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 the following in addition to PSG and NED program guidelines:

• Active 501(c)(3) nonprofit status
• Current registration through SAM.gov
• Current general liability insurance coverage
• Current workers comp insurance if your organization has staff on payroll

SAM.gov Registration

For organizations that are registering with SAM.gov for the first time, follow the videos below to first obtain a UEI and then register with SAM.gov. 

Step 1: Obtain a UEI

Step 2: Register Entity for SAM.gov

Be aware that even if your organization has a Unique Entity Identifier (UEI), you may not be fully registered. Registration is a separate process after receiving a UEI, and must be updated annualy. 

City staff have prepared the following guides:

Use this guide if you have not received a UEI

Use this guide if you have a UEI but have not completed registration

If you have additional questions, contact your Program Coordinator for further assistance.

Training

On November 2023, OMB-CD held a training for subrecipients, covering contract documents and the reimbursement process. See video below:

A pdf of the slides is available 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:

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.

Receiving Grant Funds

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 

For a detailed list of what to submit for reimbursement use the following invoicing checklists:

• Public Service Grant Checklist
• Neighborhood Economic Development Grant Checklist

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.