Homeless Prevention and Rapid Re-housing
Project (HPRP)
PROCESS TRAINING
Revised 6/02/2010
Process
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Establish relationships with the vendors
Case manager contacts vendor to explain the project and see if
they will accept a letter of guarantee for payment within 30 days.
Send contact and mailing information of vender to Darlene Foster
@ DARLENE@ARCHCONNECTION.ORG
HPRP Assessment
Release of information (ROI)
◦ HMIS, Vendors, Other Service providers (Legal Services, Credit
help, budgeting, etc.)
Verification of Income or Self-declaration of income
(when applicable)
Housing Status or Self-declaration of Housing Status
(when applicable)
Revised 6/02/2010
Process Continued
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Rent Reasonableness (for rapid re-housing only)
Housing Inspection (for rapid re-housing only)
Lead based paint test (for rapid re-housing only where housing is
built before 1978 and has children under the age of six)
Determine the client’s needs with documentation received from
the client
Case manager contacts supervisor to review scenario
Approval is pending ARCH review of documentation
POs are assigned
Completed POs and supporting documentation is sent to the
ARCH office
Revised 6/02/2010
Process Continued
Final approval is issued by ARCH office
 Letter of Guarantee is sent to vendor
 Funds are disbursed
 Case is closed
 File is sent to ARCH office
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Revised 6/02/2010
In the Beginning
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Case manager contacts vendor to explain
the project and see if they will accept a
letter of guarantee for payment within 30
days.
◦ ** Remember: A Release of Information
Form signed by the HPRP participant is
required to make any contact with vendors.
Arrange for a habitability inspection in
cases of rapid re-housing.
 Information entered into HMIS.
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Revised 6/02/2010
W-9
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Form W-9 (Request for Taxpayer
Identification Number and Certification) is
needed for HPRP payments to individual Vendors.
The Form W-9 requires the Vendor’s name, address,
social security number and signature. Please inform
Processor of the need for the form and she will
mail or fax the Form W-9 to individual Vendors and
have the Vendors return the completed form to the
HPRP office (faxed Vendor signatures are o.k.)
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NO payment will be sent to vendor until
the W9 is received.
Revised 6/02/2010
Utility vendor exception
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It is not necessary to maintain copies of
Form W-9 in the HPRP participant file.
The form is only needed once per Vendor.
Bookkeeper (Darlene) will maintain a
Form W-9 file for reference in each
county. In subsequent transactions with
Vendors, Form W-9 is already on file.
Revised 6/02/2010
HPRP Request
1A. 211 case manager determines initial
eligibility of client and refers client to local
agency for assistance and faxes initial
assessment to the agency.
 1B. If clients walks into local agency, the
assigned case manager determines eligibility of
client through HMIS or refers them to 211 if
assessment is not possible in a timely manner.
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Keep in mind case managers will be completing a Staff Certification
form indicating responsibility for approval and repayment of
funds upon HUD’s request.
Revised 6/02/2010
HPRP Request Continued
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Case manager determines the client’s needs with
documentation from the client ie. Utility bills,
eviction notice, unemployment status, list of
assets, verification of income, etc. (If legal
services for eviction prevention are needed,
client is immediately referred to Legal
Services Alabama.) Once determination has
been made that “without these funds, this client
would be homeless;” the household income falls
beneath 50% of the poverty level; and that with
these funds the client will be self-sustaining at the
end of assistance, then:
Revised 6/02/2010
SUPERVISOR
The Case manager contacts Supervisor – be
prepared to discuss sustainability plan,
including barriers, strategies, resources
requested and community resources. Focus
on income and self-sufficiency needs. Is
client receiving FA? JOBS client? Food
Stamps? Child Support? Is client employed?
In need of JOBS Supportive Services? Other
income?
**Do not contact Supervisor to discuss a
request for HPRP funds with the client
in your office.
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Revised 6/02/2010
Documentation
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All HPRP expenditures must be
documented on the sustainability plan or
sustainability plan Update AND must
have a written Purchase Order
(regardless of method of payment) and
have supporting documentation supplied
by the Vendor.
Enter information into HMIS.
Revised 6/02/2010
Examples of supporting documentation
include:
◦ Rent deposits – statement from landlord (preferably on letterhead) of
the amount of the deposit. The lease can be used as documentation if
the amount of the deposit is clearly shown along with the client’s name
and address.
◦ Verify lease agreements with land lords. Indicate with whom
you spoke, time and date.
