SECTION 6: Eligible Participants & Recordkeeping (24 CFR 576.500)

6.1 Introduction to Determining Eligibility for ESG Programs

Generally, there are four eligible populations identified for Emergency Solution Grant programs :

Homeless as defined by HUD (Categories 1 - 4)

  1. Literally Homeless (Living on the Street or in Emergency Shelter)
  2. Imminently homeless (within 14 days)
  3. Unaccompanied youth/families who meet other Federal homeless definition (must also meet additional criteria for HUD) 
    1. CoC must seek HUD approval
    2. Must meet additional criteria for HUD
    3. DHS must be notified and provided documented approval
  4. Fleeing or attempting to flee Domestic Violence

At risk of Homelessness as defined by HUD (Categories 1-3)

Refer to the chart below for a description of which Prior Living Situations are eligible for the different program types. However, eligible populations vary by program type.

Eligibility for ESG Components by Prior Residence at a Glance*
Residence on Night Prior to Program Entry (or in case of services only, participant's current residence)
Component Street / Car / Park Emer-gency Shelter Tran-sitional Housing

Institution (less than / equal to 

90 days) Shelter / Street Prior

Motel (paid by Charity / Gov't) Motel (Paid by participant Doubled  Up / Couch Surfing At Risk Domestic Violence Safe Home / Shelter Fleeing Domestic Violence (Not Shelter / Street)
Emergency Shelter Operations Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes
Essential Services (Services Only)

No

(Unless using day shelter)

Yes

(Includes day shelter)

No No Yes No No No Yes No
Street Outreach Yes No No No No No No No No No
Transitional Housing Operations** Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes
Rapid Rehousing Yes Yes Yes Yes Yes No No No Yes No
Homelessness Prevention No No No No No Yes Yes Yes No Yes

Key/Additional Information:

* Refer to the Flowchart and the eligibility requirements for the individual components for more information

ES = Emergency Shelter  TH = Transitional Housing  DV = Domestic Violence

Institution Stayed less than or equal to 90 days - Must have been in shelter / street immediately before

At Risk - Must be at risk of entering shelter or living on street 

** Transitional Housing can ONLY be supported with ESG if they are grandfathered in (funded with ESG in 2010)

Keep in mind that this chart is not an exhaustive list of prior living situations and that participants must still meet the eligibility criteria set forth in this manual and the regulations.

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6.2 Introduction to Recordkeeping

Records for each individual or household receiving services under a ESG funded program must be completed and followed in accordance with ESG and DHS requirements.

Each program must maintain two types of documentation:

  1. Demographic Records - Documentation illustrating data elements required by HUD (participants may refuse to answer questions)
  2. Service Records - Documentation illustrating provision of services, may include case notes, case plans, "sign-up" sheets, bed lists, leases, etc.

ESG Subrecipients are responsible for verifying and documenting the eligibility of all ESG participants prior to providing ESG shelter and/or assistance. They are also responsible for maintaining this documentation in the participant case file. ESG Subrecipients with insufficient case file documentation may be found out of compliance with ESG program regulations during a State or HUD monitoring.

Below is a summary of the records required based on the ESG program component. Please keep in mind this chart is just a summary, refer to Section 6.4 for additional information.

Required Documentation based on Component Type at a Glance
Record Type
Component Intake / Discharge Form Case / Service Notes HMIS / Comparable Database Release Doc of Housing Status Doc of Income (At Intake) Doc of Lack of Resources (At Intake)

Recertification

of Income and Lack of Resources

Emergency Shelter Operations Yes Yes Yes Yes, HMIS Record / Comparable Database Suffices No No No
Essential Services ONLY Yes Yes Yes Yes No No No
Street outreach Yes Yes Yes Yes No No No
Transitional Housing* Yes Yes Yes Yes No No No
Rapid Rehousing** Yes Yes Yes Yes No Yes Yes (Annually)
Homelessness Prevention** Yes Yes Yes Yes Yes Yes Yes (Every 3 months)

* Transitional Housing can ONLY be supported if they are grandfathered in (funded with ESG in 2010)
** Recipients of Rapid Rehousing or Homelessness Prevention must provide detailed records of all the assistance provided.

