MISSOURI HOUSING INNOVATION PROGRAM - DESK GUIDE FY2020 - Missouri Housing Innovation Program Desk Guide FY2020
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Missouri Housing Innovation ProgramDesk GuideFY2020
MISSOURI HOUSING
INNOVATION PROGRAM
DESK GUIDE
FY2020
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Contents
Introduction .................................................................................................................................................. 3
General Information ..................................................................................................................................... 6
Financial Processes ....................................................................................................................................... 6
Coordinated Entry System ............................................................................................................................ 9
Street Outreach........................................................................................................................................... 10
Housing Assistance & Services .................................................................................................................... 13
Homeless Management Information System ............................................................................................. 19
Administrative Expenses ............................................................................................................................. 20
Income Eligibility ......................................................................................................................................... 21
Direct Assistance Timeframe ...................................................................................................................... 23
Termination and Grievance Procedures ..................................................................................................... 23
Prioritizing Assistance ................................................................................................................................. 24
Homeless Management Information System ............................................................................................. 24
Continuum of Care Meetings ...................................................................................................................... 24
Coordinated Entry System .......................................................................................................................... 24
Monitoring .................................................................................................................................................. 25
Grant Close Out........................................................................................................................................... 27
Appendix A – Initial Grant Documents........................................................................................................ 28
Appendix B – Client File Forms ................................................................................................................... 30
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Introduction
Purpose
The Missouri Housing Innovation Program (“MoHIP”) has been designed as a flexible funding source in
order to address evolving community needs. The program is designed to assist Missouri communities
create the capacity to:
• Quickly identify and engage people experiencing homelessness and those at risk of
experiencing homelessness
• Intervene to prevent the loss of housing and divert people from entering the homelessness
service system
• Provide immediate access to shelter and crisis services, without barriers to entry, while
permanent stable housing and appropriate supports are being secured
• When homelessness does occur, quickly connect people to housing assistance and services –
tailored to their unique needs and strengths – to help them achieve and maintain stable
housing
• Address service gap needs as they appear within a community’s systematic response to
homelessness
History
To recognize the increased emphasis on coordination and Continuum of Care (CoC) driven performance,
the Missouri Housing Innovation Program (MoHIP) is a consolidation of the Community Initiatives
Housing First, Homeless Management Information System and Coordinated Entry Network Initiative
Programs. The consolidation is an effort to streamline programs and decrease administrative burden on
applicants. The consolidation is also intended to increase equal access to housing opportunities,
promote success in permanent housing for the hardest to house individuals and families, assist Continua
in meeting HUD Coordinated Entry requirements, and to provide HMIS support for Missouri Continua.
Eligibility Requirements
Income
All MoHIP Housing Assistance & Services funds must be used to serve households at or below 80 percent
of the Area Median Income (AMI). The statewide AMI for Missouri is defined by the Department of
Housing and Urban Development (HUD). MoHIP AMI limits can be obtained from MHDC’s website at
www.mhdc.com. If the county’s AMI limit is more than the statewide limit, you may use the higher of
the two.
Housing Status
Those assisted with MoHIP funds must be either literally homeless, at risk of homelessness, or
fleeing/attempting to flee domestic violence as defined within the Description of Grant Types section.
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Description of Grant Types
Coordinated Entry System
Coordinated Entry System funds are intended to assist grantees with the operations of their CoC
Coordinated Entry System. This includes providing pre-screening, access, assessment, and referral
services for those experiencing a housing crisis upon entry to the homeless service delivery system.
Street Outreach
Intended to meet the immediate needs of literally homeless individuals and families by connecting them
with emergency shelter, housing, and/or critical health services. All MoHIP Street Outreach funds should
be incorporated in the grantee’s MoHIP funded CoC Coordinated Entry System.
• Literally homeless
o Emergency shelter, transitional housing, hotel/motel paid for by government or charity
o Street or other place not meant for human habitation (e.g., car, park, abandoned
building)
o An institution (e.g., jail, hospital, etc.) that the client has resided in for 90 days or less
and was literally homeless prior to entering that institution.
Housing Assistance & Services
Housing Assistance & Services is intended for individuals and families who are literally homeless, at risk
of homelessness or fleeing/attempting to flee domestic violence to achieve stability in permanent
housing. There is no limit to the amount of assistance that grantees can provide to households during
the grant period, however, grantees should have a consistent assessment process in place along with
policies and procedures to determine the extent of a household’s need and how the housing
intervention determination is being applied to all clients. All MoHIP Housing Assistance & Services funds
should be incorporated in the grantee’s MoHIP funded CoC Coordinated Entry System.
• Literally homeless
o Emergency shelter, transitional housing, hotel/motel paid for by government or charity
o Street or other place not meant for human habitation (e.g., car, park, abandoned
building)
o An institution (e.g., jail, hospital, etc.) that the client has resided in for 90 days or less
and was literally homeless prior to entering that institution.
• At risk of homelessness
An individual or family who:
o Has an annual income at or below 80% of area median income; AND
o Does not have sufficient resources or support networks immediately available to prevent
them from moving to an a publicly or privately operated shelter designated to provide
temporary living arrangements or place not meant for human habitation; AND
o Meets one of the following conditions:
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Has moved because of economic reasons 2 or more times during the 60 days
immediately preceding the application for assistance; OR
Is living in the home or another because of economic hardship; OR
Has been notified that their right to occupy their current housing or living situation
will be terminated within 21 days after the date of application for assistance; OR
Lives in a hotel or motel and the cost is not paid for by charitable organizations or
by Federal, State, or local government programs for low-income individuals; OR
Lives in an SRO or efficiency apartment unit in which there reside more than 2
persons or lives in a larger housing unit in which there reside more than one and a
half persons per room; OR
Is exiting a publicly funded institution or system of care (such as a health-care
facility, a mental health facility, foster care or other youth facility, or correction
program or institution); OR
Otherwise lives in housing that has characteristics associated with instability and an
increased risk of homelessness, as identified in the recipient’s approved Con Plan
• Fleeing/attempting to flee domestic violence
o Must have no other safe, alternative housing, resources or support networks to
maintain or obtain permanent housing.
