1. LOCCS/eLOCCS Continuum of Care Training
Valerie Reed-Sweed
Senior CPD Representative – San Antonio Field Office
September 2018

2. Topics HUD - LOCCS Web Grantees – eLOCCS eLOCCS Quick References
LOCCS Overview
What’s in LOCCS
What can HUD Program Staff Do in LOCCS
What can Grantees do in eLOCCS
Grantees – eLOCCS
eLOCCS Grantee Registration in Secure Systems
Submission of HUD 27054E
eLOCCS Grantee FAQ
eLOCCS Quick References
Questions to the OCFO
Questions

3. LOCCS HUD Web

4. LOCCS Overview
The Line of Credit Control System (LOCCS) is the U.S. Department of Housing and Urban Development’s (HUD) primary grant and subsidy disbursement system that handles disbursement and cash management for the majority of HUD grant programs.
Annual disbursements exceed 28 billion.
HUD staff accesses LOCCS through a web version just called LOCCS or LOCCS-Web.
1,500 users
External Business Partners and Grantees access LOCCS through an internet version called eLOCCS.
16,500 users

5. What’s in LOCCS Grant funding amounts
Reservation, Obligation, Contract, Disbursement and Collections
Program subsidiary contract funding breakout
Budget Line Items
Program voucher review and threshold edits
LOCCS controlled
Grant voucher review and threshold edits
HUD Program staff controlled
Program required information
Obligation/Expenditure (CFP)
Program document tracking
Financial/Progress reports

6. What Can HUD Program Staff Do in LOCCS
View grantees HUD portfolio
View individual grant detail
Spread grant budgets (if applicable)
Review vouchers out-for-review
Cancel unpaid vouchers
Place grant level flags
Review thresholds
Drawdown suspensions
View grantees eLOCCS users and their access authority

7. What Can Grantees Do in eLOCCS
View their HUD portfolio
View individual Grant detail
Enter a voucher (if authorized)
Enter Program information if required
(i.e. obligation/expenditure)
Maintain their personal address
Control who in their organization receives LOCCS s

8. Grantees - eLOCCS
Core Functionality

9. eLOCCS Grantee Registration
eLOCCS is accessed through the HUD internet portal called Secure Systems. Secure Systems supports many HUD applications, of which eLOCCS is one of them. In order for grantees to use eLOCCS, there are steps which must be completed prior to accessing eLOCCS. Information/instructions for accessing LOCCS can be found at The eLOCCS registration and getting started guides can be accessed at

10. eLOCCS Grantee Registration
Only done once for the organization. Wait 24 hours to proceed.
Register Organization as a Business Partner
Register as Coordinator or User
Coordinator Assigns LOCCS Roles to Registree
Submit 27054E
Field Office (Program Office) Approval
New coordinator waits 7-10 days to receive coordinator ID. New user will await user ID from coordinator. If coordinator is existing and the user is new, after registering as user, it will be available for the coordinator within 24 hours.
New coordinator assigns role to themselves first before users. Existing coordinators will assign roles to the new user and provide the id.
Mail form to Program Office.
Mail form to OCFO Security.
OCFO entry into LOCCS within 3 days receipt or returned for corrections.
OCFO Security Entry Into System
Receive within 10 days.
to User Regarding Access

11. eLOCCS Grantee Registration
There are 4 registration components which must be completed prior to accessing eLOCCS:
Component 1 – Secure Systems Business Partner Registration
Component 2 – Secure Systems “Coordinator” Registration
Component 3 – Secure Systems “User” Registration
Component 4 – HUD 27054E eLOCCS Authorization Form

12. Register As A Business Partner
Component 1- The Business Partner organization must be recognized by Secure Systems. This is accomplished through the Business Partner Registration process.  Registration needs to be done once for an organization.  If the organization is not registered in Secure Systems they MUST do this step.
Business Partner Registration link:

13. Register As Coordinator or User
In Secure Systems there are two ID types available to register
Component 2 - Coordinator/Approving Official
Component 3 - User
Both types need a Secure System’s User ID. Please note, it takes up to 10 business days for the Coordinator to receive their User ID (M ID). The coordinator can retrieve the M ID for the User
Secure Systems Registration link:
public_indian_housing/reac/online

14. Coordinator Assigns LOCCS Roles
The Coordinator has to assign LOCCS Roles to the grantee’s user ID in order for the user to see and sign into eLOCCS from the Secure Systems Main Menu.
In Secure Systems the Coordinator would retrieve the User ID (or search on user name) and assign the ‘Query’ and ‘ADM’ LOCCS roles to establish the eLOCCS link.