Documentation of eligibility is required for ALL program participants, including those who are literally homeless. However, DHS recognizes that third-party documentation at the emergency shelter level is infeasible in most cases. Therefore, under no circumstances must the lack of third-party documentation prevent an individual or family from being immediately admitted to emergency shelter, receiving street outreach services, or being immediately admitted to a shelter or receiving services provided by a victim service sub-recipient.

In instances of individuals or families being admitted to emergency shelter, DHS would expect to see certification by the individual or head of household as the primary method of establishing homeless eligibility. In these instances, DHS would consider a sign-in sheet, with a certification that the individual or head of household seeking assistance is homeless typed at the top, as meeting this standard.

Once an individual or household has entered an emergency shelter DHS encourages subrecipients to assess each program participant and assign an appropriate level of service intervention. In determining what additional supports to provide, the intake worker should consider all resources and support networks available to the household.

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6.3 Written Standards Requirements for Subrecipient

ESG Subrecipients must develop policies and procedures to ensure appropriate documentation is obtained and included in participants' files. In accordance with 24 CFR 576.401(a) ESG Subrecipients must conduct an initial evaluation to determine the eligibility of each individual or family's eligibility for ESG assistance and the amount and types of assistance the individual or family needs to regain stability in permanent housing.

These evaluations must be conducted in accordance with the local CoC's written standards, including the processes for coordinated entry and assessment.

6.4 Detailed Documentation Options and Types

As stated in the previous sections, participant files are required to have detailed information on the services provided and participants served (including their eligibility, as appropriate). The following subsections will explore each documentation type spelled out in the chart in Section 6.2 Introduction to Recordkeeping.

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6.4a Intake/Discharge Forms

ESG subrecipients are required to collect basic demographic data on the persons served with ESG funds. This data includes but is not limited to the information outlined in the HUD Homeless Management Information System (HMIS) Data Standards, more information about these standards can be found online at: https://www.hudexchange.info/resource/3826/hmis- data-standards-manual/.

  • Participants should be referred to ESG Subrecipients/services through the CoC's coordinated entry system.
  • DHS does not require specific Intake/Discharge forms for use by subrecipients, but rather requires that subrecipients use the forms required by their local CoC.
  • CoC and ESG subrecipients are responsible for ensuring that required Intake/Discharge forms collect the information needed and are in compliance with HUD regulations/policies.
  • If there is not a standardized form in the local COC, individual Subrecipients may create and use their own forms (which must also meet the standards outlined in this document and the ESG regulations).
  • When considering what additional questions to ask in an Intake/Discharge form, Subrecipients should avoid asking for extraneous information and be mindful of participants' privacy and potential past traumas (i.e. only ask information that is necessary for services/housing to be rendered).
  • Participants have the right to refuse to answer questions on an intake/discharge form or to refuse to have their data entered into HMIS and/or comparable database.
  • Contact your CoC Representative for "Intake/Discharge" forms if your subrecipient does not have a standard form.

Subrecipients and/or CoC Representatives should refer to the HMIS Data Standards found online at:

The following two charts highlight the information needed to be collected and entered into HMIS.

