COC Grantees now have the option of using eLOCCS

Some Happy News to look forward to!!

From: Harmon-Darrow, Aimee
Sent: Thursday, June 12, 2014 11:06 AM
To: Bal CPD
Subject: COC Grantees now have the option of using eLOCCS

Hello CPD,

FYI, HUD is eliminating the LOCCS-VRS system. I don’t know the timeframe for this transition but eLOCCS is now available for all our COC grantees. CPD HQ hasn’t issued anything official, and speaking with Financial analysts throughout the country, some places are further ahead of this transition than others. The Richmond FO was a pilot for this transition and has all of their grantees in eLOCCS. They developed some instructions for the transition. After reviewing them, I will be pushing it out to our grantees.

Aimee Harmon-Darrow
Financial Analyst
Baltimore Field Office
10 S. Howard Street
5th Floor
Baltimore, MD 21201

News Alert: Registration Closes Early for 2014 National Conference








June 11, 2014    

POLICY  |  DATA + RESEARCH  |  TOOL + TRAINING  |  NEWS + MEDIA Forward Editor: Emanuel Cavallaro


Spotlight On...
News Alert: Registration Closes Early for 2014 National Conference


The Alliance would like to thank everyone who has registered for the 2014 National Conference on Ending Homelessness. Due to overwhelming response, we have had to close registration for the conference nearly a month earlier than scheduled. Additionally, we will be unable to offer onsite registration.
If you are interested in being added to the conference registration wait list, please email your name, organization, and email address to the Alliance's Office Coordinator Susan Nich directly at snich@naeh.org. Should a spot become available, we will contact you to let you know and register you at the rate in effect the day you joined the wait list:

  • Registrants added to the list on or before 3 p.m. ET on Monday, July 6, will be charged the regular rate of $550.
  • Registrants added to the list between 3:05 p.m. EST on Monday, July 6, and 3 p.m. ET on Wednesday, July 16 will be charged the late rate of $700.
Should you need to cancel your conference registration, please note that the Alliance will charge a $25 cancellation fee for cancellations received in writing on or prior to Monday, June 23, and will charge a $100 processing fee in addition to the $25 cancellation fee for cancellations received after that date. After Monday, July 14 no refunds for cancellations will be granted.
All cancellation requests must be submitted in writing by email to Susan Nich at snich@naeh.org, by fax to 202-638-4664, or by mail to National Alliance to End Homelessness, 1518 K Street, NW, Second Floor, Washington, DC 20005.






Additional guidance on calculating the value of match for COC projects

From: Harmon-Darrow, Aimee 
Sent: Thursday, June 12, 2014 10:22 AM
To: Bal CPD
Subject: Additional guidance on calculating the value of match for COC projects

The question of how to calculate the value of in-kind match was discussed during the monthly Financial Analyst call and further guidance was provided by the SNAPS office below.

Valuation:
Her responses to the questions standard language from the CoC Program AAQ.
HUD is publishing additional FAQs related to match in the next 2-4 weeks. The CoC Program Match Toolkit will be published late summer.

++++++++++++++++++++++++++++++
Q: How does a recipient/subrecipient value volunteer hours for match in the CoC Program?. 

A: Under the Continuum of Care (CoC) program Interim Rule, there is not a fixed or standard hourly rate for volunteer hours.

In the case of supportive services provided by volunteers or interns, the recipient or subrecipient must have a written letter from the volunteer or intern documenting their commitment to provide assistance to the project. All volunteer or intern labor must be valued at a standard rate. Rates can be defined based on standard local professional wages associated for the task that the volunteer is providing, or volunteer wages can be defined at a generic rate such as $10 per hour.

According to the CoC Program interim rule (578.73(c)(3)), services provided by individuals must be valued at rates consistent with those ordinarily paid for similar work in the recipient's or subrecipient's organization. If the recipient or subrecipient does not have employees performing similar work, the rates must be consistent with those ordinarily paid by other employers for similar work in the same labor market. Before the execution of the grant, a memorandum of understanding (MOU) must be in place that documents the third party's commitment, the specific services to be provided, the profession of the persons providing the services, and the hourly cost of the services to be provided. The value of in-kind match must be documented in accordance with the requirements of Section 578.73 and OMB Circular A-87 or A-122, as applicable. In-kind match must conform also to 24 CFR Parts 84 and 85.

Per Section 578.73(a) of the CoC Program interim rule, the recipient or subrecipient must match all grant funds, except for leasing funds, with no less than 25 percent of cash or in-kind contributions from other sources. Recipients and subrecipients may count as match any cash or in-kind contribution that is expended on costs that would otherwise have been eligible to be paid for with CoC Program funds under Subpart D of the CoC Program interim rule, including supportive services. Donated services are considered "in-kind" match. While resources are being used as match under the CoC Program are required to be expended on eligible activities under Subpart D, resources that are considered leverage (and not also considered match) are not required to be used for eligible activities under Subpart D of the CoC Program interim rule and may instead be used to support any activity within the project provided by the recipient.

When the match is provided through an in-kind contribution, the recipient is required to secure written documentation of the match commitment prior to grant execution. For a contribution of in-kind services to count as match, the recipient must enter into a formal MOU with the agency providing the in-kind service and must establish a system to document the actual value of services provided during the term of the grant. A recipient may use a letter from the partner agency to document the commitment to provide the in-kind service in advance of executing a formal MOU, for instance, if the recipient wants to wait to execute an MOU until after receiving a notification of award from HUD. The MOU can be between a recipient or a subrecipient and another agency, but the terms must be described in the MOU.


Q: Valuing property/space wants to use as match in the CoC Program?

A: Value of buildings are to be made by source agency…may use tax assessor records or other documentation documenting value of building; space in a building may be prorated.

Recommended Elements of In-Kind Goods and Equipment Commitment

Written documentation of donation of in-kind goods should be provided on the source agency’s letterhead, signed and dated by an authorized representative, and should include the following:
<![if !supportLists]>·       <![endif]>Value of donated goods to be provided to the recipient for the project
<![if !supportLists]>·       <![endif]>Specific date the goods will be made available
<![if !supportLists]>·       <![endif]>The actual grant and fiscal year to which the match will be contributed
<![if !supportLists]>·       <![endif]>Time period during which the donation will be available
<![if !supportLists]>·       <![endif]>Activities that can be provided by the person or in, or with, the property or goods
<![if !supportLists]>·       <![endif]>The value of commitments of land, buildings, and equipment are one-time only and cannot be claimed by more than one project or by the same project in another year.