Documentation Requirements

What are the recordkeeping and documentation requirements for individuals and families who are homeless (§ 578.103(a)(3)) or at risk of homelessness? (578.103(a)(4))

Documenting homelessness and at risk of homelessness status is one of the most important duties of grant administration. Recipients must have written policies and procedures that:

  • Require intake staff to document eligibility at intake/screening
  • Specify the evidence that must be used to establish and verify homeless or at risk status
  • Include standards for documenting due diligence

Looking for definitions of the common CoC and ESG Program terms referenced throughout the Virtual Binders?

Virtual Binders Glossary

Note: Standards must be consistent with recordkeeping requirements and reflect HUD’s preferred order.

HUD has published a guide on recordkeeping requirements for the “homeless” definition that are specific to each of the above categories.

The At Risk Status and Income: Recordkeeping Requirements Webinar for ESG Grantees describes recordkeeping requirements for the At Risk of Homelessness Definition and Income.