Orange County NC Website
Browse       Search
Documentation: Participant file and Reimbursement Requests <br />VI. Recertification <br />Sub-grantee will be responsible for recertification of any household that is to receive <br />more than 3 months of services. Recertification will verify that the household still <br />meets the eligibility criteria, including but not limited to income certification. <br />Documentation: CHIN Reports <br />VII. Carolina Homeless Information Network (CHIN) <br />Sub-grantee will responsible for ensuring that all staff involved in CHIN data entry or <br />CHIN data monitoring participate in HPRP CHIN training. Staff responsible for <br />CHIN data entry or monitoring is expected to take advantage of available technical <br />assistance in an assertive, proactive manner to ensure their ability to meet the <br />requirements for accurate data entry. Sub-grantees will input, regularly review, and <br />correct, if necessary, 100% of required data fields into CHIN within one week of <br />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 <br />participant households, services provided to households, Financial Assistance (dollar <br />amounts per individual) and salaried staff time spent directly on work with HPRP <br />households. In addition, CHIN will provide monthly data quality reports to sub- <br />grantees and the State Partners. <br />Documentation: CHIN reports, participant files <br />VIII. Reimbursement <br />A. Sub-grantee will submit reimbursement requests to the N.C. Housing Finance <br />Agency using forms supplied by the State with required documentation/proof of <br />payment and maintaining additional required documentation in household <br />(participant) files and in the CHIN system. Reimbursement requests will be <br />verified, before payment is made, against data entered into CHIN. <br />B. Reimbursements for sub-grantee staff will require timesheets or documentation of <br />indirect cost rates. <br />C. Reimbursement for any activities for which the sub-grantee sub-contracts will <br />require a paid invoice for reimbursement from the state. Sub-grantee will be <br />responsible for all funds allocated to asub-contractor. If funds are misused by a <br />sub-contractor the sub-grantee will reimburse the state with another funding <br />source. <br />Documentation: Reimbursement forms, reimbursement documentation, CHIN <br />reports, participant files, timesheets or documentation of indirect cost rates, cost <br />allocation plans and paid invoices <br />IX. Monitoring <br />A. Sub-grantee will make electronic or paper copies of intake forms and eligibility <br />screening criteria for a minimum of the 5 first cases enrolled and 3 first cases not <br />Attachment A, pg. 2 <br />Scope of Work <br />