HOPWA TRAININGMonday, June 15, 2009IHCDA

Kristen Arnold-Special Needs HOPWA Coordinator

Agenda1. Brief Program

Overview

2. Contracts

3. Intake Process

4. Budget Line Items/Documentation

5. Claims

6. Budget Amendments

7. Monitoring

8. Housing Keeping References

9. Q & A

HOPWA Overview RFP

Threshold, Organizational Capacity, Financials, Services & Housing Placement, Performance

Goals Housing Stability, Homeless Prevention,

Access to Care and Support

Program Overview 2009 Allocation

$865,943.00 State of Indiana Allocation Formula

25/25/50 RATIO (RFP Score/#’s received LT/ST/Epidemiology)

New Vision Change/Progress/Leveraging IHCDA

Community Services Strategy

ContractsTerm

Design and Implementation of Project

Monitoring Reviews by the Authority

Payment of Grant Funds

Audits and Maintenance of Records

Project Budget and Budget Modification

Statutory Authority of the Sponsor

Use of Funds by the Sponsor

Compliance with Laws

Exhibit A 12 Claims/ year 35% Supportive Service Cap 1 Budget Amendment Year

Exhibit B Budget

Authorized Signature Form for Payment of Claim Vouchers

Payroll Authorization Form

Drug Free Workplace

Funding Cancellation

Indemnification

Independent Contractor

Nondiscrimination.

Notice to Parties

Order of Precedence

Termination of Agreement

Renewal

Amendment

Severability

Complete Agreement

 Governing Law/VenueCounterparts

Determining EligibilityIndividuals must meet the following criteria to be

eligible for assistance under the HOPWA program:

Low-income (below 80% of area median income, see www.huduser.org)

Documented HIV/AIDS status (confidentiality must be maintained)

Complete Intake Packet/HMIS

BUDGET LINE ITEMS

Long Term

STRMU

Supportive Services

Permanent Housing Placement

Program Delivery

Facility Based Operating Costs

Administration

Financial Assistance-Direct Costs

Grantee Support-Indirect Costs

*Short Term Supportive Housing*Housing Information

Rental Assistance Housing Assistance Administration1. Income verification and subsidy calculation;

2. Determination of maximum subsidy;

3. Assessment of subsidy standards to verify that the assisted household is occupying the appropriately-sized unit;

4. Determination that the housing meets HOPWA habitability standards and lead based paint requirements.

Rental Assistance-Calculating Household Income

Income must be determined and verified annually.

Income determination covers all members of the household. If there is a declared partner than there is a

form you fill out recognizing this and then their income becomes part of the households income.

Shared Housing Arrangements: the amount paid by HOPWA should be pro-rated to cover the actual portion of the dwelling.

Rental Assistance-Max SubsidyMaximum Subsidy1. The maximum subsidy is the difference between:

1. The rent standard (FMR) or the reasonable rent (whichever is lower) AND2. The client's contribution

2. Rent reasonableness means the rent charges calculated under 24 CFR 574.310ged must be

1. reasonable in relation to rents currently being charged for comparable units in the private (unassisted) market.

2. Rent reasonableness must be documented for tenant- and project-based rental assistance and included in the assisted client's file.

3. The rent standard may not exceed the HUD published Fair Market Rents or the HUD-approved community wide exception rent. See 24 CFR 574.320(a)(2).

Rental Assistance-Lead Based Paint-Hab. Standards

Lead-Based Paint Requirements HUD's lead-based paint rules apply to all housing assisted through rental

assistance (tenant- or project based), facility-based, and through short-term rent, mortgage, and utility assistance.

Specifically, lead-based paint rules apply when: Housing to be assisted was constructed before 1978; and Residents will include a pregnant woman or a child 6 years of age or

younger.

Note: Studio units are exempt.

All housing meeting the above criteria must receive a lead-based paint visual assessment before assistance may be provided.

Staff must complete an online training course before they are allowed to perform assessments. This training can be found at:

www.hud.gov/offices/lead/training/visualassessment/h00100.htm

LONG TERM RENTAL ASSISTANCE PROCESSUsing standardized documents.

Short Term Rent, Mortgage, Utility Assistance

STRMU is time-limited housing assistance designed to prevent homelessness and increase housing stability.

Grantees may provide assistance for a period of up to 21 weeks in any 52-week period. The amount of assistance varies per client depending on funds available, tenant need, and program guidelines.

STRMU Client must be currently housed — homeless individuals are not eligible for STRMU

assistance. Assistance is provided to help homeowners and renters remain in their current place of

residence. Client must be able to document that he/she has a legal right to occupy the premises

or has responsibility for the utility payment. Examples of acceptable documentation are as follows: — Rental payments: Client must be named tenant under valid lease or referenced in

lease as occupant of the premises.— Mortgage payments: Client must demonstrate that he/she is owner of mortgaged real

property (mortgage, deed of trust, title insurance policy).— Utility payments: Client must have account in their name or proof of responsibility to

make utilitypayments (copies of money orders, cancelled checks, receipts). Client must demonstrate he/she does not have the resources to meet rent, mortgage

or utility payments and, in the absence of STRMU assistance, would be at risk of homelessness.

