Resources for Subrecipients
This page is a resource for organizations which have been awarded CDBG funds through Public Service Grant (PSG) and/or Neighborhood Economic Development (NED) Grant programs.
Eligibility
To qualify for funding, organizations must have current 501(c)(3) nonprofit status, as well as a Unique Entity Identifier (UEI) from SAM.gov.
Learn more about getting a UEI
Training
In November 2023, OMB-CD held a training for subrecipients, covering contract documents and the reimbursement process. A pdf of the slides is available here, and a recording of one of the training sessions can be found here.
Contract Documents
If your organization has been awarded funding, the first step to accessing those funds is to complete a contract with the City. Awarded organizations must submit the items listed in the checklists below to help fill in their contract. Your Program Coordinator will use the documents you provide to create a contract. Be sure to select the correct document for Public Service or NED funds:
General Public Service Grant |
Public Service Grant for Senior Services |
Neighborhood Economic Development |
| Contract Checklist | Contract Checklist | Contract Checklist |
|
Exhibit A: Scope |
Exhibit A: Scope |
Exhibit A: Scope |
|
Exhibit B: Budget |
Exhibit B: Budget |
Exhibit B: Budget |
| Exhibit C: Insurance | Exhibit C: Insurance | Exhibit C: Insurance |
| Exhibit D: Certification of Debarment | Exhibit D: Certification of Debarment | Exhibit D: Certification of Debarment |
| Exhibit E: Statement of Affiliations | Exhibit E: Statement of Affiliations | Exhibit E: Statement of Affiliations |
| Federal Grant Reporting Form | Federal Grant Reporting Form | Federal Grant Reporting Form |
Contracts are created from a standardized template, which can be viewed here. This template is for viewing only. YOUR PROGRAM COORDINATOR WILL CREATE YOUR ORGANIZATION'S CONTRACT.
Invoicing
Once you have an executed contract, you can begin submitting requisitions for reimbursement. Every time you ask the City for money, you will need the following documents:
- A requisition form stating how much of the budget has been spent, and how much remains
- A narrative of activities briefly explaining how the money was spent, including any particular accomplishments the program or organization had during the time period of the expense
- Proof of expenses (receipts, time sheets, etc.)
If your project is required to document client income, you will also need to include:
- A beneficiary report form documenting the income level and ethnicity of individuals served
Monitoring
HUD requires subrecipients to be periodically monitored. Before your organization is monitored, your Program Coordinator will work with you to ensure you are prepared. You will receive and Introduction to Montioring document, and you can also access our Monitoring Form at any time.
Resources from HUD
HUD has published Playing by the Rules for Subrecipients, a manual of helpful information on grant regulations. By following the link you can download the entire manual, or specific chapters.
The Community Development Division has developed a self-certification form that food banks can use if they choose during the COVID-19 pandemic. The form has been translated in a few different languages. Please note that these forms are for use by food banks during COVID-19 only. If you have any questions please contact your respective Planner working on your contract. or Community.Development@Pittsburghpa.gov.
