1

CREATING AN ADMINISTRATIVE

DRAW REQUEST (OCC)

• Complete a Checklist for Administrative Draw Requests (Form 16.08).

• Draw Requests amount must agree with support documentation

• The HOME Program is a reimbursement program.

2

TEXAS DEPARTMENT OF HOUSING AND COMMUNITY AFFAIRS HOME Investment Partnerships Program

CHECKLIST ADMINISTRATIVE / OPERATING DRAW REQUEST

Administrator: __________________________________________________________________________________________________________________

Contract #: _______________________ CHDO Set-Aside? Yes No Draw Amount: $ _____________________

Contract Start Date: __________________ Contract End Date: ___________________ Service Date(s): __________________

Eligible Administrative Expenses Include:

Administrator TDHCA Review Review

Salaries - Must include support documentation (time sheets – refer to Form 15.1) indicating the hourly rate, including benefits, and the pro-rated hours that were worked directly on the HOME Program. Benefits include Social Security and Medicare.

Travel – Costs to/from HOME-related training workshops.

Goods and/or Services which are required for the administration of the HOME program (i.e. equipment, phone bills, inspections, etc.)

Consultants and Third Party Fees – A copy of the contract or agreement with the Contract Administrator must be submitted to the Department. Documentation must include detailed description of services performed by the third party.

Affirmative Marketing (i.e. publications, brochures, etc.) – Must include a copy of the invoice.

Environmental Review – Must include a copy of the invoice. (Environmental review expenses may be charged as EITHER project costs or administrative costs, but not both.)

For CHDO Operating Expenses Only:

Financial Statements and/or Accounting Records – Expenses reimbursed cannot exceed 5% of documented operating expenses, or $50,000, whichever is greater. Notes/Comments: _____________________________________________________________________________________________________________

__________________________________________________________________________________________ For TDHCA Use Only:

Confirm that the service dates are within the term of the contract

Confirm that Single Audit/Certification is current AND there are no outstanding monitoring issues

CSAS – Verify dates, budget amount, and drawn-to-date amount

Is monitoring visit recommended? No Yes (if yes, notify Monitoring supervisor)

Assign Risk Assessment score

Approved by ____________________________________________________ Date ______________________________

3

Draw Request status:(Creating Admin. Draw Request)

• Save • Pending – not submitted to PM.• Submit for Approval without Saving –authorized individual;

submit the request to PM. • Pending PM Approval – ready for PM’s review. • Disapproved by PM – Refer to the Notes for explanation & further

instruction by PM. • Pending Processing – Draw Request approved by PM & submitted

to Acctg. Division for approval.• Pending Accounting Approval – Draw Request reviewed by

Acctg. Division & processed for a voucher number.• Approved

4

Contract Summary Screen(Creating Admin. Draw Request)

• Select Draw Request in the lower right-hand corner of the Budget table.

5

Draw List (Creating Admin. Draw Request)

• Select Create New Draw Request in the lower right-hand corner of the Draw List screen.

6

(Creating Admin. Draw Request)

7

Required Documentation(Creating Admin. Draw Request)

** Refer to current Checklist (available on website) for

required documentation**

• A new Administrative Draw Request is initiated.

• Enter the Services Rendered dates (These dates must fall within the contract term).

• Click Save to continue the Draw Request and go to the

next screen.

8

Draws for Admin(Creating Admin. Draw Request)

• Enter draw amount in This Draw Amount column• Enter the exact amount, including cents.

9

Approval Actions(Creating Admin. Draw Request)

• Save updates to Pending; OR • Submit for Approval without Saving (2 step approval)

updates to Pending PM Approval.

10

Overview(Creating Admin. Draw Request)

• Pending PM Approval status, the CA cannot perform

any further action.

11

Draw Request(Creating Admin. Draw Request)

• Disapproved by PM

• Approval Action section (lower portion of the screen) for explanation and further instruction.

12

CREATING A PROJECT

DRAW REQUEST (OCC)• The HOME Program is a reimbursement program.

• Complete a Checklist for OCC Draw Requests (Form 16.07).

• Match contribution is entered with project Draw Request.

• PM requires support documentation to include the following: – Description of expense– Date the expense was incurred– Draw Requests amount must agree with support documentation– Address of activity

13

TEXAS DEPARTMENT OF HOUSING AND COMMUNITY AFFAIRS HOME Investment Partnerships Program

Draw Request Checklist Owner Occupied Assistance (OCC)

Administrator:

Contract # Activity # Draw Amount $

Contract Start Date Contract End Date Service Date

REQUIRED documentation for Project Draws: Administrator TDHCA Review Review Signed Contractor Request for Payment (Form 11.04)

Itemized invoice from Building Contractor

Interim Lien Waiver Affidavit by Contractor (Form 11.25), if applicable

Support documentation for soft costs (Maximum 12% of Project Hard Costs)

Supporting documentation for Match, as applicable

Is this the FINAL Draw Request? Yes No If Yes, submit / perform the following:

Construction 100% complete

Final Inspection and Verification for TMCS (Form 11.03)

“After” photos of work performed

Final Bills Paid Affidavit by Contractor (Form 11.08)

Lien Waiver Affidavit [Interim] by Subcontractor (Form 11.22

Lien Waiver Affidavit [Final] by Contractor (Form 11.24)