HMIS
Homeless Management Information System (HMIS) funds are intended to assist CoC HMIS Lead
Agencies in providing support to homeless provider agencies in their use of HMIS in order to record and
track accurate data, build reports & forms, and provide data to MHDC or appointed agency.
MoHIP Funding by CoC Region
MoHIP Continuum of Care Regions
Balance of State CoC
Franklin, Jefferson, Crawford, Washington, Iron, St. Francois, Ste. Genevieve, Perry, Madison,
Bollinger, Cape Girardeau, Lewis, Shelby, Marion, Monroe, Ralls, Pike, Putnam, Schuyler,
Scotland, Clark, Sullivan, Adair, Knox, Linn, Macon, Chariton, Randolph, Atchison, Nodaway,
Worth, Gentry, Harrison, Mercer, Holt, Daviess, Grundy, Livingston, Carrol, Caldwell, Clinton,
Clay, Platte, Ray, Howard, Boone, Audrain, cooper, Moniteau, Cole, Callaway, Montgomery,
Morgan, Miller, Osage, Gasconade, Camden, Pulaski, Phelps, Maries, Stoddard, Scott, Dunklin,
New Madrid, Mississippi, Pemiscot, Reynolds, Carter, Wayne, Ripley, Butler, Laclede, Texas, Dent,
Wright, Shannon, Douglas, Howell, Oregon, Ozark, Vernon, Cedar, Hickory, Polk, Dallas, Barton,
Dade, Lawrence, McDonald, Barry, Stone, Taney, Cass, Lafayette, Saline, Johnson, Pettis, Bates,
Henry, Benton, St. Clair
Joplin CoC
Jasper, Newton
Kansas City CoC
Jackson
Springfield CoC
Green, Webster, Christian
St. Charles CoC
St. Charles, Lincoln, Warren
St. Joseph CoC
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Andrew, DeKalb, Buchanan
St. Louis City and County CoC
General Information
Contacts
Below are the Missouri Housing Innovation Program contacts for FY2020 funded agencies. Please direct
all questions, concerns, updates and submission of documents to the MHTF & MoHIP Administrator,
with the exception of Back-Up forms which shall be submitted electronically to the Community
Initiatives Accounting email (ci.accounting@mhdc.com). Back-Up submissions sent to any other email
will not be accepted.
Please direct questions, concerns, and updates to:
Caty Field
MHTF & MoHIP Administrator
920 Main, Suite 1400
Kansas City, MO 64105
catherine.field@mhdc.com
(816) 759-7228
Please submit Back-Up forms electronically to:
Community Initiatives Accounting: ci.accounting@mhdc.com.
Website
All information and forms pertaining to the FY2020 MoHIP grant year can be found under “FY2020
Funded Agency Documents” on the MHDC website at: http://www.mhdc.com/ci/mohip/index.htm
Timeline
The following timeline lists the key dates for the grant funding period, and are also detailed in the grant
agreement. Grantees are responsible for knowing these dates as well as communicating them to all
applicable staff.
Grant Year Begins: April 1, 2020
Quarter 1 (Q1): April 1, 2020-June 30, 2020
Q1 Back-Up Deadline: July 1, 2020, 5:00 p.m.
Quarter 2 (Q2): July 1, 2020-September 30, 2020
Q2 Back-Up and 25% Back-Up Deadline: October 1, 2020 5:00 p.m.
Quarter 3 (Q3): October 1, 2020-December 31, 2020
Q3 Back-Up: January 4, 2021, 5:00 p.m.
Quarter 4 (Q4): January 1, 2021- March 31, 2021
75% Back-Up Deadline March 1, 2021, 5:00 p.m.
Q4 Back-Up Deadline: April 1, 2021, 5:00 p.m.
Final Back-Up/Close Out Deadline: April 30, 2021, 5:00 p.m.
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Financial Processes
Before any funds can be released for FY2020 grants, the following criteria must be met:
1. All previous MoHIP grants must be completely closed out:
a. All previous MoHIP grant funds expended and fully backed up; and
b. Close out documentation received.
2. All current year grant documents are completed and received.
3. All previous compliance issues are resolved (i.e., grantee is “in compliance”).
Once all of the above criteria are met, MHDC will automatically disburse 25 percent of the total grant
award amount to the Grantee upon execution of the grant agreement. Grantee may back up disbursed
funds using the Back-Up Form (MoHIP-402). Grantees must submit at least one Back-Up form per
quarter but may not submit more than one Back-Up form per month. Any further submissions will be
discarded and will need to be resubmitted the following month.
MHDC will automatically disburse funds in 25 percent increments on a monthly basis once sufficient
back-up covering all previously disbursed funds has been received and approved. MHDC may advance
funds in increments greater than 25 percent at its discretion if sufficient back-up is provided. Please see
the sample disbursement chart below.
