How do I document cash match?

It is important that recipients and subrecipients accurately document cash match. Either at the time of application or prior to grant execution, recipients must supply HUD with written commitment that documents the amount and sources of cash match. Documentation should be provided on the source agency's letterhead and should be signed and dated by an authorized representative. During the course of the grant, recipients must document the expenditures paid for with cash match to demonstrate that the funds were spent on eligible activities. They are also responsible for monitoring subrecipient match.

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

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What are the documentation requirements for cash match?

When the source is cash, written documentation should be provided on the source agency's letterhead, signed, and dated by an authorized representative, and, at a minimum, should include the following:

  1. Amount of cash to be provided to the recipient for the project
  2. Specific date the cash will be made available
  3. The actual grant and fiscal year to which the cash match will be contributed
  4. Time period during which funding will be available
  5. Allowable activities to be funded by the cash match

Recipients/subrecipients must provide HUD with match documentation prior to grant agreement execution. For more information on the documentation requirements for match in the CoC Program, review the CoC 2.0 podcast titled The Importance of Documenting Match Under the CoC Program.

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It is critical that recipients and subrecipients understand their responsibilities in tracking and documenting match commitments and expenditures. You could be liable to repay funds to the U.S. Treasury if match funds are misused.