Subrecipient Resources

Quick jumps to the following sections
Budget/Grant Agreement Amendment
Subrecipient Quarterly Reporting
Subrecipient CDBG Activity Monitoring
Subrecipient Education & Training
Helpful Resources

Subrecipient CDBG Funds Management

To help CDBG subrecipients in the management of CDBG funds, activities and compliance, the following documents are provided.

2 CFR 200 Financial Audit Requirement and Monitoring

As CDBG grantee and a passthrough entity of CDBG funds, the City is required to monitor its subrecipients' compliance with 2 CFR 200 regulations. 2 CFR 200 requires that all subawardees/subrecipients of federal funds have an annual financial audit conducted if these agencies' total federal expenditure during their fiscal year is $750,000 and greater. It also requires that the passthrough entity (the City) review the subrecipient agency's financial report for compliance. Agencies receiving the City's CDBG funds are required to submit to the City the 2 CFR 200 Subrecipient Compliance Monitoring at the beginning of each program year regardless of whether the agency is required to have a financial audit completed or not. If the agency's last fiscal year's total federal expenditure was $750,000 or more, the agency is required to provide the City its last year's financial audit report for review. After the end of the current fiscal year, the agency is required to submit to the City its current year's financial audit report again.

Request for Payment/Reimbursement and Invoicing

Subrecipients are required to fill out and submit a payment/reimbursement request form with invoices and other supporting documents when subrecipients need to initiate a CDBG reimbursement for eligible expenses incurred per subrecipient grant agreement.

Subrecipient Payment/Reimbursement(Microsoft Word File) (pdf file)

Some subrecipients have their own agency specific invoice while others do not currently have a commonly accepted invoice. As an option, an agency may use the City's suggested sample invoice.

For projects normally associated with bids, especially construction projects, payment requests are submitted directly to the City by contractors. The subrecipient has the responsibility to perform inspection of the final product of the project and complete the required Certification of Acceptance (Microsoft Word File) and submit it to the City. The City will not process payment request from the contractor until the Certification of Acceptance is received from the subrecipient.

CDBG Budget/Grant Agreement Amendment Request

In general, both the grantee (the City) and subrecipient may request amendments to the Subrecipient Grant Agreement at any time in terms of scope of service and fund amount. These amendments are normally executed in writing, signed by a duly authorized representative of both organizations and, if the amendment constitutes a substantial change as defined by HUD or by the Grantee's Citizen Participation Plan, approved by the grantee's governing body.

If the subrecipient needs to request an amendment, a Subrecipient Agreement Amendment Request (Microsoft Word File) (pdf File) is sumitted to the City for consideration.

Subrecipient Quarterly Reporting

As part of the Subrecipient Agreement to carry out an eligible activity using CDBG funds, subrecipients are required to submit to the City a beneficiaries report on a quarterly basis. HUD's Performance Measurement regulation places responsibilities on the shoulders of its grantees for tracking and reporting key performance indicators to HUD every program year. The information the City requires its subrecipients to collect, document and report is crucial for the City to make sure its CDBG management is in compliance with HUD regulations. In addition, if no beneficiaries are served during the past quarter, subrecipients should submit at least a program/project progress quarterly report outlining the circumstances of no or little progress, and provide plans and strategies to address the issues.

Below are helpful tools for subrecipients to gather data and report this information in a standardized format. In addition, the City conducts monitoring visits to subrecipient facilities to verify accuracy of the reported information.

Subrecipient Beneficiary Reporting Template (Word File) – This file can be downloaded and filled out electronically. However, a hard copy must be signed and submitted it to the City.

Current Income Limits.

Subrecipient CDBG Activity Monitoring

HUD requires the City to adopt a subrecipient monitoring plan each program year. The purpose of monitoring is to ensure that the subrecipients understand the regulations, procedures and responsibilities when carrying out approved CDBG activities. The monitoring plan is posted here each year when it has HUD approval.

Normally, the subrecipients will receive a formal notification from the City regarding an upcoming monitoring visit and the subrecipients are required to cooperate with the City monitoring staff in completing the monitoring in compliance with HUD regulations.

Subrecipient Education & Training

Basically CDBG - A Comprehensive Training Slide Presentation
CDBG Basic Info
CDBG National Objectives Diagram

Sample Forms for Subrecipients

These forms are designed by the City for subrecipients to use as a model or without modification. The information to be collected through these forms are normally the minimum information required either by HUD or by the City. Contact the City if there are any questions.

Intake Form (for subrecipient activities that serve clients not limited to seniors and/or disabled persons)

Intake Form1 (for subrecipient activities that serve clients who are exclusively seniors and/or disabled persons)

Helpful Resources for Subrecipients

Community Development Block Grant (CDBG) Program
Guide to National Objectives and Eligible Activities
Income Limits

HUD Requirements for Grantees
Information and Regulations on Consolidated Plan
Environmental Review Requirements and Procedures

Federal and HUD Regulations
Title 24 in its Entirety
OMB Circulars

Subrecipient Training
Guidebooks for Grantees and Subrecipients
Subrecipient Timeliness
Playing by the Rules - Subrecipient Training Handbook

Contracting for CDBG-assisted Projects
Federal Labor Standards Training for Contractors