fiduciary responsibilities for monitoring sub-grantees
TRANSCRIPT
Fiduciary Responsibilities in Monitor Sub-Grantees
• MSDHA website have updated information available– Monitoring packets available for assistance
• Key Parts– Fiduciary responsibilities
– Monitoring of HARAs
– Monitoring of sub grantees
Part 1Common Fiduciary problems
– No required reimbursement schedule established
• Sub grantees should be submitting reimbursement requests to their fiduciary regularly
– Either monthly or quarterly
– Not inspecting HMIS data regularly
• There should be no missing DOB on your HMIS client served reports
Common Fiduciary problems
– Monitoring of HARAs and sub grantees should have been done
• Written letters should have been sent to each agency monitored
– Please send a copy of those letter to your HA specialist
– Better review of sub grantee audit reports is needed
• Some of your sub grantees have findings
– Look for finding involving cash handling, financial reporting, and accounting procedures
» Have your accountants assist in reviewing financial statements
Common Fiduciary problems
– Make sure your vendors and sub grantees are not listed on the debarment/suspension list
• Go to https://www.sam.gov/portal/public/SAM/ to see their status
Common Fiduciary problems
– Improper accounting
• Your financial assistance types should be separated
– Prevention and Rehousing financial assistance should not be merged together
» Case managers should be identifying costs that are submitted
» Accountants should be tracking the different types of assistance
Common Fiduciary problems
– For budgeting and planning proposes, it is recommended that you break down both
• Prevention- Utilities, arrearages, security deposits and leasing assistance
• Rehousing- Utilities, security deposits, and leasing assistance
Part 2Monitoring of HARAs
– Common problems
• General releases of information are not allowed
– HMIS ROI required
» Agency can have additional ones
• Missing 214
– IDs are required with the 214
» There is not a substitute for the 214
» IDs can be uploaded to HMIS
Monitoring of HARAs
• ESG forms 2 & 3
– The literally homeless qualify for category #1 of form #2.
– All other categories fall under Prevention.
• Household incomes
– All adult members must have their income documented
» Non-working adults fill out form #8
• Verification of Income
– Pay stubs/award letter are the best
Monitoring of HARAs
– Housing documents
• Missing leases
• No housing inspections
– Habitability standards is required
• Proper lead based forms needed
– There are 3 different ones
» #19 is required for all households
Monitoring of Sub Grantees
– Common problems
• Timely billing
– Late submission for reimbursement is not a good sign
» Fiduciaries should look into why an agency that is not turning in billings in a timely manner
Monitoring of Sub Grantees
– No set guidelines for case management• Possible requirements
– Detailed case notes
– HMIS entry
– Regular meetings
– Setting clear goals
– Referrals to HARA or other eligible programs
Monitoring of Sub Grantees
– Oversight
• Billing detail
– Review the time sheets for hours worked
» Look for excessive hours
» Look to see how many programs hours are billed to
» Check case notes to see how often case workers met with clients
» Look to see how many programs the case manager works on
Monitoring of Sub Grantees
– Monitoring
• Look at overall costs and staff capacity
• Look at the case workers workload
• Look at exit outcomes
• Review operational expenses
Questions
• If you have any questions about the content of this webinar, please contact Scott Clark at: [email protected]