15. Submit HUD 27054E Form
The Business Partner Registration and Secure Systems Registration are independent of LOCCS 27054E registration. However, the user needs a Secure Systems ID in order to complete the HUD 27054E form and registration.  The user can find the Instructions on the form.
The Grantees (all new or reinstated user who need to access eLOCCS) need to complete the LOCCS HUD-27054E form, have it notarized, send the original HUD-27054E LOCCS Access Authorization Form (with the original signature and notary seal) via U.S. Mail to the Program Office for review.  
Component 4 -HUD 27054E LOCCS Access Authorization Form:

16. 27054E Security eLOCCS Access Authorizatio Form
To accommodate Single Sign On (SSO), the current LOCCS Authorizations security form was revised to use Secure Systems IDs for both the user and their Approving Official.  In addition, some reorganization of the information was made and Social Security Number (SSN) was removed from the form.
Users will use the new HUD-27054E beginning

17. New Form Page 1 Note: Secure System ID is required

18. 27054E
New Form Page 2

19. HUD 27054E Form Approval
The Program Office must review the form and validate that the grantee is the correct official accessing the grant, and program area requests are accurate.
The Program Office signs and dates the HUD-27054E LOCCS Access Authorization Form acknowledging the review and authorization. The Program Office must then send the original LOCCS Access Authorization Form (with the original signature and notary seal) via U.S. Mail to the OCFO’s Security office.

20. LOCCS Security 27054E Entry
OCFO’s Security Office will review the form and process the request by entering the access for eLOCCS into the system within three days of receipt.
If the form is incomplete, it will be sent back to the Program Office via U.S. Mail for corrections, which will slow the process down.

21. to User
The LOCCS system will automatically generate an Access Authorization letting the user know the 27054E has been processed, enabling grantees to access their eLOCCS account. Grantees should receive the Access Authorization via within 10 days after the Program Office submits the completed HUD E form to the OCFO Security office.
If the grantee does not receive a response within 10 days, they should contact the Program Office. The Program Officer will review the 27054E status and contact the Security office if necessary.
Once access is established the user will receive an access that requires the grantee user to access eLOCCS by a certain date. If the system is not accessed by the date specified in the , the user’s authorization will be canceled and another original notarized form must be resubmitted.

22. What Grantees See In eLOCCS
REAC eLOCCS link (this is what they see on the Secure Systems Main Menu)
LOCCS Authorizations (this is what they see after registering the 27054E)
eLOCCS Core Screens
Main Menu
Portfolio
Grant Queries
User Profile
Voucher Drawdown
Maintenance
eLOCCS getting started Guide has complete list

23. Secure Systems eLOCCS Link
The Grantee can see and sign into eLOCCS hyperlink from the Secure Systems Main Menu after the coordinator assigns LOCCS Roles to the grantees user ID.
REAC Systems Link:

24. LOCCS Authorization Page
Clicking the “Line of Credit Control System eLOCCS” link will display the LOCCS Authorizations page. The LOCCS Authorizations Page may be different for each Business Partner depending on the program area authorization selected from HUD form 27054E.

25. eLOCCS – Main Menu
eLOCCS main menu page displays from the eLOCCS Authorization page. In this example the ‘Capital Fund Program’ (CFP) was selected on the Authorizations page.

26. eLOCCS - Portfolio

27. eLOCCS – User Profile

28. eLOCCS – User Profile
Grantees have access to their profile, which is accessed from the eLOCCS Main Menu. This profile displays Business Partner address, phone, user , approving official information, HUD 27054E authorization and Secure Systems roles. The user has the ability to edit their .

29. eLOCCS – Voucher Entry

30. eLOCCS – Voucher Entry
The Payment Voucher Selection screen, which is accessed from the Main Menu, allows the grantee to draw down on a voucher by putting a check mark in the box next to the grant no. for selection.

31. eLOCCS – Cancel Voucher

32. eLOCCS – Cancel Voucher
Users who have the authority to create a voucher request can cancel that request prior to LOCCS payment. The Cancel Voucher Selection is accessed from the Main Menu.