◦ Utility deposits – utilities must be in client’s name in order to use
HPRP funds. Contact your Supervisor to explore other
payment
options if client has utilities in another’s name for safety
reasons.
Documentation should state the client’s name, service address, amount
of deposit and utility account number.
Revised 6/02/2010
Housing Inspection
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All new rental property must meet
HUD’s habitation requirements. The
standards for housing unit inspections are
the habitability standards. Please note
that these standards apply only when a
program participant is moving into a new
unit. They do not apply to persons served
with HPRP prevention assistance in an
existing unit.
Revised 6/02/2010
Initial Approval
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The Supervisor (not the case manager) calls the
Coordinator (Felicia) presenting the case scenario to
the Processor. Client names should not be discussed
or emailed, use HMIS client number.
If approved Kallie Owen assigns Purchase Order
Number for each vendor (landlord or utilities).
Supervisor is responsible for signing off on approval.
PO will not be assigned if you do not have an HMIS
client # and have not completed HMIS information
correctly.
Revised 6/02/2010
Purchase Order
Purchase Order (PO) is then assigned for each HPRP
Expenditure.
 Fax completed PO and all supporting documentation to the
HPRP office immediately @ (334) 239-8263. Give vendor’s
name, mailing address, phone and fax number. For utility
companies include client’s account number and/or address
where client is living or receiving service, provide vendor email address if available. Complete right-hand side of PO by
giving HPRP participant’s name, client number and county
(refers to county processing expenditure).
** Please take time to write legibly or fill out electronically
all information requested on the Purchase Order. If it cannot
be read or is incomplete, it cannot be paid.
 Final approval determined by ARCH office
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Revised 6/02/2010
Letter of Guarantee
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If terms of Letter of Guarantee are accepted by Vendor,
and final approval is issued A Letter of Guarantee will
be faxed, e-mailed or mailed from the ARCH office to
the Vendor.
Letter will be sent guaranteeing payment
 Billing cycle is 20 - 45 days
 Project is funded by HPRP contract
Do not ask clients to explain reimbursement
process/Letter of Guarantee to Vendors.
If a Vendor asks for documentation or more
information about reimbursement process, please have
them contact the ARCH office at (334) 239-7833.
Revised 6/02/2010
Disbursement
Funds are disbursed as we get the funds
drawn down from ADECA
 This does take time
 We do not RUSH or EXPIDITE payments
 These are not emergency assistance funds
 Approximately 300 applications are sent
in, approved and disbursed per month
 Requests are not ignored, but they do
take time to process
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Revised 6/02/2010
Closing cases
Each client needs to have an exit date
entered in HMIS. As each file is closed, it
will be sent to the ARCH office for
auditing purposes.
 File must be sent in to the ARCH office
within 14 calendar days of closing.
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Revised 6/02/2010
HPRP FUNDS REQUEST PROCESS OVERVIEW
(Revised: JNovember2009)
INITIAL APPROVAL
Supervisor calls
Supervisor: Approval of
Purchase Order and
scenario
HPRP Office provides Purchase Order Number
DOCUMENTATION/EXPENDITURE OF FUNDS
Case manager: Fax HPRP Office
PO + Documentation
Letter of guarantee
And payments:
ARCH/HPRP Office
Vendor
Guidelines: … All Letters of Guarantee come from the HPRP office
… HPRP office will mail or fax Letters of Guarantee only when
Purchase Order has been received with documentation &
documentation is approved.
Revised 6/02/2010
New Staff Procedures
 E-mail
Lillian @ lillian@acadv.org if
you need more staff, have a staff
member leave, or need to change
approved hours
 Lillian will advise Felicia and Kay on
staff approval, HMIS training and
HMIS license
Revised 6/02/2010
Information
HPRP Office
540 South Perry Street
PO Box 451
Montgomery, AL 36104 Montgomery, AL 36101
Phone: (334) 239-7833
Fax: (334) 239-8263
Felicia Jackson: felicia@archconnection.org
cell (334) 201-5703
Darlene Foster: darlene@archconnection.org
Kallie Owen: kallie@archconnection.org
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HMIS - Kay Adams: kay@acadv.org
Victoria Paterson: victoria@acadv.org
Phone: (334) 832-4842
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New Staff approval – Lillian Zaworski: lillian@acadv.org
Phone (334) 832-4842
Website: www.archconnection.org
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Revised 6/02/2010
Questions?
Revised 6/02/2010