Supporting documents for IDIS

IDIS
for CDBG State Grantees

U.S. Department of Housing and Urban Development

PREFACE
Purpose
This manual explains how to set up, fund, draw funds, and report accomplishments and
performance measures for CDBG activities in IDIS. Topics related to these CDBG-specific
processes are also covered.

Intended Audience
This manual is intended for people who are already familiar with State CDBG rules and
regulations. It is not a regulatory or policy training guide, and assumes that users have
acquired that knowledge from other training and/or experience.

Contents
Chapter 1 provides a brief overview of the major components of IDIS.
Chapter 2 shows how to add and maintain projects.
Chapter 3 covers the activity screens that are common to all CPD programs.
Chapter 4 explains the CDBG-specific activity setup screens.
Chapters 5 and 6 cover activity funding and drawdowns. Chapter 7 shows how to receipt
program income and repayments of grant funds to the local account.
Chapter 8 explains how to process activities funded with Section 108 Loan Guarantee funds
and loan program income.
Chapter 9 outlines the process of CDBG accomplishment reporting.
Chapters 10 through 14 give detailed instructions on reporting accomplishments and
performance measures for CDBG area benefit (LMA), limited clientele benefit (LMC),
low/mod housing benefit (LMH), low/mod job creation and retention (LMJ), slum/blight (SBA
and SBS), and urgent need (URG) activities.
Chapter 15 discusses CDBG activities that have been flagged as at-risk.
Chapter 16 provides guidance on cancelling activities with CDBG draws.
Chapter 17 covers the grant function.
Chapter 18 explains the process of returning grant funds to the letter of credit or local
account.
Chapter 19 covers the grantee function.
Supporting material is provided in the appendices.

What is Not Covered
Five IDIS functions—Consolidated Plan/Action Plan, Reports, Admin, Data Downloads, and
EDI—are not covered here.
For the Con Plan/Action Plan, visit the eCon Planning Suite site. For the other functions, go
to the main IDIS webpage and under “Featured Topics” see:


How to Run Reports in IDIS OnLine



Grantee Local Administrator Guide



IDIS OnLine Data Download Documentation



IDIS OnLine EDI Documentation

Additional Resources


The main IDIS page



The IDIS News section of the IDIS Welcome page



The IDIS Resources for the CDBG Program page



The HUD Exchange Ask A Question page

Table of Contents
Chapter 1 ............................................................................................................ 1-1
AN OVERVIEW OF IDIS ....................................................................................... 1-1
Components ...........................................................................................................1-1
Functions ...............................................................................................................1-3
Utilities and Links ....................................................................................................1-4
Flagged CDBG Activities ...........................................................................................1-5
Chapter 2 ............................................................................................................ 2-1
PROJECTS ............................................................................................................ 2-1
Accessing the Project Functions ................................................................................2-1
Add Projects ...........................................................................................................2-2
Edit/View Projects ...................................................................................................2-4
Search Projects Screen ........................................................................................2-4
Edit Project Screen ..............................................................................................2-6
Copy Projects .........................................................................................................2-8
Reopen a Canceled Project .......................................................................................2-9
Chapter 3 ............................................................................................................ 3-1
THE COMMON ACTIVITY SCREENS ....................................................................... 3-1
Accessing the Common Activity Functions ..................................................................3-1
Add Activities ..........................................................................................................3-2
Edit/View Activities ..................................................................................................3-5
Search Activities Screen .......................................................................................3-5
Edit Activity Screen .............................................................................................3-7
Updating the Activity Status to Completed ............................................................ 3-10
Reopen Activity and Copy Activity ....................................................................... 3-11
Chapter 4 ............................................................................................................ 4-1
THE CDBG ACTIVITY SETUP SCREENS ................................................................. 4-1
CDBG Setup Detail (Page 1) .....................................................................................4-2
CDBG Setup Detail (Page 2) .....................................................................................4-9
CDBG Setup Detail (Page 3) ................................................................................... 4-15
Chapter 5 ............................................................................................................ 5-1
ACTIVITY FUNDING ............................................................................................. 5-1
Accessing the Activity Funding Functions ....................................................................5-2
Search for Activities to Fund Screen ..........................................................................5-2
Edit Activity Funding Screen .....................................................................................5-4
Add-Edit Funding Line Item Screen ............................................................................5-6
Chapter 6 ............................................................................................................ 6-1
DRAWDOWNS ...................................................................................................... 6-1
Accessing the Drawdown Functions ...........................................................................6-1
Create Drawdown Vouchers ......................................................................................6-2
Create Voucher - Page 1 of 4 (Select Activities) ......................................................6-2
Create Voucher - Page 2 of 4 (Drawdown Amounts) ................................................6-4
Create Voucher - Page 3 of 4 (Confirmation) ..........................................................6-7
Create Voucher - Page 4 of 4 (View) ......................................................................6-9
Approve Vouchers ................................................................................................. 6-10
Search Vouchers for Approval Screen .................................................................. 6-10
Maintain and Approve Voucher Screen ................................................................. 6-12
Confirm Voucher Line Item Approval Screen ......................................................... 6-14

Table of Contents
Edit/View Vouchers................................................................................................ 6-15
Search Vouchers Screen..................................................................................... 6-15
Maintain and Approve Voucher Screen ................................................................. 6-17
Revoke Approval Screen .................................................................................... 6-19
Cancel Line Item Screen .................................................................................... 6-20
Revise Voucher Line Item Screen ........................................................................ 6-21
View Voucher Line Item Screen ........................................................................... 6-23
Chapter 7 ............................................................................................................ 7-1
RECEIPTS ............................................................................................................ 7-1
Accessing the Receipt Functions ................................................................................7-1
Add Receipts ..........................................................................................................7-2
Add Formula Grant Receipt Screen ........................................................................7-3
Add Section 108 Loan Receipt Screen ....................................................................7-7
Edit/View Receipts ...................................................................................................7-9
Search Receipts Screen ........................................................................................7-9
Edit Receipt Screen ........................................................................................... 7-11
View Activities Funded from Receipt Screen .......................................................... 7-13
View Receipt Accounts ........................................................................................... 7-14
Chapter 8 ............................................................................................................ 8-1
SECTION 108 LOANS ........................................................................................... 8-1
View Loans .............................................................................................................8-1
Add Project ............................................................................................................8-3
Activity Setup .........................................................................................................8-4
Activity Funding ......................................................................................................8-5
Drawdowns ............................................................................................................8-5
Receipting Loan Income ...........................................................................................8-6
Reporting Accomplishments ......................................................................................8-6
Chapter 9 ............................................................................................................ 9-1
ACCOMPLISHMENT REPORTING .......................................................................... 9-1
Chapter 10 ........................................................................................................ 10-1
LMA ACCOMPLISHMENT SCREENS ..................................................................... 10-1
Add/Edit CDBG Accomplishment Detail (Page 1) ........................................................ 10-2
Code Enforcement ............................................................................................. 10-4
Job Creation/Retention ...................................................................................... 10-5
Add/Edit CDBG Accomplishment Detail (Page 2) ........................................................ 10-6
Public Facilities & Infrastructure .......................................................................... 10-7
Public Services .................................................................................................. 10-8
Assistance to Businesses .................................................................................... 10-9
Job Performance Measures ............................................................................... 10-10
Help the Homeless .......................................................................................... 10-11
Homelessness Prevention ................................................................................. 10-12
Chapter 11 ........................................................................................................ 11-1
LMC ACCOMPLISHMENT SCREENS ..................................................................... 11-1
Add/Edit CDBG Accomplishment Detail (Page 1) ........................................................ 11-2
Direct Benefit Data by Persons ............................................................................ 11-4
Direct Benefit Data by Households....................................................................... 11-7
Job Creation/Retention ...................................................................................... 11-9

Table of Contents
Add/Edit CDBG Accomplishment Detail (Page 2) ...................................................... 11-10
Public Facilities & Infrastructure ........................................................................ 11-11
Public Services ................................................................................................ 11-13
Direct Financial Assistance to Homebuyers ......................................................... 11-14
Short-Term Rental Assistance ........................................................................... 11-15
Homelessness Prevention ................................................................................. 11-16
Assistance to Businesses .................................................................................. 11-17
Job Performance Measures ............................................................................... 11-18
Chapter 12 ........................................................................................................ 12-1
LMH ACCOMPLISHMENT SCREENS ..................................................................... 12-1
Add/Edit CDBG Accomplishment Detail (Page 1) ........................................................ 12-2
Direct Benefit Data by Households....................................................................... 12-4
Lead Paint Requirements .................................................................................... 12-7
Add/Edit CDBG Accomplishment Detail (Page 2) ...................................................... 12-10
Homeowner Rehab .......................................................................................... 12-12
Rental Rehab .................................................................................................. 12-13
Acquisition/Construction New Homeowner .......................................................... 12-15
Construction of Rental Units ............................................................................. 12-17
Public Facilities & Infrastructure ........................................................................ 12-19
Public Services ................................................................................................ 12-20
Direct Financial Assistance to Homebuyers ......................................................... 12-21
Short-Term Rental Assistance ........................................................................... 12-22
Homelessness Prevention ................................................................................. 12-23
Chapter 13 ........................................................................................................ 13-1
LMJ ACCOMPLISHMENT SCREENS ...................................................................... 13-1
Add/Edit CDBG Accomplishment Detail (Page 1) ........................................................ 13-2
Direct Benefit Data by Persons ............................................................................ 13-4
Job Creation/Retention ...................................................................................... 13-6
Add/Edit CDBG Accomplishment Detail (Page 2) ........................................................ 13-7
Assistance to Businesses .................................................................................... 13-9
Chapter 14 ........................................................................................................ 14-1
SBA, SBS, AND URG ACCOMPLISHMENT SCREENS ............................................. 14-1
Add/Edit CDBG Accomplishment Detail (Page 1) ........................................................ 14-2
Code Enforcement ............................................................................................. 14-4
Lead Paint Requirements .................................................................................... 14-5
Add/Edit CDBG Accomplishment Detail (Page 2) ........................................................ 14-6
Public Facilities & Infrastructure .......................................................................... 14-8
Public Services ................................................................................................ 14-10
Direct Financial Assistance to Homebuyers ......................................................... 14-11
Short-Term Rental Assistance ........................................................................... 14-12
Homelessness Prevention ................................................................................. 14-13
Homeowner Rehab .......................................................................................... 14-14
Rental Rehab .................................................................................................. 14-15
Acquisition/Construction New Homeowner .......................................................... 14-16
Construction of Rental Units ............................................................................. 14-17
Assistance to Businesses .................................................................................. 14-18

Table of Contents
Chapter 15 ........................................................................................................ 15-1
AT-RISK ACTIVITIES ......................................................................................... 15-1
CDBG Review Activities Screen ............................................................................... 15-2
Awaiting Grantee’s Required Explanation and Remediation Plan .............................. 15-3
Awaiting Field Office Review ............................................................................... 15-5
Remediation Completed by Grantee but Plan is Still Awaiting Field Office Review ....... 15-5
Awaiting Grantee’s Completion of Remediation Actions .......................................... 15-6
Grantee’s Remediation Plan was Rejected by the Field Office .................................. 15-7
Pending at Risk Activities ................................................................................... 15-8
Chapter 16 ........................................................................................................ 16-1
CANCELLING ACTIVITIES WITH DRAWS ........................................................... 16-1
Chapter 17 ........................................................................................................ 17-1
GRANTS ............................................................................................................. 17-1
Accessing the Grant Function .................................................................................. 17-1
Search Grants Screen ............................................................................................ 17-1
View Grant Screen................................................................................................. 17-3
Search Subfunds Screen ........................................................................................ 17-5
Chapter 18 ........................................................................................................ 18-1
GRANT REPAYMENTS ......................................................................................... 18-1
Repaying Funds to the Letter of Credit ..................................................................... 18-1
Repaying Funds to the Local Account ....................................................................... 18-2
Chapter 19 ........................................................................................................ 19-1
GRANTEES ......................................................................................................... 19-1
Accessing the Grantee Function .............................................................................. 19-1
View Grantee Screen ............................................................................................. 19-2
Appendix A ............................................................................................................ A-1
CDBG MATRIX CODES .......................................................................................... A-1
CDBG Matrix Codes by Category .............................................................................. A-1
Matrix Code Definitions ........................................................................................... A-3
Appendix B ............................................................................................................ B-1
NATIONAL OBJECTIVE CODES ............................................................................. B-1
Appendix C ............................................................................................................ C-1
MATRIX CODE/NATIONAL OBJECTIVE/ACCOMPLISHMENT TYPES ...................... C-1
Appendix D............................................................................................................ D-1
ADDING ORGANIZATIONS ................................................................................... D-1
Appendix E ............................................................................................................ E-1
STRATEGY, LOCAL TARGET, AND CDFI AREAS ..................................................... E-1
Appendix F ............................................................................................................ F-1
SELECTING AND ADDING SPECIAL AREAS ON CDBG SETUP DETAIL (PAGE 1) ..... F-1
Appendix G............................................................................................................ G-1
REPORTING ENERGY STAR-CERTIFIED UNITS ..................................................... G-1

Table of Contents
Appendix H ........................................................................................................... H-1
EDA JOB CATEGORY DEFINITIONS ...................................................................... H-1
Appendix I ............................................................................................................ I-1
REPORTING RACE/ETHNICITY DATA FOR ACTIVITIES PROVIDING ACCESS FOR
PERSONS WITH DISABILITIES ............................................................................ I-1
Appendix J ............................................................................................................ J-1
HUD DEFINITIONS OF HOMELESSNESS ............................................................... J-1
Appendix K ............................................................................................................ K-1
SUBFUNDS .......................................................................................................... K-1
Accessing the Subfund Functions.............................................................................. K-1
Add Subfunds ........................................................................................................ K-2
Add Subfunds Screen .......................................................................................... K-2
Add Subfund Screen ........................................................................................... K-3
Edit Subfunds ........................................................................................................ K-5
Search Subfunds Screen ..................................................................................... K-5
Edit Subfund Screen ........................................................................................... K-7
View Subfunds ....................................................................................................... K-9
View Subfund EN................................................................................................ K-9
View Subfund AD .............................................................................................. K-11
View Subfund SU .............................................................................................. K-13
View Subfund TA ............................................................................................... K-14
The View Subgrants Link .................................................................................... K-16
Appendix L ............................................................................................................ L-1
SUBGRANTS ........................................................................................................ L-1
Accessing the Subgrant Functions ............................................................................. L-1
Add AD/SU/TA Subgrants ......................................................................................... L-2
Edit AD/SU/TA Subgrants ......................................................................................... L-4
Search Subgrants Screen ..................................................................................... L-4
Edit Subgrants Screen ......................................................................................... L-6
View AD/SU/TA Subgrants ........................................................................................ L-8
View Subgrant Screen .......................................................................................... L-8
View Activities Funded from Subgrant Screen ....................................................... L-10
Subgrant Program Income and LA Funds .................................................................. L-11
ADD PI/SF/RL and LA Subgrants ............................................................................. L-12
Edit PI/SF/RL and LA Subgrants .............................................................................. L-14
Search Subgrants Screen ................................................................................... L-14
Edit Subgrants Screen ....................................................................................... L-16
View PI/SF/RL and LA Subgrants ............................................................................. L-17
View Subgrant Screen ........................................................................................ L-17
View Activities Funded from Subgrant Screen ....................................................... L-19

Chapter 1
AN OVERVIEW OF IDIS
The Integrated Disbursement and Information System (IDIS) is the online system for CPD’s
CDBG, ESG, HOME, and HOPWA formula grant programs and for the HOPWA Competitive
Program. Grantees also use IDIS for three Recovery Act programs: CDBG-R (CDBG
Recovery Act Funds), TCAP (Tax Credit Assistance Program), and HPRP (Homelessness
Prevention and Rapid Re-Housing Program).
As its name suggests, IDIS serves two major purposes. Grantees use the system to track
and draw down CPD funds and program income (the disbursement side of IDIS) and to
record the results of CPD-funded activities (the information side).
HUD uses the data grantees provide in IDIS to report on the performance of the CPD
programs to Congress and other program stakeholders.

COMPONENTS
The basic components of IDIS are:
Grants, Subfunds, and Subgrants
Consolidated Plan/Annual Action Plan
Projects
Activity Setup
Activity Funding
Receipts
Drawdowns
Accomplishment Reporting
Reports
Security and Data Access
Each is described below.

Grants, Subfunds, and Subgrants
State grantees receive a formula grant on an annual basis from the CDBG program.
Information about each CDBG grant is sent to IDIS from LOCCS (Line of Credit Control
System), including a grant number, an amount, and an obligation date. The grant number
identifies the grantee. The amount is the current amount of the grant and is affected by
formula allocation, reallocations, and deobligations. The obligation date is used to track the
timeliness of grant expenditures.
Subfunding allows grantees to earmark and track grant funds by specific use—e.g.,
administration and subgrants. Subgranting allows grantees to earmark and track grant
funds by specific organization—e.g., subgrants of program income funds can help States
track individual program income balances retained by various local governments.

Consolidated Plan and Action Plan
Each year, a CPD formula grantee creates either a Consolidated Plan or an Action Plan (the
section of the Consolidated Plan that is updated and submitted to HUD annually). In the
Plan, the grantee identifies community needs, resources, and priorities, and describes the
1-1

An Overview of IDIS

projects to be undertaken with CDBG, HOME, ESG, and/or HOPWA funds in the upcoming
year.

Projects
IDIS projects generally correspond to the grantee’s Consolidated Plan/Annual Action Plan
projects. These projects are high-level descriptions of what the grantee intends to
accomplish over the next year. Information about each project, such as name, description,
estimated budget, and expected accomplishments, is either uploaded into IDIS or input
directly into the system by grantees. Each IDIS project is set up under a specific Plan year.
Projects also serve as the chief mechanism for organizing and tracking related activities in
IDIS.

Activity Setup
Each activity in IDIS is set up under one of the projects in an Action Plan. It is at the activity
level that grantees supply HUD with details about the work they will carry out to meet
project goals. Information entered at setup includes the activity name, location, proposed
accomplishments, and program-specific data.

Activity Funding
An activity must be funded before draws can be made for the activity. CDBG funds can be
committed to an activity only if all required CDBG setup information has been entered.
A single activity may be funded by multiple CPD programs, provided the setup information
required by each of the funding programs has been entered.

Receipts
Grantees create receipts in IDIS to record CDBG funds deposited in their local CDBG
accounts, including program income and repayments. These funds are to be used to pay
CDBG program expenses before funds are drawn from the line of credit.

Drawdowns
Drawdowns may be made for an activity after it has been funded. The total amount drawn
down cannot exceed the funded amount.

Accomplishment Reporting and Activity Completion
Proposed accomplishments for a CDBG activity are reported at activity setup. Actual
accomplishments are provided for each program year the activity is underway. Upon
completion of an activity, its status is updated to “completed.” IDIS permits the update only
after ensuring that all required information has been entered. Before marking the activity as
completed, IDIS releases all undrawn funds that were committed to the activity and sets the
funded amount equal to the amount disbursed.

Reports
IDIS offers numerous reports to grantees, including program year, activity, and financial
reports. Several of them, such as the Grantee Performance Report (PR03), Summary of
Accomplishments (PR23), and the CDBG State PER (PR28), are specific to CDBG.

1-2

An Overview of IDIS

Security
IDIS enforces two types of security. The first type controls the functions that a user may
perform. Some of the functions controlled by user ID are set up activity, revise activity,
create drawdown, approve drawdown, and run reports. The second type of security controls
a user’s access to IDIS data by grantee and by CPD program. A user might, for example,
have access to his/her organization’s data for all CPD programs in IDIS, or be limited to
accessing CDBG data only. Additionally, a user may be given access to the data for more
than one grantee. That user’s security profile can be different for each grantee.

FUNCTIONS
IDIS functions are accessed by clicking tabs on the menu bar running across the top of the
screen and then clicking links listed on the left side of the page. For example, clicking the
Plans/Projects/Activities tab at the top of the Welcome page displays the screen below:

Links to Activity, Project, Consolidated Plan, Annual Action Plan, and CAPER functions are
listed on the navigation bar at the left. To create a new project, you would click the Project
Add link; to update an existing project, you would click the Project Search link. The
functions that each tab on the menu bar accesses are:
Tab

Functions

Plans/Projects/Activities Activity
Project
Consolidated Plan
Annual Action Plan
CAPER
Funding/Drawdown

Activity Funding
Drawdown
Receipt
Section 108 Loan

1-3

An Overview of IDIS

Tab

Functions

Grant

Grant
Subfund
Subgrant
Subfund Program Income
Subgrant Program Income

Grantee/PJ

Grantee/PJ
Subordinate
Carrying Out Organization

Admin

Not covered in this manual

Reports

View Reports
Report Parameters

The tabs, functions, and links available to you depend on your security profile. For example,
if you’re not authorized to perform any Administrative functions, the Admin tab will not be
displayed. If you are not authorized to access the Consolidated Plan, Annual Action Plan,
and CAPER functions (which are not covered in this manual), they will not be listed after the
Project links. If you’re not authorized to create new activities, the Add link will not be
displayed for the Activity function.

UTILITIES AND LINKS
Also listed on the navigation bar of every page are Utilities and Links:

The utilities are:
Home – Displays the IDIS Welcome page.
Data Downloads – Displays the Run Data Extract page. For instructions on running
data downloads, go to the main IDIS page and click on the IDIS OnLine Data Download
Documentation link under the Featured Topics heading.
Print Page – Prints the current page.
Help – Displays a help screen (if available) for the IDIS page you are on.
1-4

An Overview of IDIS

The available links are:
Contact Support – Provides access to HUD Exchange Ask A Question, the help desk for
IDIS.
Rules of Behavior – Displays a document outlining the specific responsibilities and
expected behavior of IDIS users.
CPD Home – Displays the Community Planning and Development home page.
HUD Home – Displays the hud.gov page.
Clicking a utility or link does not log you out of IDIS.

FLAGGED CDBG ACTIVITIES
Notice the orange banner on the screen print below. It is displayed at the top of every IDIS
screen if you have CDBG and/or HOME activities that have been flagged as being at risk:

Clicking the CDBG link in the banner displays the CDBG Review Activities screen, which is
covered in Chapter 15. If no activities have been flagged, neither the banner nor the
Activity Review link on the navigation bar is shown.

1-5

Chapter 2
PROJECTS
IDIS projects correspond to your Consolidated Plan/Action Plan projects, which describe the
work you will be carrying out in the coming program year with the CPD grant funds you are
awarded. Each IDIS project is set up under a specific plan year.
For grantees who use IDIS to submit their Consolidated Plan or Annual Action Plan, the Plan
projects are added as IDIS projects when the Plan is approved. For more information on
completing the Consolidated Plan and Annual Action Plan in IDIS, see Consolidated Plan
Guides and Tools.

ACCESSING THE PROJECT FUNCTIONS
Click the Plans/Projects/Activities tab at the top of any screen to display the Search
Activities screen. On it and all other Plans/Projects/Activities screens, links to the project
functions you are authorized to access are listed on the left:

The Add, Search, and Copy functions are explained below.

2-1

Projects

ADD PROJECTS
This section explains how to add a project manually in IDIS. Note that if you submit your
Consolidated Plan or Annual Action Plan via IDIS, any projects that you add manually will
not be properly tied to the Action Plan.
Click the Project Add link on any Plans/Projects/Activities screen to display the Add Project
screen:

2-2

Projects

The required fields on the Add Project screen are PROGRAM YEAR, PROJECT TITLE, and ESTIMATED
AMOUNT.
Field

Description

Grantee/PJ Name

This read-only field shows the name of the grantee whose
Consolidated Plan/Action Plan this project is being set up
under.

Program Year

Select the program year under which the project is to be set
up. If the year you want is not listed, leave this field blank and
tab to the next field, ADD NEW PROGRAM YEAR.

Add New Program Year

To add a year that is not listed on the PROGRAM YEAR dropdown,
click this box and type in the new year.

IDIS Project ID

Initially this field is blank. The system assigns an ID the first
time the project is saved.

Project Title

Enter a name for the project, following the naming standards
your organization has established.

Grantee/PJ Project ID

To assign your own identifier to this project, enter it here.

Description

A description of the project is optional.

Allow Another Organization
to Set Up Activities under
this Project

To allow users at another organization to set up activities under
this project:


Click the [Select Organization] button.



On the Select Organization page, enter search criteria if you
wish or leave the search fields blank.



Click the [Search] button.



Select an organization by clicking first on the radio button
next to its name and then on the [Select] button.