33. eLOCCS – Email Addresses

34. eLOCCS – Email Maintenance
Maintenance - eLOCCS has the ability to provide s of LOCCS HUD changes that affect the funding of grants in a portfolio. The Business Partner maintains both the distribution list and the LOCCS that each user’s address will receive.
In order to update or maintain addresses, users must be assigned the Secure Systems LOCCS role of ‘ADM - Administration’. The ‘ADM’ role enables the eLOCCS Main Menu to display ‘Maintain Addresses’ and ‘Maintain Assignment’ hyperlinks.

35. eLOCCS – Email Maintenance
The Maintain Addresses screen provides an entry of the primary address for the Business Partner. Additional addresses can be added.

36. eLOCCS – Email Assignments

37. eLOCCS- Email Assignments
The Maintain Assignments page allows an Admin user to assign additional addresses other than the primary address to specific s generated by LOCCS.
A user has two options for assignment
By Addressee
By Type of

38. eLOCCS Grantee FAQ
I don’t know who the Secure Systems Coordinators are for my organization.
The REAC Technical Assistance Center will be able to help you with that. Contact the REAC Technical Assistance Center at 1-(888)
Contact your organizations Secure Systems Coordinator/Approving Official for the following questions or issues; 
I have registered for a Secure Systems User ID and have not received it.
Ask your Coordinator/Approving Official to retrieve your User ID and establish the eLOCCS link/roles. If you do not know your System Coordinator, contact REAC Technical Assistance Center.
I am a Secure Systems User and do not see the eLOCCS link after I sign in.
Your Coordinator/Approving Official has not assigned the LOCCS – Query and ADM Roles. Contact your Coordinator/Approving Official to assign these roles. Refer them to the LOCCS Registration Guide Appendix A if necessary.
I click on a program area in eLOCCS, and the main menu is blank.
Verify with your Coordinator/Approving Official that LOCCS – Query and Administration roles are assigned. Refer them to the LOCCS Registration Guide Appendix A if necessary.
I do not have any options displayed on my LOCCS menu.
You were not assigned the LOCCS – Administration role by your Coordinator/Approving Official. Have your Coordinator/Approving Official add this role to you.

39. eLOCCS Grantee FAQ (continued)
Program Office can respond to the following questions or issues; 
Where do I send LOCCS Forms
The instructions on the form and also on all documentation on the web requires that the original LOCCS  form be mailed to the grantees’ program office for their review and then the program office will forward the form to the OCFO Security office.  Please ensure that all of your grantee forms, are in your physical presence, reviewed, signed and if correct forwarded to the OCFO Security office for processing.
Program Offices should not send or receive grantee LOCCS forms, or any personal information, such as user-id or letters via .  OCFO Security will not open those s or respond to them.  HUD is not secure and it is a security violation to do so as you are exposing grantees to the potential for identity theft.  OCFO has not provided approval for this, even if it is for research.  Do not send any grantee forms via and delete any from .  It is reportable to the Office of the Inspector General and compromises the integrity of the Department’s Security policy.
My Organization address is incorrect in eLOCCS or you need to change your banking information.
To change your organization address or banking information, send a revised SF-1199A to your program office, who will in turn forward it to Fort Worth Accounting. LOCCS is a payment system, where a payment can be made by check and treats the name and address of your organization as if it were banking/payment information, which requires an SF-1199A .
Changing Approving Officials
In the event that a grant recipient/grantee changes its approving official, it must provide written notification to the OCFO Security office, with a copy to the Program Office. This notification must be on the organization’s letterhead and include the information found at this link under changing approving officials.

40. eLOCCS Grantee FAQ (continued)
I do not see a particular program area on the Authorizations page, but it shows up on the Grant Portfolio page.
To have drawdown program access, add the program area access to the HUD-27054E (see URL Links Section 5.2 of the Grantee Getting Started Guide) LOCCS Access Authorization form and forward to your local Program Office for review. The Program Office will forward the form to OCFO Security office for processing.
Any LOCCS Access Authorization Question the Program Offices can review the HUD-27054E form for the users in LOCCS Web.
Grantee says, When I attempt to drawdown from the Payment Voucher Entry hyperlink, I get a grant information page with budget related tabs.
You either selected a grant from the Grant portfolio hyperlink or after selecting the Payment Voucher Entry hyperlink from the main menu you clicked on the grant link instead of placing a checkmark in the box beside the grant number.
The only way a drawdown can be completed is through accessing the Payment Voucher Entry hyperlink from the eLOCCS main menu, mark the check box next to the grant number and submit.
We didn’t get the money
The voucher is still pending payment, e.g. went out for HUD review, or At payment time, banking information was not defined for the grant, or The grantee changed banking accounts and/or bank and they haven’t submitted an 1199-A to change it.  (result will be a Treasury  Reject).