Disbursement and Back-Up Example
Percent of Total 25% 50% 75% 100%
Grant Award
Amount Disbursed (initial advance)
Percent Backed Up 0-24% 25-49% 50-74% 75-100%
Approved
Example 1:
Grantee A is awarded $50,000.00 therefore $12,500.00 (25%) is advanced to Grantee A upon execution
of the grant agreement. Once the grantee has expended those funds and is ready to submit back-up for
the next installment of funds. Grantee A submits back-up of expenses totaling $12,500.00 (25%), once it
is approved Grantee A will automatically be advanced a second installment of $12,500.00 (25% of the
grant award amount). Grantee has now been disbursed a total of 50% of their total grant award
amount.
Example 2:
Grantee B is awarded $50,000.00 therefore $12,500.00 (25%) is advanced to Grantee B upon execution
of the grant agreement. Once the grantee has expended those funds and is ready to submit back-up for
the next installment of funds. Grantee B submits back-up of expenses totaling $25,000.00 (50% of the
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grant award amount), once it is approved Grantee B will automatically be advanced a second installment
of $25,000.00 (50% of the grant award amount). Grantee has now been disbursed a total of 75% of their
total grant award amount.
Example 3:
Grantee C is awarded $50,000.00 therefore $12,500.00 (25%) is advanced to Grantee C upon execution
of the grant agreement. Once the grantee has expended those funds and is ready to submit back-up for
the next installment of funds. Grantee C submits back-up of expenses totaling $41,000.00 (82% of the
grant award amount), once it is approved Grantee B will automatically be advanced a second installment
of $37,500.00 (75% of the grant award amount). Grantee has now been disbursed a total of 100% of
their total grant award amount.
Incomplete/Ineligible Back-Up
If the grantee submits Back-Up that is incomplete/ineligible, MHDC will notify both the program and
financial contacts as stated on the Site Contact Form (CI-102) via email that the submission is
incomplete/ineligible and that it is being discarded. In the event back-up is discarded, Grantee will need
to submit new and complete Back-Up.
Common Reasons for Discarded Back-Up
• Certificate of insurance has expired
• An approvable request has already been submitted for the month
• Expenses incurred or paid outside of the funding period
• Expenses paid outside of designated region
• Ineligible activities reported
• HMIS reports were not included with the Back-Up or there is missing information on the report
• Electronic submission is illegible
• Missing signatures from authorized signatories
Quarterly Submissions
Grantees must have a minimum of one back up submission per quarter. Back Up submissions that result
in discard do not fulfill the Quarterly Back Up requirements. MoHIP quarters and submission deadlines
are detailed above under Timeline. In the event the quarterly submission deadline falls on a weekend or
state/federal holiday, the deadline will default to the next business day.
Supporting Documentation
Along with the back-up form, MoHIP Street Outreach and Housing Assistance & Services grantees are
also required to submit supporting documentation for financial assistance provided to households (i.e.,
HMIS or comparable database reports). Grantees are not required to submit supporting documentation
for operating and administrative expenses billed to the MoHIP. Please see Administrative Expenses for a
list of eligible activities and documentation required to be kept on-site for review by MHDC’s
Compliance Officer.
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Funding Period
All MoHIP funding provided to grantees must be used for expenses that are incurred, paid, and
submitted for payment to MHDC after April 1, 2020 and before March 31, 2021 with the exception of
payroll taxes and/or insurance for administrative expenses. If billing for salary, pay periods must also
incur completely within the funding period. MoHIP Street Outreach and Housing Assistance & Services
grantees may request a prorated payment for payroll taxes and/or insurance which covers any portion
of the funding period but which was paid outside of the funding period.
Submission Requirements
Funded agencies may submit Requests for Payment and/or any Back-Up forms electronically by emailing
the documents to the Community Initiatives Accounting email address: ci.accounting@mhdc.com.
Submissions to any other email address will not be processed.
Coordinated Entry System
All Missouri CoC’s are required to develop a Coordinated Entry System (CES) in accordance with
requirements established by HUD. A CES should provide easy access for households seeking housing or
services. All MoHIP-funded non-victim services providers within the CoC’s area must use that
assessment system to ensure consistent screening, assessment, prioritization and referral of program
participants (24 CFR 576.400(d)). Each provider must also work with its CoC to ensure that the
screening, assessment, and referral of program participants are consistent with the required written
standards. Victim services providers may choose not to use the CoC’s CES.
Eligible Activities
Salaries and benefits
The salary and benefits for those staff members conducting CES activities (i.e., access,
assessment, prioritization, and referral) are eligible for reimbursement.
Supplies
Supplies purchased for the sole use of the CES are eligible for reimbursement.
Equipment – hardware
The purchase of hardware of for the sole use of the CES is eligible for reimbursement. Hardware
purchases with a cost of $5,000.00 or more, per unit, are considered ineligible.
Equipment – software
The purchase of software associated with the continued operations of the CES is eligible for
reimbursement.
Mileage associated with Coordinated Entry
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Mileage costs incurred by staff for the purpose of the continued operations of the CES are
eligible for reimbursement. This includes mileage to regional CES meetings, case conferencing
meetings, etc.
Recordkeeping Requirements – Coordinated Entry System
Acceptable Forms of Documentation
(both Cost Incurred and Proof of Payment are required)
Activity Cost Incurred Proof of Cleared Payment
• Bills paid • Invoice • Canceled checks, bank statement with
• Supplies purchased • Receipt MoHIP payments highlighted
• Equipment purchased
• Mileage costs • Travel request which • Canceled checks, bank statement with
includes date(s) of travel, MoHIP payments highlighted
from/to, purpose of
travel, supporting
documentation
• Employee • Timesheets • Copy of pay stub or third party payroll
Compensation • Effort report report
• Pay stub listing pay • Bank statement with MoHIP payments
periods, employee listed, highlighted
last four digits of SSN
• Client Detail Report
• Statement stating time
billed was used serving
those at or below 80%
AMI at bottom of all
timesheets or effort
reports; singed by
employee and manager
Compliance Expectations
Coordinated Entry grantees are expected to place clients on the Coordinated Entry list, complete with
the name of the agency responsible for placing them on there. Reports of those clients placed on the CE
list will need to be printed out quarterly, and may be asked for with more specific dates from the
Compliance Officer on a visit.
