Accurate recordkeeping is crucial to the successful management of grant-funded activities. Insufficient documentation will likely lead to monitoring findings which will be more difficult to resolve if records are missing, inadequate or inaccurate. For public service activities, organizations receiving funding must complete an Individual Eligibility Form for each individual and household client and maintain supporting documentation in participant files. If it is determined that the supporting documentation is incorrect or insufficient, reimbursement will be denied for costs associated with the ineligible expense.
The following are some of the written reports and forms utilized by Harris County subrecipients:
CDBG- and ESG-funded Subrecipients (Public Service Projects)
Individual Eligibility Form: Submitted with monthly reports for new participants, provides certification by participant of income, household size and service area. This form certifies the participant's eligibility prior to delivery of service. For persons younger than 18 years of age, parent or legal guardian must sign the form.
PY2020 CDBG IEF homeless project
PY2020 CDBG IEF homeless project Spanish
PY2020 ESG IEF homeless projects
PY2020 ESG IEF homeless project Spanish
Project Status Report: This report tracks the number of units delivered per month and cumulatively. When not on target with the contract goal or amount of award expended for the percent of contract time elapsed in the program year, subrecipients must provide an explanation for the shortfall and provide a plan of action to get on target.
Client Data Report: Submitted monthly, this report lists all new and duplicate clients served during the reporting month, as well as the number of units of service per client and other requested demographic information.
Tally Sheet: Submitted monthly, this report provides a cumulative summary of the number of new persons served by the program during the program year.
PY2020 CDBG Tally sheet
PY2020 ESG Tally Sheet
Employee Data Report: Submitted monthly, this report documents Equal Employment Opportunity (EEO) Compliance regarding persons employed in Federally funded programs.
Mid-Year Report and Annual Report: Subrecipients submit a narrative summary of the project’s activities, goals and evaluation of the effectiveness of the program through the first half of the program year and for the entire program year.
HOME- and CDBG-funded Subrecipients (Affordable Housing Projects)
Construction Period: Weekly Certified Payrolls: In accordance with Davis-Bacon and Related Acts, the general contractor must submit original weekly payrolls for review to the Grantee.
Lease- up Period: For multifamily projects, from the first month in which a HOME-assisted unit is leased until 100% of the HOME-assisted units are leased, a Rental Housing Compliance Initial Lease-Up Report must be submitted each month by the 10th day of the following month.
Affirmative Fair Housing Activities: During the Lease-up Period, the Affirmative Fair Housing Activity Report (HUD form 935.2) must be submitted with the Compliance Report. The report documents marketing activities employed to during the previous month.
Affordability Period: Rental Housing Quarterly Compliance Report must be submitted to Grantee for HOME-assisted units for the duration of the affordability period. The quarterly reports are due as follows: June 10th for the first quarter (March, April, May); September 10th for the second quarter (June, July, August); December 10th for the third quarter (September, October, November); March 10th for the fourth quarter (December, January, February).