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CREATING AN ADMINISTRATIVE DRAW REQUEST (OCC). Complete a Checklist for Administrative Draw Requests (Form 16.08) . Draw Requests amount must agree with support documentation The HOME Program is a reimbursement program. . Draw Request status: (Creating Admin. Draw Request). Save

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creating an administrative draw request occ
CREATING AN ADMINISTRATIVE DRAW REQUEST(OCC)
  • Complete a Checklist for Administrative Draw Requests (Form 16.08).
  • Draw Requests amount must agree with support documentation
  • The HOME Program is a reimbursement program.
draw request status creating admin draw request
Draw Request status:(Creating Admin. Draw Request)
  • Save
  • Pending – not submitted to PM.
  • Submit for Approval without Saving –authorized individual; submit the request to PM.
  • Pending PM Approval – ready for PM’s review.
  • Disapproved by PM – Refer to the Notes for explanation & further instruction by PM.
  • Pending Processing – Draw Request approved by PM & submitted to Acctg. Division for approval.
  • Pending Accounting Approval – Draw Request reviewed by Acctg. Division & processed for a voucher number.
  • Approved
contract summary screen creating admin draw request
Contract Summary Screen(Creating Admin. Draw Request)
  • Select Draw Request in the lower right-hand corner of the Budget table.
draw list creating admin draw request
Draw List(Creating Admin. Draw Request)
  • Select Create New Draw Request in the lower right-hand corner of the Draw List screen.
required documentation creating admin draw request
Required Documentation(Creating Admin. Draw Request)

** Refer to current Checklist (available on website) for required documentation**

  • A new Administrative Draw Request is initiated.
  • Enter the Services Rendered dates (These dates must fall within the contract term).
  • Click Save to continue the Draw Request and go to the next screen.
draws for admin creating admin draw request
Draws for Admin(Creating Admin. Draw Request)
  • Enter draw amount in This Draw Amount column
  • Enter the exact amount, including cents.
approval actions creating admin draw request
Approval Actions(Creating Admin. Draw Request)
  • Save updates to Pending; OR
  • Submit for Approval without Saving (2 step approval)updates to Pending PM Approval.
overview creating admin draw request
Overview(Creating Admin. Draw Request)
  • Pending PM Approval status, the CA cannot perform any further action.
draw request creating admin draw request
Draw Request(Creating Admin. Draw Request)
  • Disapproved by PM
  • Approval Action section (lower portion of the screen) for explanation and further instruction.
creating a project draw request occ
CREATING A PROJECT DRAW REQUEST(OCC)
  • The HOME Program is a reimbursement program.
  • Complete a Checklist for OCC Draw Requests (Form 16.07).
  • Match contribution is entered with project Draw Request.
  • PM requires support documentation to include the following:
    • Description of expense
    • Date the expense was incurred
    • Draw Requests amount must agree with support documentation
    • Address of activity
creating project draw request contract summary screen creating project draw request
Creating Project Draw RequestContract Summary Screen(Creating Project Draw Request)
  • Select Activities at the upper right-hand corner of the screen.
contract activity creating project draw request
Contract Activity(Creating Project Draw Request)
  • Select appropriate activity number in the left-hand column.
draw balances creating project draw request
Draw Balances(Creating Project Draw Request)
  • Click on Draw Requests in the lower right-hand corner of the table.
draw list creating project draw request
Draw List(Creating Project Draw Request)
  • Click Create New Draw Request in the lower right-hand corner
required documentation creating project draw request
Required Documentation(Creating Project Draw Request)

