GRANTS MANAGEMENT 101 MATCH SESSION WHAT IS MATCH

GRANTS MANAGEMENT 101: MATCH SESSION

WHAT IS MATCH? • In accordance with CFR 578. 73(a); match is cash or in-kind services that are contributed to the grant. • All funds used as match must be for activities that are eligible under the Co. C Program • Match Requirements • Subrecipients are required to match all grant funds (excluding funds in the leasing budget line item) with 25% of cash or in-kind contributions from other sources.

CONTRIBUTION TYPES Cash In-Kind

CASH CONTRIBUTIONS • Cash match is full face value of a cash contribution • Subrecipients may use funds from any source, excluding federal funds • Acceptable sources of Cash Match • Foundation dollars, donations and funds from agency • Unacceptable sources of Cash Match • Other federal grant funds • REMINDER: Cash match must be used for the cost of activities that are eligible under the award *Example: Case managers who are working with clients related to the award. Their wages are eligible to the award under supportive services and can be used as cash match. The case managers are being paid from the funds of the agency and not any other federal sources.

IN-KIND CONTRIBUTIONS • In-kind match is the non-cash value of real property, equipment, goods or services contributed to the program that would have been eligible if the subrecipient was required to pay for the cost with Co. C grant funds • Services provided by a third party must be documented by a Memorandum of Understanding (MOU) between the subrecipient and the third-party entity. • Services provided by the agency must be valued at rates that are ordinarily paid for similar work, goods or services • Allowable In-Kind match sources: • Property, goods or services contributed to the project may be from public or private resources *Example: A program allows a third-party agency to provide food services as a donation to their clients. The cost that would be paid to food is allowable to the program under supportive services and can be used as an in-kind match contribution.

MATCH COMMITMENT LETTER • Before grant execution, the subrecipient is required to submit a match letter on agency letterhead to IHCDA detailing the following commitment: • • Amount of cash to be provided to the project and/or amount of dollars for in-kind services to be provided to the project Specific date the sources will be available The grant year and fiscal year of the contribution Allowable activities to be funded by the commitment sources • If in-kind match is going to be used by the program a MOU is required to be submitted with the match letter between the subrecipient and the third-party agency that will provide the services.

MATCH CALCULATIONS *Example on match commitment calculations: • • Rental Assistance = $95, 000 Administrative Cost = $5, 000 Total Award Amount = $100, 000 Minimum Match Requirement = $25, 000 (25% of the total award) • IHCDA suggests subrecipients submit a slightly higher match commitment ($1, 000 -$2, 000) to consider the increase of the total award amount due to the fair market rent increasing every year. This will cause the rental assistance line to be higher than originally proposed.

GRANT CLOSE OUT • 60 days after the award end date, the subrecipient is required to submit the following information to IHCDA: • • • Grant Close Out Form Match Report Form APR Zip file *Example: • • • FY 2018 Award Date Ends 3/31/2020 Last claim deadline on this award 4/30/2020 Subrecipient’s deadline to submit close out documentation to IHCDA 5/31/2020 • If there any changes to the in-kind match sources than originally proposed in the commitment, a new MOU will need to be provided at the time of close out on the award.

GRANT CLOSE OUT FORM This section is where the subrecipient will enter their award details and match sources with the appropriate information including; services, match type and value.

GRANT CLOSE OUT FORM The form allows for the sub to breakdown their actual dollars spent on the award. Subrecipients are required to match 25% of dollars spent under the award. If a subrecipient submits more than 25% of match on the award, they are required to submit the additional documentation to IHCDA at the time of closeout.

SUPPORTING DOCUMENTATION • All match supporting documentation should be organized, the services provided should be clear with cost added on a general ledger • Supporting documentation can also be shared securely via Syncplicity *Example: Invoices, timesheets or case notes (with redacted personal information) • On company letterhead that indicates services provided, cost per hour and total amount spent on the project performing eligible tasks ‐ This form of documentation can be used to support case management and administrative duties cost for in-kind and/or cash match

CONTACT INFORMATION Candace Jameson Grants Analyst Indiana Housing and Community Development Authority 30 South Meridian Street, Suite 900 Indianapolis, IN 46204 317 -234 -7572 Ca. Jameson@ihcda. in. gov