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Contract #68-5001 <br />Housing for New Hope <br />6. Recertification <br />Contractor will be responsible for recertification of any household that is to receive more than 3 <br />months of services. Recertification will verify that the household still meets the eligibility criteria, <br />including but not limited to income certification. <br />Documentation: CHIN Reports <br />7. Carolina Homeless Information Network (CHIN) <br />Contractor will.be responsible for ensuring that allstaff involved in CHIN data entry or CHIN data <br />monitoring participate in HPRP CHIN training. Staff responsible for CHIN data entry or <br />monitoring is expected to take advantage of available technical assistance in an assertive, proactive <br />manner to ensure their ability to meet the requirements for accurate data entry. Contractors will <br />input, regularly review, and correct, if necessary, 100% of required data fields into CHIN within <br />one week of client contact and/or service and daily during the last week of the quarter. Data fields <br />include, but are not limited to: Eligibility, demographic, and risk factor data for participant <br />households, services provided to households, Financial Assistance (dollar amounts per individual) <br />and salaried staff time spent directly on work with HPRP households. In addition, CH1N will <br />provide monthly data quality reports to Contractors and the State Partners. <br />Documentation: CHIN reports, participant files <br />8. Reimbursement <br />A. Contractor will submit reimbursement requests to the Orange County Department of Social <br />Services using forms supplied by the State with required documentation/proof ofpayment and <br />maintaining additional required documentation in household (participant) files and in the CHIN <br />system. Reimbursement requests will be verified, before payment is made, against data entered into <br />CHIN. <br />B. Reimbursements for Contractor staff will require timesheets or documentation of indirect cost <br />rates. <br />C. Reimbursement for any activities for which the Contractor sub-contracts will require a paid <br />invoice for reimbursement from the Orange County Department of Social Services. Contractor will <br />be responsible for all funds allocated to asub-contractor. If funds are misused by asub-contractor <br />the Contractor will reimburse the Orange County Department of Social Services with another <br />funding source. <br />Documentation: Reimbursement forms, reimbursement documentation, CHIN reports, participant <br />files, timesheets or documentation of indirect cost rates, cost allocation plans and paid invoices. <br />9. Monitoring <br />A. Contractor will make electronic or paper copies of intake forms and eligibility screening criteria <br />for a minimum of the 5 first cases enrolled and 3 first cases not enrolled into the HPRP program. <br />Copies will be made with names and social security numbers blacked out. Copies will be sent to the <br />Orange County Department of Social Services. Copies of additional files may be requested. <br />Outcomes (06/04) Page 2 of 4 <br />