Street Outreach
Funds may be used for costs of providing essential services to literally homeless individuals and families;
connect them with emergency shelter, housing, or critical services; and provide urgent non-facility-
based care to unsheltered homeless people who are unwilling or unable to access emergency shelter,
housing, or an appropriate health facility.
Eligible Activities
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Engagement
Activities designed to locate, identify, and build relationships with unsheltered homeless people
for the purpose of providing immediate support, intervention, and connections with homeless
assistance programs and/or mainstream social services and housing programs, including:
• Initial assessment of needs and program eligibility
• Providing crisis counseling
• Addressing urgent physical needs
• Actively connecting and providing information and referral
Housing-Focused Case Management
Assessment of the housing and service needs of literally homeless persons, and the
arrangement for, coordination of, and monitoring of delivery of services to those persons,
including:
• Participation in the centralized or CES of the local Continuum of Care
• Initial evaluation, verification and documentation of eligibility
• Counseling
• Developing, securing, and coordinating services
• Helping obtain Federal, state, and local benefits
• Monitoring and evaluating participant progress
• Providing information and referrals to other service providers
• Developing individualized housing and service plans
Emergency Mental Health Services
Direct outpatient treatment of mental health conditions by licensed professionals in community-
based settings where literally homeless people are living, including:
• Crisis interventions
• Prescription of psychotropic medications
• Explanation for the use and management of medications
• Combinations of therapeutic approaches to address multiple problems
Emergency Health Services
Direct treatment/prevention of health conditions associated with COVID-19 by doctors or
healthcare professionals.
• Purchases of gloves, masks, sanitizer or other disinfecting products
• Providing or helping participants obtain appropriate emergency medical treatment
• Emergency room visits in amounts less than $2,000
• Providing prescription medications for the continuing treatment of COVID-19 and
follow-up services
Transportation Services
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Travel by outreach workers, social workers, medical professionals or other service providers
during the provision of eligible street outreach services, including:
• Transporting literally homeless individuals and families to emergency shelters or other
service facilities
• Cost of a participant’s travel on public transit
• Mileage allowance for outreach workers to visit participants
• Cost of staff to accompany or assist participants to use public transportation
• Transporting literally homeless individuals or families to hospitals due to conditions
associated with COVID-19
Services for Special Populations
Any of the essential services listed above that have been tailored to address the special needs of
homeless youth, victims of domestic violence and related crimes/threats, and/or people living
with HIV/AIDS who are literally homeless.
Ineligible Expenses
Costs associated with purchasing or leasing a vehicle are considered ineligible
expenses.
Employee travel to attend CoC meetings or trainings are considered ineligible
expenses.
Recordkeeping Requirements – Street Outreach
Acceptable Forms of Documentation
(both Cost Incurred and Proof of Payment are required)
Activity Cost Incurred Proof of Cleared Payment
• Bills paid • Invoice • Canceled checks, bank statement with MoHIP
• Supplies purchased • Receipt payments highlighted
• Equipment purchased
• Mileage costs • Travel request which • Canceled checks, bank statement with MoHIP
includes date(s) of travel, payments highlighted
from/to, purpose of travel,
supporting documentation
• Employee Compensation • Timesheets • Copy of pay stub or third party payroll report
• Effort report • Bank statement with MoHIP payments
• Pay stub listing pay periods, highlighted
employee listed, last four
digits of SSN
• Statement stating time
billed was used serving
those at or below 80% AMI
at bottom of all timesheets
or effort reports; singed by
employee and manager
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Client File Recordkeeping
Record Criteria Acceptable Forms of Documentation
• Housing Status/Proof of • Documentation of • CI-104 or CI-105; OR
Need household’s current living • Written observation by Street Outreach worker
situation
• Initial Consultation • Documentation of agency’s • Internal agency form
Documentation initial intake/engagement • Case notes, etc.
• Case Management • Assessing, arranging, • Notes must be dated and detail housing goals,
Documentation coordinating, and plans, referrals, etc.
monitoring delivery of
* recommended but not required services to facilitate housing
stability
• Consent Form • Permits MHDC to review • MHDC Form CI-108 is the only acceptable form
client file of consent.
Housing Assistance & Services
Eligible Activities
Application Fees
MoHIP funds may pay for the rental housing application fee that is charged by the owner to all
applicants.
Security Deposits
Funds may be used to pay for security deposit that is less than or equal to two months’ rent.
*If required in lease, funds may also be used to pay for monthly Renters’ Insurance.
Rental Arrears
A one-time payment of up to six months of rental arrears may be provided on behalf of
households in need. Arrears can include late fees accrued by the household. Late fees resulting
from grantee’s failure to pay rent on behalf of a household by the deadline is not considered an
eligible use of the Rental Assistance grant. Grantees are encouraged to assist participants to
establish payment plans and negotiate reduced arrears if possible. Rental Arrears in excess of six
months are considered to be ineligible for reimbursement.
Rental Assistance
Grantees may provide short-to medium-term monthly rental assistance payments on behalf of
eligible households. The purpose of the grant is to provide assistance to stabilize households
that have no other resources and supports to pay their monthly rent amount.
Last Month’s Rent
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If necessary to obtain housing for a program participant, the last month’s rent may also be paid
on behalf of the household at the time the first month’s rent is paid. The last month’s rental
assistance cannot exceed one month’s rent.
