When billing for reimbursement of qualified time/activity, can grantees bill HUD a combined hourly rate that consists of both base salary and fringe, or does the agency need to itemize (i.e., break down) the expenses?
Date Published: March 2019
According to the FY 2018 Grant Agreement, grantees must identify each counselor or other employee whose time/activity is being billed to the grant; the individual’s title and the hourly billing rate used to calculate the reimbursement from HUD or an intermediary organization for that individual’s time/activity; or in the event of fixed-priced reimbursement, document actual expenses (which must be reasonable and do not exceed actual cost). The agency must explain the method used for calculating hourly rates, e.g. whether benefits are included in the rate.
When documenting actual costs, the grantee must submit a detailed, comprehensive, itemized accounting of actual costs listing expenses for each distinct quarter and the grant period to date under the grant. At a minimum, the accounting must include the following (if applicable): salaries, fringe and other benefits, training, marketing, outreach, and indirect costs. The accounting must itemize the expenditure of each dollar being billed to the grant. The itemized accounting of actual expenses may be submitted on form HUD-424 CB, or in a format of the grantee’s choosing if the form HUD-424 CB does not provide enough detail. Any deviation between the itemized accounting of actual costs and the budget submitted at the time of grant execution must be explained in detail and approved by the agency’s Point of Contact (POC).