41. eLOCCS Grantee FAQ (continued)
Grantee says, I can’t drawdown my funds.
There is a pending action that needs to be completed by the grantee, e.g. entry of Obligation/Expenditure for CFP grants,  or There is a pending budget update.  New funding has not yet been applied to the grant, or The grantee and/or grant is suspended.
User does not have the QRY role in Secure Systems and can’t see the menu option for voucher entry, or User does not have drawdown authority in LOCCS for the Tax ID/Program Area of the grant.
The Grantee asks, I don’t see my grant on the Payment Voucher Entry ?
Either the grant has not been funded yet, or the grant is now fully disbursed and eLOCCS defaults to only showing grants with a balance, or the grant is under a different Tax ID or different program area then what the user has authority for.
The Program Office can enter the Grantee’s TIN or CA ID on the Front Page to pull up the Business Partner page. Then click on the link for the Program Area the grantee is referring to.
The Grantee asks, I can’t cancel my voucher?
Grantee can only cancel the voucher while it is pending payment, typically only that day.  They can’t cancel once it’s paid. Program Office can review if the voucher has been paid on the grant voucher tab for that grant/business partner in LOCCS.

42. eLOCCS Grantee FAQ (continued)
Grantee says, I need to enter or edit my address in eLOCCS
The Program Office can review the grantee’s address and on the Business Partner page in LOCCS Web on the Business Partner’s ‘eLOCCS Users’ tab. Then instruct the user to enter/edit their from their ‘User Profile’ link on the left side of their Program Area Main Menu page.
A contract administrator is adding a new addressee to the ELOCCS distribution list.   How do they add a new staff member to this address group.
Instruct the grantee they can add and maintain addresses on the ‘Maintain Addresses’ module from their Front Page

43. eLOCCS Quick References
eLOCCS Quick Reference - Guides 1
Guide
URL
eLOCCS Access Guidelines for Grantees
These are general LOCCS instructions for obtaining access and filling out the HUD-
27054E eLOCCS Access Authorization Form and SF1 199A Direct Deposit form.
here 2
eLOCCS Registration Guide Walks you through;
Registering for an ID in Secure Systems
Having your Secure Systems Coordinator assign you the eLOCCS application and the ADM/QRY eLOCCS roles.
Requesting eLOCCS access/authorization through the HUD-27054e. 3
eLOCCS Getting Started Guide
This guide provides eLOCCS web page examples, familiarizing the user with how navigation works in eLOCCS and how to view, manage and drawdown HUD grant funds. 4
eLOCCS Approving Official Recertification Guide
This guide is specific to Approving Officials and provides recertification web page examples, as well as instructions on how an organization can change Approving Officials.
eLOCCS Quick Reference - Forms
Form
HUD-27054E eLOCCS Access Authorization Form
Use this form to request specific LOCCS Organization and HUD Program Area access. The eLOCCS Access Guidelines for Grantees (#1 in the Guides Quick Reference) has instructions on filling out this form.
SF1199 Direct Deposit Form
Used to establish or change an organizations Banking Institution or Account
Number
Instructions on how to fill out and where to send can be found in the eLOCCS Access Guidelines for Grantees (#1 in the Guides Quick Reference).
HUD Change of Name or Address Form
This form is used when an organization address changes.

44. eLOCCS Quick References (continued)
eLOCCS Quick Reference - Miscellaneous 1
Miscellaneous
URL/Reference
Secure Systems Login
Select the appropriate Login option from the System Login action(s) on
the right-hand side of the page.
here 2
Secure Systems Technical Assistance (TAC) Contact TAC;
If you or your Coordinator are having issues registering in Secure Systems
If you or your Coordinator can’t get past the User ID/Password on the Secure Systems User Login page. 3
eLOCCS Mailbox
Only the mailbox if your local Program Office cannot assist.

45. Questions to OCFO Security
Always contact your Field Office first with questions If your Field Office is unable to assist, please any questions regarding LOCCS/eLOCCS security and access

46. Questions