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Attention: CoCs and Project Applicants with Leased Units in FY 2012 Renewal Project Applications
HUD has received multiple Virtual Help Desk (VHD) questions from Renewal Project Applicants who are experiencing problems on the Leased Units Budget Detail Form matching the HUD Paid Rent to the approved leasing budget line item on their Continuum of Care’s (CoC) HUD-approved Fiscal Year (FY) 2012 Grant Inventory Worksheet (GIW). This year’s transition from the cumulative annual leasing budget amount to a per-unit-size monthly budget has resulted in some HUD Paid Rent amounts that do not divide to a whole number, or exceed the jurisdiction’s Fair Market Rent (FMR). The purpose of the following instructions is to explain how such affected Project Applicants should complete these forms to be eligible to receive the full leased unit budget line item amount listed on the CoC’s HUD-approved FY2012 GIW.

Leased Units Budget Detail Form:

To complete the project application for the FY 2012 CoC Program Competition in e-snaps, applicants requesting renewal for leased units must provide an itemized detailed budget for their leased unit costs. Many renewal applicants have not provided detailed information for these costs on an application for many years, and as a result certain complications have become apparent. 

Who does this affect?
  • Renewal projects that have an average HUD monthly rent per unit (“HUD Paid Rent”) that is not a whole number (e.g. $750.55 instead of $751) on an e-snaps Leased Units Budget Detail Form.
  • Renewal projects that have an average HUD monthly rent per unit (“HUD Paid Rent”) that is above the jurisdiction’s FMR listed in the FMR column on an e-snaps Leased Units Budget Detail Form.  

Instructions for Affected Project Applicants:
 
Step 1Immediately contact your CoC’s Collaborative Applicant (CA). 

a. If you have already submitted your application to the CA it will need to amend the application back to you before you can proceed to Step 2.

Step 2: Log into e-snaps and access your “in progress” Project Application.

Step 3: Select Form 7C. Leased Units from the left menu.
Step 4: On Form 7C. Leased Units, identify and click the      icon next to the appropriate leased units budget detail form available in the list.

Step 5: On the Leased Units Budget Detail Form, confirm that the appropriate number of units for each unit bedroom size is entered according to your expiring grant agreement and the CoC’s HUD-approved FY2012 GIW.

Step 6: On the Leased Units Budget Detail Form, fill in the appropriate HUD Paid Rent for each unit bedroom size according to the average monthly rent per unit per unit bedroom size.

Step 7: On the Leased Units Budget Detail Form, compare the Total Request for Grant Term field to the total leasing amount on the CoC’s HUD-approved FY2012 GIW

a. If the amount is greater than the CoC’s HUD-approved FY2012 GIW:

i. Reduce the HUD Paid Rent column amounts by $1 at a time, clicking “save” after each reduction, until the “Total Request for Grant Term” field is equal to or below the GIW amount.

ii. Note the exact dollar amount that the Total Request for Grant Term is now below the total leasing amount on the CoC’s HUD-approved FY2012 GIW.

iii. Divide this number by 12. If it has a decimal, round the number up to the next highest integer. [example: if $750.12, round to $751; If $750.89, round to $751]

b. If the amount is less than the CoC’s HUD-approved FY2012 GIW:

i. Check each HUD Paid Rent field to make sure that it is as high as it can be without being above the FMR or without increasing the annual amount to above the total leasing amount on the CoC’s HUD-approved FY2012 GIW

ii. Note the exact dollar amount that the Total Request for Grant Term is now below the total leasing amount on the CoC’s HUD-approved FY2012 GIW.

iii. Divide this number by 12. If it has a decimal, round the number up to the next highest integer. [example: if $750.12, round to $751; If $750.89, round to $751]

Step 8: On the Leased Unit Budget Detail Form, add a single 9 bedroom unit. This is a necessary place saver to capture the remaining amount.

i. Under the HUD Paid Rent column, enter in the number calculated above in either Step 7a or 7b.

Step 9: On the Leased Unit Budget Detail Form, compare the Total Request for Grant Term field to the total leasing amount on the CoC’s HUD-approved FY2012 GIW.

i. The Total Request for Grant term should be either equal to or no more than $11 greater than the CoC’s HUD-approved FY2012 GIW.

ii. If the difference is greater than $11, please revisit the calculations above. When done correctly, the calculation should never equal a difference of more than $11.

Step 10: Complete any other amendments requested by the Collaborative Applicant.

Step 11: Resubmit the Project Application to the Collaborative Applicant as soon as possible.

What will HUD do to make sure the amount awarded is correct?

  • During assessment, HUD will identify and flag each Project Application with a 9 bedroom unit.
  • HUD will use the amounts listed on the CoC’s HUD-approved FY2012 GIW to correct the amount on the application and to bring it in line with the expiring grant amount.

How will this affect my Continuum’s Project Tier calculations?

  • Projects that are affected by this message should communicate with their Collaborative Applicant immediately to see if the over-budget costs will affect the Continuum’s Project Tier calculations

a. The change in the total ARA for one project should only be between $1 and $11.

b. If multiple projects per continuum are affected, the change could be greater than $11.

  • The Project Applicant should advise the Collaborative Applicant of its intent to only apply for the amount listed on the GIW, and not the amount on the application requested according to this guidance.
  • The Collaborative Applicant will then calculate their Tiers based on the GIW amount for this project instead of the Project Application amount.  The Project Application amount will be reflected in the Priority Listing, however the Collaborative Applicant should calculate their Tiers based on the GIW amount.  
  • HUD will make any required reductions during assessment, and before the Tiers come into effect.
For more detailed instructions on how to complete the project application budget forms, please refer to the Project Application Part 7 Budget Information training module on the e-snaps training site. If you have any questions or concerns regarding this process, please submit a question to the HUD HRE Virtual Help Desk.

NOTE – The Virtual Help Desk will be closed on Monday, December 24th and Tuesday, December 25th. The Help Desk will resume responding to questions on Wednesday, December 26th.

 
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