Utility Deposits
Funds may be used to pay for standard utility deposits for gas, electric, water, or sewage.
Utility Arrears
Up to six months of arrears for unpaid gas, electric, water, sewage, internet, and primary phone
services may be provided to households in need. Arrears can include late fees accrued by the
household. Late fees resulting from grantee’s failure to pay utilities on behalf of a household by
the deadline is not considered an eligible use of the Rental Assistance grant. Grantees are
encouraged to assist participants establish payment plans and negotiate reduced arrears if
possible. Utility Arrears in excess of six months are considered to be ineligible for
reimbursement. See Client Recordkeeping Requirements for verification of amount of arrears
included in assistance.
Utility Assistance
Grantees may provide short-to medium-term utility assistance for gas, electric, water, sewage,
internet, and primary phone services on behalf of eligible households. Expenses deemed non-
essential (i.e., cable television, etc.) are considered ineligible for reimbursement.
Hotel/Motel Voucher
When no appropriate emergency shelter is available for a homeless individual or family, grantee
may provide hotel or motel voucher. It is the expectation that grantee work with household to
create a housing stabilization plan as well as to ensure household’s service and housing needs
are addressed.
Mortgage Assistance
Grantees may provide monthly mortgage assistance payments on behalf of eligible households.
The purpose of the grant is to provide assistance to stabilize households that have no other
resources or supports to pay their monthly mortgage amount.
Mortgage Arrears
Up to six months of mortgage arrears may be provided for households in need. Arrears can
include late fees accrued by the household. Late fees resulting from grantee’s failure to pay
their mortgage on behalf of a household by the deadline is not considered an eligible use of the
Emergency Assistance grant. It is a requirement to document and verify the number of months
included in arrearage assistance. See Client Recordkeeping Requirements for more information.
Moving Costs
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MoHIP funds may pay for moving costs such as:
• Truck rental
• Hiring a moving company
• Temporary storage fees for up to 3 months (after date of first assistance and before moving
into permanent housing)
Housing Search & Placement
MoHIP funds may pay for services or activities necessary to assist program participants in
locating, obtaining, and retaining suitable permanent housing, including the following:
• Assessment of housing barriers, needs, and preferences;
• Development of an action plan for locating housing;
• Housing search;
• Outreach to and negotiation with owners/landlords;
• Assistance with submitting rental applications and understanding leases;
• Assessment of housing for compliance with MoHIP requirement of providing safe,
decent, and sanitary housing;
• Assistance with obtaining utilities and making moving arrangements; and
• Tenant counseling
Housing Stability Case Management
MoHIP funds may be used to pay costs of assessing, arranging, coordinating, and monitoring the
delivery of individualized services to facilitate housing stability for a program participant who
resides in permanent housing or to assist a program participant in overcoming immediate
barriers to obtaining housing. Eligible activities include:
• Conducting initial evaluation;
• Obtaining Driver’s Licenses, Social Security Cards or Birth Certificates
• Counseling;
• Developing, securing, and coordinating services and obtaining Federal, State, and local
benefits;
• Monitoring and evaluating program participant progress;
• Developing an individualized housing and service plan, including planning a path to
permanent housing stability; and
• Conducting re-evaluations
Essential Items
Limited to one instance of assistance per household per month, Grantee can provide
essential supplies limited to the following items:
• Baby care items
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• Hygiene items
• Groceries
Costs associated with the delivery of such supplies is eligible for reimbursement.
Ten Percent Administrative Fee
Grantees may use up to ten percent of its total MoHIP Grant Award Amount for the payment of
administrative costs related to the implementation of MoHIP activities. Please see
Administrative Expenses section for a list of eligible activities and records to maintain.
Ineligible Housing Assistance & Services Activities
Rental arrears in excess of six months
Utility arrears in excess of six months
Expenses that are non-necessities (e.g., cable television, etc.)
Late fees
Households with Rental Subsidies
Households that receive a tenant-based or project-based rental subsidy are eligible to be assisted with
their portion of their monthly rent amount if they have no other resources, they are literally homeless or
at risk of homelessness. Households with rental subsidies can also be assisted with arrears, security
deposits, and utility payments/deposits.
Household contribution
Grantees are allowed to require the households it assists with MoHIP funds to contribute 30 percent of
their gross monthly income towards their total monthly rent amount. Grantees that choose to require
households to contribute towards their monthly rent amount while assisted must require contribution
from all households assisted with the grant. Contribution requirements must be applied consistently
with all participants.
Lease Sharing
Individuals and/or families that are sharing the same unit but with separate leases should be evaluated
independently for eligibility for MoHIP assistance. It is the responsibility of the MoHIP grantee to ensure
and document that the members of the unit are considered separate households with separate leases. If
individuals and/or families are sharing a unit and a lease with other individuals and/or families, then
they are considered one household and should be evaluated as such when determining MoHIP
eligibility.
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Participant Housing Status
Participants that are receiving MoHIP assistance maintain their housing status for the purpose of
eligibility for additional MoHIP assistance or other permanent housing programs dedicated to serving
those that are literally homeless, at risk of homelessness, or fleeing/attempting to flee domestic
violence (so long as they meet any other additional eligibility criteria for these programs). Program
participants maintain their housing status during the time period that they are receiving the MoHIP
assistance and/or continued case management services. MoHIP is intended to assist individuals and
families obtain and maintain permanent housing, and it can be appropriate to use as a bridge or back-
stop to other permanent housing programs.
• When transitioning a participant from MoHIP to another funding source, the participant must
meet the new funding sources eligibility requirements. Ultimately, it is the determination of the
new funding source if the transfer of the program participant is eligible.