Contract and Subcontract Activity Report (formerly HUB Report) (Form 7.02)

REScheck Compliance Certificate (for new construction only) (www.energycodes.gov/rescheck/download.stm)

Project completion data entered into TDHCA Contract System

Notes/Comments: ________________________________________________________________________________________

For TDHCA Use Only:

Confirm service dates are within the term of the contract

Confirm Single Audit/Certification Expires ______________________

Confirm no outstanding monitoring issues (t:/cm/cmpm/HOME/singleaudit_monitor issues)

Assign Risk Assessment score (1-5) _____________________

CSAS / IDIS– Verify dates, budget amount, and drawn-to-date amount

Close activity in IDIS and Contract System

Deobligate funds (for final draw only) $ _________________________ and send email to Accounting

Is monitoring visit recommended? No Yes (if yes, notify Monitoring Supervisor)

Approved by: _____________________________________________________ Date Approved: _________________________

14

Creating Project Draw RequestContract Summary Screen

(Creating Project Draw Request)

• Select Activities at the upper right-hand corner of the screen.

15

Contract Activity(Creating Project Draw Request)

• Select appropriate activity number in the left-hand column.

16

Draw Balances(Creating Project Draw Request)

• Click on Draw Requests in the lower right-hand corner of the table.

17

Draw List(Creating Project Draw Request)

• Click Create New Draw Request in the lower right-hand corner

18

Required Documentation(Creating Project Draw Request)

** Refer to current Checklist (available on websites) for required documentation**

• A new Project Draw Request is initiated.• Enter the Service Rendered dates (these dates must fall within the

contract period).• Select the box “Check this box if all required documents…”

19

Draws for Project (Creating Project Draw Request)

• Enter amount in This Draw Amount column.

20

Itemized Budget/Work Write-Ups(Creating Project Draw Request)

• Work Write-Up/Cost Estimate (Form 11.17) corresponds to the itemized budget in the system.

• Entries to Miscellaneous should be minimal. • All Miscellaneous entries should be identified and

described in detail in the online Notes section(s)

21

Approval Actions(Creating Project Draw Request)

• Save updates to Pending; OR• Submit for Approval without Saving (2 step approval)

updates to Pending PM Approval.

22

Draw Request(Creating Project Draw Request)

• Disapproved by PM

• Approval Action section (lower portion of screen) for explanation and further instruction.

23

Modifying Project Draw RequestContract Summary Screen

(Modifying Project Draw Request)

• Select Activities at the upper right-hand corner of the screen.

24

Modifying Project Draw RequestContract Activity

(Modifying Project Draw Request)

• Select appropriate activity number in the left-hand column.

25

MODIFYING A DRAW REQUEST(Modifying Project Draw Request)

• Click the appropriate Draw Request number on the DRAW LIST screen and make the necessary changes.

• When the modified Draw Request is submitted to the Department (Submit approval without saving), it will be updated to Pending PM Approval

26

Processing Time Frame

• The funded amount (budget) data will not be updated until the Draw Request is approved by PM and by Accounting, and a voucher is assigned and entered into the System.

• This process requires 7-10 business days.

27

Creating Final Draw RequestContract Summary Screen

(Creating Final Draw)

• Select Activities at the upper right-hand corner of the screen.

28

Contract Activity(Creating Final Draw Request)

• Click the appropriate activity number in the left-hand column.

29

Draw Balances Creating (Creating Final Draw Request)

• Select Draw Requests in the lower right-hand corner of the table.

30

Draw List(Creating Final Draw Request)

• Click Create New FINAL Draw Request.

31

Draw Request(Creating Final Draw Request)

• Confirm that the Final Draw box is checked and data is correct.

32

Additional information for Final Draws(Creating Final Draw Request)

• Note: The final Draw Request will not be approved without entering Project Completion (PCR – activity level—Related section) data.

• All applicable Match for a project must also be reported before a final Draw Request will be approved by PM.

33

REPORTING MATCH CONTRIBUTION(Creating Final Draw Request)

• Match data should be entered with a project Draw Request.

• Provide proper support documentation

34

ENTERING A PROJECT COMPLETION REPORT (PCR) DATA

• PCR data is the final action• Completed & submitted with final Draw Request

• Select Activities (to get list activities)

35

Contract Activity(Entering PCR)

• Select appropriate activity number in the left-hand column

36

Related Section (Entering PCR)

• Then scroll down to the RELATED section of the activity screen.

• Click on Project Completion Report

37

Project Completion Report. (Entering PCR)

• Scroll down the screen and enter data in each section, as applicable.

38

Property Details (Entering PCR)

• Enter the After-Rehabilitation Value as determined by Form 11.16

39

Home Funds (Entering PCR)

• OCC activities are grants. Enter the total amount committed to this activity.

• No other data is entered in this section.

40

Public Funds (Entering PCR)

• Enter data if applicable.

41

Private Funds (Entering PCR)

• Enter data if applicable.

42

Approval Actions (Entering PCR)

• Save updates to Pending; OR • Submit for Approval without Saving (2 step approval)

updates to Pending PCR Approval.

43

Overview (Entering PCR)

• The PCR has now been processed.