EDI SPECIAL PROJECTS QUESTIONS AND ANSWERS

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THIS LIST CONTAINS SOME OF THE MOST FREQUENTLY ASKED QUESTIONS PERTAINING TO THE EDI-SPECIAL PROJECT GRANTS.

1. What documents and forms are required to access grant funds?
   
   ANSWER: Once you have submitted your application and have received approval of the grant from the Department, you will receive an approval package consisting of grant agreements, assistance/award forms, a direct deposit sign up form, a LOCCS Access Authorization form and a set of these instructions. The grant agreements and assistance award forms must be signed and returned to the Congressional Grants Division, along with the direct deposit sign-up form and a cancelled or voided check that indicates your ABA number. The LOCCS Access Authorization form must be completed and returned to the Washington, DC address at the top of the form. Further detailed instructions for accessing the Line of Credit Control System (LOCCS) are see the links on this web site for tips in accessing LOCCS.
   
   
2. What are the environmental review requirements for this grant and when should an applicant begin the environmental review process?
   
   ANSWER: The environmental review must be completed before grant or other funds are committed or disbursed to the project. The Department cannot make funds available for activities that were undertaken prior to the environmental review and which would have required a review. An applicant should begin the environmental review process as soon as possible. Ideally, the environmental review should occur while the application is under review by the Department. Your local HUD field office can provide more information about the required environmental review. The HUD environmental officer for your grant is listed on the assistance/award form in the approval package and can be also identified on the Division's web site at: www.hud.gov/offices/cpd/economicdevelopment/programs/congressional
   
   
3. What is the procedure for a grantee to make changes to the approved project, budget and or time line?
   
   ANSWER: Following approval of the initial application, the grantee may propose to amend the approved project. The grantee must submit a letter requesting revisions to the project, budget, and timelines, as appropriate, along with a justification for the proposed changes. Amendments to previously approved projects may also require a revision of the environmental review for the amended project.
   
   
4. If a grantee or project is awarded more than one EDI-SPECIAL PROJECT grant, can they be combined?
   
   ANSWER: No, each EDI-SP grant is a separate project and is processed separately.
   
   
5. What is the start or "effective" date of the grant?
   
   ANSWER: The effective date for the EDI-SP grant is the date that HUD signs the Grant Agreement and the HUD 1044 Assistance Award/Amendment Form.
   
   
6. What is the ending date?
   
   ANSWER: For most EDI-SP grants, funds must be obligated, or under contract, within the first three fiscal years of the appropriation (e.g., FY 2006 grants must be obligated or under contract by the end of FY 2008). For most EDI-SP grants, funds must be expended within five years of the deadline for obligation (e.g., FY 2006 grant funds remain available for expenditure until the end of FY 2013). On occasion, however, Congress may appropriate funds and establish longer or shorter periods for obligation and expenditure. Any grant funds not obligated or expended by the deadline established by Congress are automatically returned to the Department of Treasury. Both the obligation and expenditure deadlines are established by law and cannot be waived or extended by the Department.
   
   
7. Are there reporting requirements for this grant?
   
   ANSWER: Progress Reports are due on a semi-annual basis. They should be sent to the attention of the Grant Officer listed in Block 9 of the HUD Form 1044 "Assistance Award" and submitted to the following address:
   
   U.S. Department of Housing and Urban Development
   Congressional Grants Division
   451 7th Street, S.W., Room 7146
   Washington, D.C. 20410
   
   You will be sent a reminder letter 30 days in advance of the Progress Report's due date. The semi-annual report must consist of: 1) a narrative on the project's progress for the reporting time period; 2) a completed Standard Form 425 if funds have been expended during the reporting period and; 3) copies of HUD form 20753, if you have drawn down funds from LOCCS during the reporting time period.
   
   
8. Is a report required if no activity has taken place on the grant?
   
   ANSWER: Yes, the grantee should inform HUD in its narrative that no activity has taken place on the proposed activities and/ that no grant funds have been drawn down.
   
   
9. How do I close out the EDI-SP grant?
   
   ANSWER: After all EDI-SP grant funds have been drawn down, the grantee should submit HUD form 425, "Financial Status Report" to their Grant Officer. In Block 12 of the form indicate that you wish "to Initiative Project Close-Out". The Division will then forward the necessary forms to complete the closeout.
   
   
10. What documents are required in order for a payment of funds to be approved by the department?
    
    ANSWER: In order to approve a request for payment of funds, the Grant Officer must have evidence that the proper environmental review for the project has been completed. Any overdue semi-annual reports must also be submitted. You will also be required to submit a LOCCS VRS Request Voucher for Grant Payment (HUD-27053). Grant Officers will also require you to submit source documentation in support of the payment request (e.g., bills, invoices, receipts, etc.) and a written statement detailing by budget line item what the request will be used to pay, when you make the first and last draw of funds for the grant, and when you request more than 70% of the total grant amount. As the grantee, you are also required to maintain source documentation in your files for the expenditure of all grant funds.
    
    
11. What is the 3-digit-voucher prefix?
    
    ANSWER: The 3-digit-voucher prefix is 080.
    
    
12. What is the budget line item (BLI) number?
    
    ANSWER: The Budget Line Item number is 4246.
    
    
13. What is the CFDA number for this grant?
    
    ANSWER: The CFDA Number is 14.251
    
    
14. Whose name and social security number should be entered on the LOCCS voice response system access authorization form (HUD FORM-27054)?
    
    ANSWER: The individual designated by your organization to draw down funds on behalf of the organization and the person who approves that designated user should be included on the form. More detailed LOCCS instructions are provided the links on this web site for tips in accessing LOCCS.
    
    
15. If we are already in the LOCCS system for other HUD programs (CDBG, HOMELESS, ETC.) do we still have to complete the LOCCS access and other financial forms again for this grant?
    
    ANSWER: Yes, the Direct Deposit Sign-Up form SF 1199 and the HUD form 20754 "LOCCS Voice Response System Access Authorization" must be filled out again in order to gain access to the EDI-SP grant funds. If, however, you were awarded an EDI-SP grant in a prior year and you are currently set up in LOCCS for that grant, no additional Direct Deposit, or LOCCS Access forms are necessary. More detailed LOCCS instructions are provided the links on this web site for tips in accessing LOCCS.
    
    
16. How can the grantee obtain the 10-digit voice response system (VRS) grant number?
    
    ANSWER: In addition to draw down capability, LOCCS/VRS allows grantees to query the system for other information by specifying a Tax Identification Number. The last VRS number for the selected program area is given by electronic voice. This is useful if the caller has not received the LOCCS/VRS generated letter with the assigned VRS number, but wishes to draw down grant funds. More detailed LOCCS instructions are provided the links on this web site for tips in accessing LOCCS.