180-Day Recertification
The purpose of the MoHIP Housing Assistance & Services grant is to provide ongoing support to
participants in order to achieve housing stability. For participants at-risk of homelessness or fleeing
domestic violence, the Income Verification Worksheet (MoHIP-408) and verification of sources of
income should be completed at initial intake, and updated every 180 days thereafter. At recertification,
the sources of income should be current within 30 days. At recertification, grantees need to evaluate
households assisted for both need and eligibility, including:
1. Determination of whether or not the household composition has changed; and
2. Verification that household’s annual gross income does not exceed 80 percent of AMI; and
Verification that the household lacks sufficient resources and support networks to retain
housing without MoHIP assistance.
If a participant is literally homeless, no initial income verification is necessary. After 180 days, income
will need to be updated and every 180 days thereafter.
Recordkeeping Requirements – Housing Assistance & Services
Record Criteria Acceptable Forms of Documentation
Consent Form • Permits MHDC to review client file • MHDC form CI-108 is the only acceptable
• Verifies safe, decent and sanitary housing form of documentation
Housing • Documentation of household’s current living • MHDC forms CI-104 or CI-105
Status/Proof of situation • Letter from Emergency Shelter, hospital, or
need • Documentation provided by participant to other institution
determine amounts/types of assistance • Eviction and/or utility shut-off notice
needed for the households to gain stability • Copy of lease agreement
in permanent housing
Income • Details household’s annual income for • MoHIP-408 Income Verification Summary
Worksheet, as program eligibility Worksheet
applicable o Document intended to be
completed electronically and then
P a g e | 17Missouri Housing Innovation ProgramDesk GuideFY2020
maintained in paper form in client
file for accurate documentation
Supporting • Verification of proof of gross annual income • Pay stubs, SSI/SSDI award letter/print out,
Documentation of is needed for all members of the household child support statement, EBT statement for
Sources of age 18 and over TANF
Income • CI-112 Employer Verification may be utilized
only if the source documentation listed
above is unobtainable; must be
accompanied by documentation of attempts
to obtain source documentation
• CI-103 Self Declaration of Income may be
utilized for those self-employed
• CI-109 Certification of Zero Income may be
utilized for those in the household 18 and
over that have no income
Photo ID • Required for all members of the household • Driver’s license, state ID, temporary
age 18 and over ID/license, school ID with photo, passport –
*recommended but U.S. or foreign, U.S. passport card,
not required permanent resident card, etc.
Social Security • Card/number needed for all members of the • Social Security, print out from social security
Identification household office
Initial • Documentation of agency’s initial intake • Internal agency form
Consultation • Case notes, etc.
Documentation
Lease • Households assisted with rental assistance • Copy of signed, written lease agreement
must have a written lease for the rental unit between program participant and landlord
Case • Assessing, arranging, coordinating, and • Notes must be dated and detail housing
Management monitoring delivery of services to facilitate goals, plans, referrals, etc.
Documentation housing stability
*recommended but
not required
Proof of Payment • Payment must be made on or before • Copy of cleared check; or
/Need for Direct deadlines stated in the lease agreement or • Bank statement showing cleared MoHIP
Financial utility bill payment
Assistance • Utility bills or statements
• Written or verbal verification from company
or landlord for amount of months of rental
or utility arrears included in assistance
Proof of Client • Grantees requiring households to contribute • Copy of check, money order or receipt from
Contribution (if towards monthly rent must document the landlord showing amount and date paid
applicable) household’s payment
Coordinated • Clients that are literally homeless • Documentation from CES that verifies client
Entry was pulled from CE list
• Screenshot or printout from system
• Verification from CE referral and of
enrollment into the MoHIP program
Coordinated • Clients that are at-risk or fleeing domestic • Follow policies and procedures created by
Entry violence your CoC or Victim Services governing body
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A non-identifying Identification Certification form (CI-110) can be requested for use by Domestic
Violence providers, by emailing the Grant Administrator.
Homeless Management Information System
Eligible Activities
Salary & Benefits
Funds may be used to pay salaries and/or benefits for operating HMIS, including:
i. Completing data entry;
ii. Monitoring and reviewing data quality;
iii. Completing data analysis;
iv. Training staff on using the HMIS; AND
v. Implementing and complying with HMIS requirements
Travel Costs
Funds may be used to pay the costs associated with HMIS related travel, including:
i. Mileage
HMIS Software Costs
Funds may be used for the purchase of software or software licenses.
Hosting & Technical Services
Funds may be used to pay the costs of:
i. Hosting and maintaining HMIS software or data;
ii. Backing up, recovering, or repairing HMIS software or data;
iii. Upgrading, customizing, and enhancing the HMIS;
iv. Reporting to providers, the CoC, and MHDC; AND
v. Conducting training on using the system
Administrative Costs
Funds may be used for administrative costs such as purchasing or leasing of office equipment
(less than $5,000.00), leasing office space, and paying for utilities (including phone and high-
speed internet).
Recordkeeping Requirements – Administrative Expenses
Activity Acceptable Forms of Documentation
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(both Cost Incurred and Proof of Payment are required)
Cost Incurred Proof of Cleared Payment
• Bills paid • Invoice • Canceled checks, bank statement with MoHIP
• Supplies purchased • Receipt payments highlighted
• Equipment purchased
• Mileage costs • Travel request which • Canceled checks, bank statement with MoHIP
includes date(s) of travel, payments highlighted
from/to, purpose of travel,
supporting documentation
• Employee Compensation • Timesheets • Copy of pay stub or third party payroll report
• Effort report • Bank statement with MoHIP payments
• Pay stub listing pay periods, highlighted
employee listed, last four
digits of SSN
• Statement that time billed
was used serving those at
or below 80% AMI on the
bottom of all timesheets or
effort reports; signed by a
manager and the employee
Administrative Expenses
Housing Assistance & Services and Street Outreach grantees may use up to ten percent of the total grant
awarded for expenses necessary for the administration of MoHIP. Grantees do not need to use the full
amount allotted for administrative expenses if they would prefer to provide more direct financial
assistance instead.