To return to the Add Project page without selecting an
organization, click the [Cancel] button.
Assign Sponsor for this
Project (only for HOPWA or
HOPWA-C Programs)

Not applicable to CDBG projects.

Grant # (only for HOPWA-C Not applicable to CDBG projects.
program
Estimated Amount
(Including Program
Income)

Enter the amount(s) of Section 108 loan funds and/or grant
funds and program income budgeted for this project. You must
enter one amount; you may enter more than one.
Input amounts as dollars and cents. If you omit the cents, the
system will append ‘.00’.

Click the [Save] button to add the project or the [Reset] button to exit without saving.
When a project is saved, the screen is returned in edit mode (see page 2-6). Clicking
[Reset] displays the Search Projects screen, explained on the next page.

2-3

Projects

EDIT/VIEW PROJECTS
To edit or view a project, you must first conduct a search to retrieve it. Click the Project
Search link on any Plans/Projects/Activities screen to access the Search Projects screen.

SEARCH PROJECTS SCREEN
Specify as many or few search criteria as you wish to retrieve the project(s) you want to
update/view:

Field

Description

Program Year

To limit the results to a particular year, select it from the
dropdown.

IDIS Project ID

To limit the results to a particular project, enter the project’s
system-assigned ID.
Specifying a PROGRAM YEAR and an IDIS PROJECT ID will uniquely
identify a project.

Program

Specify a program to narrow the results to projects where the
ESTIMATED AMOUNT for the selected program is greater than zero.

Grantee/PJ Project ID

Limit the results to projects with a GRANTEE/PROJECT ID that
contains the text string you enter here.

Project Title

Limit the results to projects with a PROJECT TITLE that contains
the text string you enter here.

Status

Search for projects with a particular status by selecting Open
or Canceled.

2-4

Projects

Click the [Search] button to run the search and display the projects that meet the criteria
you specified:

On initial display, the results are sorted by PROGRAM YEAR (descending) and IDIS PROJECT ID
(ascending). You can change both the sort field and the sort order by clicking on any
column header that is in blue.
Select the project you want to process by clicking its Edit or View link in the last column.
Only the View link will be available for canceled projects and for users not authorized to edit
projects.
Depending on the link selected, the Edit Project or View Project screen will be displayed. The
two screens are very similar except, of course, that data on the View screen cannot be
changed. Only the Edit Project screen is shown here.

2-5

Projects

EDIT PROJECT SCREEN
The Edit Project screen is quite similar to the Add Project screen:

The first four fields—GRANTEE/PJ NAME, PROGRAM YEAR, IDIS PROJECT ID, and STATUS—are
protected from update. The STATUS of every project that can be edited is Open, meaning
that activities may be set up under it.
All of the other fields (described on page 2-3) may be changed.
Click the [Save] button to save your changes or the [Return to Projects] button to exit
without saving.
2-6

Projects

Additional buttons on this screen are:


[View History], enabled only if any ESTIMATED AMOUNT has ever been changed.
Clicking it displays the Project History screen, which shows what the amount(s) were
changed from.



[View Activities], which displays a list of the activities set up under a project. There
is a link for returning to the Edit Project screen next to the [Reset] button on the
activity list page.



[Cancel Project], enabled only if there are no activities or only canceled activities set
up under the project. Click it to change the project status to Canceled, meaning that
activities cannot be set up under it. You will be asked to confirm the cancellation on
another screen. A project that has been canceled may be reopened (see page 2-9).

2-7

Projects

COPY PROJECTS
Click the Project Copy link on any Plans/Projects/Activities screen to display the Copy
Project screen:

The screen is divided into three sections: Search Criteria, Program Year, and Results.
Search Criteria
On initial display, all of your projects are listed. You can limit the results (and so reduce the
amount of paging you may need to do) by running a search (see page 2-4 for details).
Program Year
Select the program year the project is to be copied to from the COPY PROJECT TO PROGRAM YEAR
dropdown. If the year you want is not listed, leave this field blank and tab to COPY PROJECT
TO NEW PROGRAM YEAR. Click the box, then type in the new year.
Results
Click the box in the Copy column of each project to be copied, then click the [Copy Projects]
button at the top/bottom of the page. The Copy Projects page is redisplayed with the copied
projects included in the results.
2-8

Projects

REOPEN A CANCELED PROJECT
To change the status of a project from Canceled back to Open, choose the View link for the
canceled project on the Search Projects screen (see pages 2-4 and 2-5). The View Project
screen is displayed:

Click the [Reopen Project] button at the top/bottom of the screen. The Search Projects
screen is redisplayed showing the project with a STATUS of Open.
To exit without reopening the canceled project, click the [Return to Projects] button.

2-9

Chapter 3
THE COMMON ACTIVITY SCREENS
CDBG, HOME, ESG, HOPWA, and the Recovery Act programs all use the same screens to
add a new activity, access an existing activity for update, copy an activity, and reopen a
completed or canceled activity. These common screens are explained in this chapter.

ACCESSING THE COMMON ACTIVITY FUNCTIONS
Click the Plans/Projects/Activities tab at the top of any page to display the Search Activities
screen. On it and all other Plans/Projects/Activities screens, links to the activity functions
you are authorized to access are listed on the left:

The Add link accesses the initial activity setup screen that must be filled in for every activity
entered in IDIS. It is described starting on the next page.
The Search link displays the screen shown above, which is the starting point for processing
existing activities. Turn to page 3-5 for details.
The Search HOME link is specific to the HOME Program and is not covered in this manual.
The Review link is listed only if the orange banner with a message alerting you that CDBG
and/or HOME activities have been flagged is displayed at the top of the screen. It is
explained in Chapter 15.
The CDBG Cancellation link lets you track your requests for Field Office approval to cancel
CDBG activities with draws. See Chapter 16 for details.

3-1

The Common Activity Screens

ADD ACTIVITIES
Click the Activity Add link on any Plans/Projects/Activities tab screen to display the Add
Activity screen:

The following instructions are for CDBG-funded activities.
Field

Description

Activity Owner

If the name of the grantee whose Action Plan project the
activity is to be set up under is not shown in this field, select
the correct grantee from the dropdown.

IDIS Project ID/Project
Title (Program Year)

To select the program year and project for the activity:
1. Click the [Select Project] button. The Search Projects
screen is displayed.
2. On the Search Projects screen, enter search criteria to find
the program year and project you want to assign to the
activity. Click [Search] to display the results.

3-2

The Common Activity Screens

Field

Description
3. In the last column of the results table, click “Select” for the
Program Year and Project to be assigned.
Your selection is displayed in the IDIS Project ID/Project Title
(Program Year) field. To change the program year and project,
click the [Change Project] button.

Activity Name

Enter a name for the activity.
Because this field appears on numerous IDIS reports, do not
include any personal information (such as beneficiary name) as
part of the ACTIVITY NAME. This error is especially common in the
names of housing rehab activities.

Grantee/PJ Activity ID

This field is optional. If you wish to assign your own identifier
to an activity, enter it here.

Program

All of the programs for which you have activity setup authority
are listed. Only the CDBG State program is covered in this
manual.

Activity Category

If the activity you are setting up will be funded with a Section
108 loan, click the [Change Answer] button to set the WILL THIS
ACTIVITY USE SECTION 108 LOAN FIELD? to Yes.
For CDBG, the activity categories are the matrix codes.
The activity category/matrix code is one of the most critical
data items you will enter when setting up a CDBG activity. The
matrix code, along with the national objective you will specify
for the activity, identifies the purpose and eligibility of the
assistance being provided. Together, they determine the type
of accomplishments you will report.
For the accomplishment data you report in IDIS to be accurate
and useful, it is very important that you assign the most
appropriate and most specific matrix code to each activity.
Information to assist you in making the correct selection is
provided in:


Appendix A – definitions of CDBG matrix codes



Appendix B – definitions of CDBG national objectives



Appendix C – valid matrix code/national objective/
accomplishment type combinations

If you are still unsure about which matrix code to assign to an
activity after reviewing this material, your CPD Field Office
representative can help you.
Ready to Fund

This read-only field is always No on the Add Activity screen.

Setup Detail
[Add CDBG]

Once all required data fields have been input, clicking this
button displays the first CDBG setup screen. Note that one
required field, ENVIRONMENTAL REVIEW, comes after the [Add
CDBG] button.

Environmental Review

Select Completed, Exempt, or Underway, as appropriate.

3-3

The Common Activity Screens

Field

Description

Allow Another Organization
to Access this Activity

If you want IDIS users at another organization to be able to
access this activity:
1. Click the [Select Organization] button.
2. On the Select Organization page, enter search criteria if
you wish or leave the search fields blank.
3. Click the [Search] button.
4. To select an organization, click first on the radio button
next to its name and then on the [Select] button.
To return to the Add Activity page without selecting an
organization, click the [Cancel] button.

HEROS Environmental
Review ID

Optional. To add the HEROS (HUD Environmental Review
Online System) environmental review ID number associated
with the activity, click the [Search for Review ID] button to
display the Search Environmental Review IDs screen. Run a
search to find the appropriate ID, then click its Select link in
the last column of the results table. The Add Activity screen is
redisplayed with the Review ID you just selected.

Comments

An optional field for your remarks about the environmental
review.

Activity Description

A description of the activity is optional but strongly
recommended.

If you are setting up an administrative/planning activity with a matrix code of 19F, 19G, 20,
21*, 22, or 24A-24C, there are no additional screens to fill in, so just click the [Save]
button. The screen is redisplayed in edit mode, and the activity is ready to be funded (see
Chapter 5).
Otherwise, click the [Add CDBG] button to display the first CDBG setup screen. The CDBG
setup screens are described in Chapter 4.

3-4

The Common Activity Screens

EDIT/VIEW ACTIVITIES
To view or update an existing activity (e.g., modify previously entered setup information,
add/update CDBG accomplishment data, or change the activity’s status), you must first
conduct a search to retrieve it.

SEARCH ACTIVITIES SCREEN
Click the Activity Search link on any Plans/Projects/Activities tab screen to access the
Search Activities screen:

The purpose of the screen is for you to identify the activity or activities you want to update.
To do so, you can:


Retrieve a specific activity by entering its IDIS Activity ID and clicking the [Search]
button.



Click the [Search] button to retrieve all of your activities.



Specify criteria to limit the number of activities that will be displayed, as follows:

Search Field

Description

Program

To limit the results to a particular program, select it from the
dropdown.

Activity Name

Limit the results to activities with a name containing the text
string you input here.

Program Year

To limit the results to activities set up under the projects of a
particular PROGRAM YEAR, select it from the dropdown.

IDIS Project ID

Limit the results to activities set up under the project ID you
enter here.

IDIS Activity ID

The quickest way to retrieve a particular activity is to enter its
IDIS ACTIVITY ID. Since this is the unique identifier for an
activity, there is no need to input any other search criteria.
3-5

The Common Activity Screens

Search Field

Description

Grantee/PJ Activity ID

Limit the results to activities with a grantee/PJ activity ID
containing the text string you input here.

Status

To limit the results to activities with a particular status, select
Open, Completed, or Canceled.

Activity Owner

Most users will not be able to change this field. Those who can
should select the grantee who owns the project that the activity
is set up under.

Click the [Search] button to run the search and display the results:

On initial display, the results are sorted by IDIS ACTIVITY ID in descending order. You can
change both the sort field and the sort order by clicking on any column header that is in
blue.
Select the activity you want to process by clicking its Edit or View link in the last column.
Only the View link will be available for completed and canceled activities and for users not
authorized to update activities.
Depending on the link selected, the Edit Activity or View Activity screen will be displayed.
The two screens are very similar except, of course, that data on the View screen cannot be
changed. Only the Edit Activity screen is shown here.

3-6

The Common Activity Screens

EDIT ACTIVITY SCREEN
This screen is very similar to the Add Activity screen:

3-7

The Common Activity Screens

Field

Description

Activity Owner

Same as the Add Activity screen.

IDIS Activity ID

The system-generated identifier for the activity.

IDIS Project ID/Project
Title (Program Year)

To select a different program year and/or project, click the
[Change Project] button.

Activity Name

Same as the Add Activity screen.

Activity Status

An activity’s status may be Open, Canceled, or Completed.
A status of Open is automatically assigned to a new activity.
An activity for which no draws have been made may be
canceled at any time by selecting that status from the
dropdown. For instructions on cancelling an activity with draws,
see Chapter 16.
Guidance on updating the status to Completed is provided on
page 3-10.

Completion Date

If you change the status of the activity to Completed or
Canceled, enter the completion/cancellation date in this field or
leave it blank to default to today’s date.

Grantee/PJ Activity ID

Same as the Add Activity screen.

Initial Funding Date

The date this activity was initially funded via the Activity
Funding option. It is system-assigned and cannot be changed.

Program

Only the CDBG State program is covered in this manual.

Activity Category

Change the matrix code of the activity if appropriate. When
you do, the message “Changing the activity category may
result in loss of data. Do you wish to continue?” is displayed.
Click [OK] or [Cancel], as appropriate.

Ready to Fund

If this read-only field is No, then required setup data are
missing. It must be provided before the activity can be funded.
If it is Yes, then all required setup data have been input and
the activity can be funded. You can access the funding screens
by clicking the [Activity Funding] button at the lower left of the
Activity box.

Funded

This read-only field is No if the activity has not been funded
and Yes if it has.

Setup Detail
[Add/Edit CDBG]

Click this button to save your updates and access the CDBG
setup screens for the activity.
If the button label is [Add CDBG Detail], then no setup data
have been entered. If it is [Edit CDBG Detail], then some or all
setup data have been input and can be updated.
The button is inactive for admin/planning activities (matrix
codes 19F, 19G, 20, 21*, 22, and 24A-24C), since there are no
additional setup screens.

3-8

The Common Activity Screens

Field

Description

Accomplishment
[Add/Edit CDBG]

Click this button to save changes you have made on this screen
and access the CDBG completion screens for the activity.
If the button label is [Add CDBG Accomp.] then no
accomplishment data have been input. If it is [Edit CDBG
Detail], then some or all accomplishment data have been input
and can be updated. The button is inactive if required setup
data are missing. That data must be input before the
completion screens can be accessed.
The button is also inactive for admin/planning activities, for
which there are no completion screens.

Completion Check
[Check CDBG]

Before the status of a CDBG-funded activity can be changed to
Completed, you must click the [Check CDBG] button to run a
completion check. See page 3-10 for details.

Environmental Review

Same as the Add Activity screen.

Allow Another Organization
to Access this Activity

Same as the Add Activity screen.

HEROS Environmental
Review ID

Same as the Add Activity screen.

Comments

Same as the Add Activity screen.

Activity Description

Same as the Add Activity screen.

When you have finished updating the data on this screen, click:


The [Add CDBG] or [Edit CDBG] button to access the CDBG setup screens, which are
explained in detail in Chapter 4.



The [Add CDBG Accomp.] or [Edit CDBG Accomp.] button to access the CDBG
accomplishment screens. Turn to Chapter 9 for information about them.



The [Save] button to save or the [Cancel] button to cancel any changes you made
on this screen and redisplay the Search Activities screen.

3-9

The Common Activity Screens

UPDATING THE ACTIVITY STATUS TO COMPLETED
As mentioned earlier, the valid values for ACTIVITY STATUS are Open, Completed, and
Canceled. IDIS automatically assigns a status of Open to a new activity. It is your
responsibility to indicate when an activity has been completed or canceled.
The status of a CDBG activity should be set to Completed once all the funds have been
spent, the national objective has been met, and all accomplishments have been reported.
Before changing the status, you should quickly review the setup data for accuracy and
currency. Make sure, for example, that all information about the funds leveraged for an
activity is complete and up-to-date.
IDIS will not allow the activity status to be updated until you run a “completion check.” To
do so, go to the Edit Activity screen (see page 3-7). You may need to scroll to the right to
bring the Completion Check column into view:

Click the [Check CDBG] button. Respond to any error messages, rerunning the check as
many times as needed to get the message “CDBG activity pathway is complete.”
Once the completion check has run successfully, the ACTIVITY STATUS and COMPLETION DATE
fields, also on the Edit Activity screen, can be modified. Choose Completed from the ACTIVITY
STATUS dropdown. Either provide a date in the COMPLETION DATE field, or leave it blank to
default it to today’s date. Click [Save] to save the updates and display the View Activity
screen.
When the status is successfully updated to Completed, no further updates are permitted.
Any undrawn funds that have been committed to the activity through the Activity Funding
option are released, and the funded amount is adjusted to equal the drawn amount.

3-10

The Common Activity Screens

REOPEN ACTIVITY AND COPY ACTIVITY
To access these functions, choose the View link for an activity on the Search Activities
screen (see pages 3-5 and 3-6).
The [Reopen Activity] button is displayed for completed and canceled activities. The [Copy
this Activity] button is displayed for all activities.

Clicking the [Reopen Activity] button displays the activity on the Edit Activity screen with
the message “Activity has been reopened successfully.” The ACTIVITY STATUS is reset from
Completed or Canceled to Open and the COMPLETION DATE is reset to blank.
Clicking the [Copy Activity] button displays the message “Are you sure you want to copy?”
Click [OK] to continue. The copied activity is displayed on the Edit Activity screen with the
message “Activity copied to new activity with IDIS activity ID nnnnn.” To move the copied
activity to a different project, change its PROGRAM YEAR and/or IDIS PROJECT ID on the Edit
Activity screen.

3-11

Chapter 4
THE CDBG ACTIVITY SETUP SCREENS
This chapter covers the five CDBG-specific activity setup screens. The first two screens are
filled in for all CDBG activities. The third, fourth, and fifth screens are for defining the
service area of an LMA activity.
To access the setup screens, click the [CDBG] Setup Detail button on the Add/Edit Activity
screen (see Chapter 3). The CDBG Setup Detail (Page 1) screen will be displayed.

4-1

The CDBG Activity Setup Screens

CDBG SETUP DETAIL (PAGE 1)
The first activity setup screen is the same for all CDBG activities:

4-2

The CDBG Activity Setup Screens

4-3

The CDBG Activity Setup Screens

Field

Description

Fields in gray box

These read-only fields identify the activity you are processing.
They are populated with information from the Add Activity
screen.

National Objective

Select the national objective this activity will meet. The
dropdown shows only those objectives that are valid with the
matrix code you selected on the previous screen. Definitions of
the objectives are available on the help screen or in Appendix
B.
The Lookup Table link at the end of the National Objective field
displays a table of the valid matrix code/national objective/
accomplishment type combinations (the same table is provided
in Appendix C).

Proposed Accomplishments
Accomplishment Type

Select the type of accomplishment the activity will achieve. The
dropdown lists only those types that are valid with the matrix
code and national objective you have assigned.

Program Year

Enter the number of ACCOMPLISHMENT TYPE expected to benefit
from this activity for each year for which accomplishments are
anticipated. While your estimate should be as accurate as
possible, HUD does not look for discrepancies between
proposed and actual accomplishments.

Proposed Count
[Add Another Year]

Note: If accomplishments are to be reported at another
activity, leave these two fields blank (they are deleted if the
WILL ACCOMPLISHMENTS BE REPORTED AT ANOTHER ACTIVITY field below
is changed to “Yes”).
Performance Objective

Select the objective that best reflects your intent in setting up
this activity. Brief descriptions of the objectives are provided on
the help screen.

Performance Outcome

Select the outcome that best reflects the results you hope to
achieve with this activity. Brief descriptions of the outcomes
are provided on the help screen.

Address
Confidential (Suppress
on Reports)

Check this box if you do not want the activity address to print
on IDIS reports.
Always suppress addresses for domestic violence shelters. You
may also want to suppress addresses of individual or household
beneficiaries.

Address Lines 1, 2, 3
City State, Zip

Provide the activity’s physical location in these fields. Do not
use P.O. boxes and do not enter the address of the
organization administering the activity.

[Validate This Address]

Required. After filling in ADDRESS LINE 1, CITY, and STATE, click
this button to verify the input. If the address is:


Valid, the ZIP CODE will be populated automatically with the
correct data.
4-4

The CDBG Activity Setup Screens

Field

Description


[Add/Edit Additional
Locations]

Invalid, an error message is displayed. You may either
correct and revalidate the address, or check the SKIP
VALIDATION FOR NOW box under the ADDRESS LINE 3 field and
validate it later. If you check the SKIP VALIDATION box, you
have to fill in the ZIP CODE before the screen can be saved.

This button is displayed for activities with a matrix code of 12,
14A-14D, 14F-14J, and 16A and an accomplishment type of
housing units. It is used to enter multiple addresses for an
activity that will be carried out at more than one location—e.g.,
a citywide rehab activity.
The number of addresses entered here must equal the number
of beneficiaries reported on the Page 1 Accomplishment Detail
screen before the activity can be completed.
Note: If the WILL ACCOMPLISHMENTS BE REPORTED AT ANOTHER
ACTIVITY field (see below) is changed to Yes, all addresses that
are input here will be deleted.

Activity Purpose

Select Yes or No for each field, as appropriate.

Help Prevent
Homelessness?
Help the Homeless?
Help Those with
HIV/AIDS?
Help Persons with
Disabilities?
Associate to Another
Activity
Will accomplishments
be reported at another
activity?

Change this field to Yes if accomplishments for the activity
(usually a service delivery costs activity or an acquisition
activity) are reported under another activity.
For a full explanation of when (and when not) to report
accomplishments at another activity, see page 13 of Guidance
for Reporting CDBG Accomplishments and Performance
Measures in IDIS.
Note: If this field is set to Yes for an LMA* activity, Census or
survey data must still be input on Activity Setup (Page 3).

IDIS Activity ID

If you answered Yes above, enter the ID of the activity under
which the accomplishments will be reported.
If there is more than one activity under which accomplishments
are reported, enter one of the IDIS Activity IDs in this field and
enter the remaining Activity IDs in the accomplishment
narrative. The national objective for all of these activities must
be the same.

4-5

The CDBG Activity Setup Screens

Field

Description

UGLG funded by the State

Follow these steps:
1. Click the [Select Organization] button.
2. On the Select Organization page, enter search criteria if
you wish or leave the search fields blank to display a list
of all the UGLGs (units of general local government) in
your state.
3. Click the [Search] button.
4. To select an UGLG, click first on the radio button next to
its name and then on the [Select] button. To return to
the add activity screen without selecting an UGLG, click
the [Cancel] button.
If the UGLG funded by the state is not listed on the select
screen, refer to Appendix D.

Date Funds Obligated and
Announced

Select (or input) the date that the funds for this UGLG/activity
were obligated and announced pursuant to the 15-month
deadline at 24 CFR 570.494.

Organization carrying out
activity
Is this activity being
carried out by a state
grant recipient?

If the activity will be carried out by the state recipient with its
own staff or through contractors, leave this field set to Yes
(the default). If it will be carried out by another organization,
change the answer to No.

If Yes
Activity is Being Carried
Out by the Grantee
Through

Indicate if the activity is being carried out by Grantee
Employees, Contractors, or Grantee Employees and
Contractors.

If No
Name of Organization
Carrying out Activity

Click the [Select Organization] button to display the Select
Organization page. Enter search criteria if you like, and then
click the [Search] button.
To select an organization, click first on the radio button next to
its name and then on the [Select] button.
If the organization carrying out the activity is not listed on the
select screen, refer to Appendix D.

Organization is
Categorized as

Another Unit of Local Government: Self-explanatory.
Another Public Agency: Examples include a public housing
authority or redevelopment authority.
A 105(a)15 Entity: See that section of the HCDA for details.

4-6

The CDBG Activity Setup Screens

Field

Description

Target Area
Area Type

Indicate if the activity is located in one of these special areas:


Strategy Area: A Community Revitalization Strategy Area
(CRSA).



CDFI: Community Development Financial Institution area.



Local Target Area: A locally defined and designated target
area.

For activities with a national objective code of:


LMAFI, you must specify CDFI.



LMASA, you must specify Strategy Area.



LMHSP, you must specify CDFI or Strategy Area.

It is very important that you identify these areas in IDIS so
HUD can demonstrate that CDBG funds are being targeted to
neighborhoods in need. See Appendix E for definitions of the
three types of special areas.
Area Name

When you select an AREA TYPE, you must specify the name of
the area in this field. If it is not listed on the dropdown, or if
you need to update information about one of the areas that is
listed, click the [Add New Area] button. For instructions on
completing the add/update area screens, see Appendix F.

Special Characteristics
Presidentially Declared
Major Disaster Area

Check this box if the activity is located in an area declared a
disaster under Subchapter IV of the Robert T. Stafford Disaster
Relief and Emergency Assistance Act.

Historic Preservation
Area

Check this box if the activity is located in an area designated
for historic preservation by local, state, or federal officials.

