Subrecipient Resources

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

Subrecipient CDBG Funds Management

The City will provide information here periodically to help our CDBG subrecipients in their management of CDBG funds and fund transfer requests. Standard forms are posted here, when available, for subrecipients to download and use, as required by the City.

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.

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

Some subrecipients have their own agency specific invoice forms while others do not currently have a commonly accepted invoice form. As an option, a City's suggested invoice form may be downloaded by clicking Sample Invoice Form.

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, please download the request form below, complete it with all the required information and submit the request to the City for consideration.

Subrecipient Agreement Amendment Request Form (Microsoft Word File) (pdf File)

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 that it's 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.

The links below provides helpful tools for subrecipients to gather data and report that 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 Form Template File (Word File) – You may download this file and fill in the required information on your computer. But you are required to sign the report and submit it to the City in a hard copy format.

Current Income Limits.

Subrecipient CDBG Activity Monitoring

HUD requires that the City 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 they carry out the 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.

In addition, the City is required to review subrecipients' annual financial audit reports (if the subrecipient meets the federal threshold), known as Subrecipient OMB Circular A-133 Compliance Monitoring. Please follow this link for additional information.  In order to comply with this federal law, all subrecipients are required to file with the City each year the following:

Subrecipient OMB Circular A-133 Compliance Monitoring Form and attach a copy of the most recent A-133 Financial Audit Report.

Subrecipient Education & Training

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

Sample Forms for Subrecipients

The following forms are designed by City Staff 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. If you have any questions about these forms, please contact the City.

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 Links 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

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