Eligible Activities
Salaries and benefits
Associated with staff engaged in grant and program administration
Administrative services contracted to outside parties
Including maintenance activities, general legal, accounting and auditing services. Maintenance activities
include routine, necessary, and minor measures to upkeep office space equipment and fixtures, and/or
preventative measures to keep the building and its property functioning properly.
Office supplies and equipment
Mileage costs
Associated with assisting clients with MoHIP (e.g., transporting clients, meeting clients at home to
conduct intakes, home repair inspections, etc.)
Ineligible Activities
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Conference costs
Conference Hotel Stays
Training costs
Food purchases
Emergency shelter supplies
Mileage costs when clients are not present and/or are not being assisted
Administrative Records to Maintain
Grantees requesting reimbursement for these types of expenses need to detail them in the
Administrative Detail section of the Back-Up form. Supporting documentation for the expenses will be
reviewed by MHDC’s Compliance Officer at on-site compliance visits. The chart below details the
documentation requirements for administrative costs billed to MoHIP.
Recordkeeping Requirements – Administrative Expenses
Acceptable Forms of Documentation
(both Cost Incurred and Proof of Payment are required)
Activity Cost Incurred Proof of Cleared Payment
• Bills paid • Invoice • Canceled checks, bank statement with MoHIP
• Supplies purchased • Receipt payments highlighted
• Equipment purchased
• Mileage costs • Travel request which • Canceled checks, bank statement with MoHIP
includes date(s) of travel, payments highlighted
from/to, purpose of travel,
supporting documentation
• Employee Compensation • Timesheets • Copy of pay stub or third party payroll report
• Effort report • Bank statement with MoHIP payments
• Pay stub listing pay periods, highlighted
employee listed, last four
digits of SSN
• Statement that time billed
was used serving those at
or below 80% AMI on the
bottom of all timesheets or
effort reports; signed by a
manager and the employee
Income Eligibility
All households assisted through the MoHIP are required to be at or below 80 percent of the Area
Median Income (AMI). MoHIP grantees should use the MoHIP Area Median Income Limits form (MoHIP-
409) in conjunction with the Income Verification Worksheet (MoHIP-408) to determine households’
income eligibility. Grantee shall use the AMI for the state to determine eligibility. The Area Median
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Income Limits are to be used throughout the entire grant funding period unless otherwise specified by
MHDC. MoHIP bases its income calculation method from HUD’s Handbook 4350.3, Chapter 5, Section 5-
5; grantees should refer to this guidance for the correct calculation of income.
Standard Forms of Income Grantees are expected to utilize the list below when calculating a
household’s income.
Inclusions:
• Income from all members of the household age 18 and over
• Gross wages from employment
• Full amount of periodic payments
• Unemployment Benefits, Worker’s Compensation, Severance
• Entitlements (e.g., TANF, SSI, SSDI, etc.)
• Periodic and determinable allowances (alimony and child support)
• Net income from business operations
• Self-employment (e.g., child care, housekeeping, contracted work, etc.)
• Interest, dividends or other net income from personal property
• Unearned income from children under 18 years of age (i.e., benefits paid to adult member of
household on behalf of a minor)
Exclusions:
• Earned income from children under 18 years of age
• Foster care payments
• Lump sum payments
• Reimbursement or payment of medical expenses
• Income of live-in aide
• Financial Aid – Including payments received in connection to the CARES Act
• Resident service stipend (part-time work that enhances the quality of life – not to exceed
$200/month)
• Temporary, non-recurring income (gifts)
• Earnings over $480 per year for full-time students 18 years and older (excluding Head of
Household and spouse)
• Adoption assistance payments
• Amounts paid by state to household with a developmentally disabled child to keep them in the
home
• Food Stamps, WIC Payments
Additional Forms of Income Grantees are expected to utilize the list below when calculating a
household’s assets. Income earned from the cash value of a household’s assets should be included in
the total income. If the net household’s assets have a cash value of $5,000 or over, annual income must
include the greater of:
• The actual income from the assets; or
• Imputed income from the assets. (Impute income by multiplying total net household assets by
the passbook rate specified by HUD. See HUD Handbook 4350.3: Chapter 5)
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Inclusions:
• A mortgage or deed of trust held by an applicant
• Cash held in savings and checking accounts, safe deposit boxes, home, etc.
• Cash value of revocable trusts
• Equity in rental property
• Cash value of stocks, bonds, treasury bills, CDs and money market accounts
• Individuals Retirement and Keogh Accounts
• Retirement and pension funds
• Cash value of life insurance policies
• Personal property held as an investment
• Lump sums not intended as periodic payments
Exclusions
• Necessary personal property (e.g., clothing, furniture, antique cars, etc.)
• Interest in Indian Trust Lands
• Assets not effectively owned by applicant
• When assets are held in an individual’s name, but the benefit is to someone that is not in the
household
• Assets not accessible to and that provide no income
• Term life insurance policies
• Assets that are part of an active business
Direct Assistance Timeframe
It is MHDC’s expectation that MoHIP grantees serve eligible households in a timely manner. For Housing
Assistance & Services, a timely manner is considered financial assistance paid on behalf of the
household within 30 days of the date of intake. In the event that grantee is unable to serve the
household within the allotted timeframe, their file needs to be documented with an explanation of the
factors that contributed towards not meeting this requirement as well as written approval from MHDC.
