures in the QPR Expenditures = charges made to the project or program. They may be reported on a cash or accrual basis. Expenditure Requirement Deadline February 24 – March 24, 2014 (three years from the date NSP3 100% Expended that HUD signed the grant agreement) **For additional information: NSP Policy Alert: July 24, 2012 U.S. Department of Housing and Urban Development • Community Planning and Development 11
URGENT!! Update Expenditures How To Report Expenditures: 1. Open most current QPR in DRGR & record all actual expenditures as of that date. 2. Save the QPR (expenditures should automatically update in DRGR) Current Quarter Cumulative Expended Funds Here U.S. Department of Housing and Urban Development • Community Planning and Development 12
Expenditures in the QPR Checking Expenditures: Financial Report 07b Expenditures = Program Funds (Grant) Disbursed + Program Income Disbursed Drawdowns QPR 13
Reminder: Math Rules • Total Project and Activity budgets must include program funds and estimated program income . • Re-evaluate regularly to ensure enough funds to accommodate project and activity budgets. • Math Rules: Project/Activity Budget = Program Funds + Estimated PI Total Budget (Grant Funds + Estimated PI/RL Funds) ≥ Sum of Total Project Budgets ≥ Sum of Total Activity Budgets (per Project)
Budgets for Project/Activity
Available PI Amount: Draw Calculation PI Available is calculated at the RLF and PI Account Level across activities (Left Column) Program Funds Available is calculated within the activity based on total budgets, draws and PI availability U.S. Department of Housing and Urban Development • Community Planning and Development 16 16
Common Questions & Answers #1 Question: I am trying to create a program income receipt, but the selection field for the activity is grey and does not allow me to select anything. How do I create a receipt? Answer: First, always use Internet Explorer (7,8,9) when accessing DRGR. If you are still experiencing an issue with this browser, check your "compatibility view". If you click on this icon, it will force Internet Explorer to refresh DRGR and work properly. After you click this button, you should be able to select an activity number. 17
Common Questions & Answers #2 Question: What are some good resources for managing program incom e in DRGR? What reports should I look at to review my program income data? Answer: Resources • https://www.onecpd.info/resources/documents/Draft-User-Guide-DRGR- Drawdown-Module-Release-73.pdf • https://www.onecpd.info/resource/148/drgr-updates-nsp-webinar/ Reports • Financial Report 5a- CUM- Program Income- Grant Level • Financial Report 5b- CUM- Program Income- Activity Level • Financial Report 5c- Receipts by Project and Activity • Financial Report 5d- Program Income Account Summary 18
Common Questions & Answers #3 Question: I am trying to make corrections to my beneficiary data in the QPR , but I keep getting error messages. What do I need to enter to get past these messages? Answer: First, check your browser and compatibility view. Then check the “View Cumulative Totals” link and/or Perf. Report06 to see what prior performance measures have been entered already. Use the Prior Period Correction tool to determine what amounts need to be entered to assist with your corrections. Additional resources are on the following slide. 19
Common Questions & Answers #3 cont. For more help on Performance Measures, see the following resources: • DRGR Fact Sheet: Prior Period Corrections for Beneficiary Data: https://www.onecpd.info/resource/127/drgr-direct-benefit-data-entering-prior- period-corrections-for-breakout/ • NSP DRGR Cleanup and Closeout Webinar: https://www.onecpd.info/training-events/courses/nsp-drgr-intermediate-webinar1/ • Guidance for Reporting Projected and Actual NSP Grantee Accomplishments: https://www.onecpd.info/resource/2731/guidance-reporting-projected-actual-nsp- grantee-accomplishments-drgr/ 20
Common Questions & Answers #4 Question: How and when should I report on affordability periods for the properties that have been assisted? Answer: As of Release 7.7, users can now report on affordability periods once the unit is occupied and an end use is met. Grantees can provide required information on affordability periods as well as the Activity Type and National Objective for the end use of a property, as described in the following guidance: DRGR Fact Sheet: Post Closeout Reporting for NSP - Release 7.7: https://www.onecpd.info/resource/3218/drgr-fact-sheet-post-closeout- reporting-for-nsp/ 21
7.9 Release Highlights for NSP Grantees – Change Activity Types 22
7.9 Release Highlights for NSP Grantees – Associate Activities 23
7.9 Release Highlights for NSP Grantees – Associate Activities 24
7.9 Release Highlights for NSP Grantees – Associate Activities 25
DRGR Resource Page Submit your DRGR questions to OneCPD Ask A Question https://www.onecpd.info/ask-a-question/ DRGR Resource Page https://www.onecpd.info/resource-library/ 26
Questions? How to ask questions • Questions Box: You may enter your question into the question box at any time during the presentation. We will read question aloud and answer during allotted Q&A session. Ask audible questions: If listening to the presentation over the • phone, make sure to press in your audio pin provided (#xx#). Raise your hand and we will unmute your line to ask your question. U.S. Department of Housing and Urban Development • Community Planning and Development 27
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