CoC Program Toolkit - Grant Administration (Includes Recordkeeping and Financial)
Resources address the new grant administration requirements under the new CoC Program to include recordkeeping, match, and financial management.
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Overview of Grant Administration
Resources categorized under Overview of Grant Administration provide introductory, high-level information about administering a CoC Program grant and include a crosswalk between the requirements under the legacy homeless programs and the new CoC Program, the different stages of a grant, recordkeeping requirements, and grant amendments.
Indirect Cost Toolkit for CoC and ESG Programs
This toolkit has been developed to assist recipients and subrecipients under the CoC and ESG programs to better understand indirect costs—such as facility or administrative costs—and how they can be calculated and charged under these programs. Recipients can use this toolkit to make an informed decision concerning the best method for computing and seeking reimbursement for indirect costs under ESG and CoC program grants.
Date Published: March 2021
CoC Program Environmental Review Flow Chart
This tool provides CoC Program recipients assistance in correctly identifying what level of environmental review is required for their CoC Program project(s). This tool provides links to the following forms: CoC Program 'CEST' Limited Scope Review, Exempt/CENST, EA, and CEST.
Date Published: October 2016
CoC Program: Grant and Project Administration Requirements Online Training Module
This online training module ensures that recipients and subrecipients understand the primary responsibilities in administering a CoC Program project. The module includes a summary of information about the requirements established for recipients and subrecipients in the CoC Program interim rule.
Date Published: April 2016
Converting Site-Based Projects Under 15- or 20-Year Use Restrictions Without Having to Repay Funds
This guidance document provides information and alternatives on what recipients of CoC Program funds can do with properties under use restrictions.
Date Published: January 2016
CoC Program Start Up Training Webinars for FY 2013 Funds
The purpose of this training is to assist recipients and subrecipients of CoC Program funds awarded under the CoC Program interim rule (24 CFR part 578) to gain an understanding of the requirements and responsibilities related to operations and grant administration. This training applies to projects awarded with FY 2013 funds under the FY 2013/FY 2014 CoC Program Competition and any future competitions awarded under the interim rule.
Date Published: February 2015
CoC Program Amendments Video
This video provides an overview of the ability of grant recipients and subrecipients to make changes to a project.
Date Published: September 2013
CoC Program: Grant Administration Broadcast
This broadcast provides an overview of the grant administration requirements under the new CoC Program. The broadcast focuses on the stages of a CoC Program grant, helping the listener understand what to expect at each stage.
Date Published: September 2013
CoC Program Grants Administration User Guide
This user guide reviews the standards for administering CoC Program grants, with a specific focus on the grant award requirements in Subpart C and the grant administration requirements in Subpart G of the CoC Program interim rule.
Date Published: April 2013
Match Requirements
Resources categorized under Match Requirements explain what match is under the new CoC Program, how to calculate it, and how to document it to ensure that recipients and subrecipients avoid monitoring and compliance issues.
Importance of Documenting Match Under the CoC Program Podcast
This podcast provides an overview of CoC Program matching requirements and documentation.
Date Published: September 2013
Match Requirements in the CoC Program Video
This video provides an overview on changes to the match requirements under the CoC Program interim rule.
Date Published: September 2013
Recordkeeping
Resources categorized under Recordkeeping assist CoCs in collecting HMIS data throughout a project’s lifespan and explain the recordkeeping requirements associated with classifying individuals and families as homeless.
CoC HMIS Data Collection Templates
These templates provide Continuum of Care (CoC) Program recipients with recommended phrasing and ordering for collecting clients’ responses to HMIS data elements for CoC Program-funded projects at project entry, project annual assessment, and project exit.
These templates were revised in October 2017 to comport with the HMIS Data Standards.
Date Published: October 2017
CoC HMIS Recordkeeping Requirements Start Up Training Webinar
This webinar, presented as a part of the CoC Start Up Training series, provides an overview of HMIS data collection requirements for FY 2013 recipients with projects funded under the Continuum of Care (CoC) Program interim rule.
Date Published: June 2014
Criteria and Recordkeeping Requirements for Definition of Homelessness
This two-page document provides a high-level overview of the homeless definition by outlining the criteria for defining homelessness and the recordkeeping requirements based on four categories under which individuals and families may qualify as homeless.
Date Published: January 2012