HUD Universal Data Elements (as of August 2016)

Required of ALL ESG Programs

3.1  Name

3.2  Social Security Number

3.3  Date of Birth

3.4  Race

3.5  Ethnicity

3.6  Gender

3.7  Veteran Status

3.8  Disabling Condition

3.9 Living Situation

3.10 Project Entry Date

3.11 Project Exit Date

3.12 Destination

3.13 Personal ID

3.14 Household ID

3.15 Relationship to Head of Household

3.16 Participant Location

Program Specific Data Elements (as of August 2016)

Required as Indicated

No. Element Street Outreach Emergency Shelters and Services (Entry/Exits) Emergency Shelters (Night by Night Shelters Only) Homelessness Prevention Rapid Rehousing
4.2 Income and Sources Yes Yes Optional Yes Yes
4.3 Non-Cash Benefits Yes Yes Optional Yes Yes
4.4 Health Insurance Yes Yes Optional Yes Yes
4.5 Physical Disability Yes Yes Yes Yes Yes
4.6 Developmental Disability Yes Yes Yes Yes Yes
4.7 Chronic Health Condition Yes Yes Yes Yes Yes
4.8 HIV/AIDS Yes Yes Yes Yes Yes
4.9 Mental Health Problem Yes Yes Yes Yes Yes
4.10 Substance Abuse Yes Yes Yes Yes Yes
4.11 Domestic Violence Yes Yes Yes Yes Yes
4.12 Contact Yes Yes
4.13 Date of Engagement Yes Yes
4.14 Bed-Night Date Yes
4.17 Residential Move-in Date Yes
4.19 Housing Assessment at Exit Yes

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6.4b Case / Service Notes

ESG Subrecipients must document through case notes the services provided to program participants. DHS does not require a specific format for the notes, but does require that they:

  • Are legible and securely stored in the participant file (either electronically in HMIS or in a paper file), If stored electronically and hardcopy, both documentation should have same information.
  • Sufficiently detail the services provided, including the date, time, type of service, and staff member(s) assisting,
  • Spell out the participant's housing plan (to leave or avoid shelter) and any goals they might have set for themselves, and
  • Include any other relevant information.

Below is a chart that details specific documentation options by service type:

Service Documentation by Component Type
Service Provided Documentation Options
Shelter Bed Stay Bed List showing Participant Name, Date, & Bed Number (if applicable) - May be in HMIS
Transitional Housing Bed Stay Bed List showing Participant Name, Date, & Bed/Unit Number (if applicable) - May be in HMIS
Essential Services (provided as part of ESG funded shelter) Service and/or Case Notes showing staff name, participant name, date(s) of services, and description of services provided.
Essential Services (provided as a service ONLY grant, not associated with a shelter) Service and/or Case Notes showing staff name, participant name, date(s) of services, and description of services provided.
Street Outreach Service and/or Case Notes identifying staff name, participant name, date(s) of services, and description of services provided.

Homelessness Prevention Assistance


Rapid Rehousing Assistance

See Section 4.4 and Section 5 for more information (be sure to review ALL sections that indicate they apply to Rapid Rehousing and/or Homelessness Prevention. There are significantly more documentation requirements for these components.

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6.4c HMIS/Comparable Database Release

In compliance with 24 CFR 576.400 (f) all data on all persons served under ESG must be entered into HMIS or a comparable database (if Domestic Violence Subrecipient). If this data is entered into an HMIS or comparable database where data is shared between Subrecipients (also known as an open system), there must be a signed consent to release information into the database.

It is anticipated that ESG subrecipients will use the HMIS release form provided by their local CoC/HMIS lead. Sample releases of information can be found on the HUD exchange (https://www.hudexchange.info).

6.4d Documentation of Housing Status (Prior Residence)

Housing Status Documentation Options by Program

Program

Component

Documentation of Prior

Residence Required at Intake

Documentation Options

(Must select one)

Emergency Shelter Operations

Self-Certification or HMIS Record

Do not need to provide documentation of Prior Residence, once they spend a night in the shelter, HMIS Record/Comparable Database Record Suffices

Self-Certification or HMIS Record
Transitional Housing Operations (Only eligible if grandfathered in)

Self-Certification or HMIS Record

Do not need to provide documentation of Prior Residence, once they spend a night in the program, HMIS Record / Comparable Database Record Suffices

Self-Certification or HMIS Record
Supportive Services Yes (must demonstrate participants are in shelter)
  1. 3rd Party Documentation (HMIS record, letter from shelter/Street Outreach Worker)
  2. Self-Certification Signed by Participant
Street Outreach

N/A

Do not need to provide documentation of Prior Residence, once they encounter an outreach worker, HMIS Record/Comparable Database Record Suffices

N/A

Rapid Rehousing


Homelessness Prevention

Yes


Yes

See chart on following page (below) for more detailed information based on housing status.

