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CREATING AN ADMINISTRATIVE

DRAW REQUEST (HBA)

• Complete a Checklist for Administrative Draw Requests (Form 16.08).

• Draw Requests amount must agree with support documentation

• The HOME Program is a reimbursement program.

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TEXAS DEPARTMENT OF HOUSING AND COMMUNITY AFFAIRS HOME Investment Partnerships Program

CHECKLIST ADMINISTRATIVE / OPERATING DRAW REQUEST

Administrator: __________________________________________________________________________________________________________________

Contract #: _______________________ CHDO Set-Aside? Yes No Draw Amount: $ _____________________

Contract Start Date: __________________ Contract End Date: ___________________ Service Date(s): __________________

Eligible Administrative Expenses Include:

Administrator TDHCA Review Review

Salaries - Must include support documentation (time sheets – refer to Form 15.1) indicating the hourly rate, including benefits, and the pro-rated hours that were worked directly on the HOME Program. Benefits include Social Security and Medicare.

Travel – Costs to/from HOME-related training workshops.

Goods and/or Services which are required for the administration of the HOME program (i.e. equipment, phone bills, inspections, etc.)

Consultants and Third Party Fees – A copy of the contract or agreement with the Contract Administrator must be submitted to the Department. Documentation must include detailed description of services performed by the third party.

Affirmative Marketing (i.e. publications, brochures, etc.) – Must include a copy of the invoice.

Environmental Review – Must include a copy of the invoice. (Environmental review expenses may be charged as EITHER project costs or administrative costs, but not both.)

For CHDO Operating Expenses Only:

Financial Statements and/or Accounting Records – Expenses reimbursed cannot exceed 5% of documented operating expenses, or $50,000, whichever is greater. Notes/Comments: _____________________________________________________________________________________________________________

__________________________________________________________________________________________ For TDHCA Use Only:

Confirm that the service dates are within the term of the contract

Confirm that Single Audit/Certification is current AND there are no outstanding monitoring issues

CSAS – Verify dates, budget amount, and drawn-to-date amount

Is monitoring visit recommended? No Yes (if yes, notify Monitoring supervisor)

Assign Risk Assessment score

Approved by ____________________________________________________ Date ______________________________

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Draw Request status:(Creating Admin. Draw Request)

• Save • Pending – not submitted to PM.• Submit for Approval without Saving –authorized individual;

submit the request to PM. • Pending PM Approval – ready for PM’s review. • Disapproved by PM – Refer to the Notes for explanation & further

instruction by PM. • Pending Processing – Draw Request approved by PM & submitted

to Acctg. Division for approval.• Pending Accounting Approval – Draw Request reviewed by

Acctg. Division & processed for a voucher number.• Approved

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Contract Summary Screen(Creating Admin. Draw Request)

• Select Draw Request in the lower right-hand corner of the Budget table.

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Draw List (Creating Admin. Draw Request)

• Select Create New Draw Request in the lower right-hand corner of the Draw List screen.

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Required Documentation(Creating Admin. Draw Request)

** Refer to current Checklist (available on website) for

required documentation**

• A new Administrative Draw Request is initiated.

• Enter the Services Rendered dates (These dates must fall within the contract term).

• Click Save to continue the Draw Request and go to the

next screen.

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(Creating Admin. Draw Request)

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Draws for Admin(Creating Admin. Draw Request)

• Enter draw amount in This Draw Amount column• Enter the exact amount, including cents.

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Approval Actions(Creating Admin. Draw Request)

• Save updates to Pending; OR • Submit for Approval without Saving (2 step approval)

updates to Pending PM Approval.

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Overview(Creating Admin. Draw Request)

• Pending PM Approval status, the CA cannot perform

any further action.

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Draw Request(Creating Admin. Draw Request)

• Disapproved by PM - refer to the comments entered in

the online in the Approval Action section (lower portion of the screen) for explanation and further instruction.

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HBA Draw Requests

• If all HBA funds are being requested on the first Draw Request, refer to Creating a Final Project Draw Request and proceed as instructed in that section.

• If more than one HBA Draw Request will be made for a project, proceed as follows:

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CREATING A PROJECT

DRAW REQUEST • The HOME Program is a reimbursement program.

• Complete a Checklist for HBA Draw Requests (Form 16.11).

• Match contribution is entered with project Draw Request.

• PM requires support documentation to include the following: – Description of expense– Date the expense was incurred– Draw Requests amount must agree with support documentation– Address of activity

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TEXAS DEPARTMENT OF HOUSING AND COMMUNITY AFFAIRS HOME Investment Partnerships Program

Draw Request Checklist

Homebuyer Assistance (HBA)

Administrator:

Contract # Activity # Draw Amount $

Contract Start Date Contract End Date Service Date

ADMINISTRATOR TDHCA

Interim Draw Requests – submit the following documentation:

CERTIFIED copy of HUD-1 Settlement Statement

ORIGINAL Down Payment Assistance Note (Form 1.05)

CERTIFIED copy of Subordinate Deed of Trust (Form 1.06)

CERTIFIED copy of Transfer of Lien (Form 1.07)

Support documentation for eligible soft costs (not to exceed 10% of project costs) (i.e. housing counseling, etc.)