Brownfield
Redevelopment Area

Check this box if the activity is located in a brownfield
redevelopment area. A brownfield is an abandoned, idled, or
underused property where expansion or redevelopment is
complicated by real or potential environmental contamination.
When this box is checked an entry is required in the FOR
BROWNFIELD ACTIVITIES… field below.

Conversion from NonResidential to
Residential Use

Applicable only to housing rehabilitation activities. An example
is converting an old warehouse into condominiums.

Colonia

This field is only displayed for grantees in Arizona, California,
New Mexico, and Texas.
Check this box if the activity assists a rural community or
neighborhood that is within 150 miles of the U.S.-Mexican
border and that lacks adequate infrastructure and decent, safe,
sanitary housing.
4-7

The CDBG Activity Setup Screens

Field

Description

For Brownfield Activities
Indicate the Number of
Acres Remediated

If you checked BROWNFIELD REDEVELOPMENT AREA above, enter the
number of acres remediated.

Activity Information
One for One
Replacement

Check this box if the activity will result in the conversion or
demolition of housing units that must (under the Uniform
Relocation Act) be replaced.
When this field is checked, the One-for-One Replacement
screen is displayed as part of the CDBG completion path.

Displacement

Applicable only to acquisition, demolition, and rehabilitation
activities. Check this box if any household, business, non-profit
organization, or farm will be permanently displaced from real
property as a direct result of this activity.
When this field is checked, the Displacement screen is
displayed as part of the CDBG completion path.

Favored Activity

Applicable only if the activity matrix code is 18A or 18B. Check
this box if this economic development activity is of national
importance and therefore may be excluded from the aggregate
public benefit calculation. Refer to 24 CFR 570.482(f)(3).

Special Assessment

Applicable only to public improvement activities. Check this box
if a fee or charge will be levied to recapture part or all of the
capital costs of a public improvement activity. For additional
information, see 570.482(b).

Revolving Fund

Check this box if the activity is funded from a revolving loan
account.

Float Funded

Check this box if this type of financing is used.
If this box is checked, entries are required in the FLOAT
PRINCIPAL BALANCE and DATE FLOAT FUNDS TO BE RECEIVED fields at
the bottom of the screen.

Float Funds
Float Principal Balance

If you checked FLOAT FUNDED above, enter the balance of the
principal.

Date Float Funds to be
Received

If you checked FLOAT FUNDED above, enter the date you expect
repayment to be made.

When you are finished, click the [Save and Continue] button to display the next screen.

4-8

The CDBG Activity Setup Screens

CDBG SETUP DETAIL (PAGE 2)
On this screen, information about funding sources and forms of assistance is collected for all
activities. Additional data items are displayed based on the activity’s national objective.
The top part of the screen is the same for all activities:

Field

Description

Fields in gray box

These read-only fields identify the activity you are processing.
They are populated with data from the Add Activity screen.

National Objective

The national objective you selected on the previous screen is
displayed in this read-only field.

The fields that are displayed next depend on the activity’s national objective:
Objective

Fields Displayed

LMA*

Area Benefit Data:
Indicate whether CENSUS data or a HUD-approved SURVEY was used to
determine the eligibility of the activity.
LMC*

Presumed Benefit:
Click Yes if the activity exclusively benefits clientele presumed by HUD
to be at least 51% LMI. Presumed benefit clientele groups are limited
4-9

The CDBG Activity Setup Screens

Objective

Fields Displayed
to abused children, battered spouses, elderly persons, adults meeting
the Census definition of “severely disabled,” homeless persons,
illiterate adults, persons living with AIDS, and migrant farm workers.
Nature/Location:
Click Yes if it may be concluded from the nature and location of the
activity that the clientele will primarily be LMI. An example of such an
activity is a child care center serving a public housing complex.
Nature/Location Narrative:
If the previous field is Yes, describe how the nature/location of the
activity benefits a limited clientele, of whom at least 51% are LMI.

LMH* and
some SB*/URG

Multi-Unit Housing:
Click Yes if the activity involves housing with two or more units per
structure.
Includes Rental Housing:
Change to Yes if appropriate.

4-10

The CDBG Activity Setup Screens

The following data fields are displayed for all activities:

Field

Description

HUD Funds
CDBG

This read-only field is blank on initial setup. It will be populated
by the system once CDBG funds are committed to the activity.
When the ACTIVITY STATUS is set to Completed, the field shows
the total amount of CDBG funds disbursed.

Section 108 Loan
Guarantee

This read-only field is blank on initial setup. It will be populated
by the system when Section 108 funds are committed to the
activity. When the ACTIVITY STATUS is set to Completed, the field
shows the total amount of Section 108 funds disbursed.

ESG

Enter the amount of any ESG funds spent on this activity.
4-11

The CDBG Activity Setup Screens

Field

Description

HOME

Enter the amount of any HOME funds spent on this activity.

HOPWA

Enter the amount of any HOPWA funds spent on this activity.

Other Funds
Appalachian Regional
Commission

Enter the amount of any Appalachian Regional Commission
(ARC) funds leveraged for this activity.
Leveraging amounts should not be entered for the ARC unless
they are located in the Appalachian region and the activity is
jointly funded with ARC funding. The system will automatically
enter the CDBG amounts for each activity.

Other Federal Funds

Enter the amount of any non-CPD federal funds leveraged for
this activity.

State/Local Funds

Enter the amount of any state/local funds leveraged for this
activity.

Private Funds

Enter the amount of any private funds leveraged for this
activity.

Other

Enter the name(s) and the amount of funds leveraged from
other sources for this activity.

Activity Costs (HUD +
Other Funds) Total

This read-only field displays the total amount of all funds
entered.

Leveraging Ratio (CDBG +
108 : All Other Funds)
CDBG + 108

This field is always 1.

All Other Funds

This system-calculated field is equal to the sum of the CDBG
and Section 108 amounts divided into all other amounts.

Enter the number of grants
or loans provided to
beneficiaries of this activity
Grants

Enter the number of grants provided to beneficiaries of this
activity.

Loans

Enter the number of loans provided to beneficiaries of this
activity.

Loans Provided
Amortized Loan
Deferred Payment
Loan

Enter the AVERAGE INTEREST RATE, the AVERAGE AMORTIZATION
PERIOD (in months), and the TOTAL AMOUNT (whole dollars) of the
amortized and/or deferred payment loan(s). If the term of the
loan is unknown (e.g., the loan is due upon sale or transfer of
the property), enter 99 in AMORTIZATION PERIOD.
If more than one loan was provided, enter the average interest
rate, the average amortization period, and the total amount of
the loans.

4-12

The CDBG Activity Setup Screens

From this point to the bottom of the screen, only fields specific to a national objective are
displayed, including:
Objective

Fields Displayed

LMH* and
some SB*/URG

Fill in these fields only if you answered Yes to the MULTI-UNIT HOUSING
question above.
Units at Start
Enter the Total number of units, the number that were Occupied,
and the number that were Occupied by Low/Mod households at the
start of the activity (before CDBG funds were obligated to the activity).
Percent Low/Mod is a protected field showing the percentage of
units occupied by low/mod households.
Units Expected at Completion
Enter the number of Total, Occupied, and Occupied Low/Mod units
you expect will be available upon completion of the activity.
LMH* and
SB*/URG,
matrix code of
14A-D, 14F-G,
or 16A

Fill in these fields only if the rehabilitation of all the housing units reported
in the activity is limited to one or more of the items listed. Otherwise, skip
over them. Example: If the rehab is limited to installing smoke detectors
in an apartment building, check Install Smoke Detectors. If smoke
detectors are installed and the building’s roof is replaced, leave it blank.
SBA

% Deteriorated Buildings/Qualified Properties
Enter the percentage of deteriorated buildings/properties in the area at
the time it was designated a slum/blight area. You must provide input
in either this field or the next one.
4-13

The CDBG Activity Setup Screens

Objective

Fields Displayed
Public Improvement Type/Condition
If the activity qualifies for CDBG assistance on the basis that public
improvements throughout the area are in a general state of
deterioration, enter a description of each type of improvement in the
area and its condition at the time the area was designated as
slum/blight.
Boundaries
Describe the boundaries of the slum/blight area. Do not use this field
to document the Census tract/block group data required for an LMA
activity. For an SBA activity, the boundaries of the area must be
specified.
Slum/Blight Designation Year
Enter the year the area was designated a slum/blight area.

LMJ*
LMAFI, LMASA,
LMCMC

Expect to Create
Enter the Full-Time jobs, Full-Time Low/Mod jobs, weekly PartTime job hours (not jobs), and Part-Time Low/Mod job hours that
are expected to be created.
Expect to Create
Enter the Full-Time jobs, Full-Time Low/Mod jobs, weekly PartTime job hours (not jobs), and Part-Time Low/Mod job hours that
are expected to be retained.
For all but LMA* activities, this is the last setup screen. Clicking the [Save] button displays
the Edit Activity screen, shown on page 4-16.
For LMA* activities, click the [Save and Continue] button to display the next setup screen.

4-14

The CDBG Activity Setup Screens

CDBG SETUP DETAIL (PAGE 3)
A third setup screen is displayed for LMA* activities only. Information regarding the
low/mod income population in the service area is input on it.

Field

Description

Fields in gray box

These read-only fields identify the activity you are processing.

National Objective

A read-only field showing the objective input for the activity on
the first CDBG setup screen.

County Code

Enter the FIPS county code for the area being assisted (see
https://www.census.gov/geo/reference/codes/cou.html).

Census Tract

Identify the Census tract contained in the service area. The
required format for Census tracts is “nnnn.nn” (e.g., input
Census tract 7 as “0007.00”).

Block Groups

If the service area includes the entire Census tract, leave these
fields blank. Otherwise, check each block group covered by the
service area.

[Add Another]

Click this button to add another COUNTY CODE/CENSUS TRACT.

[Delete]

Check the box in the Delete column of the row(s) you want to
delete, then click the [Delete] button.

Total # Low/Mod

Enter the number of persons who are LMI in the service area.
4-15

The CDBG Activity Setup Screens

Field

Description

Total Low/Mod Universe
Population

Enter the total number of persons in the service area. This
must be greater than or equal to TOTAL # LOW/MOD.

% Low/Mod

This read-only field shows the percentage of low/mod persons
in the service area. It is equal to (TOTAL # LOW/MOD divided by
TOTAL LOW/MOD UNIVERSE POPULATION) times 100.
This percentage must be at least 51% (for all but exception
grantees) before the activity can be funded.

This is the last setup screen for LMA activities. Clicking the [Save] button displays the Edit
Activity screen:

This screen is discussed in detail on page 3-7. For now, look at the READY TO FUND field in the
Activity box. If it is No, then required setup information is missing. It must be input before
the activity can be funded. If it is Yes, then all required setup information has been input
and you can proceed to the funding step. Clicking the [Activity Funding] button at the lower
left of the Activity box accesses the funding option, the subject of the next chapter.

4-16

Chapter 5
ACTIVITY FUNDING
Once you complete the setup screens for an activity, it is ready to be funded. The purpose
of funding is to specify the amounts and the types of funds to be used for the activity. With
the transition from first-in, first-out (FIFO) to grant-specific accounting in IDIS*, grantees
must also specify the year of the CDBG grant from which funds are to be committed for
grant years 2015 and later.
The State CDBG fund types are:
Fund Type

Description

EN - Entitlement

Entitlement grant funds.

AD - Administration

Available if you have created an Administration
subfund from EN funds (see Appendix K).

LA – Grant-Specific
Repayment to Local Account

Available if you have receipted LA using the
Receipts function (see Chapter 7).

PI - Program Income

Available if you have receipted PI using the
Receipts function (see Chapter 7).
Note: PI does not have to be funded before it
can be drawn down in place of EN. For details,
see page 5-4.

RL - Revolving Loan Funds

Available if you have receipted RL funds using
the Receipts function (see Chapter 7).

SF - State Revolving Fund

Available if you have receipted SF funds using
the Receipts function (see Chapter 7).

SI - Section 108 Loan Income

Available if you have receipted Section 108 loan
income using the Receipts function (see
Chapter 7).
SI may only be used to fund activities with
matrix codes 19F, 19G, 24A, 24B, and 24C.

SL - Section 108 Loan

Available for activities where the WILL THIS
ACTIVITY USE SECTION 108 LOAN field on the
Add/Edit Activity screen is “Yes”, provided
information about the Section 108 loan(s) has
been input by HUD HQ staff (see Chapter 8).

SU - Subgrant

Available if you have created a Subgrant
subfund from EN funds (see Appendix K).

TA - Technical Assistance

Available if you have created a Technical
Assistance subfund from EN funds (see
Appendix K).

__________________
*For details, please see Guidance for CDBG Grantees: Transition from First-In-First-Out to
Grant-Specific Accounting in IDIS.
5-1

Activity Funding

ACCESSING THE ACTIVITY FUNDING FUNCTIONS
To access the funding screens, you can click the Funding/Drawdown tab at the top of any
page, click the Activity Funding Search link at the left on any Funding/Drawdown page, or
click the [Activity Funding] button on the Edit Activity page. Coming from the Edit Activity
page displays the Edit Activity Funding screen shown on page 5-4. Otherwise, the Search
for Activities to Fund screen is displayed first.

SEARCH FOR ACTIVITIES TO FUND SCREEN
To fund an activity, you must first conduct a search to retrieve it:

To conduct a search, you can:


Retrieve a specific activity by entering its IDIS ACTIVITY ID and clicking the [Search]
button.



Click the [Search] button to retrieve all of your activities.



Specify criteria to limit the number of activities that will be displayed, as follows:

Search Field

Description

Program

To limit the results to a particular program, select it from the
dropdown.

Activity Name

Limit the results to activities with a name containing the text
string you input here.

Program Year

To limit the results to activities set up under the projects of a
particular PROGRAM YEAR, select that year from the dropdown.

IDIS Project ID

To limit the results to activities set up under a particular
project, enter that project ID.

IDIS Activity ID

The quickest way to retrieve a particular activity is to enter its
IDIS ACTIVITY ID. Since this uniquely identifies an activity, there
is no need to input any other search criteria.

Grantee/PJ Activity ID

Limit the results to activities with a grantee/PJ activity ID
containing the text string you input here.
5-2

Activity Funding

Search Field

Description

Activity Status

To limit the results to activities with a particular status, select
Open, Completed, or Canceled.

Activity Owner

Most users will not be able to change this field. Those who can
should select the grantee who owns the project under which
the activity to be funded has been set up.

Click the [Search] button to run the search and redisplay the screen with the search results.

On initial display, the results are sorted by IDIS ACTIVITY ID in descending order. You can
change the sort field and the sort order by clicking on any column header that is in blue.
To select an activity for further processing, click the Add-Edit or View link in the last column.
If you select:


Add-Edit, the Edit Activity Funding screen will be displayed.



View, the View Activity Funding screen will be displayed. This will always be the
ACTION for activities with a status of Completed or Canceled and for users who are
not authorized to fund activities.

For activities with a status of Open, the ACTION column will show Not Ready to Fund if
required setup data are missing. The missing data must be provided before the funding
screens can be accessed.
The Edit and View screens are very similar except, of course, that data on the View screens
cannot be changed. Only the Edit screens are shown in this chapter.
5-3

Activity Funding

EDIT ACTIVITY FUNDING SCREEN
On this screen, you will select the type(s) of funds to be used for the activity:

A note about PI: PI does not have to be explicitly funded before it can be drawn. When a
draw is made for an activity, the system will automatically present the option of drawing
available PI in place of EN. When unfunded PI is drawn in lieu of EN for an activity, EN
funding is reduced and PI funding is increased by the amount of PI drawn.
Remember that CDBG regulations require you to spend available PI before drawing down
EN.
Field

Description

Activity Owner
through
Program Year/Project

These read-only fields identify the activity you are processing.

Total Funded

The total amount of funds from all sources committed to this
activity to date.

Total Drawn

The total amount of funds from all sources drawn for this
activity to date, plus pending draws.

Funding Sources
Recipient Name
Program
Fund Type

On initial display of this screen, all available funding sources
are listed. Use these fields to filter the list of Available Funds by
recipient name, program, and/or fund type (see below for field
definitions).

[Filter]

Click this button to filter the list of Available Funds by the
criteria you have selected.

[Reset]

Click this button to reset the filter fields to their defaults.
5-4

Activity Funding

Field

Description

Available Funds
Recipient Name

The name of the grantee or subgrantee.

Program

The CPD program that provided the grant.

Fund Type

For CDBG States, the fund types are:
EN
AD
LA
PI
RL
SF
SI
SL
SU
TA

Entitlement
Administration
Grant-Specific Repayment to Local Account
Program Income
Revolving Loan Fund
State Revolving Fund
Section 108 Loan Income
Section 108 Loan
Subgrant
Technical Assistance

For information about the availability of the fund types, please
see page 5-1.
Source Name

For State grantees, HUD; for subgrantees, the organization
that provided the subgrant.

Source Type

For CDBG States, DC or DH (the fourth and fifth characters of
the CDBG grant number).

Available for Funding

The amount of this fund type available to commit to activities.

Funded Amount

The amount of this fund type that has already been committed
to this activity.

Drawn Amount

The amount of this fund type that has already been drawn
down for this activity.

To select a funding source, click an ACTION in the last column. If the ACTION selected is:


Add-Edit, the Add-Edit Activity Line Item screen is displayed.



View, the View Activity Line Item screen is displayed. View will be the only available
ACTION for canceled and completed activities and for users who are not authorized to
fund activities.

Instructions for the Add-Edit Line Item screen follow.

5-5

Activity Funding

ADD-EDIT FUNDING LINE ITEM SCREEN
The amount of money to be committed to the activity from the selected funding source is
input on the Add-Edit Funding Line Item screen.
The version of the screen that is displayed depends on whether the funding source selected
on the previous screen was a grant fund type (EN, AD, SU, TA), a program income fund
type (PI, SF, RL), or a repayment of grant funds to a local account (LA), as explained below.

Funding with EN, AD, SU, and TA
When funding an activity with CDBG grants, the Add-Edit Funding Line Item screen looks
like this:

During the transition from FIFO to grant-specific accounting in IDIS, the screen is divided
into two sections:


The first section, titled “Funding Source Pre-2015” (highlighted above in green) is
used to fund activities with FY 2014 and earlier grants. You will fund activities from
pre-2015 grants exactly as you have funded activities in the past, and IDIS will
5-6

Activity Funding

continue to commit and disburse funds from the earliest pre-2015 grant with
available funds (i.e., FIFO accounting).
The second section, titled “Funding Source” (highlighted in blue) is used to commit
funds from FY 2015 and subsequent grants. When funding activities from grant years
2015 and later, you will enter the amount to be committed by grant year and only
the grant year(s) from which the activity is funded will be available for draws (i.e.,
grant-specific accounting).



Note that an activity may be funded with both the pre-2015 source and one or more grantyear specific sources.
For pre-2015 grants, the input fields are GRANT YEAR and FUNDED AMOUNT; for 2015 and later
grants, the only input field is FUNDED AMOUNT.
Pre-2015 Grants
Field

Description

Activity Owner
through
Total Drawn

Same as the Edit Activity Funding screen (see page 5-4 for field
definitions).

Funding Source Pre-2015
Program

CDBG.

Grant Year

Pre-2015.

Fund Type

The grant fund type selected on the previous screen—EN, AD,
SU, or TA.

Source Name through
Recipient Name

Same as the AVAILABLE FUNDS fields on the Edit Activity Funding
screen (see page 5-5 for field definitions).

Available for Funding

The amount of this fund type that is available to commit to
activities from pre-2015 grants.

Funded Amount

The amount of this fund type that has already been committed
to this activity from pre-2015 grants.

Drawn Amount

The amount of this fund type that has already been drawn
down for this activity from pre-2015 grants.

Current Funding for This
Source
Grant Year

Required for CDBG States, and used to generate the online
PER. Enter the year of the grant that this funding should be
attributed to in the PER.
Note that the GRANT YEAR you input here will be used for
reporting purposes only; funding and draws still occur FIFO in
IDIS.

Funded Amount

Enter or update the amount to be funded from pre-2015 grants
in dollars and cents, with or without commas.

Drawn Amount

The amount of this fund type drawn to date for this activity and
attributed by the user to this GRANT YEAR.
5-7

Activity Funding

2015 and Later Grants
Field

Description

Funding Source
Program

Same as pre-2015 Funding Source field.

Grant Year

The fiscal year of the CDBG grant.

Fund Type

Same as pre-2015 Funding Source field.

Source Name through
Recipient Name

Same as pre-2015 Funding Source field.

Available for Funding

The amount of this fund type that is available to commit to
activities from this grant year.

Funded Amount

The amount of this fund type that has already been committed
to this activity from this grant year.

Drawn Amount

The amount of this fund type that has already been drawn
down for this activity from this grant year.

Current Funding for xFIFO
Grant Year

Read-only.

Funded Amount

Enter or update the amount of this fund type to be committed
from this GRANT YEAR.

Drawn Amount

The amount of this fund type that has been drawn to date from
this GRANT YEAR.

Click the [Save] button to save your input or the [Cancel] button to reset the GRANT YEAR
and/or FUNDED AMOUNT fields to their previous values.
When you click [Save], five fields in addition to the ones you input are updated. The TOTAL
FUNDED and the FUNDED AMOUNT fields are increased and the AVAILABLE FOR FUNDING fields are
reduced by the amount of the change in funding you just made:

5-8

Activity Funding

When you are finished, click the [Return to Add-Edit Funding] button. From there, you can
select another funding source for the current activity or click the [Return to Search for
Activities to Fund] button to choose a different activity to fund.

5-9

Activity Funding

Funding with PI, SF, and RL
IDIS will continue to fund and draw program income (fund types PI, SF, and RL) from the
earliest annual receipt account with available funds (i.e., FIFO). Consequently, each of
these fund types is displayed on the Add-Edit Funding Line Item screen as a single funding
source. (Note: The annual receipt accounts may be viewed using the Search Accounts
function.)

The input fields are PROGRAM YEAR OF RECEIPT and FUNDED AMOUNT.
Field

Description

Activity Owner through
Total Drawn

Same as the Edit Activity Funding screen (see page 5-4 for field
definitions).

Funding Source
Program

CDBG.

Fund Type

PI, SF or RL.

Source Name through
Drawn Amount

Same as the AVAILABLE FUNDS fields on the Edit Activity Funding
screen (see page 5-5 for field definitions).

Current Funding for This
Source
Program Year of
Receipt

This field is optional. The user-entered PROGRAM YEAR OF RECEIPT
has no effect on the FIFO processing of funding and draws. It is
there solely to allow you to associate a year of your choosing
with this funding.

Funded Amount

Enter or update the amount to be funded in dollars and cents,
with or without commas.

Drawn Amount

The amount of this fund type drawn to date for this activity and
attributed by the user to this PROGRAM YEAR OF RECEIPT.
5-10

Activity Funding

Click the [Save] button to save your input or the [Cancel] button to reset the PROGRAM YEAR
OF RECEIPT and/or FUNDED AMOUNT fields to their previous values.
When you click [Save], three fields in addition to the ones you input are updated. The TOTAL
FUNDED and the FUNDED AMOUNT fields are increased and the AVAILABLE FOR FUNDING field is
reduced by the amount of the change in funding you just made:

When you are finished, click the [Return to Add-Edit Funding] button. From there, you can
select another funding source for the current activity or click the [Return to Search for
Activities to Fund] button to choose a different activity to fund.

5-12

Activity Funding

Funding with LA
LA funds are receipted by grant year and are, therefore, always committed to activities by
grant year. In the example below, the only LA funds receipted are for FY 2011:

The only input field is FUNDED AMOUNT.
Field

Description

Activity Owner through
Total Drawn

Same as the Edit Activity Funding screen (see page 5-4 for field
definitions).

Funding Source
Program

CDBG.

Grant Year

The fiscal year of the grant to which funds were repaid to the
local account.

Fund Type

LA.

Source Name through
Drawn Amount

Same as the AVAILABLE FUNDS fields on the Edit Activity Funding
screen (see page 5-5 for field definitions).

Current Funding for This
Source
Grant Year

Read-only. It shows the fiscal year of the grant to which funds
were returned.

Funded Amount

Enter or update the amount to be funded in dollars and cents,
with or without commas.

Drawn Amount

The amount of this fund type drawn to date from this GRANT
YEAR for this activity.