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Detailed documentation options for each of the Housing Status is listed below:

Documentation Options by Homeless/At-Risk Status

Homeless Category 1

Literally Homeless

  • Written observation by the outreach worker; or
  • Written referral by another housing or service Subrecipient; or
  • Certification by the individual or head of household seeking assistance stating that (s)he was living on the streets or in shelter;
  • For individuals exiting an institution-one of the forms of evidence above and:
    • discharge paperwork or written/oral referral, or
    • Written record of intake worker's due diligence to obtain above evidence and certification by individual that they exited institution

Homeless Category 2

Imminent Risk of Homelessness

  • A court order resulting from an eviction action notifying the individual or family that they must leave; or
  • For individual and families leaving a hotel or motel-evidence that they lack the financial resources; or
  • A documented and verified oral statement; and
    • Certification that no subsequent residence has been identified; and
    • Self-certification or other written documentation that the individual lacks the financial resources and support necessary to obtain permanent housing

Homeless Category 3

Homeless under other Federal statutes

  • Certification by the nonprofit or state or local government that the individual or head of household seeking assistance met the criteria of homelessness under another federal statute; and
  • Certification of no PH in last 60 days; and
  • Certification by the individual or head of household, and any available supporting documentation, that (s)he has moved two or more times in the past 60 days; and
  • Documentation of special needs or 2 or more barriers
Homeless Category 4 Fleeing/Attempting to Flee DV (Domestic Violence)

For victim service Subrecipients:

  • An oral statement by the individual or head of household seeking assistance which states: they are fleeing; they have no subsequent residence; and they lack resources. Statement must be documented by a self-certification or a certification by the intake worker.

For non-victim service Subrecipients:

  • Oral statement by the individual or head of household seeking assistance that they are fleeing. This statement is documented by a self-certification or by the caseworker. Where the safety of the individual or family is not jeopardized, the oral statement must be verified; and
  • Certification by the individual or head of household that no subsequent residence has been identified; and
  • Self-certification, or other written documentation, that the individual or family lacks the financial resources and support networks to obtain other permanent housing.

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Documentation Options by Homeless/At-Risk Status

At Risk of Homelessness Category 1 -

Individuals and Families

An individual or family who:
  1. Has an annual income below 30% of median family income for the area; AND
  2. Does not have sufficient resources or support networks immediately available to prevent them from moving to an emergency shelter or another place defined in Category 1 of the "homeless" definition; AND
  3. Meets one of the following conditions:
    1. Has moved because of economic reasons 2 or more times during the 60 days immediately preceding the application for assistance; OR
    2. Is living in the home of another because of economic hardship; OR
    3. 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
    4. 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
    5. 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
    6. Is exiting a publicly funded institution or system of care; OR
    7. 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

At Risk of Homelessness Category 2 -

Unaccompanied Children and Youth

A child or youth who does not qualify as homeless under the homeless definition, but qualifies as homeless under another Federal statute.

At Risk of Homelessness Category 3 -

Families with Children and Youth

An unaccompanied youth who does not qualify as homeless under the homeless definition but qualifies as homeless under section 725(2) of the McKinney-Vento Homeless Assistance Act, and the parent(s) or guardian(s) or that child or youth if living with him or her.