— Documentation of a default or late payment notice is not required; client can provide copies of bank statements and bills to demonstrate need.

STRMU-Late Fees/Back Rent Late fees and other penalties may be

paid if, in the event of nonpayment, the household is at risk of eviction or loss of housing.

Ok to pay back and ongoing rent / mortgage/utility payments that does not exceed 21 weeks assistance.

STRMU-Ineligible Expenses

Security deposits and first month's rent— STRMU assistance is designed to help homeowners and

renters stay in their current place of residence; as a result, security deposits and first month’s rent are not eligible costs under STRMU. However, these costs are eligible as permanent housing

placement costs (under the supportive services activity). Moving assistance Household supplies and furnishings Automobile expenses Telephone expenses

Telephone expenses are not payable as a utility expense under STRMU. However, such expenses may be covered as a supportive service expense in limited circumstances

STRMU-Referring to Fact sheets Assistance for Mobile Homes Frequently Asked Questions

Supportive ServicesAdult day care and personal assistance Legal services

Alcohol and drug abuse services Life skills management (outside of case management)

Case management/client advocacy/ access to benefits & services Meals/nutritional services

Child care and other child services Mental health services

Education Outreach

Employment assistance and training Transportation

Health/medical/intensive care services, if approved Legal services

Supportive Services

Sponsor should have adequate documentation of supportive service activities to back up reporting and demonstrate the eligibility of clients Records (including participant files)

demonstrate which services were provided to whom

Shows that eligible services were provided to eligible participants, per grant agreement

Backs up data reported to grantee and to HUD Services provided are consistent with

participant needs assessments and housing plans

Supportive Services Health Care Expense Limitations

Sponsor should comply with limitations on the use of HOPWA monies for health services, including the purchase of pharmaceuticals Health care costs provided only to persons with

HIV/AIDS. Drug payments not made in substitution for

ADAP payments. Costs approved by HUD on case-by-case basis.

Supportive Services – Housing Placement Costs Sponsor properly categorizes housing

placement costs Housing information and permanent housing placement

activities are separated from other supportive services. Permanent housing placement costs can include

application fees for housing, last month’s rent, credit checks and security deposits (important to separate this from housing assistance).

Placement assistance should not exceed two-month’s worth of rent payments.

Housing information services can be provided to any HIV+ person, regardless of income.

Program Delivery Staff Time, Supplies specifically related

to providing LT and ST assistance

Housing Information Housing information services include:

assistance with referrals to affordable housing resources

assistance in locating available, affordable, and appropriate housing units

working with property owners to secure units for participants

homelessness prevention other housing-related activity

Facility Based Operations Facility Based Operating Expenses

Own/Lease a building that houses eligible HOWPA Clients

Master Leasing Leasing groups of apartments to rent out to

clients

Cannot mix with LT or Short Term Subsidies

Short Term Supportive Housing Facilities are intended to provide temporary shelter

to eligible individuals to prevent homelessness and allow an opportunity to develop an individualized housing and service plan to guide the client’s linkage to permanent housing.

Facility/Operating Dollars

Can be used for Hotel vouchers in EXTREME cases. Documentation that ALL shelters are full Documentation of Homelessness form completed

Intake/Files

Assess Client to identify barriers

Determine proper services

Complete Intake Packet/other forms to collect necessary info

Obtain proper documentation

Update file in accordance to hosing plan

At least Quarterly

Order

Completed/signed forms and documents

Clear documented Income Verification Attach excel sheet

printout and chart

Process What I Should See in files

Claims

Claims Process Fill out PROVIDED claim voucher

Fill out corresponding excel sheet for line items claiming

Attach documentation in order under corresponding excel sheet

Fax/mail claim to me by the 20th

Claims*Do not need the narrative anymore

*Do not include documentation for things you are not claiming

*Signatures/will not accept electronic-only faxed

Claim Checklist___ Completed Excel Sheet for every claim line item___Copy of Supportive documentation for all line items ___Excel sheet and documentation in corresponding order___Items claimed can only be for one month (the month you are

claiming)___All receipts/bills should have an account number written

somewhere showing what account the money was draw from

Claims-Supportive services Not by Client Just by services Examples

In excel sheet identify totals Food-$200 transportation-$500 Salary-$800 Insurance-$800

Not J. Smith $3.00

Budget AmendmentsBudget limitation formulas-only one amendment/per year  Administration/Total Budget Request=not exceed 7%  Housing Services Ratio= Supportive

Services/(HP+HI+SS)=not be more than 35%

LT rental assistance program delivery/total amount of HOPWA rental assistance=not exceed 3%

Short Term Program Delivery/total amount of HOPWA short term assistance=not exceed 3%

Monitoring Site Visits

Audits

HOPWA House Keeping Last claim for 2007-08 turned into me by

August 15th by 5pm.

July APR training July first

2008-09 Reports Due July 16th by 5pm 2009

New Semi Annual Report Due Jan. 2010

IHCDA WebsiteHOPWA Resource GuideHOPWA CoordinatorContinuum of Care

References

Q & A ?