** Refer to current Checklist (available on websites) for required documentation**

  • A new Project Draw Request is initiated.
  • Enter the Service Rendered dates (these dates must fall within the contract period).
  • Select the box “Check this box if all required documents…”
draws for project creating project draw request
Draws for Project(Creating Project Draw Request)
  • Enter amount in This Draw Amount column.
itemized budget work write ups creating project draw request
Itemized Budget/Work Write-Ups(Creating Project Draw Request)
  • Work Write-Up/Cost Estimate (Form 11.17) corresponds to the itemized budget in the system.
  • Entries to Miscellaneous should be minimal.
  • All Miscellaneous entries should be identified and described in detail in the online Notes section(s)
approval actions creating project draw request
Approval Actions(Creating Project Draw Request)
  • Save updates to Pending; OR
  • Submit for Approval without Saving (2 step approval)updates to Pending PM Approval.
draw request creating project draw request
Draw Request(Creating Project Draw Request)
  • Disapproved by PM
  • Approval Action section (lower portion of screen) for explanation and further instruction.
modifying project draw request contract summary screen modifying project draw request
Modifying Project Draw RequestContract Summary Screen(Modifying Project Draw Request)
  • Select Activities at the upper right-hand corner of the screen.
modifying project draw request contract activity modifying project draw request
Modifying Project Draw RequestContract Activity(Modifying Project Draw Request)
  • Select appropriate activity number in the left-hand column.
modifying a draw request modifying project draw request
MODIFYING A DRAW REQUEST(Modifying Project Draw Request)
  • Click the appropriate Draw Request number on the DRAW LIST screen and make the necessary changes.
  • When the modified Draw Request is submitted to the Department (Submit approval without saving), it will be updated to Pending PM Approval
processing time frame
Processing Time Frame
  • The funded amount (budget) data will not be updated until the Draw Request is approved by PM and by Accounting, and a voucher is assigned and entered into the System.
  • This process requires 7-10 business days.
creating final draw request contract summary screen creating final draw
Creating Final Draw RequestContract Summary Screen(Creating Final Draw)
  • Select Activities at the upper right-hand corner of the screen.
contract activity creating final draw request
Contract Activity(Creating Final Draw Request)
  • Click the appropriate activity number in the left-hand column.
draw balances creating creating final draw request
Draw Balances Creating (Creating Final Draw Request)
  • Select Draw Requests in the lower right-hand corner of the table.
draw list creating final draw request
Draw List(Creating Final Draw Request)
  • Click Create New FINAL Draw Request.
draw request creating final draw request
Draw Request(Creating Final Draw Request)
  • Confirm that the Final Draw box is checked and data is correct.
additional information for final draws creating final draw request
Additional information for Final Draws(Creating Final Draw Request)
  • Note: The final Draw Request will not be approved without entering Project Completion (PCR – activity level—Related section) data.
  • All applicable Match for a project must also be reported before a final Draw Request will be approved by PM.
reporting match contribution creating final draw request
REPORTING MATCH CONTRIBUTION(Creating Final Draw Request)
  • Match data should be entered with a project Draw Request.
  • Provide proper support documentation
entering a project completion report pcr data
ENTERING A PROJECT COMPLETION REPORT (PCR) DATA
  • PCR data is the final action
  • Completed & submitted with final Draw Request
  • Select Activities (to get list activities)
contract activity entering pcr
Contract Activity(Entering PCR)
  • Select appropriate activity number in the left-hand column
related section entering pcr
Related Section (Entering PCR)
  • Then scroll down to the RELATED section of the activity screen.
  • Click on Project Completion Report
project completion report entering pcr
Project Completion Report.(Entering PCR)
  • Scroll down the screen and enter data in each section, as applicable.
property details entering pcr
Property Details (Entering PCR)
  • Enter the After-Rehabilitation Value as determined by Form 11.16
home funds entering pcr
Home Funds (Entering PCR)
  • OCC activities are grants. Enter the total amount committed to this activity.
  • No other data is entered in this section.
public funds entering pcr
Public Funds(Entering PCR)
  • Enter data if applicable.
private funds entering pcr
Private Funds(Entering PCR)
  • Enter data if applicable.
approval actions entering pcr
Approval Actions(Entering PCR)
  • Save updates to Pending; OR
  • Submit for Approval without Saving (2 step approval)updates to Pending PCR Approval.
overview entering pcr
Overview(Entering PCR)
  • The PCR has now been processed.