Click the [Save] button to save your input or the [Cancel] button to reset the FUNDED
AMOUNT fields to their previous values.
5-13

Activity Funding

When you click [Save], three fields in addition to the ones you input are updated. The TOTAL
FUNDED and the FUNDED AMOUNT fields are increased and the AVAILABLE FOR FUNDING field is
reduced by the amount of the change in funding you just made:

When you are finished, click the [Return to Add-Edit Funding] button. From there, you can
select another funding source for the current activity or click the [Return to Search for
Activities to Fund] button to choose a different activity to fund.
Funds that have been committed to an activity are ready to be drawn down. That process is
explained in the next chapter.

5-14

Chapter 6
DRAWDOWNS
Drawdowns may be made for an activity after it has been funded. Draws may only be
applied to the funding source added to the activity (with the exception of PI), and the total
amount drawn down cannot exceed the funded amount.
When working with drawdowns, keep in mind that program funds deposited in your local
account (PI, SF, RL, and LA) are to be spent before CDBG grant funds are drawn down from
the Treasury. See Chapter 7 for instructions on receipting local funds in IDIS.

ACCESSING THE DRAWDOWN FUNCTIONS
Click the Funding/Drawdown tab at the top of the page you are on to display the Search for
Activities to Fund screen. On it and all other Funding/Drawdown screens, links to the draw
functions you are authorized to access are listed on the left:

The three draw functions—Create Voucher, Search Voucher, and Approve Voucher—are
discussed below.

6-1

Drawdowns

CREATE DRAWDOWN VOUCHERS
To create a draw for one or more activities, click the Drawdown Create Voucher link to
display the first of four screens.

CREATE VOUCHER - PAGE 1 OF 4 (SELECT ACTIVITIES)
On this screen you will specify the activities you are drawing funds for and, optionally, the
date you want the voucher to be submitted to LOCCS.

Field

Description

Voucher Created For

If the draw is to be made from a subgrant, select the
organization for which the subgrant was created. Otherwise,
select the State.

Activity Owner

If the name showing in this field is not the grantee who owns
the activities that funds are being drawn for, select the correct
organization from the dropdown.

Requested LOCCS
Submission Date

If you want this voucher to be submitted to LOCCS at a future
date, enter that date here. If you leave the field blank, the
request will be submitted to LOCCS the same day it is approved
(unless the approver changes the submission date for one or
more line items). Vouchers against receipt funds such as PI,
RL, SF and LA also have a LOCCS Submission Date, despite the
fact that these vouchers are not submitted to LOCCS.

IDIS Activity ID

To identify the activities for which funds are to be drawn, you
may either:


Input the IDIS ACTIVITY ID(s) manually.



Click the [Search for Activities] button, run a search, and
select the activity or activities from the search results. To
select an activity, click its Select box in the last column of
the results table. Up to 60 activities may be selected. When
6-2

Drawdowns

Field

Description
you have selected all the activities you want, click the [Add
Selected Activities] button.

Once you have specified all the activity IDs for which funds are to be drawn, click the
[CONTINUE] button at the top/bottom of the screen. If at least one valid activity ID has been
entered, the second create voucher screen is displayed.

6-3

Drawdowns

CREATE VOUCHER - PAGE 2 OF 4 (DRAWDOWN AMOUNTS)
Page 2 is displayed for each valid activity input on the previous screen. On this page, you
will enter the amount to be drawn down for an activity from each available funding source.

DRAWDOWN AMOUNT is the only input field on this screen. Enter amounts as dollars and cents,
with or without commas. If you input a whole dollar amount, IDIS will append ‘.00’.
Field

Description

IDIS Activity ID

On initial display, the first valid activity ID that was input on
the previous screen.
For multi-activity draws, invalid IDs are tracked in the
“Progress by Activity ID” box at the bottom of the screen.

Voucher Created For

The organization for which the draw is being made.

Activity Owner

The State grantee.

Activity Name

The name of the activity for which the draw is being made.

Grantee/PJ Activity ID

The grantee’s identifier for this activity.

Available Drawdown
Amounts for This Activity
Recipient Name

The recipient of this funding source.

Program

The CPD program providing this funding.

6-4

Drawdowns

Field
Grant Year/Program
Year of Receipt

Fund Type

Description


For FY 2015 and later grants, the year of the grant from
which the activity was funded and from which funds will be
drawn.



For FY 2014 and earlier grants, Pre-2015. These funds
were committed and will be drawn FIFO.



For fund types PI, SF, and RL, All. Funding and draws of
program income are always FIFO.



For fund type LA, the year of the grant from which the
returned funds were originally drawn.

The type of this funding source. For CDBG States:
EN
AD
LA
PI
RL
SF
SI
SL
SU
TA

Entitlement
Administration
Grant-Specific Repayment to Local Account
Program Income
Revolving Loan Fund
State Revolving Fund
Section 108 Loan Income
Section 108 Loan
Subgrant
Technical Assistance

For additional information about the availability of the fund
types, see page 5-1.
Source Name

For State grantees, HUD; for subgrantees, the organization
that provided the subgrant.

Source Type

For CDBG States, DC or DH (the fourth and fifth characters of
the CDBG grant number).

Prior Program Year

This field can be changed to Yes only if the REQUESTED LOCCS
SUBMISSION DATE of the voucher is within the first 90 days after
the beginning of the new program year. To attribute the draw
to the previous program year, select Yes. Attributing a draw
to a prior year is commonly utilized in year-end reporting of
program income draws, since the program year in which draw
of program income occurs influences compliance with
expenditure caps on public service, administration and planning
costs.

Funded Amount

For all but PI, the amount committed to this activity from this
funding source.
For PI, the system automatically adjusts the FUNDED AMOUNT to
the total amount of PI available to draw in place of EN,
including PI that was explicitly committed to the activity.

Available to Draw

For all but PI, the amount still available to draw from this
funding source, equal to FUNDED AMOUNT minus the amount
already drawn.
For PI, AVAILABLE TO DRAW always equals the FUNDED AMOUNT. As
noted on the screen, the sum of the EN and PI DRAWDOWN
6-5

Drawdowns

Field

Description
AMOUNTS cannot exceed the total amount of EN and explicitly
funded PI committed to the activity.

Drawdown Amount

Enter the amount to be drawn from this funding source for this
activity.

Progress by Activity ID
Entered

Activities for which a draw amount has already been input.

Not Entered

Activities for which a draw amount has not yet been input.

Invalid

Activities for which you will not be allowed to input a draw
amount. For a multi-activity draw, this is the only message
notifying you that for some reason a draw request cannot be
made for an activity.

For multi-address draws, use the [Next Activity] and [Previous Activity] buttons to page
among the activities.
Once you have input and verified all draw amounts, click the [Confirm Voucher] button.
Caution! Once you click the [Confirm Voucher] button, the only options are to generate
the voucher or cancel it entirely.

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Drawdowns

CREATE VOUCHER - PAGE 3 OF 4 (CONFIRMATION)
This screen displays the draw amounts by funding source for each activity. You can choose
either to generate or cancel the voucher:

Field

Description

Voucher Created For

The organization for which the draw is being made.

Activity Owner

The State grantee.

Requested LOCCS
Submission Date

If a submission date was entered on Page 1, it is displayed
here and may be changed. If the field is left blank, the voucher
will be submitted to LOCCS the same day it is approved (unless
the approver changes the date for one or more line items).

Voucher Details
Line Item #

A voucher is made up of one or more line items. The number of
line items in a voucher is determined by IDIS, and depends on
the number of activities that draws have been requested for,
the number of funding sources for each activity, and the
number of grants used to satisfy the draw amounts.

IDIS Actv ID

The ID of the activity for which the draw is being made.

Activity Name

The name of the activity for which the draw is being made.

Program

The CPD program whose funds are being drawn.

Grant Year/Program
Year of Receipt

Depending on the FUND TYPE, the year of the grant or the
program year of the receipt account from which the DRAWDOWN
AMOUNT will be taken.

Fund Type

The type of funds from which the DRAWDOWN AMOUNT will be
taken (see page 6-5 for a list of CDBG fund types).

Source Name

For State grantees, HUD; for subgrantees, the organization
that provided the subgrant.
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Drawdowns

Field

Description

Source Type

For CDBG States, DC or DH (the fourth and fifth characters of
the CDBG grant number).

Recipient Name

The recipient of this funding source.

Prior Program Year

Y or N, depending on the answer input on the Page 2 screen.

Drawdown Amount

The amount that will be drawn down from this funding source.

If an activity number, funding source, or draw amount is not as you want it, press the
[Cancel Voucher] button. The Page 1 create voucher screen is displayed.
Otherwise, click the [Generate Voucher] button to display the final screen.

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Drawdowns

CREATE VOUCHER - PAGE 4 OF 4 (VIEW)
The last create voucher screen is read-only:

Field

Description

Voucher Created for,
Activity Owner,
Requested LOCCS
Submission Date

Same as the Page 3 screen.

IDIS Voucher #

The voucher number is system-generated.

Created By

The IDIS user ID of the person who generated the voucher.

Creation Date

The date the voucher was generated. A voucher must be
approved and submitted within 90 days of its CREATION DATE or
it will be canceled automatically.

Voucher Details fields

Same as the Page 3 screen, except the table also includes (in
column 6) the Grant # associated with each line item.

Total

The total amount of the voucher.

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Drawdowns

APPROVE VOUCHERS
Three security rules are applied to the approval of all vouchers in IDIS:
1. Only grantee users can approve draws.
2. The user who creates a draw cannot also approve it.
3. All draws on State grants must be approved by a State user.
Note, too, that a drawdown must be approved within 90 days of its creation date or it will
be canceled by the system.
To access the approval function, click the Drawdown Approve Vouchers link on any
Funding/Drawdown screen to display the Search Vouchers for Approval screen.

SEARCH VOUCHERS FOR APPROVAL SCREEN
Specify as many or few search criteria as you wish to retrieve the vouchers to be approved:

Field

Description

IDIS Voucher #

Enter a voucher number to limit the results to one voucher
(searches on partial voucher numbers are not allowed).

Earliest Creation Date

Enter a date to limit the results to vouchers created on or after
that date.

IDIS Activity ID

Enter an IDIS Activity ID to limit the results to vouchers with
draws for that activity.

Line Item Status

Read-only. Since only line items with a status of Open can be
approved, searches on this screen are limited to vouchers with
open line items.

Activity Owner

Choose the State who owns the activities for which funds were
drawn.

Click the [Search] button to run the search and display the vouchers that meet the criteria
you specified:

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Drawdowns

On initial display, the results are sorted by IDIS VOUCHER # and LINE ITEM #. You can change
both the sort field and the sort order by clicking on any column header that is in blue.
Field

Description

IDIS Voucher #

The system-assigned voucher number.

Line Item #

The system-assigned line item number. The number of line
items in a voucher is determined by IDIS, and depends on the
number of activities that draws have been requested for, the
number of funding sources for each activity, and the number of
grants used to satisfy the draw amounts.

Creation Date

The date the voucher was generated in IDIS.

IDIS Actv ID

The ID of the activity for which the draw is being made.

Grant Number

The grant/receipt account from which the funds will be drawn.

Activity Name

The name of the activity.

Line Item Status

Open for line items that can be approved. See page 6-15 for
other LINE ITEM STATUS values.

Drawdown Amount

The amount of the draw request for this line item.

Click the Maintain-Approve link for the first line item to display the Maintain and Approve
Voucher screen.

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Drawdowns

MAINTAIN AND APPROVE VOUCHER SCREEN
This screen provides access to the Approve, Revoke, Revise, Cancel, and View functions for
draws. The Approve Draw function is explained below. The other functions are covered
starting on page 6-15.

Field

Description

Voucher Created for

The organization for which the draw is being made.

Activity Owner

The State grantee.

IDIS Voucher #

The system-generated voucher number.

Created By

The user ID of the person who generated the voucher.

Creation Date

The date the voucher was generated.

Voucher Details
Line Item #

The system-assigned line item number.

IDIS Actv ID

The ID of the activity for which the draw has been requested.

Activity Name

The name of that activity.

Program

The CPD program whose grant funds are being drawn.

Grant Year/Program
Year of Receipt

Depending on the FUND TYPE, the year of the grant or the
program year of the receipt account from which the DRAWDOWN
AMOUNT will be taken.

Grant #

The grant/receipt account from which the funds will be drawn.
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Drawdowns

Field

Description

Fund Type

The type of funds from which the DRAWDOWN AMOUNT will be
taken. For CDBG States:
EN
AD
LA
PI
RL
SF
SI
SL
SU
TA

Entitlement
Administration
Grant-Specific Repayment to Local Account
Program Income
Revolving Loan Fund
State Revolving Fund
Section 108 Loan Income
Section 108 Loan
Subgrant
Technical Assistance

Source Name

For State grantees, HUD; for subgrantees, the organization
that provided the subgrant.

Source Type

For CDBG States, DC or DH (the fourth and fifth characters of
the CDBG grant number).

Recipient Name

The recipient of this funding source.

Prior Program Year

Y or N.

Drawdown Amount

The amount that will be drawn down from this funding source.

Line Item Status

Open for line items that can be approved. See page 6-15 for
other LINE ITEM STATUS values.

Submission Date

This will be today’s date, unless the person who created the
draw input a different one.

Action

If you are authorized to approve draws, the Approve link is
shown for vouchers you did not create.
For the other ACTION links, see page 6-17.

Set all submission dates to
and
[Approve All Line Items]

Displayed only if you have draw approval authority and there
are two or more line items with a status of Open.

Approving All Line Items at Once
To approve all the line items at once:


If you like, specify a submission date in the input field at the bottom of the screen. If
you leave it blank, it will be set to today’s date for all line items.



Click the [Approve All Line Items] button next to it.



A message asking “Are you sure you want to approve all line items?” is displayed.
Click [OK] or [Cancel], as appropriate.

When you click [OK], the Maintain and Approve Voucher screen is redisplayed. Notice that
the LINE ITEM STATUS has been updated to Approved and the available links in the ACTION
column have changed. Clicking the Revoke link will revoke the approval and set the status
of the line item back to Open.

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Drawdowns

Approving Line Items One at a Time
Click the Approve link in the Action column of the line item you want to approve. The
Confirm Voucher Line Item screen is displayed.

CONFIRM VOUCHER LINE ITEM APPROVAL SCREEN
The Confirm Voucher Line Item Approval screen looks like this:

To approve a line item, change the SUBMISSION DATE if you like, and then click the [Approve
This Line Item] button. To exit without approving the item, click the [Return to Maintain and
Approve Voucher] button. For descriptions of other fields on this screen, see page 6-23.
When you click the approve button, the Maintain and Approve Voucher screen is
redisplayed. Notice that the LINE ITEM STATUS has been updated to Approved and the
available links in the ACTION column have changed. Clicking the Revoke link will revoke the
approval and set the status of the line item back to Open.

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Drawdowns

EDIT/VIEW VOUCHERS
To edit or view a voucher, you must first conduct a search to retrieve it. Click the Drawdown
Search Voucher link on any Funding/Drawdown screen to display the Search Vouchers
screen.

SEARCH VOUCHERS SCREEN
Specify as many or few search criteria as you wish to retrieve the voucher(s) to be updated
or viewed:

This search screen and the Search Vouchers for Approvals screen shown on page 6-10 are
identical except that you can search by Line Item Status here. The statuses are:
Status

Definition

Open

The initial status of a voucher, assigned when it is created.

Pending HQ
Approval

For Section 108 loan repayment vouchers only, awaiting
approval by HQ staff.

Approved

Approved for submission to LOCCS.

Completed

Processed to completion by LOCCS.

Revised

All or a portion of the drawn amount has been allotted to
another activity.

Rejected

Rejected by LOCCS.

Pending

Awaiting a response from LOCCS.

Cancelled

An Open or Approved voucher/line item cancelled by the
grantee before submission to LOCCS.

Converted

An Approved voucher created by the IDIS conversion process.

L-Cancelled

Approved in IDIS and later cancelled by LOCCS.

On Hold

Sent to LOCCS and being held in LOCCS for resubmission to
Treasury.

Rescheduled

Sent to LOCCS; will be either approved or rejected at a later
date.

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Drawdowns

Click the [Search] button to run the search and display the vouchers that meet the criteria
you specified:

On initial display, the results are sorted by IDIS VOUCHER # and LINE ITEM #. You can change
the sort field and the sort order by clicking on any column header that is in blue.
Field

Description

IDIS Voucher #

The system-assigned voucher number.

Line Item #

The system-assigned line item number. The number of line
items in a voucher is determined by IDIS, and depends on the
number of activities that draws have been requested for, the
number of funding sources for each activity, and the number of
grants used to satisfy the draw amounts.

Creation Date

The date the voucher was generated in IDIS.

IDIS Actv ID

The ID of the activity for which a draw has been requested.

Grant Number

The grant/receipt account from which the funds will be drawn.

Activity Name

The name of the activity.

Line Item Status

See previous page.

Drawdown Amount

The amount of the draw request for this line item.

Select any line item from the voucher you want to process by clicking the Maintain-Approve
link in the last column. The voucher maintenance screens are explained starting on the next
page.
If you choose the View link, only two screens are shown (see next page and page 6-23).

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Drawdowns

MAINTAIN AND APPROVE VOUCHER SCREEN
This screen provides access to the Approve, Revoke, Revise, Cancel, and View functions for
drawdowns:

Field

Description

Voucher Created for
through
Drawdown Amount

See pages 6-12 and 6-13 for field definitions.

Line Item Status

See page 6-15.

Submission Date

The date the voucher was submitted to LOCCS. If the LINE
ITEM STATUS is Open, this will be today’s date unless the
person who created the draw input a different one.

Action

The links in the ACTION column for a line item depend on:


The drawdown privileges (request, approve, and/or
view) assigned to your user ID. If, for example, you
are only authorized to view draws, then the only Action
displayed will be View.



Whether you created the voucher. Because the user
who creates a voucher cannot also approve it, the
Approve and Revoke links will not be displayed for the
vouchers you create.



The Line Item Status displayed in the third-to-last
column. Examples: the Approve link won’t be
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Drawdowns

Field

Description
displayed if the line item has already been approved;
for most completed line items, the only links shown
will be Revise and View (the Cancel link is also
available for PI only, provided the status of the activity
the PI was drawn for is Open).

Set all submission dates to
and
[Approve all Line Items]



The Revise link is not displayed for some line items
that have been processed as a set. Examples include
(1) a collection paired with a manual payment and (2)
certain manually adjusted draws. These voucher
items, referred to as “sticky” draws, must remain
associated with the activities for which they were
created.



If you clicked the View link on the previous screen,
only the View link is listed.

Displayed only if you have draw approval authority and there
are two or more line items with a status of Open.

The Approve function has already been explained (see page 6-10). Details about the
Revoke, Cancel, Revise, and View functions follow.

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Drawdowns

REVOKE APPROVAL SCREEN
Click the Revoke link for a line item to display this screen:

Click the [Revoke This Line Item] button to revoke approval or the [Return] button to exit
without making the change.
Currently, approval must be revoked line item by line item.

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Drawdowns

CANCEL LINE ITEM SCREEN
Click the Cancel link for a line item to display this screen:

The checkbox option is displayed only for PI line items. Leave the box checked if you want
the system to reduce the PI funded amount by the amount of the draw. Note that if PI
drawn in place of EN was not explicitly committed, the activity’s PI funding is increased
when the voucher is created.
Click the [Cancel This Line Item] button to perform the cancellation or the [Return] button
to exit without making the change.
Currently, the line items in a voucher have to be cancelled one at a time.

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Drawdowns

REVISE VOUCHER LINE ITEM SCREEN
On the Maintain and Approve Voucher screen, click the line item’s Revise link to display this
screen:

On this screen, you can:


Change the PRIOR PROGRAM YEAR flag of an open, approved, or completed line item



Modify the SUBMISSION DATE of an open or approved line item



Revise all or part of an open, approved, or completed line item to a different activity

Note: Do NOT revise the vouchers for an activity for which an LA receipt has been created.
Instead, leave vouchers for grant funds (EN, AD, SU, and TA) untouched and cancel PI, SF,
RL, and LA vouchers. See page 18-2 for more details.
Field

Description

Prior Program Year

This field can be edited if the SUBMISSION DATE of the line item is
within the first 90 days of the new program year.

Submission Date

This date may be changed if the LINE ITEM STATUS in the
previous field is Open or Approved.
6-21

Drawdowns

Field

Description

Revise Funds to Another
Activity

A draw can be revised to another activity provided both
activities involved in the revision have an ACTIVITY STATUS of
Open.
The activity the draw is being revised to must have sufficient
funding from the same source—same source organization,
recipient organization, grant year (“Pre-2015” or specific year),
and fund type—as the drawdown to cover the revised amount.
If the funding source is not the same, you cannot revise the
draw online. When this type of revision is necessary, please
contact HUD Exchange “Ask A Question” for assistance.

IDIS Actv ID

Enter the ID of the activity you want to transfer the draw to.

Amount

Input the amount of the DRAWDOWN AMOUNT to be applied to the
IDIS ACTV ID.

Required Justification

Explain why you are transferring the funds.

Click the [Save] button to make the revision and return to the Maintain and Approve
Voucher screen.
If a drawdown was transferred between activities, the Maintain and Approve Voucher screen
now shows a new line item for the draw that was revised and one or two new line items for
the activity the draw was revised to. Once the revision is completed, the status of the
original draw is changed to Revised, and is no longer valid. The Revised status will be shown
the next time you display the voucher.

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Drawdowns

VIEW VOUCHER LINE ITEM SCREEN
Clicking the View link for a line item on the Maintain and Approve Voucher screen displays
this read-only screen:

Field

Description

Voucher Created for

The organization for which the draw is being made.

Activity Owner

The State grantee.

IDIS Voucher #/Line Item #

The system-generated voucher number and line item number.

Created By

The user ID of the person who created this voucher.

Creation Date

The date the voucher was generated in IDIS.

Grant #

The grant (for PI, SF, and RL, the associated grant) from
which the funds for this line item were drawn.

Approved By

The user ID of the person who approved this line item.

Approval Date

The date the line item was approved in IDIS.

Transaction Type

Adjustment, Collection, Manual Payment, Payment, or
Receivable.

Pay To

The organization that receives the wire transfers of funds
drawn down from the grant.

IDIS Information
IDIS Status

The current status of this line item in IDIS. The statuses are:
Open – The initial status of a voucher, assigned when it is
created.
Pending HQ Approval - For Section 108 loan repayment
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Drawdowns

Field

Description
vouchers only, awaiting approval by HQ staff.
Approved – Approved for submission to LOCCS.
Canceled – Canceled by grantee.
Pending – Awaiting approval by LOCCS.
Revised – All or a portion of the drawn amount has been
allotted to another activity.
Converted - An Approved voucher created by the IDIS
conversion process.

Batch Number

The number of the IDIS file containing the line item. If this
field is blank, the drawdown request has not yet been sent to
LOCCS.

Batch Date

The date the file was sent to LOCCS. If this field is blank, the
line item has not yet been sent to LOCCS.

LOCCS Control #

A process control number assigned by IDIS.

LOCCS Status

The current status of this line item in LOCCS:
Completed – Paid through LOCCS.
Rejected – Rejected by LOCCS.
Rescheduled - Sent to LOCCS, will be either approved or
rejected at a later date.
On Hold - Sent to LOCCS and being held in LOCCS for
resubmission to Treasury.
L-Canceled - Approved in IDIS and later canceled by
LOCCS.

Voucher Update
Voucher Updated by

The ID of the user or the process (e.g., LOCCS) that last
updated this line item.

Date Updated

The date the voucher was last updated.

LOCCS Confirmation
Information

Definitions are not yet available.

Confirm Batch #
Confirm Batch Date
Confirmation Code

Details about receipt of the IDIS drawdown file by LOCCS.

Pay Method

Definition not available.

Payment Date

The date the voucher was sent to the Treasury.

Schedule #

The number of the Treasury schedule on which the voucher
appears, assigned by LOCCS.

Reschedule

This field is Y(es) if LOCCS resubmits a voucher to the
Treasury.

Effective Date

Definition not available.
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Drawdowns

Field

Description

Line Item
IDIS Actv ID

The ID of the activity for which the draw was made.

Activity Name

The name of the activity for which the draw was made.

Program

The CPD program whose funds were drawn.

Grant Year

The year of the grant or receipt account from which the
DRAWDOWN AMOUNT will be taken.

Fund Type

The type of funds from which the DRAWDOWN AMOUNT will be
taken. For CDBG States:
EN
AD
LA
PI
RL
SF
SI
SL
SU
TA

Entitlement
Administration
Grant-Specific Repayment to Local Account
Program Income
Revolving Loan Fund
State Revolving Fund
Section 108 Loan Income
Section 108 Loan
Subgrant
Technical Assistance

Source Name

For State grantees, HUD; for subgrantees, the organization
that provided the subgrant.

