FY2014 GIW Reconciliation Process: MD 505

From: "Tiffani C Moore"
Date: Jul 17, 2014 1:21 PM
Subject: FY2014 GIW Reconciliation Process: MD 505

Greetings!

HUD's Office of Special Needs Assistance Programs (SNAPS) is issuing the attached Fiscal Year (FY) 2014 Grant Inventory Worksheets (GIWs) workbook (only one workbook for each CoC) and the supporting guidance to all CoC contacts.

This is the first step in the FY 2014 CoC Program Registration process and the purpose of the GIW is to ensure that HUD and CoCs agree on the universe of all renewal grants that will expire during calendar year (CY) 2015 [from January 1, 2015 through December 31, 2015] and to establish each CoC's FY 2014 Annual Renewal Demand amount. HUD will base its funding decisions for the FY 2014 CoC Program Competition renewal award amounts indicated on the GIWs. It is absolutely imperative that ALL eligible renewal projects are on the GIW and the amounts indicated are correct.

Below are the deadlines for completion of the FY 2014 GIW Workbook. The deadline for CoCs to submit their GIW to their local HUD CPD field offices is Friday, July 25.

Steps		Timeframe/Due Date
1.	SNAPS Office sends CoC their FY2014 GIW (with a copy to their local HUD CPD field office)	July 16, 2014
2.	CoCs review and reconcile GIW	July 16 to July 25, 2014
3.	CoCs send reconciled GIW to local HUD CPD field office contact	July 25, 2014
4.	SNAPS Office sends HUD approved Final GIW to CoC	August 19, 2014

Collaborative Applicant/CoC Responsibilities:

All projects identified as expiring in CY 2015 are identified on the attached GIW workbook. This includes eligible renewals under the CoC Program and first-time renewing SHP and S+C Program projects. CoCs will notice two tabs in the GIW workbook: GIW (Tab 1) and Rental Assistance Worksheet (Tab 2). This year, GIW instructions are attached as a separate Word document.

Any questions regarding the GIW must be directed to one of the following, depending on the question type:

1. Questions regarding the eligibility of a project to be included on the GIW – the CoC's local HUD CPD field office

2. Questions of a technical nature or clarification of the GIW spreadsheet – OneCPD Ask A Question (AAQ)

A. CoCs must identify discrepancies in the FY 2014 inventory of grants, ensure correctness, provide missing information, affirm that ALL eligible renewal projects are on the inventory worksheets, and verify completeness of all of the requested information on the GIW. Please ensure that the grants that were awarded for the first time in the FY 2008 competition and have yet to be renewed are included on the GIW. To be considered eligible for renewal in the FY 2014 CoC Program Competition, these grants must meet all of the following criteria:

a. awarded funds for the first time in the FY 2008 competition;

b. funds will expire in CY 2015 [January 1, 2015 – December 31, 2015] or later; and

c. has yet to be renewed in previous competitions.

Any FY 2008 grant that was not pre-populated on the GIW, but meets the criteria list above must be added to the GIW. Note that the FY 2008 grants have been pre-populated into the worksheet; however, there may be information that must be entered into the worksheet and reconciled with the CoC and HUD CPD field office staff.

B. First time rental assistance CoC Program or S+C Program renewals that are requesting more units than in the original grant agreement, the CoC must provide documentation (i.e., copies of leases) for ALL units under lease to the local HUD field office before the final inventory of grants is reconciled.

C. All grant consolidations that will be in effect for the FY 2014 CoC Competition must be indicated in accordance with the attached GIW instructions and included on the final GIW. Consolidated grants should be included on the FY 2014 GIW as indicated below:

1. For consolidated grants with an executed grant agreement, list each grant separately on the GIW with identifying information, delete budget and unit information from the grants to be eliminated and document the primary grant (the grant that other grants were consolidated into). Include the project numbers, names, and amounts of the other grants in the "Comments" column of the consolidated grant. The Annual Renewal Amount (ARA) of the consolidated grant cannot exceed the total of the ARAs for all of the grants included in the consolidation. For rental assistance grants, the total number of units of the consolidated grant cannot exceed the total units for all the grants included in the consolidation. The project must submit the consolidated grant for renewal in the FY 2014 CoC Program Competition.

2. Grants for which the HUD field office has received a written request to consolidate, but has yet to execute a grant agreement (NOTE: The CoC and recipient MUST ensure that a grant agreement will be executed before the end of the FY 2014 CoC Program Competition) must be reflected as a consolidated grant on the GIW in the same manner as the instructions above in number one (1). Recipients MUST submit the project application request based on the current grant amount, it is important that these consolidated grants be executed prior to the close of the FY 2014 CoC Program Competition. FAILURE TO COMPLY MAY RESULT IN A DELAY IN GRANT AGREEMENT EXECUTION.

3. All other grants must follow the normal instructions stated in the GIW. Recipients MUST submit project applications in accordance with the current executed grant at the time of the FY 2014 CoC Program Competition submission deadline. FAILURE TO COMPLY MAY RESULT IN A DELAY IN GRANT AGREEMENT EXECUTION.

D. If the CoC does not have any FY 2014 CoC Program renewal grants, this information must be indicated in the "Comments" column and the CoC must forward the GIW workbook to their local HUD CPD field office on the blank worksheet provided.

E. After a CoC completes the review of its GIW, it MUST send its reconciled GIW to the local HUD CPD field office no later than Friday, July 25, 2014.

If you have questions or need additional information, please contact your local HUD CPD Representative.

Tiffani C. Moore

SNAPS Specialist

Office of Special Needs Assistance Programs