Termination and Grievance Procedures
All MoHIP grantees must have written policies in place that address termination and grievance
procedures for program participants that violate program requirements. The policies should detail the
program requirements, the termination process, and the grievance procedure for all clients served with
MoHIP. The policies must also detail the timeline and method for notifying clients of their termination,
as well as the process to allow clients to appeal the decision. When determining whether program
violations merit termination, grantees should consider all extenuating circumstances in order to ensure
that assistance is only terminated in the most severe situations. Termination does not prohibit the
program from providing further assistance at a later date to the same individual or family. Policies
should be retained by grantee and made available upon request by MHDC.
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Prioritizing Assistance
MoHIP Housing Assistance & Services grantees should develop or update current written prioritization
standards in relation to administration of its MoHIP grant(s). Program Guidelines should clearly detail
policies and procedures for assessing eligibility for assistance and determining and prioritizing which
eligible individuals and families will receive assistance. Program Guidelines should address grantee’s
unique eligibility requirements for assistance as well as the priority given to those most vulnerable or
with the most severe housing needs. Grantees should align themselves with its Continuum of Care’s
priorities and Coordinated Entry systems. Procedures should be retained by grantee and made available
upon request by MHDC.
Homeless Management Information System
Homeless Management Information System (HMIS) is a database that records and stores client-level
data regarding the delivery of housing and services to households who homeless and/or at-risk of
homelessness. All agencies providing Housing Assistance & Services, Street Outreach, and Coordinated
Entry are required to enter data into the HMIS of their Continuum of Care. Grantees serving victims of
domestic violence are required to enter data into a comparable database. The data must be entered
into the HMIS that represents the county of service. If the grantee serves persons with MoHIP monies in
multiple Continua, HMIS data must be entered into the appropriate HMIS. Grantees are responsible for
ensuring that all data collection within HMIS and comparable databases are in compliance with HUD
HMIS Minimum Data Standards, therefore grantees should work with HMIS providers to ensure they are
trained on proper data entry, etc.
Continuum of Care Meetings
In an effort to encourage collaboration and knowledge of services within areas of the state, all Missouri
Housing Innovation Program agencies will be required to attend at least 75 percent of all Continuum of
Care (CoC) meetings in the Continuum in which MoHIP grant funds are allocated. These meetings bring
together many different agencies working toward the improvement of housing and ending
homelessness in the state of Missouri. The MoHIP grantee will be required to submit an attendance
tracking sheet for meetings attended at the close out of the grant. It is the grantee’s responsibility to
provide the CoC representative with an attendance tracking sheet within the requested timeframe to
complete after each meeting that is attended. MHDC acquires feedback from each CoC chair regarding
the agency’s level of participation which may be assessed on future MoHIP applications for funding. The
list of Missouri Continua is located on the Missouri Governor’s Committee to End Homelessness website
at: http://www.endhomelessnessmo.org
Coordinated Entry System
All Missouri CoCs are required to develop a Coordinated Entry system in accordance with requirements
established by HUD. A Coordinated Entry system should provide easy access for households seeking
housing or services. Once developed, non-victim service providers within the Continuum of Care's area
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must use that assessment system to ensure consistent screening, assessment, prioritization and referral
of program participants. Victim services providers may choose not to use the Continuum of Care's
Coordinated Entry system.
Monitoring
In order to track a grantee’s program compliance with MHDC regulations, ensure accurate spending of
MoHIP funds, participation in Coordinated Entry, prevent fraud and abuse, and identify technical
assistance needs, MHDC staff will monitor grantees’ by conducting on-site or desk audit compliance
reviews as well as a thorough review of all financial documentation submitted to MHDC.
On-Site Compliance Visits
On-site compliance visits will be conducted at the location designated by the grantee. The MHDC
Compliance Officer will review expenses billed to MoHIP and agencies’ participation in Coordinated
Entry. The information reviewed is gathered from the HMIS reports, comparable database reports and
Administrative Expense Detail forms submitted with the grantee’s Back-Up. The Compliance Officer will
not provide the grantee the names of the files to be checked prior to the visit; this is to ensure that all
files will be reviewed in the state in which they are normally kept.
The requested files are expected to be produced within fifteen (15) minutes of the Compliance Officer’s
arrival. Failure to produce requested files within fifteen (15) minutes will result in a compliance
violation*. Therefore, it is vital that a grantee staff member is always available to assist the MHDC staff
member as needed at the location and during the times provided by grantee.
* The only exception is if a staff member is assisting a client.
Announced Visit
The announced site visit is scheduled by the Compliance Officer with the grantee. If MHDC staff is
unsuccessful in scheduling a site visit after three attempts have been made via telephone and/or e-mail,
MHDC staff will notify the grantee informing them that they have 15 days to schedule a site visit,
otherwise their funding will be suspended and grantee will be considered out of compliance until the
visit is scheduled.
Unannounced Visit
MHDC staff members have the right to conduct unannounced visits at the location(s) and times
furnished by the grantee in the updated on the Site Contact Form (CI-102) or updated via email to
Community Initiatives Coordinator. It is the grantee’s responsibility to notify MHDC if business hours
change or if the grantee will be closed for an extended amount of time. Unannounced site visits are
conducted based on certain factors, including but not limited to, agency’s prior history with MoHIP,
outcome of announced visit, and fulfilling grant requirements such as timely and accurate submission of
Requests for Payment and Back-Up. MHDC will not conduct site visits on state or federal holidays.
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