Source Type

For CDBG States, DC or DH (the fourth and fifth characters of
the CDBG grant number).

Recipient Name

The recipient of this funding source.

Prior Program Year

Y or N.

Drawdown Amount

The amount drawn down from this funding source.

Line Item Status

See page 6-15.

Submission Date

The date the line item was submitted to LOCCS.

6-25

Chapter 7
RECEIPTS
This chapter explains how to receipt CDBG program income (PI), income from State
revolving funds (SF) and revolving loan funds (RL), repayments of grant funds to local
accounts (LA), and Section 108 loan income (SI). The PI, SF, RL, LA, and SI you receipt
here is committed to activities and drawn down (i.e., a voucher is created to record in IDIS
the expenditure of funds from your local accounts).
Additionally, for FY 2014 and earlier grants, CDBG State grantees can track program income
that is used for administrative purposes: the AD subfund for an FY 2014 or earlier grant can
be increased above the regulatory maximum by an amount of up to 3% of the PI, SF, and
RL receipted for a given year (see page K-4).

ACCESSING THE RECEIPT FUNCTIONS
Click the Funding/Drawdown tab at the top of the page you are on to display the Search for
Activities to Fund screen. On it and all other Funding/Drawdown screens, links to the receipt
functions you are authorized to access are listed on the left:

Each receipt function—Add, Search, and Search Accounts—is discussed below.

7-1

Receipts

ADD RECEIPTS
Click the Receipt Add link on any Funding/Drawdown screen to display the Add Receipt
menu:

Choose:


The first option, “Formula Grant Receipt,” to receipt CDBG program income, income
from State revolving funds and revolving loan funds, and grant funds that have
been returned to your local account.



The fourth option, “Receipt from Section 108 Loan,” to receipt Section 108 loan
income (SI).

The “Competitive Grant Receipt” option is used only by the HOPWA program. The “Receipt
from Subgrant (Retained Income)” option is used only by recipients of HOME subgrants.
The add screen for a formula grant receipt is shown on the next page. The “Receipt from
Section 108 Loan” screen is explained on page 7-7.

7-2

Receipts

ADD FORMULA GRANT RECEIPT SCREEN
Selecting the Formula Grant Receipt option on the Add Receipt menu displays this screen for
adding Program Income (PI), State Revolving Funds (SF), Revolving Loan (RL), and GrantSpecific Repayment to Local Account (LA) receipts:

Receipting PI and RL
Field

Description

Receipt Created For

A read-only field, and always the State.

Receipt Status

This read-only field is always Original on the add screen.

Program

Select CDBG.

Program Year of Receipt

Defaults to your current program year. It may be changed to
your prior program year provided the receipt is created within
the first 90 days of the current program year.
The PI/SF/RL will be associated with the CDBG grant having the
same GRANT YEAR as the PROGRAM YEAR OF RECEIPT input here.

Source Type

Select the source type of your CDBG grant for the PROGRAM YEAR
OF RECEIPT you input above. For CDBG States, it will be DC or
DH.

Fund Type

Select PI, SF, or RL, as appropriate.
7-3

Receipts

Field

Description

Receipt Type

N/A to CDBG receipts.

Description

N/A to CDBG receipts.

Grantee Receipt #

Optional. Users may enter a proprietary tracking code.

Total Amount

Enter the amount, in dollars and cents, to be receipted. If you
enter a whole-dollar amount, IDIS appends the ’.00’.

IDIS Activity ID

Input the ID of the activity that generated the funds.

[Show Activity]
and
[Add Activity]

These buttons are deactivated for PI, SF, and RL receipts.

Comments

An optional field for your comments/notes.

Click the [Save] button to create the receipt or the [Reset] button to refresh the screen.
When a receipt is successfully saved, a receipt number and associated grant number are
displayed in a message on the View Receipt screen. You may want to note the systemgenerated receipt number since it can be used on the Search Receipts screen. The grant
number is the same as your CDBG grant for the PROGRAM YEAR OF RECEIPT you entered above.

Receipting LA
An LA receipt is to be created when grant funds (fund types EN, AD, SU, and TA) disbursed
for an ineligible activity are repaid to a local account. For an overview of all the steps
involved in processing a local repayment in IDIS, please see page 18-2.
Important: Before adding an LA receipt for a HUD-directed reimbursement, you must obtain
approval from your Field Office to make the repayment to your local account instead of
returning the funds to your line of credit (see page 18-1).
LA receipts should also be used for grantee-directed reimbursements from subrecipients, for
which HUD approval is not required.
To create an LA receipt, fill in the Add Receipt screen as shown below:

7-4

Receipts

Field

Description

Receipt Created For

A read-only field, and always the State.

Receipt Status

This read-only field is always Original on the add screen.

Program

Select CDBG.

Program Year of Receipt

Defaults to your current program year. It may be changed to
your prior program year provided the receipt is created within
the first 90 days of the current program year.

Source Type

Select the source type of your CDBG grant for the PROGRAM YEAR
you input above. For CDBG States, it will be DC or DH.

Fund Type

Select LA.

Receipt Type

N/A to CDBG receipts.

Description

N/A to CDBG receipts.

Grantee Receipt #

Deactivated when the LA FUND TYPE is selected.

Total Amount

A read-only field for FUND TYPE LA, and always $0.00 on the Add
Receipt screen.

IDIS Activity ID

Input the ID of the activity being repaid.

Show Activity Funds

Click the [Show Activity Funds] button to display a table with
one row for each GRANT YEAR and FUND TYPE from which funds
7-5

Receipts

Field

Description
were drawn for the activity. For each GRANT YEAR and FUND TYPE,
the table shows the drawn amount, previous LA repayments,
and the remaining balance.
The input fields for each grant year/fund type are:

Comments



LOCAL ACCOUNT REPAYMENT – RECEIPT AMOUNT: Enter the
amount repaid to your local account.



GRANTEE RECEIPT #: Optional.

Optional.

Click the [Save] button. Individual receipts, with unique receipt numbers, are created for
each GRANT YEAR/FUND TYPE that was drawn for the activity. The amount(s), receipt
number(s), and associated grant number(s) are displayed in a message on the View Receipt
screen. The grant number for each receipt is the grant from which the returned funds were
drawn.
Again, the original vouchers for these repaid activities shall not be modified. Once an LA
receipt is created for an activity, you must submit a request to cancel the activity with
draws (see Chapter 16).

7-6

Receipts

ADD SECTION 108 LOAN RECEIPT SCREEN
The screen for adding a Section 108 loan receipt is very similar to the add PI/SF/RL receipt
screen. Once receipted, Section 108 program income (SI) can only be used to fund activities
with the following matrix codes:
19F
19G
24A
24B
24C

Planned Repayment of Section 108 Loan Principal
Unplanned Repayment of Section 108 Loan Principal
Payment of interest on Section 108 loans
Payment of costs of Section 108 financing
Debt service reserve

The loan receipt screen looks like this:

Field

Description

Receipt Created For

A read-only field, and always the State.

Receipt Status

This read-only field is always Original on the add screen.

Section 108 Loan
Guarantee

Select the loan the funds are being receipted for from the
dropdown.

Program Year of Receipt

The program year the SI was received, defaulted to the current
program year. The default may be changed to the prior
program year provided today’s date is within 90 days of the
start of the current program year.

Fund Type

A read-only field. The FUND TYPE for Section 108 loan receipts is
always SI.

Amount

Enter the amount, in dollars and cents, to be receipted.

IDIS Activity ID

Input the ID of the Section 108 activity that generated the
program income.
7-7

Receipts

Field

Description

Grantee Receipt #

Optional.

Comments

An optional field for your comments/notes.

When a receipt is successfully saved, a receipt number and associated grant number are
displayed in a message on the View Receipt screen. You may want to note the systemgenerated receipt number since it can be used on the Search Receipts screen.

7-8

Receipts

EDIT/VIEW RECEIPTS
To edit or view a receipt, you must first conduct a search to retrieve it. Click the Receipt
Search link on any Funding/Drawdown screen to access the Search Receipts screen.

SEARCH RECEIPTS SCREEN
Specify as many or few search criteria as you wish to retrieve the receipt(s) you want to
update/view:

Field

Description

Program

Select CDBG.

Receipt Number

Enter a receipt number to limit the search results to one
receipt. Searches on partial receipt numbers are not allowed.

Receipt Status

Choose one if you want to limit the search results by status:
Original – receipts that have never been updated.
Modified – receipts that have been updated.
Canceled – receipts that have been canceled.

Program Year of Receipt

To limit the results to a specific program year, enter it here.

Amount

To get any results returned, an exact amount must be input
(you can, however, omit the ‘.00’ for a whole-dollar amount).

Receipt Created For

N/A to CDBG—leave blank.

Fund Type

To limit the results to a particular fund type, choose it from the
dropdown. The CDBG State fund types are:
LA Grant Specific Repayment to Local Account
PI Program Income
RL Revolving Loan
SF State Revolving Funds
SI Section 108 Loan Income

Date Created

Only receipts created on or after the date input here will be
retrieved.

State/Territory

This field is grayed out for grantee users.
7-9

Receipts

Field

Description

Associated Grant #

Limit the results to receipts with the grant that starts with the
text string you input here.

IDIS Activity ID

Limit the results to one activity by entering its IDIS Activity ID.

Click the [Search] button to run the search and display the receipts that meet the criteria
you specified:

On initial display, the results are sorted by RECEIPT NUMBER (descending). You can change
both the sort field and the sort order by clicking on any column header that is in blue.
Select the receipt you want to process by clicking its Edit or View link in the last column
(only the View link will be available for cancelled receipts and for users who are not
authorized to edit receipts).
Depending on which link you click, the Edit Receipt or View Receipt screen will be displayed.
Only the Edit Receipt screen is shown here.

7-10

Receipts

EDIT RECEIPT SCREEN
Five fields can be updated on this screen: AMOUNT, RECEIPT STATUS, IDIS ACTIVITY ID, GRANTEE
RECEIPT NUMBER, and COMMENTS. A list of activities funded with CDBG PI/SF/RL/LA/SI can also
be accessed.

Field

Description

Receipt Created For

For CDBG, always the State grantee.

Receipt Number

The system-generated receipt ID.

Receipt Status

To cancel a receipt, change the RECEIPT STATUS from Modified
to Canceled and click the [Save] button.
The receipt can be canceled only if there will still be sufficient
funds to cover the amount of PI/SF/RL/SI that has been
committed to activities and used to increase the AD subfund.

Associated Grant #
(PI, SF, RL, and LA)

For PI, SF, and RL, the CDBG grant with the same GRANT YEAR
as the PROGRAM YEAR OF RECEIPT.
For LA, the grant from which the repaid funds were drawn.

Associated 108 Loan #
(SI)

For SI, the Section 108 loan number that was selected on the
Add Receipt screen.

Program
through
Fund Type

Same as the Add Receipt screen (see page 7-3), but not
editable.

7-11

Receipts

Field

Description

Amount

Enter the new amount in dollars and cents.
The AMOUNT can be reduced only if there will still be sufficient
funds to cover PI/SF/RL/LA/SI that has been (1) committed to
activities and (2) used to increase the AD and/or TA subfund.

Receipt Type
and
Description

N/A to CDBG receipts.

IDIS Activity ID

Same as the Add Receipt screen, and editable for all receipt
types except LA.

Matrix Code

System-populated with the matrix code assigned to IDIS
ACTIVITY ID.

Grantee Receipt #

Same as the Add Receipt screen, and editable.

Comments

Same as the Add Receipt screen, and editable.

The screen that is displayed when the [View Activities] button is clicked is described on the
next page.
Click the [Save] button to save your changes and return to the Search Receipts screen. If
no updates are made, you must click the [Return to Search Receipts] button.

7-12

Receipts

VIEW ACTIVITIES FUNDED FROM RECEIPT SCREEN
This screen is displayed when the [View Activities] button is clicked on the Edit Receipt or
View Receipt screen. It shows information about all activities funded with PI/SF/RL/LA/SI
(notice that the PROGRAM YEAR field is All Years and the ASSOCIATED GRANT # is B-XX).

The list is ordered by IDIS Activity ID (ascending), and cannot be resorted.
Click one of the [Return to] buttons to redisplay the Edit/View Receipt screen or the Search
Receipts screen.

7-13

Receipts

VIEW RECEIPT ACCOUNTS
To view summary information about receipt accounts, click the Receipt Search Accounts link
on any Funding/Drawdown screen to display the View Receipt Accounts screen:

Enter as many or few of the following search criteria as you wish to retrieve the accounts to
be viewed.
Field

Description

Program

To limit the results to a particular program, select it from the
dropdown.

Receipt Created For

For CDBG, leave blank.

Grant Year/Program Year
of Receipt

For PI, SF, RL, and SI: To limit the results to accounts
receipted in a particular program year, enter it here.
For LA: To limit the results to accounts where returned funds
were drawn from a particular grant year, enter that year here.

Fund Type

To limit the results to a particular fund type, select it from the
dropdown.

Associated Grant #

Limit the results to accounts associated with the grant (for SI,
the loan #) that starts with the text string you input here.

Click the [Search] button to display the results:

7-14

Receipts

Screen print is truncated

The results are initially sorted by Program, Source Type, and Program Year (descending).
You can change both the sort field and the sort order by clicking on any column header that
is in blue.
Field

Description

Program

The CPD program for which the PI/SF/RL/SI was receipted.

Source Type

For State CDBG accounts, DC or DH (the fourth and fifth
characters of your CDBG grant for the year shown in PROGRAM
YEAR).

Grant Year/Program Year
of Receipt

For PI, SF, RL, and SI: The program year for which the
PI/SF/RL/SI was receipted.
For LA: The grant year from which the repaid funds were
drawn.

Fund Type

For CDBG States:
LA
PI
RL
SF
SI

Associated Grant #

Grant-Specific Repayment to Local Account
Program Income
Revolving Loan
State Revolving Fund
Section 108 Loan Income

For PI, SF, and RL: The CDBG grant with the same GRANT YEAR
as the PROGRAM YEAR OF RECEIPT.
For LA: The CDBG grant from which the repaid funds were
drawn.
For SI: The CDBG grant to which the loan guarantee is related.

From Organization

For CDBG, always HUD.

Receipt Created For

For CDBG, always the State grantee.

State

The grantee’s state.

7-15

Receipts

Field

Description

Amount

The sum of all amounts receipted for this account.
The AD and/or TA subfund of an FY 2014 or earlier grant with
the same grant year as the PROGRAM YEAR may be increased by
3% of this amount.

Sub Allocated

The amount of this account that has been subfunded or
subgranted.

Committed to Activities

The sum of all funds committed to activities from this account.

Drawdown Amount

The sum of all funds drawn from this account that have been
processed to completion.

Pending Amount

The sum of all pending draws against this account.

There are no additional receipt account screens.

7-16

Chapter 8
SECTION 108 LOANS
This chapter explains how to set up, fund, draw funds, and report accomplishments for
Section 108 Loan Guarantee program activities. Because these functions are very nearly
identical to CDBG activity processing, only the differences will be described here. For an
overview of Section 108 loan processing in IDIS, please see the Section 108 Loan
Guarantee Quick Start Guide for IDIS Online.
Section 108 loan funds are available to commit and draw only if the loan has been loaded
into IDIS. Use the View Loan function to confirm that a loan has been loaded.

VIEW LOANS
To view basic information about a loan, click the Funding/Drawdown tab at the top of any
page and then click the Section 108 Search link. The Search Loans screen is displayed:

Enter as many or few search criteria as you wish to retrieve the loan(s) to be viewed, and
then click the [Search] button to display the results:

8-1

Section 108 Loans

Click the View link in the last column of the results table to display the View 108 Loan
screen:

Field

Description

Loan#

The CDBG grant to which the loan guarantee is related. In
instances where more than one loan is backed by the same
grant, a one-letter suffix is appended to the number of all but
the first loan.

Recipient Organization

The State or the non-entitlement unit of general local
government or other entity that is managing the Section 108
loan activities, funding, and drawdowns in IDIS.

Status

Either Active or Cancelled.

Amount

The total amount of this loan.

Approval Date

The date this loan was approved.

Cancellation Date

The expiration date of this loan. Loan funds cannot be
committed or drawn after this date.

Amount Committed to
Activities

The amount of this loan that has been committed to activities
to date.

Drawn Amount

The amount of this loan that has been drawn down to date.

To exit the View 108 Loan screen, click the [Cancel] button.

8-2

Section 108 Loans

ADD PROJECT
To add the project under which you will set up your Section 108 Loan activities, follow the
steps on pages 2-1 through 2-3. The project should be added to the PROGRAM YEAR in which
the 108 loan approval was received. When filling in the Add Project screen, be sure to
specify an estimated amount in the SECTION 108 LOAN AMOUNT field:

Once the project has been added, the Section 108 Loan activities can be set up.

8-3

Section 108 Loans

ACTIVITY SETUP
To set up an activity that is to be funded with Section 108, change the WILL THIS ACTIVITY USE
SECTION 108 LOAN? field on the Add Activity screen to “Yes” by clicking the [Change answer]
button:

Changing this field to “Yes” makes the Section 108 fund types available as a funding source
for the activity, and also limits the choices on the ACTIVITY CATEGORY dropdown to Section
108-eligible matrix codes. Three of the codes are specific to Section 108 activities, while the
other matrix codes can also be funded with EN or PI:
24A
24B
24C

Payment of interest on Section 108 loans
Payment of costs of Section 108 financing
Debt service reserve

Except for these differences, the Add Activity screen is filled in the same as for other CDBG
activities (see Chapter 3 for instructions).
For a 24A, 24B, or 24C activity, there are no additional screens to complete. Click the
[Save] button. The screen is redisplayed in edit mode, and the activity is ready to be
funded. For other matrix codes, fill in the CDBG setup detail screens exactly as you would
for non-Section 108 activities (see Chapter 4 for detailed instructions).
8-4

Section 108 Loans

ACTIVITY FUNDING
There are two Section 108 loan fund types:
SL Section 108 Loan
SI Section 108 Loan Income
SL is available as a funding source for an activity if the WILL THIS ACTIVITY USE SECTION 108
LOAN? field on the Add Activity screen is “Yes.”
SI is available only if you have receipted Section 108 loan program income (see next page)
and may only be used to fund activities with a matrix code of 19F, 19G, or 24A-24C.
Instructions for funding activities in IDIS are provided in Chapter 5.
Note that once an activity is funded with SL or SI, its matrix code cannot be changed to one
that is not Section 108 eligible.

DRAWDOWNS
The process of drawing down SL and SI is the same as for other fund types (see Chapter 6)
except that SL and SI vouchers must be approved by HUD. Once you approve an SL/SI
draw, the status of the voucher changes to “Pending HQ Approval”:

Following HQ approval, the status changes to “Approved” and the SL/SI voucher is
processed as usual.

8-5

Section 108 Loans

RECEIPTING LOAN INCOME
Please see Chapter 7 for instructions on receipting Section 108 Loan program income.

REPORTING ACCOMPLISHMENTS
Accomplishments and performance measures for a Section 108 loan-funded activity are
reported exactly as they are for a CDBG activity. For details, see Chapter 9 and, depending
on the national objective assigned to the activity, Chapters 10-14. Like CDBG administrative
activities, there are no accomplishment screens for activities with a matrix code of 19F,
19G, or 24A-24C.
The final step in the completion process of every Section 108 loan-funded activity is to
update the activity status to Completed. Please turn to page 3-10 for instructions.

8-6

Chapter 9
ACCOMPLISHMENT REPORTING
Accomplishments must be reported for all CDBG activities except those that do not meet a
national objective (activities with a matrix code of 19F, 19G, 20, 21*, 22, or 24A-24C).
HUD urges you to report activity accomplishments as they are realized, but at least
quarterly. You are required to report accomplishments for each program year the activity is
open and at activity completion.
Follow the instructions on page 3-5 to access the activity for which accomplishments are to
be reported. On the Edit Activity screen (see page 3-7), click the [Add CDBG Accomp.] or
[Edit CDBG Accomp.] button to access the accomplishment screens for the activity. Fill in
these screens with annual accomplishments for every year the activity is open. Do not input
cumulative accomplishments.
The accomplishment screens that you will be required to complete depend on the national
objective you have assigned to the activity:
If the national objective is...

Turn to...

LMA*

Chapter 10

LMC*

Chapter 11

LMH*

Chapter 12

LMJ*

Chapter 13

SBA, SBS, URG

Chapter 14

The importance of providing HUD with accurate accomplishment data on a timely basis
cannot be overemphasized. Failing to do so results in the underreporting of CDBG
accomplishments to Congress, the Office of Management and Budget, and other Federal
oversight agencies, and may put future funding of the program at risk.

9-1

Chapter 10
LMA ACCOMPLISHMENT SCREENS
This chapter covers the accomplishment screens that are completed for activities with a
national objective of:
LMA
Low/mod area benefit
LMAFI Low/mod area benefit, community development financial institution (CDFI)
LMASA Low/mod area benefit, community revitalization strategy area (CRSA)
To access the accomplishment screens for an activity, go to the Edit Activity screen and
click the [Add CDBG Accomp.] or [Edit CDBG Accomp.] button (see page 3-7).

10-1

LMA Accomplishment Screens

ADD/EDIT CDBG ACCOMPLISHMENT DETAIL (PAGE 1)
The first section of the Page 1 accomplishment screen is the same for all activities:

Field

Description

Fields in gray box

These read-only fields identify the activity you are processing.

Accomplishments for
Program Year

On the add screen, this field is blank. Enter the program year
that you are reporting accomplishments for.
On the edit screen, the program year is read-only. A new field,
SELECT ANOTHER YEAR, is displayed for use with multi-year
activities:

For multi-year activities, make sure you input annual counts for
the correct program year:


To add accomplishments for the second and subsequent
years of an activity, click the [Add New Accomplishment
Year] button at the top/bottom of the screen, type in the
new year, and enter the new accomplishments. Do not
10-2

LMA Accomplishment Screens

Field

Description
include accomplishments that have been reported in a
previous year.

Accomplishment Narrative



Once accomplishments have been entered for more than
one year, use the SELECT ANOTHER YEAR field to view
accomplishments for a different year.



Before updating information, make sure that the year
displayed in ACCOMPLISHMENTS FOR PROGRAM YEAR is the year
you are reporting data for.

Describe the progress toward achieving accomplishments in the
program year specified in the previous field.
You may want to cite the percentage of the activity that has
been completed, explain undue delays, provide a timeframe for
completing the activity and meeting a national objective,
and/or explain why accomplishments have not yet been
reported.

Accomplishments
Accomplishment Type

This read-only field shows the accomplishment type assigned at
activity setup (see page 4-4).

Proposed Units

This read-only field shows the proposed number of
accomplishments entered at activity setup (see page 4-4).

Actual Units

This field is displayed (as shown below) only if the matrix code
is 04–Clearance and Demolition or 04A–Cleanup of
Contaminated Sites. Enter the number of accomplishments
achieved during the program year being reported.

For most LMA* activities, these are the only fields displayed on the Page 1 screen. Click the
[Save and Continue] button to go to the second accomplishment screen (see page 10-6).
Additional data items are collected if the activity has a matrix code of 15 or an objective of
LMAFI/LMASA.

10-3

LMA Accomplishment Screens

CODE ENFORCEMENT
For code enforcement (matrix code 15) activities with an ACCOMPLISHMENT TYPE of Housing
Units, the first accomplishment screen also includes these fields:

Search Field

Description

Housing units receiving
violations

Enter the total number of housing units receiving code
violations.

Housing units where code
violations have been
corrected using CDBG
funds

Enter the number of units where code violations have been
corrected using CDBG funds.

Housing units where code
violations have been
corrected by the owner

Enter the number of units where code violations have been
corrected by the owner.

Housing units where code
Enter the number of units where code violations have been
violations have been
corrected using other funds.
corrected using other funds
Describe specific public and
private improvements or
services provided in the
code enforcement area

Code enforcement must be conducted in deteriorated or
deteriorating areas when such enforcement together with
public or private improvements, rehabilitation, or services to
be provided may be expected to arrest decline in an area.

IDIS Activity IDs where
code corrections are being
tracked

Enter IDIS Activity IDs when code violations are corrected
using CDBG funds.

When you have finished, click the [Save and Continue] button to display the second
accomplishment screen.

10-4

LMA Accomplishment Screens

JOB CREATION/RETENTION
For LMAFI/LMASA activities with an ACCOMPLISHMENT TYPE of Jobs, the first accomplishment
screen also includes these fields:

Field

Description

Actually Created
Total Job Count
Full Time

Enter the total number of full-time jobs created.