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6.4e Documentation of Income (Homelessness Prevention & Rapid Rehousing)

Documentation of income is only required:

  • Homelessness Prevention - Intake and recertification (every 3 months)
  • Rapid Rehousing - Annual recertification (annually)

For participants utilizing Shelter, Services, Rapid Rehousing, and Street Outreach documentation of income AT INTAKE is not required. There are no recertification requirements for Shelter, Services, and Street Outreach.

Income limits for ESG (30% Income Limit) can be found on the HUD Exchange website (do not use HUD's Extremely Low Income Limit, this is different than 30% Income Limit). These are updated annually with a notification going out through the HUD Exchange ESG Listserv; it is very important you sign up for this list, so you can be notified of new limits, which take effect as soon as they are announced by HUD (typically in the spring of each year).

Participants will be asked their income for HMIS but is based on self-report and does not need to be documented. Participants may collect documentation of income but shall not condition income as a requirement for service eligibility.

For participants utilizing Homelessness Prevention, subrecipients must calculate the annual income of an individual or family (as described in 24CFR 5.609). These regulations are summarized in the following pages and charts.

When calculating income, it's important to keep the following in mind:

  • ALL adults (persons 18 and over) MUST have documentation of income (even if there is no income).
  • One or more of the below documents MUST be kept in the participant/household file.
  • If there are more than one adult in a household, documentation must be provided for each adult household member.
  • If an adult has more than one income source or job, each source of income should have its own documentation (i.e. pay stubs for employment & TANF benefit letter for Jane Smith).
Documentation Options by Income Types
Income Source Include in Income Calculation? 3rd Party Oral Verification Self-Declaration
No Income Reported Yes

Copy of Social Security Statement obtained through https://www.socialsecurity.gov/myaccount/

AND

Signed Declaration of No Income

N/A Participant Completes Self-Declaration of No Income
Wages and Salary Yes - GROSS Pay (Not Net Pay)

Copy of Recent Pay stubs

OR

Signed Letter from Employer (including gross pay amount, frequency, average hours, & contact information

Staff Contacts Employer and

Completes Oral Verification of Income

Participant Completes Self-Declaration of No Income
Self-Employment / Business Income Yes - NET income (Not Gross Pay) Copy of most recent federal or state tax return showing net business income N/A Participant Completes Self-Declaration of No Income
Interest and Dividend Income Yes - GROSS Pay (Not Net Pay)

Copy of most recent interest or dividend income statement

OR

Copy of most recent federal or state tax return showing interest, dividend, or other net income

N/A Participant Completes Self-Declaration of No Income
Pension / Retirement Income Yes - GROSS Pay (Not Net Pay) Copy of most recent payment statement or benefit notice from Social Security Administration (SSA), pension Subrecipient, or another source Staff Contacts Subrecipient and completes Oral Verification of Income Participant Completes Self-Declaration of No Income
Unemployment Income

Yes - GROSS

Pay (Not Net Pay)

Copy of most recent unemployment or severance payment statement notice Staff Contacts Subrecipient and completes Oral Verification of Income Participant Completes Self-Declaration of No Income
Disability Income

Yes - GROSS

Pay (Not Net Pay)

Copy of most recent worker's compensation, SSI, or SSDI payment Staff Contacts Subrecipient and completes Oral Verification of Income Participant Completes Self-Declaration of No Income
Temporary Assistance for Needy Families (TANF) or other Cash Public Assistance

Yes - GROSS

Pay (Not Net

Pay)

Copy of most recent payment statement or benefit notice Staff Contacts Subrecipient and completes Oral Verification of Income Participant Completes Self-Declaration of No Income
Alimony, Child Support, Foster Payment

Yes - GROSS

Pay (Not Net

Pay)

Copy of most recent alimony, foster care, child support or other contributions or gift payment statements, notices, or orders Staff Contacts Subrecipient, Family Member, or Court, and completes Oral Verification of Income Participant Completes Self-Declaration of No Income
Armed Forces Income

Yes - GROSS

Pay (Not Net Pay)

Copy of pay stubs, payment statement, other government issued statement indicating income amount Staff Contacts Subrecipient and completes Oral Verification of Income Participant Completes Self-Declaration of No Income

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The following table presents income exclusions, describing the types of income that are not counted when calculating gross income for purposes of determining ESG eligibility and documentation.

