NY503 ALBANY COUNTY COALITION ON HOMELESSNESS PRESENTED BY

NY-503 ALBANY COUNTY COALITION ON HOMELESSNESS PRESENTED BY CARES OF NY, INC. OCTOBER 2018 UNIFIED FUNDING AGENCY STANDARD OPERATING PROCEDURES PART I: UFA OPERATING SYSTEM

GOAL Detail key points about the Unified Funding Agency (UFA) Operating System as described in Part I of the Standard Operating Procedures Manual, including: UFA Grant Administration Roles and Responsibilities of Stakeholders Benefits of UFA designation for HUD, Co. C Agencies and our Clients. 2

UFA GRANT ADMINISTRATION PROCESS 3

UFA SUBRECIPIENT AGREEMENTS FY 17 (02/01/18 - 08/31/19): 36 (projects) UFA Subrecipient Agreements (contracts) signed FY 18 (09/01/19 – 08/31/20): 15 (agencies) UFA Subrecipient Agreements to be signed

HUD: THE FUNDER HUD remains the Legal Authority to execute and direct the Co. C program: In collaboration with the Co. C, determines program outcomes and priorities Establishes legally binding contract with the UFA for the entire Co. C Maintains direct communication primarily with the UFA only Monitors the UFA

CARES OF NY, INC. : UNIFIED FUNDING AGENCY As UFA, CARES is legally responsible to HUD as a direct grantee; therefore on an annual basis: Enters into a grant agreement with HUD Enters into subrecipient agreements with each Co. C-funded agency Applies to HUD for all new and renewal projects and planning funding for the Co. C Reapplies for UFA designation

ADMINISTRATIVE RESPONSIBILITIES OF CARES, AS UFA As UFA, CARES also: Receives and distributes funding to subrecipients Focuses on maximizing Co. C resources and minimizing unspent funding Assumes a level of autonomy to determine how Co. C funds should be allocated among projects Assumes accountability for funding at least the number of units and serving at least the number of homeless individuals as stated in the application each contract year

COMPLIANCE RESPONSIBILITIES OF CARES, AS UFA As UFA, CARES is responsible for: Programmatic monitoring of subrecipients Fiscal monitoring of subrecipients Submitting all required reports to HUD (e. g. , APRs, budget amendment requests) Providing documentation of 25% match for Co. C

COC FUNDED AGENCIES: UFA SUBRECIPIENTS Under UFA designation, Co. C funded agencies are required to: Enter into a legally binding grant agreement with the UFA Meet all program requirements and budget obligations as stated in the Co. C Program application Maintain fiscal control & accounting practices to ensure proper disbursal of funds Allow UFA monitoring to ensure the project remains compliant with all responsibilities 9

BENEFITS AS UFA SUBRECIPIENT As a UFA Subrecipient, Co. C Agencies will no longer be required to: Complete Annual Renewal Applications Access e. Snaps Complete APRs Access Sage Manage financials through e. LOCCS (vouchers) Complete annual e. LOCCS certification This Photo by Unknown Author is licensed under CC BY-SA-NC

UFA STAKEHOLDERS Albany County Coalition on Homelessness (ACCH) Collaborative Applicant (CARES) ACCH Board Fiscal Advisory Committee

RESPONSIBILITIES OF THE COC Albany County Coalition on Homelessness (ACCH) In collaboration with HUD, the ACCH remains responsible for determining community and funding priorities Approving all projects applying for Co. C funding

RESPONSIBILITIES OF THE ACCH BOARD ACCH Board Reviews and provides feedback on fiscal policies and procedures Provides final approval of redirecting funds

COLLABORATIVE APPLICANT ROLE UNDER UFA DESIGNATION The Collaborative Applicant (CA) is: Selected by the Co. C to serve as UFA Is required to reapply annually for continued UFA-designation AND continue carrying out CA-required responsibilities, including: Successfully submitting the annual application Submitting the annual Housing Inventory Count (HIC) and Point-in-Time (PIT) Ensuring that the Continuum remains in compliance with HEARTH regulations through Co. C governance.

ROLE OF THE FISCAL ADVISORY COMMITTEE The Fiscal Advisory Committee plays a key role during the UFA Transition period (2/1/18 – 8/31/19) to provide feedback as the UFA develops: Internal financial controls and accountability policies Useful financial reports for the Fiscal Advisory Committee and ACCH Board Policies to ensure that Co. C monies are utilized efficiently

ROLE OF THE FISCAL ADVISORY COMMITTEE CONTINUED The Committee will provide ongoing guidance to ensure: Financial policies & procedures are documented in a Standard Operating Procedures (SOP) Manual which will be reviewed at least once annually and updated (as necessary) Financial policies and procedures are consistently followed Review of project financials (via vouchering) occurs each month In-depth fiscal monitoring of Co. C agencies occurs on an annual basis

UFA & FISCAL ADVISORY COMMITTEE COLLABORATION In collaboration with the UFA, the Fiscal Advisory Committee will: Develop recommendations to address issues identified via monthly expenditure reports and annual fiscal monitoring Make recommendations to the ACCH Board regarding redirecting funds

PRIOR / FUTURE UFA TOPIC WEBINARS UFA Standard Operating Procedures 101 Part I: UFA Operating System Part II: Financial Management - Policies & Procedures Part III: Subrecipient / Project Monitoring