Support documentation for Match, as applicable

Final Draw Requests - ALSO submit the following documentation:

Final Inspection and Verification form for TMC Standards (Form 11.03)

Project Completion data entered into Contract System

REScheck Compliance Certificate (for new construction only)

Notes/Comments: ____________________________________________________________________________________________

____________________________________________________________________________________________________________

For TDHCA Use Only:

Approval Notification from Single Family

Delinquent Loan Docs 90 days old (T/cm/cmpm/HBA Delinquent Info/Delinquent Trailing Docs_HBA)

Approval Notes Section: “Reminder: All required homebuyer loan docs must be submitted within 90 days.”

Confirm that the Settlement Date is within the contract terms

Confirm: Single Audit Certification Expires:________________________

Confirm: No outstanding monitor issues (T/cm/cmpm/HOME/single audit_monitor issues)

CSAS / IDIS – Compare dates, budget amount, and drawn-to-date amount

Assign Risk Assessment score (1-5) ____________

Is TA recommended? No Yes (if yes, notify Supervisor)

Approved By: ________________________________________________ Date Approved: _____________

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Contract Summary Screen (Creating Project Draw Request)

• Select Activities at the upper right-hand corner of the screen.

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Contract Activity(Creating Project Draw Request)

• Select appropriate activity number in the left-hand column.

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Draw Balances(Creating Project Draw Request)

• Click on Draw Requests in the lower right-hand corner of the table.

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Draw List(Creating Project Draw Request)

• Click Create New Draw Request in the lower right-hand corner

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Required Documentation(Creating Project Draw Request)

** Refer to current Checklist (available on websites) for required documentation**

• A new Project Draw Request is initiated.

• Enter the Service Rendered dates (these dates must fall within the contract period).

• Select the box “Check this box if all required documents…”

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Draws for Project (Creating Project Draw Request)

• Enter amount in This Draw Amount column.

• Entries to Miscellaneous should be minimal.

• All Miscellaneous entries should be identified and described

in detail in the online Notes section

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Approval Actions(Creating Project Draw Request)

• Save updates to Pending; OR• Submit for Approval without Saving (2 step approval)

updates to Pending PM Approval.

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Draw Request(Creating Admin. Draw Request)

• Disapproved by PM

• Approval Action section (lower portion of the screen) for explanation and further instruction.

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Modifying a Draw RequestContract Summary Screen

(Modifying Project Draw Request)

• Select Activities at the upper right-hand corner of the screen.

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Modifying a Draw RequestContract Activity(Modifying Project Draw Request)

• Select appropriate activity number in the left-hand column.

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MODIFYING A DRAW REQUESTDraw List

(Modifying Project Draw Request)

• Click the appropriate Draw Request number on the DRAW LIST screen and make the necessary changes.

• When the modified Draw Request is submitted to the Department (Submit approval without saving), it will be updated to Pending PM Approval

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Processing Time Frame

• The funded amount (budget) data will not be updated until the Draw Request is approved by PM and by Accounting, and a voucher is assigned and entered into the System.

• This process requires 7-10 business days.

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Creating a Final Draw RequestContract Summary Screen

(Creating Final Draw Request)

• Select Activities at the upper right-hand corner of the screen.

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Creating Final Draw RequestContract Activity

(Creating Final Draw Request)

• Select appropriate activity number in the left-hand column.

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Draw Balances Creating (Creating Final Draw Request)

• Select Draw Requests in the lower right-hand corner of the table.

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Draw List(Creating Final Draw Request)

• Click Create New FINAL Draw Request.

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Draw Request(Creating Final Draw Request)

• Confirm that the Final Draw box is checked and data is correct.

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Additional information for Final Draws(Creating Final Draw Request)

• Note: The final Draw Request will not be approved without entering Project Completion (PCR – activity level—Related section) data.

• All applicable Match for a project must also be reported before a final Draw Request will be approved by PM.

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REPORTING MATCH CONTRIBUTION(Creating Final Draw Request)

• Match data should be entered with a project Draw Request.

• Provide proper support documentation

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ENTERING A PROJECT COMPLETION REPORT (PCR) DATA

• PCR data is the final action• Completed & submitted with the final Draw Request

• Select Activities (to get list of activities)

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Contract Activity(Entering PCR)

• Select appropriate activity number in the left-hand column

• Then scroll down to the RELATED section of the activity screen.

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Related Section (Entering PCR)

• Click on Project Completion Report

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Project Completion Report. (Entering PCR)

• Scroll down the screen and enter data in each section, as applicable.

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Property Details (Entering PCR)

• Property Type – Confirm data entry is correct. • FHA Insured – Confirm data entry is correct.• Initial Purchase Price – Enter amount as shown on HUD-1 • After Rehabilitation Value – Do not enter anything in this field.• Accessible – Confirm data entry is correct• Activity Type – Confirm data entry is correct.

• Appraised Value – Do not enter anything in this field.

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Home Funds (Entering PCR)

• HBA activities are deferred loans. • Annual Interest Rate - Enter 0. • Amortization Period – Enter 10. • Enter amount of funds committed to the project.

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Public Funds (Entering PCR)

• Enter data if applicable (i.e. grant from city).

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Private Funds (Entering PCR)

• Enter data if applicable (i.e. conventional mortgage loan).

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Approval Actions (Entering PCR)

• Save updates to Pending; OR • Submit for Approval without Saving (2 step approval)

updates to Pending PCR Approval.

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Overview (Entering PCR)

• The PCR has now been processed.