Income Exclusions by Income Types
General Category Description
1. Income of Children Income from employment of children (including foster children) under the age of 18 years.
2. Inheritance and Insurance Income Lump-sum additions to family assets, such as inheritances, insurance payments (including payments under health and accident insurance and worker's compensation), capital gains and settlement for personal or property losses (except as provided in Pension/Retirement Income).
3. Medical Expense Reimbursements Amounts received by the family that are specifically for, or in reimbursement of, the cost of medical expenses for any family member.
4. Income of Live-in Aides Income of a live-in aide (as defined in 24 CFR 5.403).
5. Disabled Persons (ONLY in-HOME  Properties) Certain increases in income of a disabled member of qualified families residing in HOME-assisted housing or receiving HOME tenant-based rental assistance (24 CFR 5.671(a)).
6. Student Financial Aid The full amount of student financial assistance paid directly to the student or to the education institution.
7. Armed Forces Hostile Fire Pay The special pay to a family member serving in the Armed Forces who is exposed to hostile fire.
8. Self-Sufficiency Program Income
  1. Amounts received under training programs funded by HUD.
  2. Amounts received by a person with a disability that are disregarded for a limited time for purposes of Supplemental Security Income eligibility and benefits because they are set aside for use under a Plan to Attain Self- Sufficiency (PASS).
  3. Amounts received by a participant in other publicly assisted programs that are specifically for, or in reimbursement of, out-of-pocket expenses incurred (special equipment, clothing, transportation, childcare, etc.) and which are made solely to allow participation in a specific program.
  4. Amounts received under a resident service stipend. A resident service stipend is a modest amount (not to exceed $200 per month) received by a resident for performing a service for the PHA or owner, on a part-time basis, that enhances the quality of life in the development. Such services may include, but are not limited to, fire patrol, hall monitoring, lawn maintenance, resident initiatives coordination, and serving as a member of the PHA's governing board. No resident may receive more than one such stipend during the same period of time.
  5. Incremental earnings and benefits resulting to any family member from participation in qualifying state or local employment training programs (including training not affiliated with a local government) and training of a family member as resident management staff. Amounts excluded by this provision must be received under employment training programs with clearly defined goals and objectives and are excluded only for the period during which the family member participates in the employment training program.
9. Other Nonrecurring Income Temporary, nonrecurring, or sporadic income (including gifts). Sporadic wages or employment income should be included in the income calculation.
10. Reparations Reparation payments paid by a foreign government pursuant to claims filed under the laws of that government by persons who were persecuted during the Nazi era.
11. Income from Full-time Students Annual earnings in excess of $480 for each full-time student 18 years old or older (excluding the head of household or spouse).
12. Adoption Assistance Adoption assistance payments in excess of $480 annually per adopted child.
13. Deferred/Lump Sum Social Security & SSI Income Deferred periodic amounts from SSI and Social Security benefits that are received in a lump sum amount or in prospective monthly amounts.
14. Income Tax and Property Tax Refunds Amounts received by the family in the form of refunds or rebates under state or local law for property taxes paid on the dwelling unit.
15. Home Care Assistance Amounts paid by a state subrecipient to a family with a member who has a developmental disability and is living at home to offset the cost of services and equipment needed to keep this developmentally disabled family member at home.
16. Other Federal Exclusions Amounts specifically excluded by any other federal statute from consideration as income for purposes of determining eligibility or benefits under a category of assistance programs that includes assistance under any program to which the exclusions of 24 CFR 5.609(c) apply, including:
  • The value of the allotment made under the Food Stamp Act of 1977;
  • Payments received under the Domestic Volunteer Service Act of 1973 (employment through VISTA, Retired Senior Volunteer Program, Foster Grandparents Program, youthful offender incarceration alternatives, senior companions);
  • Payments received under the Alaskan Native Claims Settlement Act;
  • Income derived from the disposition of funds to the Grand River Band of Ottawa Indians;
  • Income derived from certain sub-marginal land of the United States that is held in trust for certain Indian tribes;
  • Payments or allowances made under the Department of Health and Human Services' Low-Income Home Energy Assistance Program;
  • Payments received under the Maine Indian Claims Settlement Act of 1980 (25 U.S.C. 1721);
  • The first $2,000 of per capita shares received from judgment funds awarded by the Indian Claims Commission or the U.S. Claims Court and the interests of individual Indians in trust or restricted lands, including the first $2,000 per year of income received by individual Indians from funds derived from interests held in such trust or restricted lands;
  • Amounts of scholarships funded under Title IV of the Higher Education Act of 1965, including awards under the Federal work-study program or under the Bureau of Indian Affairs student assistance programs;
  • Payments received from programs funded under Title V of the Older Americans Act of 1985 (Green Thumb, Senior Aides, Older American Community Service Employment Program);
  • Payments received on or after January 1, 1989, from the Agent Orange Settlement Fund or any other fund established pursuant to the settlement in the In Re Agent Orange product liability litigation, M.D.L. No. 381 (E.D.N.Y.);
  • Earned income tax credit refund payments received on or after January 1, 1991, including advanced earned income credit payments;
  • The value of any child care provided or arranged (or any amount received as payment for such care or reimbursement for costs incurred for such care) under the Child Care and Development Block Grant Act of 1990;
  • Payments received under programs funded in whole or in part under the Job Training Partnership Act (employment and training programs for Native Americans and migrant and seasonal farm workers, Job Corps, state job training programs and career intern programs, AmeriCorps);
  • Payments by the Indian Claims Commission to the Confederated Tribes and Bands of Yakima Indian Nation or the Apache Tribe of Mescalero Reservation;
  • Allowances, earnings, and payments to AmeriCorps participants under the National and Community Service Act of 1990;
  • Any allowance paid under the provisions of 38 U.S.C. 1805 to a child suffering from spina bifida who is the child of a Vietnam veteran;
  • Any amount of crime victim compensation (under the Victims of Crime Act) received through crime victim assistance (or payment or reimbursement of the cost of such assistance) as determined under the Victims of Crime Act because of the commission of a crime against the applicant under the Victims of Crime Act.