Total Job Count
Full Time Low/Mod

Of the total number of full-time jobs created, enter the number
created for LMI persons.

Total Weekly Hours
Part Time

Enter the total number of weekly part-time job hours (not the
number of part-time jobs) created.

Total Weekly Hours
Part Time Low/Mod

Of the total number of weekly part-time job hours created,
enter the number created for LMI persons.

Actually Retained
Total Job Count
Full Time

Enter the total number of full-time jobs retained.

Total Job Count
Full Time Low/Mod

Of the total number of full-time jobs retained, enter the
number retained for LMI persons.

Total Weekly Hours
Part Time

Enter the total number of weekly part-time job hours (not the
number of part-time jobs) retained.

Total Weekly Hours
Part Time Low/Mod

Of the total number of weekly part-time job hours retained,
enter the number retained for LMI persons.

Actual FTE Jobs

This read-only field shows the number of full-time equivalent
(FTE) jobs created and/or retained. Part-time hours are
converted to FTEs on the basis of one FTE equaling 40 hours.

When you have finished, click the [Save and Continue] button to display the second
accomplishment screen.

10-5

LMA Accomplishment Screens

ADD/EDIT CDBG ACCOMPLISHMENT DETAIL (PAGE 2)
Performance measures are entered on the second accomplishment screen. The top part of
the screen identifies the activity you are processing:

Notice that ACCOMPLISHMENTS FOR PROGRAM YEAR is now a protected field. It can only be
changed on the previous screen.
The performance measures data you are asked to provide depends chiefly on the activity’s
matrix code, as outlined below:
Matrix Code

Performance Measure

See Page

03*

Public Facilities & Infrastructure

10-7

05*

Public Services

10-8

14E, 17*, 18*

Assistance to Businesses

10-9

LMAFI/LMASA
ACCOMP TYPE is Jobs

Job Performance Measures

10-10

03* and 05*
HELP HOMELESS is Yes

Help the Homeless

10-11

05C, HELP PREVENT
HOMELESSNESS is Yes

Homelessness Prevention

10-12

10-6

LMA Accomplishment Screens

PUBLIC FACILITIES & INFRASTRUCTURE
These fields are displayed for LMA* activities with any 03* matrix code:

Field

Description

Total Persons Assisted

This read-only field displays the TOTAL LOW/MOD UNIVERSE
POPULATION from setup screen Page 3 (see page 4-15).

Of the Total Persons,
Number:
With New Access to this
Type of Public Facility or
Infrastructure
Improvement

When the activity provides a new facility/improvement, enter
the number of persons with access to the facility. If the
activity is funded in subsequent years, persons benefiting in
the subsequent years continue to be reported as having new
access.

With Improved Access to
this Type of Public
Facility or Infrastructure
Improvement

When the activity provides improved access to a
facility/improvement, enter the number of persons who have
improved access.

With Access to Public
Facility or Infrastructure
that is No Longer
Substandard

When the activity provides a facility/improvement that is no
longer substandard, enter the number of persons no longer
subject to substandard facilities.

Total

This read-only field must equal the number in TOTAL PERSONS
ASSISTED before the activity can be completed.

If the HELP THE HOMELESS field on the Page 1 activity setup screen is Yes, two additional
performance measure fields are displayed. Turn to page 10-11 for details.

10-7

LMA Accomplishment Screens

PUBLIC SERVICES
These fields are displayed for LMA activities with a matrix code of 05*:

Field

Description

Total Persons Assisted

This read-only field displays the TOTAL LOW/MOD UNIVERSE
POPULATION from setup screen Page 3 (see page 4-15).

Of the Total Persons,
Number:
With New or Continuing
Access to a Service or
Benefit

When the activity provides a new service or benefit, enter the
number of persons with access to the service or benefit. If the
activity is funded in subsequent years, persons benefiting in
the subsequent years continue to be reported as having new
access.

With Improved Access
to a Service or Benefit

When the activity provides improved access to a service, enter
the number of persons who have improved access.

Receive a Service or
Benefit that is No
Longer Substandard

When the activity provides a service that is no longer
substandard, enter the number of persons no longer subject to
substandard facilities.

Total

This read-only field must equal the number in TOTAL PERSONS
ASSISTED before the activity can be completed.

If the HELP THE HOMELESS field on the Page 1 activity setup screen is Yes, two additional fields
are displayed. Turn to page 10-11 for details.
For 05C activities only: If the HELP PREVENT HOMELESSNESS field on the Page 1 setup screen
(see page 4-5) is Yes, additional performance measures are displayed. For details, see page
10-12.

10-8

LMA Accomplishment Screens

ASSISTANCE TO BUSINESSES
These fields are displayed for LMA* activities with a matrix code of 14E, 17*, or 18*:

If the matrix code is 18A or 18C: The fact that this screen lets you report more than one
business assisted does not mean that assistance to individual businesses under 18A or 18C
may be aggregated in one activity. Unless the activity is one identified at 570.483(b)(4)(vi)
for which job aggregation is allowed, each business assisted under 18A or 18C must be set
up as a separate activity.
Field

Description

New Businesses Assisted

Enter the number of start-up businesses assisted.

Existing Businesses Assisted

Enter the number of existing businesses assisted.

Number Expanding

Of the EXISTING BUSINESSES ASSISTED, enter the number that
are expanding as a result of the assistance.

Number Relocating

Of the EXISTING BUSINESSES ASSISTED, enter the number that
are relocating as a result of the assistance.

Total

A read-only field showing the total number of new and
existing businesses assisted.

Number of Business
Facades/Buildings
Rehabilitated

Of the TOTAL businesses, enter the number receiving
assistance for the rehabilitation of business facades/
buildings.

Number of Businesses that
Provide Goods or Services to
Meet the Needs…

Of the TOTAL businesses, enter the number providing goods or
services to meet the needs of a service area, neighborhood,
or community.

Specify DUNS # for Each
Business Assisted

A DUNS number is required for a business that receives direct
financial assistance. Otherwise it is optional.

DUNS # / Ext.

Enter the 9-digit DUNS number and the 4-digit extension.

[Add Another DUNS ]

For activities where aggregation of businesses is permitted,
click this button to add a DUNS # for another business.

10-9

LMA Accomplishment Screens

JOB PERFORMANCE MEASURES
This information is collected for LMAFI/LMASA activities with an ACCOMPLISHMENT TYPE of
Jobs:

For definitions of these fields, see page 13-7.

10-10

LMA Accomplishment Screens

HELP THE HOMELESS
These fields are displayed for LMA activities with a matrix code of 03* or 05* if the HELP THE
HOMELESS field on the Page 1 activity setup screen (see page 4-5) is Yes:

Field

Description

Of the Total Persons,
Number of:
Homeless Persons
If applicable to this activity, enter the number of homeless
Given Overnight Shelter persons sheltered overnight.
Beds Created in
Overnight Shelter or
Other Emergency
Housing

If applicable to this activity, enter the number of beds.

Total

This read-only field is the sum of the two previous fields.

10-11

LMA Accomplishment Screens

HOMELESSNESS PREVENTION
These fields are displayed for an LMA activity with a matrix code of 5C if the HELP PREVENT
HOMELESSNESS field on the CDBG Page 1 setup screen (see page 4-5) is Yes:

Field

Description

Of the Total Persons
Assisted, Number:
Receiving Emergency
Financial Assistance to
Prevent Homelessness

Leave this field blank: it is not applicable when the matrix code
is 05C–Legal Assistance.

Receiving Emergency
Legal Assistance to
Prevent Homelessness

Of the TOTAL PERSONS ASSISTED, enter the number that received
emergency financial assistance to prevent homelessness.

This is the last LMA* accomplishment screen. When you click [Save], the Edit Activity
screen (see page 3-7) will be displayed.

10-12

Chapter 11
LMC ACCOMPLISHMENT SCREENS
This chapter covers the two accomplishment screens that are completed for activities with a
national objective of:
LMC
LMCMC
LMCSV

Low/mod limited clientele benefit
Low/mod limited clientele, micro-enterprises
Low/mod limited clientele, job service benefit

To access the accomplishment screens for an activity, go to the Edit Activity screen and
click the [Add CDBG Accomp.] or [Edit CDBG Accomp.] button (see page 3-7).

11-1

LMC Accomplishment Screens

ADD/EDIT CDBG ACCOMPLISHMENT DETAIL (PAGE 1)
The top part of this screen is the same for all LMC* activities:

Field

Description

Fields in gray box

These read-only fields identify the activity you are processing.

Accomplishments for
Program Year

On the add screen, this field is blank. Enter the program year
that you are reporting accomplishments for.
On the edit screen, the program year is read-only. A new field,
SELECT ANOTHER YEAR, is displayed for use with multi-year
activities:

For multi-year activities, make sure you input annual counts for
the correct program year:


To add accomplishments for the second and subsequent
years of an activity, click the [Add New Accomplishment
Year] button at the top/bottom of the screen, type in the
new year, and enter the new accomplishments. Do not
include accomplishments that have been reported in a
previous year.



Once accomplishments have been entered for more than
one year, use the SELECT ANOTHER YEAR field to view
accomplishments for a different year.
11-2

LMC Accomplishment Screens

Field

Description


Accomplishment Narrative

Before updating information, make sure that the year
displayed in ACCOMPLISHMENTS FOR PROGRAM YEAR is the year
you are reporting data for.

Describe the progress toward achieving accomplishments in the
program year specified in the previous field.
You may want to cite the percentage of the activity that has
been completed, explain undue delays, provide a timeframe for
completing the activity and meeting a national objective,
and/or explain why accomplishments have not yet been
reported.

Accomplishments
Accomplishment Type

This read-only field shows the accomplishment type assigned at
activity setup (see page 4-4).

Proposed Units

This read-only field shows the proposed number of
accomplishments entered at activity setup (see page 4-4).

11-3

LMC Accomplishment Screens

DIRECT BENEFIT DATA BY PERSONS
For most LMC* activities, race/ethnicity and income data is reported by persons:

For instructions on reporting race and ethnicity data for activities that involve removing
architectural barriers or making ADA improvements to public buildings, see Appendix I.

Race/Ethnicity
Field

Description

Race

Select the race for which counts by persons are to be entered.
The HUD definitions are:
White: A person having origins in any of the original peoples of
Europe, North Africa, or the Middle East.
Black/African American: A person having origins in any of
the black racial groups of Africa.
Asian: A person having origins in any of the original peoples of
the Far East, Southeast Asia, or the Indian subcontinent
including, for example, Cambodia, China, India, Japan, Korea,
Malaysia, Pakistan, the Philippine Islands, Thailand, and
Vietnam.
American Indian/Alaskan Native: A person having origins in
any of the original peoples of North and South America
(including Central America) and who maintains a tribal
affiliation or community attachment.
11-4

LMC Accomplishment Screens

Field

Description
Native Hawaiian/Other Pacific Islander: A person having
origins in any of the original peoples of Hawaii, Guam, Samoa,
or other Pacific Islands.
American Indian/Alaskan Native & White: A person having
these multiple racial origins as defined above.
Asian & White: A person having these multiple racial origins
as defined above.
Black/African American & White: A person having these
multiple racial origins as defined above.
American Indian/Alaskan Native & Black/African
American: A person having these multiple racial origins as
defined above.
Other Multi-Racial: Category used for reporting individual
responses that are not included in any of the categories listed
above.

Total

Enter the total number of beneficiaries of this race.

Hispanic/Latino

Of the total beneficiaries of this race, enter the number who
are Hispanic/Latino.

Totals: Total

This read-only field shows the total number of beneficiaries of
all races.

Totals: Hispanic/Latino

This read-only field shows the total number of beneficiaries of
all races who are Hispanic.

[Add Another Race by
Persons]

Click this button to add beneficiary counts for another race.

Income Levels
It is important to always report income levels in the appropriate categories. Some grantees,
solely to minimize data entry, report all beneficiaries in the Moderate income category. This
practice conveys the impression in reports to Congress and other Federal oversight agencies
that grantees are ignoring the program’s legislative mandate not to benefit moderateincome persons to the exclusion of low-income persons.
Field

Description

Extremely Low

Enter the number of persons benefiting whose income is at or
below 30% of the median family income for the area.

Low

Enter the number of persons benefiting whose income is above
30% and at or below 50% of the median family income for the
area.

Moderate

Enter the number of persons benefiting whose income is above
50% and at or below 80% of the median family income for the
area.

Non-Low/Moderate

Enter the number of persons benefiting whose income is above
80% of the median family income for the area.
11-5

LMC Accomplishment Screens

Field

Description

Totals

This read-only field shows the sum of the values input in the
previous four fields.
The Income Levels TOTALS field and the Race/Ethnicity TOTALS
by race field must be equal.

Percent Low/Mod

This read-only field shows the percentage of beneficiaries who
are low/mod. It is equal to (EXTREMELY LOW + LOW + MODERATE)
divided by TOTALS.

Follow these guidelines when reporting income levels for:


Presumed Benefit Activities: If an LMC* activity is limited to assisting one or more of
the presumptive benefit groups, report the number of persons benefiting under the
following income categories unless you have information that supports reporting them
under a different income category:
Group

Income Level

Abused children

Extremely low income

Battered spouses

Low income

Severely disabled
adults

Low income

Homeless persons

Extremely low income

Illiterate adults

Low income

Persons with AIDS

Low income

Migrant farm workers

Low income

Elderly

If assistance is to acquire, construct, convert, and/or
rehabilitate a senior center or to pay for providing
center-based senior services, report the beneficiaries
as moderate income.
If assistance is for other services (not center-based),
report the elderly beneficiaries as low income.

If an activity serves a combination of these groups, identify the number in each group
and report those numbers under the appropriate income levels. Estimate race/ethnicity
categories either by observation or by using numbers proportionate to the general
population.


Nature/Location Activities: Report all beneficiaries as moderate income unless you
have information to support reporting them under another income category.



Activities Providing Access for Persons with Disabilities: For LMC activities carried
out under 570.483(b)(2)(iii), report all beneficiaries as low income unless you have
information to support reporting them under another income category.

Unless you are entering data for an LMCMC activity, click the [Save and Continue] button to
display the second accomplishment screen (turn to page 11-10).
11-6

LMC Accomplishment Screens

DIRECT BENEFIT DATA BY HOUSEHOLDS
For LMC* activities with an accomplishment type of 04-Households or 10-Housing Units,
race/ethnicity and income levels information is reported by households. Count each
household as one, regardless of the number of persons in the household.

Currently, the system incorrectly displays the owner/renter categories for LMC activities.
Until this is fixed, report data for LMC activities that require information by Household under
the owner category.

Race/Ethnicity
Field

Description

Race

Select the race for which counts are to be entered. The HUD
definitions are provided on page 11-4.

Owner: Total

Enter the number of households of this race.

Owner: Hispanic/Latino

Of the total households of this race, enter the number that are
Hispanic/Latino.

Total Households: Total

This read-only field will be the same as OWNER: TOTAL.

Total Households:
Hispanic/Latino

This read-only field will be the same as OWNER HISPANIC/LATINO.

Totals

These six read-only fields show the totals for all races.

Female-Headed

Of the total owner households of all races, enter the total
11-7

LMC Accomplishment Screens

Field

Description

Households: Owner

number headed by females.

[Add Another Race by
Households]

Click this button to add beneficiary counts for another race.

Income Levels
Always report income levels in the appropriate categories (see page 11-5).
Field

Description

Extremely Low: Owner

Enter the number of households whose income is at or below
30% of the median family income for the area.

Extremely Low: Total

This read-only field shows the sum of the previous two fields.

Low: Owner

Enter the number of households whose income is above 30%
and at or below 50% of the median family income for the area.

Low: Total

This read-only field shows the sum of the previous two fields.

Moderate: Owner

Enter the number of households whose income is above 50%
and at or below 80% of the median family income for the area.

Moderate: Total

This read-only field shows the sum of the previous two fields.

Non-Low/Moderate: Owner

Enter the number of households whose income is above 80% of
the median family income for the area.

Totals

The Income Levels OWNER TOTAL must equal the Race/Ethnicity
OWNER TOTAL.

Percent Low/Mod

The calculation for each of these read-only fields showing the
percentage of households that are low/mod is (EXTREMELY LOW +
LOW + MODERATE) divided by TOTALS.

Unless you are entering data for an LMCMC activity, click the [Save and Continue] button to
display the second accomplishment screen (turn to page 11-10).

11-8

LMC Accomplishment Screens

JOB CREATION/RETENTION
For an LMCMC activity, the first accomplishment screen also includes these fields:

Please see page 13-6 for definitions of these fields.

11-9

LMC Accomplishment Screens

ADD/EDIT CDBG ACCOMPLISHMENT DETAIL (PAGE 2)
Performance measures are entered on the second accomplishment screen. The top part of
the screen identifies the activity you are processing:

Notice that ACCOMPLISHMENTS FOR PROGRAM YEAR is now a protected field. It can only be
changed on the previous screen.
The performance measures data you are asked to provide depends chiefly on the activity’s
matrix code, as outlined below:
Matrix Code

Performance Measure

See Page

03* except 03T

Public Facilities & Infrastructure

11-11

05*

Public Services

11-13

05R, LMCSV

Direct Financial Assistance to Homebuyers

11-14

05S, LMCSV

Short-Term Rental Assistance

11-15

LMC/LMCSV
05C, 05Q, 05T
HELP PREVENT
HOMELESSNESS is Yes

Homelessness Prevention

11-16

14E, 17*, 18B, 18C

Assistance to Businesses

11-17

LMCMC, 18C

Job Performance Measures

11-18

11-10

LMC Accomplishment Screens

PUBLIC FACILITIES & INFRASTRUCTURE
These fields are displayed for LMC* activities with any 03* matrix code except 03T:

Field

Description

Total Persons Assisted

This read-only field shows the total number of persons
reported on the Page 1 accomplishment screen.

Of the Total Persons, Number:
With New Access to this
Type of Public Facility or
Infrastructure
Improvement

When the activity provides a new facility/improvement,
enter the number of persons with access to the facility. If
the activity is funded in subsequent years, persons
benefiting in the subsequent years continue to be reported
as having new access.

With Improved Access to
this Type of Public Facility
or Infrastructure
Improvement

When the activity provides improved access to a
facility/improvement, enter the number of persons who have
improved access.

With Access to Public
Facility or Infrastructure
that is No Longer
Substandard

When the activity provides a facility/improvement that is no
longer substandard, enter the number of persons no longer
subject to substandard facilities.

Total

This read-only field must equal the number in TOTAL PERSONS
ASSISTED before the activity can be completed.

If the matrix code is 03C or the HELP THE HOMELESS field on the Page 1 activity setup screen
(see page 4-5) is Yes, these performance measures for shelters are also displayed:

11-11

LMC Accomplishment Screens

Field

Description

Homeless Persons Given
Overnight Shelter

If applicable, enter the number of persons sheltered overnight.
This cannot exceed TOTAL PERSONS ASSISTED.

Beds Created in Overnight
Shelter or Other
Emergency Housing

If applicable, enter the number of beds made available in the
shelter by the activity.

11-12

LMC Accomplishment Screens

PUBLIC SERVICES
These fields are displayed for LMC* activities with a matrix code of 05* or 03T:

Note that if you have input direct beneficiary data by households on the Page 1
accomplishment screen, the three labels circled on the above screen print will be Total
Households Assisted, Of the Total Households, and Number of Households. Count each
household as one, regardless of the number of persons in the household.
Field

Description

Total Persons/Households
Assisted

This read-only field shows the total number of persons or
households reported on the previous screen.

Of the Total Persons/
Households, Number:
With New or Continuing
Access to a Service or
Benefit

When the activity provides a new service, enter the number of
persons/households with access to the service or benefit. If the
activity is funded in subsequent years, persons/households
benefiting in the subsequent years continue to be reported as
having new access.

With Improved Access
to a Service or Benefit

When the activity provides improved access to a service, enter
the number of persons/households who have improved access.

Receive a Service or
Benefit that is No
Longer Substandard

When the activity provides a service that is no longer
substandard, enter the number of persons/households no
longer subject to substandard facilities.

Total

This read-only field must equal the number in TOTAL PERSONS
ASSISTED or TOTAL HOUSEHOLDS ASSISTED before the activity can
be completed.

If the matrix code is 03T or the HELP THE HOMELESS field on the Page 1 activity setup screen
is Yes, the performance measures shown on page 11-11 are also displayed.

11-13

LMC Accomplishment Screens

DIRECT FINANCIAL ASSISTANCE TO HOMEBUYERS
The block of fields below is displayed for LMCSV activities with a matrix code of 05R.
Note: For a 05R activity, this is the only place that you may report the number of first-time
homebuyers receiving housing counseling. The number of households receiving housing
counseling should not be reported in any other fields. Only for activities with a matrix code
of 05U (Housing Counseling) may grantees report the number of households receiving
housing counseling as the accomplishment.

Field

Description

Total Households Assisted

This read-only field shows the total number of households
reported on the previous screen.

Of the Total Households,
Number of:
First-Time Homebuyers

Of the TOTAL HOUSEHOLDS ASSISTED, enter the number of firsttime homebuyers.

Of the Number of FirstTime Homebuyers,
Number Receiving
Housing Counseling

Of the households that are first-time homebuyers, enter the
number receiving housing counseling. This cannot exceed
FIRST-TIME HOMEBUYERS.

Downpayment
Assistance/Closing
Costs

Of the TOTAL HOUSEHOLDS ASSISTED, enter the number receiving
downpayment assistance and/or assistance with closing costs.

11-14

LMC Accomplishment Screens

SHORT-TERM RENTAL ASSISTANCE
These fields are displayed only for an LMCSV activity with a matrix code of 05S:

Field

Description

Total Households Assisted

This read-only field shows the total number of households
reported on the previous screen.

Of the Households
Assisted, the Number:
Receiving short-term
rental assistance (not
more than three
months)

Of the TOTAL HOUSEHOLDS ASSISTED, enter the number that
received short-term rental assistance.

That were previously
homeless

Of the TOTAL HOUSEHOLDS ASSISTED, enter the number that were
previously homeless.
See Appendix J for the HUD definition of “homeless.”

Of those, the number
that were chronically
homeless

Of the households THAT WERE PREVIOUSLY HOMELESS, enter the
number that were chronically homeless.
See Appendix J for HUD’s definition of “chronically homeless.”

11-15

LMC Accomplishment Screens

HOMELESSNESS PREVENTION
For LMC/LMCSV activities with a matrix code of 05C, 05Q, or 05T, these fields are displayed
if you answered Yes to the HELP PREVENT HOMELESSNESS question on the first activity setup
screen (see page 4-5):

If a person received both financial and legal assistance, include the person in the counts for
both fields.
Field

Description

Total Persons Assisted

This read-only field shows the total number of persons reported
on the previous screen.

Of the Total Persons
Assisted, the Number:
Receiving Emergency
Financial Assistance…

Of the TOTAL PERSONS ASSISTED, enter the number that received
short-term rental assistance.

Receiving Emergency
Legal Assistance…

Of the TOTAL PERSONS ASSISTED, enter the number that received
emergency legal assistance to prevent homelessness.

11-16

LMC Accomplishment Screens

ASSISTANCE TO BUSINESSES
These fields are displayed for LMC/LMCSV activities with a matrix code of 14E, 17*, 18B, or
18C:

If the matrix code is 18C: The fact that this screen lets you report more than one
business assisted does not mean that assistance to individual businesses under 18C may be
aggregated in one activity. Unless the activity is one identified at 570.483(b)(4)(vi) for
which job aggregation is allowed, each business assisted under 18C must be set up as a
separate activity.
Field

Description

New Businesses Assisted

Enter the number of start-up businesses assisted.

Existing Businesses Assisted

Enter the number of existing businesses assisted.

Number Expanding

Of the EXISTING BUSINESSES ASSISTED, enter the number that
are expanding as a result of the assistance.

Number Relocating

Of the EXISTING BUSINESSES ASSISTED, enter the number that
are relocating as a result of the assistance.

Total

A read-only field showing the total number of new and
existing businesses assisted.

Number of Business
Facades/Buildings
Rehabilitated

Of the TOTAL businesses, enter the number receiving
assistance for the rehabilitation of business facades/
buildings.

Number of Businesses that
Provide Goods or Services…

Of the TOTAL businesses, enter the number providing goods or
services to meet the needs of a service area, neighborhood,
or community.

Specify DUNS # for Each
Business Assisted

A DUNS number is required for a business that receives direct
financial assistance. Otherwise it is optional.

DUNS # / Ext.

