Fiduciary Responsibilities for Monitoring Sub-Grantees

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 1 Common 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 to see their statushttps://

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 2 Monitoring 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

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