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6.4f Documentation of Lack of Resources (At Intake)

When providing Homelessness Prevention assistance, ESG Subrecipients must demonstrate that the program participant does not have sufficient resources or support networks; e.g., family, friends, faith-based or other social networks, immediately available to prevent them from moving to an emergency shelter or an unsheltered destination.

Acceptable documentation generally includes:

  • Notice of termination from employment,
  • Unemployment compensation statement,
  • Bank statement,
  • Health-care bill showing arrears,
  • Utility bill showing arrears,
  • Other 3rd party documentation illustrating lack of resources,
  • Written statement by the relevant third party (e.g., former employer, public administrator, relative), and/or
  • Written statement of program staff of phone call or other verbal communication with relevant third party source (if written documentation is unavailable).

Rapid Rehousing participants do not need to meet any income requirements at intake.

6.4g Recertification of Income and Lack of Resources

The subrecipient must re-evaluate the program participant's eligibility and the types and amounts of assistance the program participant needs not less than:

  • Every 12 months for participants receiving rapid re-housing assistance
  • Every 3 months for participants receiving homelessness prevention assistance.
  • At a minimum, each re-evaluation of eligibility must establish that:
    • The program participant does not have an annual income that exceeds 30 percent of median family income for the area, as determined by HUD; and
    • The program participant lacks sufficient resources and support networks necessary to retain housing without ESG assistance.

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