Enter the 9-digit DUNS number and the 4-digit extension.

[Add Another DUNS #]

For activities where aggregation of businesses is permitted,
click this button to add a DUNS # for another business.
11-17

LMC Accomplishment Screens

JOB PERFORMANCE MEASURES
The following information is collected for LMCMC activities:

For information on filling out these fields, see page 13-7.
This is the last LMC* accomplishment screen. When you click [Save], the Edit Activity
screen (see page 3-7) will be displayed.

11-18

Chapter 12
LMH ACCOMPLISHMENT SCREENS
This chapter covers the two accomplishment screens that are completed for activities with a
national objective of:
LMH
LMHS

Low/mod housing benefit
Low/mod housing benefit, CDFI or NRSA

To access the accomplishment screens for an activity, go to the Edit Activity screen and
click the [Add CDBG Accomp.] or [Edit CDBG Accomp.] button (see page 3-7).

12-1

LMH Accomplishment Screens

ADD/EDIT CDBG ACCOMPLISHMENT DETAIL (PAGE 1)
The top of the first LMH* accomplishment screen looks like this:

Field

Description

Accomplishments for
Program Year

On the add screen, this field is blank. Enter the program year
that you are reporting accomplishments for.
On the edit screen, the program year is read-only. A new field,
SELECT ANOTHER YEAR, is displayed for use with multi-year
activities:

For multi-year activities, make sure you input annual counts for
the correct program year:


To add accomplishments for the second and subsequent
years of an activity, click the [Add New Accomplishment
Year] button at the top/bottom of the screen, type in the
new year, and enter the new accomplishments. Do not
include accomplishments that have been reported in a
previous year.



Once accomplishments have been entered for more than
one year, use the SELECT ANOTHER YEAR field to view
accomplishments for a different year.
12-2

LMH Accomplishment Screens

Field

Description


Accomplishment Narrative

Before updating information, make sure that the year
displayed in ACCOMPLISHMENTS FOR PROGRAM YEAR is the year
you are reporting data for.

Describe the progress toward achieving accomplishments in the
program year specified in the previous field.
You may want to cite the percentage of the activity that has
been completed, explain undue delays, provide a timeframe for
completing the activity and meeting a national objective,
and/or explain why accomplishments have not yet been
reported.

Accomplishments
Accomplishment Type

This read-only field shows the accomplishment type assigned at
activity setup (see page 4-4).

Proposed Units

This read-only field shows the proposed number of
accomplishments entered at activity setup (see page 4-4).

12-3

LMH Accomplishment Screens

DIRECT BENEFIT DATA BY HOUSEHOLDS
For all LMH* activities, race/ethnicity and income levels data are reported by households.
Count each household as one, regardless of the number of persons in the household.

The Renter fields are open for input only if the activity setup field INCLUDES RENTAL HOUSING is
Yes (see page 4-10).

Race/Ethnicity
Field

Description

Race

Select the race for which household counts are to be entered.
The HUD definitions are:
White: A person having origins in any of the original peoples of
Europe, North Africa, or the Middle East.
Black/African American: A person having origins in any of
the black racial groups of Africa.
Asian: A person having origins in any of the original peoples of
the Far East, Southeast Asia, or the Indian subcontinent
including, for example, Cambodia, China, India, Japan, Korea,
Malaysia, Pakistan, the Philippine Islands, Thailand, and
Vietnam.
American Indian/Alaskan Native: A person having origins
in any of the original peoples of North and South America
(including Central America) and who maintains a tribal
affiliation or community attachment.
Native Hawaiian/Other Pacific Islander: A person having
origins in any of the original peoples of Hawaii, Guam, Samoa,
or other Pacific Islands.
12-4

LMH Accomplishment Screens

Field

Description
American Indian/Alaskan Native & White: A person having
these multiple racial origins as defined above.
Asian & White: A person having these multiple racial origins
as defined above.
Black/African American & White: A person having these
multiple racial origins as defined above.
American Indian/Alaskan Native & Black/African
American: A person having these multiple racial origins as
defined above.
Other Multi-Racial: Category used for reporting individual
responses that are not included in any of the categories listed
above.

Owner: Total

Enter the number of owner households of this race.

Owner: Hispanic/Latino

Of the total owner households of this race, enter the number
that are Hispanic/Latino.

Renter: Total

Enter the number of renter households of this race.

Renter: Hispanic/Latino

Of the total renter households of this race, enter the number
that are Hispanic/Latino.

Total Households: Total

This read-only field shows the sum of OWNER TOTAL and RENTER
TOTAL for this race.

Total Households:
Hispanic/Latino

This read-only field shows the sum of OWNER HISPANIC/LATINO
and RENTER HISPANIC/LATINO for this race.

Totals

These six read-only fields show the totals for all races.

Female-Headed
Households: Owner

Of the total owner households of all races, enter the total
number that are headed by females.

Female-Headed
Households: Renter

Of the total renter households of all races, enter the total
number that are headed by females.

[Add Another Race by
Households]

Click this button to add beneficiary counts for another race.

Income Levels
It is important to always report income levels in the appropriate categories. Some grantees,
solely to minimize data entry, report all beneficiaries in the Moderate income category. This
practice conveys the impression in reports to Congress and other Federal oversight agencies
that grantees are ignoring the program’s legislative mandate not to benefit moderateincome persons to the exclusion of low-income persons.
Field

Description

Extremely Low: Owner and
Renter

Enter the number of owner households and the number of
renter households whose income is at or below 30% of the
median family income for the area.

Extremely Low: Total

This read-only field shows the sum of the previous two fields.
12-5

LMH Accomplishment Screens

Field

Description

Low: Owner and Renter

Enter the number of owner households and the number of
renter households whose income is above 30% and at or below
50% of the median family income for the area.

Low: Total

This read-only field shows the sum of the previous two fields.

Moderate: Owner and
Renter

Enter the number of owner households and the number of
renter households whose income is above 50% and at or below
80% of the median family income for the area.

Moderate: Total

This read-only field shows the sum of the previous two fields.

Non-Low/Moderate: Owner
and Renter

Enter the number of owner households and the number of
renter households whose income is above 80% of the median
family income for the area.

Totals

The Income Levels OWNER TOTAL must equal the Race/Ethnicity
OWNER TOTAL and the Income Levels RENTER TOTAL must equal
the Race/Ethnicity RENTAL TOTAL.

Percent Low/Mod

The calculation for each of these read-only fields showing the
percentage of households that are low/mod is (EXTREMELY LOW +
LOW + MODERATE) divided by TOTALS.

Additional data fields are displayed for some housing rehab activities (see next page).
Otherwise, click the [Save and Continue] button to go to the second accomplishment
screen.

12-6

LMH Accomplishment Screens

LEAD PAINT REQUIREMENTS
Information about compliance with lead paint requirements and lead hazard remediation is
collected for all housing rehabilitation activities except those identified at activity setup (see
page 4-13) as being limited to one or more of the following:





Installing security devices or smoke detectors
Operating a tool lending library
Providing painting supplies/equipment
Removing graffiti

For all other housing rehab activities (matrix codes 14A-14D, 14F-14J, and 16A), the
following fields are displayed:

Field

Description

Housing Constructed
Before 1978

Enter the number of housing units that were constructed
before 1978.

Exempt: housing
constructed 1978 or later

Enter the number of units for which construction was
completed on or after January 1, 1978 or, in the case of
jurisdictions which banned the sale or residential use of leadcontaining paint prior to 1978, an earlier date as HUD may
designate (see 24 CFR 35.160).

Exempt: Hard costs <=
$5,000

Displayed for all but matrix code 14A. Enter the number of
units for which the per-unit hard costs of rehabilitation were
$5,000 or less.

Exempt: No paint disturbed Displayed for matrix code 14A only. Enter the number of units
where paint surfaces were not disturbed.
Otherwise exempt

Enter the number of units in this activity to which one or more
of the following apply:





0 bedrooms
Elderly/disabled person(s) with no children under the
age of 6
Lead-based paint free
Used no more than 100 days per year

12-7

LMH Accomplishment Screens

These fields are displayed for all the housing rehab matrix codes except 14G:

Field

Description

Lead Safe Work Practices
(24 CFR 35.930(b))

Where hard costs are less than $5,000, enter the number of
housing units for which lead safe work practices were
conducted

Interim Controls or
Standard Practices
(24 CFR 35.930(c))

When hard costs are $5,000 to $25,000, enter the number of
units for which interim controls or standard practices were
conducted.

Abatement
(24 CFR 35.930(d))

When hard costs are greater than $25,000, enter the number
of units for which abatement was conducted.

12-8

LMH Accomplishment Screens

The fields below are displayed for activities with a matrix code of 14G.
When the sole function of the activity is to acquire the property, fill in the first block of input
fields (highlighted in blue). When the activity’s functions include both acquisition and
rehabilitation, fill in the set of input fields highlighted in green.

Field

Description

Lead Hazard Remediation
Actions (For acquisition
only)
Visual Assessment/
Paint Stabilization
24 CFR 35.1015

Enter the number of housing units in this activity for which a
visual assessment or paint stabilization was conducted.

Other Actions Required
by Local/State Codes

Enter the number of housing units in this activity for which
other remediation actions were required by a State or local
jurisdiction.

Lead Hazard Remediation
Actions (For acquisition
and rehabilitation)

See the previous page for definitions of these fields.

12-9

LMH Accomplishment Screens

ADD/EDIT CDBG ACCOMPLISHMENT DETAIL (PAGE 2)
Performance measures are entered on the second accomplishment screen. The top part of
the screen identifies the activity you are processing:

Notice that ACCOMPLISHMENTS FOR PROGRAM YEAR is now a protected field. It can only be
changed on the previous screen.
The performance measures data you are asked to provide depends chiefly on the activity’s
matrix code, as outlined below.

Rehab Activities
Matrix Code

Performance Measure

See Page

14A-14D, 14F-14I if
owner data reported

Homeowner Rehab

12-12

14A-14D, 14F-14I if
renter data reported

Rental Rehab

12-13

Acquisition and New Construction Activities
Matrix Code

Performance Measure

See Page

01, 12 if owner data
reported

Acquisition/Construction New Homeowner

12-15

01, 12 if renter data
reported

Construction of Rental Units

Homeowner Rehab (matrix code 01 only)
12-17

12-10

LMH Accomplishment Screens

Other Housing Activities
Matrix Code

Performance Measure

See Page

03H-03L

Public Facilities & Infrastructure

12-19

05R-05T

Public Services

12-20

05R, 13

Direct Financial Assistance to Homebuyers

12-21

05S

Short-Term Rental Assistance

12-22

05T, HELP PREVENT
HOMELESSNESS is Yes

Homelessness Prevention

12-23

12-11

LMH Accomplishment Screens

HOMEOWNER REHAB
This block of data items is displayed for LMH* activities with a matrix code of 01, 14A-14D,
or 14F-14I provided you entered owner data on the first accomplishment screen:

Field

Description

Total Owner Units

This read-only field shows the total number of owner
households reported on the previous screen.

Of the Total Owner Units,
Number of:
Units Occupied by
Elderly

Of the TOTAL OWNER UNITS, enter the number occupied by one or
more persons age 62 or over.

Units Moved from
Substandard to
Standard (HQS or Local
Code)

Of the TOTAL OWNER UNITS, enter the number that were
substandard prior to rehabilitation that now meet Housing
Quality Standards or local code. This is not a requirement
under CDBG, but any units that have been brought from
substandard to standard condition should be reported.

Section 504 Accessible
Units

Of the TOTAL OWNER UNITS, enter the number that meet Uniform
Federal Accessibility Standards (UFAS).
See http://www.access-board.gov/guidelines-andstandards/buildings-and-sites/about-the-aba-standards/ufas
for more information.

Units Qualified as
Energy Star

Of the TOTAL OWNER UNITS, enter the number qualifying for
Energy Star certification. See Appendix G for guidelines on
correctly reporting Energy Star units.

Brought into
Compliance with Lead
Safety Rules (24 CFR
Part 35)

Of the TOTAL OWNER UNITS, enter the number made lead-safe.
The only units to be included in the count are pre-1978 units
where the rehabilitation work exceeds the $5,000 threshold.
Do not count units that are free of lead-based paint (e.g., built
in 1978 or later, a lead-based paint inspection report shows no
lead paint) or units where the rehabilitation does not address
all surfaces that could pose a lead hazard (e.g., rehabilitation
work less than $5,000 a unit).

12-12

LMH Accomplishment Screens

RENTAL REHAB
This block of data items is displayed for LMH* activities with a matrix code of 14A-14D or
14F-14I provided you entered renter data on the first accomplishment screen:

Field

Description

Total Rental Units

This read-only field shows the total number of renter
households reported on the previous screen.

Of the Total Rental Units:
Affordable Units

Of the TOTAL RENTAL UNITS, enter the number that are affordable
according to definitions of affordability established by the
grantee.

Section 504 Accessible
Units

Of the TOTAL RENTAL UNITS, enter the number that meet Uniform
Federal Accessibility Standards (UFAS).
For more information, see http://www.accessboard.gov/guidelines-and-standards/buildings-and-sites/aboutthe-aba-standards/ufas.

Brought from
Substandard to
Standard Condition

Of the TOTAL RENTAL UNITS, enter the number that were
substandard prior to rehabilitation that now meet Housing
Quality Standards or local code, whichever is applicable. This is
12-13

LMH Accomplishment Screens

Field

Description

(HQS or Local Code)

not a CDBG requirement, but any units brought from
substandard to standard condition should be reported.

Units Qualified as
Energy Star

Of the TOTAL RENTAL UNITS, enter the number qualifying for
Energy Star certification. See Appendix G for guidelines on
correctly reporting Energy Star units.

Brought into
Compliance with Lead
Safety Rules (24 CFR
Part 35)

Of the TOTAL RENTAL UNITS, enter the number made lead-safe.
The only units to be included in the count are pre-1978 units
where the rehabilitation work exceeds the $5,000 threshold.

Units Created Through
Conversion of NonResidential to
Residential Buildings

Of the TOTAL RENTAL UNITS, enter the number that were created
by converting non-residential buildings to residential buildings.

Do not count units that are free of lead-based paint (e.g., built
in 1978 or later, a lead-based paint inspection report shows no
lead paint) or units where the rehabilitation does not address
all surfaces that could pose a lead hazard (e.g., rehabilitation
work less than $5,000 a unit).

Of the Total Affordable
Units, Number of:
Units Occupied by
Elderly

Of the AFFORDABLE UNITS, enter the number occupied by one or
more persons age 62 or over.

Years of Affordability
Guaranteed

Enter the total number of years of affordability the grantee has
imposed for the units being reported.

Units Subsidized with
Project-Based Rental
Assistance by Another
Federal, State or Local
Program

Of the AFFORDABLE UNITS, enter the number that are subsidized
with project-based rental assistance. Note that this only applies
to assistance that is project-based: if the assistance is portable
(e.g., Section 8 vouchers), do not include the unit(s) in your
count.

Units Designated for
Persons with HIV/AIDS

Of the AFFORDABLE UNITS, enter the number designated for
persons with HIV/AIDS, including units receiving assistance for
operations.

Of Units Designated for
Persons with HIV/AIDS,
Number Specifically for
Chronically Homeless

Of the UNITS DESIGNATED FOR PERSONS WITH HIV/AIDS, enter the
number designated for the chronically homeless, including units
receiving assistance for operations.

Permanent Housing
Units Designated for
Homeless Persons and
Families

Of the AFFORDABLE UNITS, enter the number of permanent
housing units designated for the homeless.

Of Permanent Housing
Units Designated for
Homeless Persons and
Families, Number for
the Chronically
Homeless

Of the PERMANENT HOUSING UNITS DESIGNATED FOR HOMELESS
PERSONS AND FAMILIES, enter the number designated for the
chronically homeless (see Appendix J for definition).

See Appendix J for HUD’s definition of “chronically homeless.”

See Appendix J for the HUD definition of “homeless.”

12-14

LMH Accomplishment Screens

ACQUISITION/CONSTRUCTION NEW HOMEOWNER
This block of data items is displayed for an LMH* activity only when the matrix code is 01 or
12 and owner data have been input on the first accomplishment screen:

Field

Description

Total Owner Units

This read-only field shows the total number of owner
households reported on the first accomplishment screen.

Of the Total Owner Units,
Number of:
Affordable Units

Of the TOTAL OWNER UNITS, enter the number that are affordable
according to definitions of affordability established by the
grantee.

Years of Affordability
Guaranteed

Enter the total number of years of affordability the grantee has
imposed for the units being reported.

Section 504 Accessible
Units

Of the TOTAL OWNER UNITS, enter the number that meet Uniform
Federal Accessibility Standards (UFAS).
For more information, see http://www.accessboard.gov/guidelines-and-standards/buildings-and-sites/aboutthe-aba-standards/ufas.

Units Qualified as
Energy Star

Of the TOTAL OWNER UNITS, enter the number qualifying for
Energy Star certification. See Appendix G for guidelines on
correctly reporting Energy Star units.

Households previously
living in subsidized
housing

Of the TOTAL OWNER UNITS, enter the number of households that
were living in public housing or receiving rental assistance from
a federal, state, or local program immediately prior to CDBG
assistance.
12-15

LMH Accomplishment Screens

Field

Description

Of the Total Affordable
Units, Number of:
Units Occupied by
Elderly

Of the AFFORDABLE UNITS, enter the number occupied by one or
more persons age 62 or over.

Units Specifically
Designated for Persons
with HIV/AIDS

Of the AFFORDABLE UNITS, enter the number designated for
persons with HIV/AIDS.

Of Units Designated for
Persons with HIV/AIDS,
Number Specifically for
Chronically Homeless

Of the UNITS SPECIFICALLY DESIGNATED FOR PERSONS WITH
HIV/AIDS, enter the number designated for those who are
chronically homeless.

Units Specifically
Designated for
Homeless

Of the AFFORDABLE UNITS, enter the number designated for the
homeless.

Of Units Designated for
Homeless, Number
Specifically for
Chronically Homeless

Of the UNITS SPECIFICALLY DESIGNATED FOR HOMELESS, enter the
number designated for those who are chronically homeless (see
Appendix J for definition).

See Appendix J for HUD’s definition of “chronically homeless.”

See Appendix J for the HUD definition of “homeless.”

For matrix code 01 only, the homeowner rehab data fields are also displayed:

They are defined on page 12-12.

12-16

LMH Accomplishment Screens

CONSTRUCTION OF RENTAL UNITS
This block of data items is displayed for an LMH* activity only when the matrix code is 01 or
12 and renter data have been input on the first accomplishment screen:

Field

Description

Total Rental Units

This read-only field shows the total number of renter
households reported on the previous screen.

Of the Total Rental Units,
Number of:
Affordable Units

Of the TOTAL RENTAL UNITS, enter the number that are affordable
according to definitions of affordability established by the
grantee.

Section 504 Accessible
Units

Of the TOTAL RENTAL UNITS, enter the number that meet Uniform
Federal Accessibility Standards (UFAS).
For more information, see http://www.accessboard.gov/guidelines-and-standards/buildings-and-sites/aboutthe-aba-standards/ufas.

Units Qualified as
Energy Star

Of the TOTAL RENTAL UNITS, enter the number qualifying for
Energy Star certification. See Appendix G for guidelines on
correctly reporting Energy Star units.

Of the Affordable Units,
Number of:
Units Occupied by
Elderly

Of the AFFORDABLE UNITS, enter the number occupied by one or
more persons age 62 or over.

Years of Affordability
Guaranteed

Enter the total number of years of affordability the grantee has
imposed for the units being reported.
12-17

LMH Accomplishment Screens

Field
Units Subsidized with
Project-Based Rental
Assistance by Another
Federal, State or Local
Program

Description
Of the AFFORDABLE UNITS, enter the number that are subsidized
with project-based rental assistance. Note that this only applies
to assistance that is project-based: if the assistance is portable
(e.g., Section 8 vouchers), do not include the unit(s) in your
count.

Units Designated for
Of the AFFORDABLE UNITS, enter the number designated for
Persons with HIV/AIDS, persons with HIV/AIDS.
Including Units
Receiving Assistance for
Operations
Of Units Designated for
Persons with HIV/AIDS,
Number Specifically for
Chronically Homeless

Of the UNITS DESIGNATED FOR PERSONS WITH HIV/AIDS, enter the
number designated for the chronically homeless.

Permanent Housing
Units Designated for
Homeless Persons and
Families

Of the AFFORDABLE UNITS, enter the number of permanent
housing units designated for the homeless, including units
receiving assistance for operations.

Of Permanent Housing
Units Designated for
Homeless Persons and
Families, Number for
the Chronically
Homeless

Of the PERMANENT HOUSING UNITS DESIGNATED FOR HOMELESS
PERSONS AND FAMILIES, enter the number designated for the
chronically homeless (see Appendix J for definition).

See Appendix J for HUD’s definition of “chronically homeless.”

See Appendix J for the HUD definition of “homeless.”

12-18

LMH Accomplishment Screens

PUBLIC FACILITIES & INFRASTRUCTURE
This block of data fields is displayed for LMH* activities with a matrix code of 03H – 03L:

Field

Description

Total Households Assisted

This read-only field shows the total number of households
reported on the Page 1 accomplishment screen.

Of the Total Households,
Number:
With New Access to this
Type of Public Facility or
Infrastructure
Improvement

When the activity provides a new facility/improvement, enter
the number of households with access. If the activity is
funded in subsequent years, households benefiting in the
subsequent years continue to be reported as having new
access.

With Improved Access to
this Type of Public
Facility or Infrastructure
Improvement

When the activity provides improved access to a
facility/improvement, enter the number of households who
have improved access.

With Access to Public
Facility or Infrastructure
that is No Longer
Substandard

When the activity provides access to a facility/improvement
that is no longer substandard, enter the number of
households no longer subject to substandard facilities.

Total

This read-only field must equal the number in TOTAL
HOUSEHOLDS ASSISTED before the activity can be completed.

12-19

LMH Accomplishment Screens

PUBLIC SERVICES
This information is collected for LMH* activities with a matrix code of 05R, 05S, or 05T:

Field

Description

Total Households Assisted

This read-only field shows the total number of households
reported on the previous screen.

Of the Total Households,
Number:
With New or Continuing
Access to a Service or
Benefit

When the activity provides a new service, enter the number of
households with access to the service or benefit. If the activity
is funded in subsequent years, households benefiting in the
subsequent years continue to be reported as having new
access.

With Improved Access
to a Service or Benefit

When the activity provides improved access to a service, enter
the number of persons/households who have improved access.

Receive a Service or
Benefit that is No
Longer Substandard

When the activity provides a service that is no longer
substandard, enter the number of persons/households no
longer subject to a substandard service.

Total

This read-only field must equal the number in TOTAL
HOUSEHOLDS ASSISTED before the activity can be completed.

12-20

LMH Accomplishment Screens

DIRECT FINANCIAL ASSISTANCE TO HOMEBUYERS
The block of fields below is collected for LMH* activities with a matrix code of 05R or 13.
Note: For matrix code 05R and 13 activities, it is only here that you may report the number
of first-time homebuyers receiving housing counseling. The number of households receiving
housing counseling should not be reported in any other fields. Only for activities with a
matrix code of 05U-Housing Counseling may grantees report the number of households
receiving housing counseling as the accomplishment.

Field

Description

Total Households Assisted

This read-only field shows the total number of households
reported on the previous screen.

Of the Total Households,
Number of:
First-Time Homebuyers

Of the TOTAL HOUSEHOLDS ASSISTED, enter the number that are
first-time homebuyers.

Of the Number of FirstTime Homebuyers,
Number Receiving
Housing Counseling

Of the households that are first-time homebuyers, enter the
number receiving housing counseling. This cannot exceed
FIRST-TIME HOMEBUYERS.

Downpayment
Assistance/Closing
Costs

Of the TOTAL HOUSEHOLDS ASSISTED, enter the number receiving
downpayment assistance and/or assistance with closing costs.

12-21

LMH Accomplishment Screens

SHORT-TERM RENTAL ASSISTANCE
This block of data fields is displayed for LMH* activities with a matrix code of 5S:

Field

Description

Total Households Assisted

This read-only field shows the total number of households
reported on the previous screen.

Of the Households
Assisted, the Number:
Receiving short-term
rental assistance (not
more than three
months)

Of the TOTAL HOUSEHOLDS ASSISTED, enter the number that
received short-term rental assistance.

That were previously
homeless

Of the TOTAL HOUSEHOLDS ASSISTED, enter the number that were
previously homeless.
See Appendix J for the HUD definition of “homeless.”

