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14 <br />Contract Number 00027858 / Page 11 of 33 <br />IV. Financial Assistance Documentation <br />For Housing Stability Programs <br />Sub - recipient will be responsible for all required documentation for financial <br />assistance. Such documents include, but are not limited to, housing assistance <br />payment agreements, leases, utility payment receipts, documentation of utilities in the <br />recipients name, unit inspection, and assurance of tenancy. <br />Documentation: Participant file and Reimbursement Requests <br />V. Recertification <br />For Housing Stability Programs <br />Sub - recipient will be responsible for recertification of any prevention household that <br />is to receive more than 3 months of services. Sub - recipient will be responsible for <br />recertification of any rapid re- housing household that is to receive more than 12 <br />months of services. Recertification will include all steps prescribed by HUD to verify <br />that the household still meets the eligibility criteria, including but not limited to <br />income certification. <br />Documentation: CHIN Reports <br />VI. Carolina Homeless Information Network (CHIN) <br />Sub - recipient will be responsible for ensuring that all staff involved in CHIN data <br />entry or CHIN data monitoring shall participate in ESG CHIN training. Staff <br />responsible for CHIN data entry or monitoring is expected to take advantage of <br />available technical assistance in an assertive, proactive manner to ensure their ability <br />to meet the requirements for accurate data entry. Sub - recipients will input, regularly <br />review, and correct, if necessary, 100% of required data fields into CHIN within two <br />weeks of client contact and /or service. Data fields include, but are not limited to: <br />Eligibility, demographic, and risk factor data for participant households, services <br />provided to households, Financial Assistance (dollar amounts per individual) and <br />salaried staff time spent directly on work with ESG households. In addition, CHIN <br />will provide monthly data quality reports to sub - recipients and the Housing and <br />Homelessness Unit. <br />Domestic Violence programs are prohibited from entering data into CHIN. They are <br />required, however, to collect all of the same data in a separate system and to report <br />aggregate information to the State as needed for State and federal reports. <br />Documentation: CHIN reports, Participant files <br />Attachment A, pg. 3 <br />Scope of Work <br />