Of those, the number
that were chronically
homeless

Of the households THAT WERE PREVIOUSLY HOMELESS, enter the
number that were chronically homeless.
See Appendix J for HUD’s definition of “chronically homeless.”

12-22

LMH Accomplishment Screens

HOMELESSNESS PREVENTION
These data fields are displayed for LMH* activities with a matrix code of 05T if the HELP
PREVENT HOMELESSNESS field on the Page 1 activity setup screen (see page 4-5) is Yes:

Field

Description

Total Persons Assisted

This read-only field shows the total number of persons reported
on the previous screen.

Of the Total Persons
Assisted, the Number:
Receiving Emergency
Financial Assistance…

Of the TOTAL PERSONS ASSISTED, enter the number that received
short-term rental assistance.

Receiving Emergency
Legal Assistance…

Leave this field blank—it is not applicable when the matrix code
is 05T – Security Deposits.

This is the last LMH* accomplishment screen. When you click [Save], the Edit Activity
screen (see page 3-7) will be displayed.

12-23

Chapter 13
LMJ ACCOMPLISHMENT SCREENS
This chapter covers the two accomplishment screens that are completed for activities with a
national objective of:
LMJ
LMJFI
LMJP

Low/mod job creation and retention
Low/mod job creation and retention, public facility/improvement benefit
Low/mod job creation and retention, location-based

To access the accomplishment screens for an activity, go to the Edit Activity screen and
click the [Add CDBG Accomp.] or [Edit CDBG Accomp.] button (see page 3-7).

13-1

LMJ Accomplishment Screens

ADD/EDIT CDBG ACCOMPLISHMENT DETAIL (PAGE 1)
The first accomplishment screen is the same for all LMJ activities. The top part of the screen
looks like this:

Field

Description

Accomplishments for
Program Year

On the add screen, this field is blank. Enter the program year
that you are reporting accomplishments for.
On the edit screen, the program year is read-only. A new field,
SELECT ANOTHER YEAR, is displayed for use with multi-year
activities:

For multi-year activities, make sure you input annual counts for
the correct program year:


To add accomplishments for the second and subsequent
years of an activity, click the [Add New Accomplishment
Year] button at the top/bottom of the screen, type in the
new year, and enter the new accomplishments. Do not
include accomplishments that have been reported in a
previous year.



Once accomplishments have been entered for more than
one year, use the SELECT ANOTHER YEAR field to view
accomplishments for a different year.
13-2

LMJ Accomplishment Screens

Field

Description


Accomplishment Narrative

Before updating information, make sure that the year
displayed in ACCOMPLISHMENTS FOR PROGRAM YEAR is the year
you are reporting data for.

Describe the progress toward achieving accomplishments in the
program year specified in the previous field.
You may want to cite the percentage of the activity that has
been completed, explain undue delays, provide a timeframe for
completing the activity and meeting a national objective,
and/or explain why accomplishments have not yet been
reported.

Accomplishments
Accomplishment Type

This read-only field shows the accomplishment type assigned at
activity setup (see page 4-4).

Proposed Units

This read-only field shows the proposed number of
accomplishments entered at activity setup (see page 4-4).

13-3

LMJ Accomplishment Screens

DIRECT BENEFIT DATA BY PERSONS
For all LMJ* activities, race/ethnicity and income levels data are reported by persons:

Race/Ethnicity
Field

Description

Race

Select the race for which counts by persons are to be entered.
The HUD definitions are:
White: A person having origins in any of the original peoples of
Europe, North Africa, or the Middle East.
Black/African American: A person having origins in any of
the black racial groups of Africa.
Asian: A person having origins in any of the original peoples of
the Far East, Southeast Asia, or the Indian subcontinent
including, for example, Cambodia, China, India, Japan, Korea,
Malaysia, Pakistan, the Philippines, Thailand, and Vietnam.
American Indian/Alaskan Native: A person having origins in
any of the original peoples of North and South America
(including Central America) and who maintains a tribal
affiliation or community attachment.
Native Hawaiian/Other Pacific Islander: A person having
origins in any of the original peoples of Hawaii, Guam, Samoa,
or other Pacific Islands.
American Indian/Alaskan Native & White: A person having
these multiple racial origins as defined above.
Asian & White: A person having these multiple racial origins
as defined above.
Black/African American & White: A person having these
13-4

LMJ Accomplishment Screens

Field

Description
multiple racial origins as defined above.
American Indian/Alaskan Native & Black/African
American: A person having these multiple racial origins as
defined above.
Other Multi-Racial: Category used for reporting individual
responses that are not included in any of the categories listed
above.

Total

Enter the total number of beneficiaries of this race.

Hispanic/Latino

Of the total beneficiaries of this race, enter the number who
are Hispanic/Latino.

Totals: Total

This read-only field shows the total number of beneficiaries of
all races.

Totals: Hispanic/Latino

This read-only field shows the total number of beneficiaries of
all races who are Hispanic.

[Add Another Race by
Persons]

Click this button to add beneficiary counts for another race.

Income Levels
It is important to always report income levels in the appropriate categories. Some grantees,
solely to minimize data entry, report all beneficiaries in the Moderate income category. This
practice conveys the impression in reports to Congress and other Federal oversight agencies
that grantees are ignoring the program’s legislative mandate not to benefit moderateincome persons to the exclusion of low-income persons.
Field

Description

Extremely Low

Enter the number of persons benefiting whose income is at or
below 30% of the median family income for the area.

Low

Enter the number of persons benefiting whose income is above
30% and at or below 50% of the median family income for the
area.

Moderate

Enter the number of persons benefiting whose income is above
50% and at or below 80% of the median family income for the
area.

Non-Low/Moderate

Enter the number of persons benefiting whose income is above
80% of the median family income for the area.

Totals

This read-only field shows the sum of the values input in the
previous four fields.
The Income Levels TOTALS field and the Race/Ethnicity TOTALS
by race field must be equal.

Percent Low/Mod

This read-only field shows the percentage of beneficiaries who
are low/mod. It is equal to (EXTREMELY LOW + LOW + MODERATE)
divided by TOTALS.
13-5

LMJ Accomplishment Screens

JOB CREATION/RETENTION
Job creation and retention data are reported for all LMJ* activities:

Field

Description

Actually Created
Total Job Count
Full Time

Enter the total number of full-time jobs created.

Total Job Count
Full Time Low/Mod

Of the total number of full-time jobs created, enter the number
created for LMI persons.

Total Weekly Hours
Part Time

Enter the total number of weekly part-time job hours (not the
number of part-time jobs) created.

Total Weekly Hours
Part Time Low/Mod

Of the total number of weekly part-time job hours created,
enter the number created for LMI persons.

Actually Retained
Total Job Count
Full Time

Enter the total number of full-time jobs retained.

Total Job Count
Full Time Low/Mod

Of the total number of full-time jobs retained, enter the
number retained for LMI persons.

Total Weekly Hours
Part Time

Enter the total number of weekly part-time job hours (not the
number of part-time jobs) retained.

Total Weekly Hours
Part Time Low/Mod

Of the total number of weekly part-time job hours retained,
enter the number retained for LMI persons.

Actual FTE Jobs

This read-only field shows the number of full-time equivalent
(FTE) jobs created and/or retained. To determine compliance
with the national objective, part-time hours are converted to
FTEs on the basis of one FTE equaling 40 hours.

13-6

LMJ Accomplishment Screens

ADD/EDIT CDBG ACCOMPLISHMENT DETAIL (PAGE 2)
On the second accomplishment screen, job performance measures are reported for all LMJ*
activities:

Field

Description

Fields in gray box

These read-only fields identify the activity you are processing.
Notice that ACCOMPLISHMENTS FOR PROGRAM YEAR is now a
protected field. It can only be changed on the previous screen.

Actual FTE Jobs Created

This read-only field shows the number of FTE (full-time
equivalent) jobs created from the previous screen.
13-7

LMJ Accomplishment Screens

Field

Description

Actual FTE Jobs Retained

This read-only field shows the number of FTE jobs retained
from the previous screen.

Created
Of Jobs Created,
Number of Jobs with
Employer Sponsored
Health Care Benefits

Enter a value only if ACTUAL FTE JOBS CREATED is greater than
zero.

Of Jobs Created,
Number of Persons
Unemployed Prior to
Taking Jobs Created
Under this Activity

Enter a value only if ACTUAL FTE JOBS CREATED is greater than
zero.

Retained
Of Jobs Retained,
Number of Jobs with
Employer Sponsored
Health Care Benefits
Types of Jobs
Created/Retained

Enter a value only if ACTUAL FTE JOBS RETAINED is greater than
zero.

For each of the nine job categories, enter the number of jobs
created in this program year in the first column and the
number of jobs retained in this program year in the second
column.
The job categories are based on Economic Development
Administration (EDA) job classifications, and are defined in
Appendix H.
If ACTUAL FTE JOBS CREATED is greater than zero, the sum of the
values entered in the Jobs Created column must be greater
than zero before you will be allowed to complete the activity.
If ACTUAL FTE JOBS RETAINED is greater than zero, the sum of the
values entered in the Jobs Created column must be greater
than zero before you will be allowed to complete the activity.

13-8

LMJ Accomplishment Screens

ASSISTANCE TO BUSINESSES
These fields are displayed for LMJ* activities when the matrix code is 14E, 17*, or 18*:

If the matrix code is 18A or 18C: The fact that this screen lets you report more than one
business assisted does not mean that assistance to individual businesses under 18A or 18C
may be aggregated in one activity. Unless the activity is one identified at 570.483(b)(4)(vi)
for which job aggregation is allowed, each business assisted under 18A or 18C must be set
up as a separate activity.
Field

Description

New Businesses Assisted

Enter the number of start-up businesses assisted.

Existing Businesses Assisted

Enter the number of existing businesses assisted.

Number Expanding

Of the EXISTING BUSINESSES ASSISTED, enter the number that
are expanding as a result of the assistance.

Number Relocating

Of the EXISTING BUSINESSES ASSISTED, enter the number that
are relocating as a result of the assistance.

Total

A read-only field showing the total number of new and
existing businesses assisted.

Number of Business
Facades/Buildings
Rehabilitated

Of the TOTAL businesses, enter the number receiving
assistance for the rehabilitation of business facades/
buildings.

Number of Businesses that
Provide Goods or Services to
Meet the Needs…

Of the TOTAL businesses, enter the number providing goods or
services to meet the needs of a service area, neighborhood,
or community.

Specify DUNS # for Each
Business Assisted

A DUNS number is required for a business that receives direct
financial assistance. Otherwise it is optional.

DUNS # / Ext.

Enter the 9-digit DUNS number and the 4-digit extension.

[Add Another DUNS #]

For activities where aggregation of businesses is permitted,
click this button to add a DUNS # for another business.

This is the last LMJ* accomplishment screen. When you click [Save], the Edit Activity screen
(see page 3-7) will be displayed.
13-9

Chapter 14
SBA, SBS, AND URG ACCOMPLISHMENT SCREENS
This chapter covers the accomplishment screens that are completed for activities with a
national objective of:
SBA
SBS
URG

Slum/blight area benefit
Slum/blight, spot basis
Urgent need

To access the accomplishment screens for an activity, go to the Edit Activity screen and
click the [Add CDBG Accomp.] or [Edit CDBG Accomp.] button (see page 3-7).

14-1

SBA, SBS, and URG Accomplishment Screens

ADD/EDIT CDBG ACCOMPLISHMENT DETAIL (PAGE 1)
The first accomplishment screen shows these fields for all SB*/URG activities:

Field

Description

Accomplishments for
Program Year

On the add screen, this field is blank. Enter the program year
that you are reporting accomplishments for.
On the edit screen, the program year is read-only. A new field,
SELECT ANOTHER YEAR, is displayed for use with multi-year
activities:

For multi-year activities, make sure you input annual counts for
the correct program year:


To add accomplishments for the second and subsequent
years of an activity, click the [Add New Accomplishment
Year] button at the top/bottom of the screen, type in the
new year, and enter the new accomplishments. Do not
include accomplishments that have been reported in a
previous year.



Once accomplishments have been entered for more than
one year, use the SELECT ANOTHER YEAR field to view
accomplishments for a different year.
14-2

SBA, SBS, and URG Accomplishment Screens

Field

Description


Accomplishment Narrative

Before updating information, make sure that the year
displayed in ACCOMPLISHMENTS FOR PROGRAM YEAR is the year
you are reporting data for.

Describe the progress toward achieving accomplishments in the
program year specified in the previous field.
You may want to cite the percentage of the activity that has
been completed, explain undue delays, provide a timeframe for
completing the activity and meeting a national objective,
and/or explain why accomplishments have not yet been
reported.

Accomplishments
Accomplishment Type

This read-only field shows the accomplishment type assigned at
activity setup (see page 4-4).

Proposed Units

This read-only field shows the proposed number of
accomplishments entered at activity setup (see page 4-4).

Actual Units

Enter the number of accomplishments achieved during the
program year being reported.

For most SB*/URG activities, these are the only fields displayed on the Page 1 screen. Click
the [Save and Continue] button to go to the second accomplishment screen (see page 146).
For activities with a matrix code of 15 (code enforcement) and some housing rehab
activities, the following additional data are collected.

14-3

SBA, SBS, and URG Accomplishment Screens

CODE ENFORCEMENT
For code enforcement (matrix code 15) activities with an ACCOMPLISHMENT TYPE of Housing
Units, the first accomplishment screen also includes these fields:

Please see page 10-4 for definitions of these fields.

14-4

SBA, SBS, and URG Accomplishment Screens

LEAD PAINT REQUIREMENTS
Information about compliance with lead paint requirements and lead hazard remediation is
collected for all SB*/URG housing rehabilitation activities except those identified at activity
setup (see page 4-13) as being limited to one or more of the following:





Installing security devices or smoke detectors
Operating a tool lending library
Providing painting supplies/equipment
Removing graffiti

For all other housing rehab activities (matrix codes 14A-14D, 14F-14J, and 16A), see page
12-7 for definitions of the lead paint compliance data you are asked to input here.

14-5

SBA, SBS, and URG Accomplishment Screens

ADD/EDIT CDBG ACCOMPLISHMENT DETAIL (PAGE 2)
The top part of the second accomplishment screen is the same for all activities:

Notice that ACCOMPLISHMENTS FOR PROGRAM YEAR is now a protected field. It can only be
changed on the previous screen.
The performance measures data you are asked to provide depends chiefly on the activity’s
matrix code, as outlined below.

Public Facilities & Infrastructure Activities
Matrix Code

Performance Measure

See Page

03* except 03T

Public Facilities & Infrastructure

14-8

Public Service Activities
Matrix Code

Performance Measure

See Page

05* and 03T

Public Services

14-10

05R, SBA and URG

Direct Financial Assistance to Homebuyers

14-11

05S, SBA and URG

Short-Term Rental Assistance

14-12

05C, 05Q, 05T
HELP PREVENT
HOMELESSNESS is Yes

Homelessness Prevention

14-13

14-6

SBA, SBS, and URG Accomplishment Screens

Rehab Activities
Matrix Code

Performance Measure

See Page

14A-14D, 14F-14I

Homeowner Rehab

14-14

14A-14D, 14F-14I and Rental Rehab
INCLUDES RENTAL
HOUSING is Yes

14-15

Acquisition and New Construction Activities
Matrix Code

Performance Measure

See Page

01, 12

Acquisition/Construction New Homeowner

14-16

Homeowner Rehab (matrix code 01 only)
01, 12
INCLUDES RENTAL
HOUSING is Yes

Construction of Rental Units

14-17

Other SB*/URG Activities
Matrix Code

Performance Measure

See Page

14E, 17*, 18*

Assistance to Businesses

14-18

14-7

SBA, SBS, and URG Accomplishment Screens

PUBLIC FACILITIES & INFRASTRUCTURE
This block of data fields is displayed for SB*/URG activities with a matrix code of 03*
(except 03T):

Field

Description

Total Persons Assisted

This is a read-only field showing the ACTUAL UNITS reported on
the Page 1 accomplishment screen.

Of the Total Persons,
Number:
With New Access to this
Type of Public Facility
or Infrastructure
Improvement

When the activity provides a new facility, enter the number of
persons with access to the facility. If the activity is funded in
subsequent years, persons benefiting in the subsequent years
continue to be reported as having new access.

With Improved Access
to this Type of Public
Facility or
Infrastructure
Improvement

When the activity provides improved access to a facility, enter
the number of households who have improved access.

With Access to Public
Facility or
Infrastructure that is
No Longer Substandard

When the activity provides a service that is no longer
substandard, enter the number of persons no longer subject to
substandard facilities.

Total

This read-only field must equal the number in TOTAL PERSONS
ASSISTED before the activity can be completed.

If the matrix code is 03C or the HELP THE HOMELESS field on the Page 1 activity setup screen
(see page 4-5) is Yes, these performance measures for shelters are also displayed:

14-8

SBA, SBS, and URG Accomplishment Screens

Field

Description

Homeless Persons Given
Overnight Shelter

If applicable, enter the number of persons sheltered overnight.
This cannot exceed TOTAL PERSONS ASSISTED.

Beds Created in Overnight
Shelter or Other
Emergency Housing

If applicable, enter the number of beds made available in the
shelter by the activity.

14-9

SBA, SBS, and URG Accomplishment Screens

PUBLIC SERVICES
This block of data fields is displayed for SB*/URG activities with a matrix code of 05*:

Note that if the activity ACCOMPLISHMENT TYPE is Households or Housing Units, the three labels
circled on the above screen print will be Total Households Assisted, Of the Total Households,
and Number of Households. Count each household as one, regardless of the number of
persons in the household.
Field

Description

Total Persons Assisted

This read-only field shows the total number of
persons/households reported on the previous screen.

Of the Total Persons,
Number:
With New or Continuing
Access to a Service or
Benefit

When the activity provides a new service, enter the number of
persons/households with access to the service or benefit. If the
activity is funded in subsequent years, households benefiting in
the subsequent years continue to be reported as having new
access.

With Improved Access
to a Service or Benefit

When the activity provides improved access to a service, enter
the number of persons/households who have improved access.

Receive a Service or
Benefit that is No
Longer Substandard

When the activity provides a service that is no longer
substandard, enter the number of persons/households no
longer subject to a substandard service.

Total

This read-only field must equal the number in TOTAL
PERSONS/HOUSEHOLDS ASSISTED before the activity can be
completed.

If the HELP THE HOMELESS field on the Page 1 activity setup screen is Yes, the two
performance measure fields shown on page 14-8 are also displayed.

14-10

SBA, SBS, and URG Accomplishment Screens

DIRECT FINANCIAL ASSISTANCE TO HOMEBUYERS
The block of fields below is collected for SBA and URG activities with a matrix code of 05R.
Note: For 05R activities, this is the only place you may report the number of first-time
homebuyers receiving housing counseling. The number of households receiving housing
counseling should not be reported in any other fields. Only for activities with a matrix code
of 05U-Housing Counseling may grantees report the number of households receiving
housing counseling as the accomplishment.

Field

Description

Total Households Assisted

This read-only field shows the total number of households
reported on the previous screen.

Of the Total Households,
Number of:
First-Time Homebuyers

Of the TOTAL HOUSEHOLDS ASSISTED, enter the number of firsttime homebuyers.

Of the Number of FirstTime Homebuyers,
Number Receiving
Housing Counseling

Of the households that are first-time homebuyers, enter the
number receiving housing counseling. This cannot exceed
FIRST-TIME HOMEBUYERS.

Downpayment
Assistance/Closing
Costs

Of the TOTAL HOUSEHOLDS ASSISTED, enter the number receiving
downpayment assistance and/or assistance with closing costs.

14-11

SBA, SBS, and URG Accomplishment Screens

SHORT-TERM RENTAL ASSISTANCE
This block of data fields is displayed for SBA and URG activities with a matrix code of 5S:

Field

Description

Total Households Assisted

This read-only field shows the total number of households
reported on the previous screen.

Of the Households
Assisted, the Number:
Receiving short-term
rental assistance (not
more than three
months)

Of the TOTAL HOUSEHOLDS ASSISTED, enter the number that
received short-term rental assistance.

That were previously
homeless

Of the TOTAL HOUSEHOLDS ASSISTED, enter the number that were
previously homeless.
See Appendix J for the HUD definition of “homeless.”

Of those, the number
that were chronically
homeless

Of the households THAT WERE PREVIOUSLY HOMELESS, enter the
number that were chronically homeless.
See Appendix J for HUD’s definition of “chronically homeless.”

14-12

SBA, SBS, and URG Accomplishment Screens

HOMELESSNESS PREVENTION
These data fields are displayed for SBA and URG activities with a matrix code of 05C, 05Q,
or 05T if the HELP PREVENT HOMELESSNESS field on the Page 1 activity setup screen (see page
4-5) is Yes:

If a person received both financial and legal assistance, include that person in the counts for
both fields.
Field

Description

Total Persons Assisted

This read-only field shows the total number of persons reported
on the previous screen.

Of the Total Persons
Assisted, the Number:
Receiving Emergency
Financial Assistance…

Of the TOTAL PERSONS ASSISTED, enter the number that received
short-term rental assistance.

Receiving Emergency
Legal Assistance…

Of the TOTAL PERSONS ASSISTED, enter the number that received
emergency financial assistance to prevent homelessness.

14-13

SBA, SBS, and URG Accomplishment Screens

HOMEOWNER REHAB
This block of data items is displayed for SB*/URG activities with a matrix code of 14A-14D,
or 14F-14I and an ACCOMPLISHMENT TYPE of Housing Units:

If the activity did not involve the rehabilitation of homeowner units, skip this section.
Field

Description

Total Units

This read-only field shows the ACTUAL UNITS reported on the
first accomplishment screen. It should include all units, not just
homeowner rehab units.

All other fields

Report only on the number of homeowner rehab units included
in the count of TOTAL UNITS.
For field definitions, see page 12-12.

14-14

SBA, SBS, and URG Accomplishment Screens

RENTAL REHAB
This block of data items is displayed for SB* and URG activities with a matrix code of 14A14D or 14F-14I provided the setup field INCLUDES RENTAL HOUSING is Yes (see page 4-10):

If the activity did not involve rental rehab, skip this section.
Field

Description

Total Units

This read-only field shows the ACTUAL UNITS reported on the
first accomplishment screen. It should include all units, not just
rental rehab units.

All other fields

Report only on the number of rental rehab units included in the
count of TOTAL UNITS.
For field definitions, see page 12-13.

14-15

SBA, SBS, and URG Accomplishment Screens

ACQUISITION/CONSTRUCTION NEW HOMEOWNER
This block of data items is displayed for an SB* or URG activity when the matrix code is 01
or 12:

If the activity did not involve the acquisition/construction of new homeowner units, skip this
section.
Field

Description

Total Units

This read-only field shows the number of ACTUAL UNITS you
input on the first accomplishment screen. It should include all
units, not just new homeowner units.

All other fields

Report only on the number of new homeowner units included in
the count of TOTAL UNITS.
For field definitions, see page 12-15.

For matrix code 01 only, the homeowner rehab data fields shown on page 12-12 are also
displayed.

14-16

SBA, SBS, and URG Accomplishment Screens

CONSTRUCTION OF RENTAL UNITS
This block of data items is displayed for an SB*/URG activity when the matrix code is 01 or
12 and the setup field INCLUDES RENTAL HOUSING is Yes (see page 4-10):

If the activity did not involve the acquisition/construction of new rental units, skip this
section.
Field

Description

Total Units

This read-only field shows the ACTUAL UNITS reported on the
first accomplishment screen. It should include all units, not just
new rental units.

All other fields

Report only on the number of new rental units included in the
count of TOTAL UNITS.
For field definitions, see page 12-17.

14-17

SBA, SBS, and URG Accomplishment Screens

ASSISTANCE TO BUSINESSES
This section is displayed for an SB*/URG activity with a matrix code of 14E, 17*, or 18*:

If the matrix code is 18A or 18C: The fact that this screen lets you report more than one
business assisted does not mean that assistance to individual businesses under 18A or 18C
may be aggregated in one activity. Unless the activity is one identified at 570.483(b)(4)(vi)
for which job aggregation is allowed, each business assisted under 18A or 18C must be set
up as a separate activity.
Field

Description

New Businesses Assisted

Enter the number of start-up businesses assisted.

Existing Businesses
Assisted

Enter the number of existing businesses assisted.

Number Expanding

Of the EXISTING BUSINESSES ASSISTED, enter the number that are
expanding as a result of the assistance.

Number Relocating

Of the EXISTING BUSINESSES ASSISTED, enter the number that are
relocating as a result of the assistance.

Total

A read-only field showing the total number of new and existing
businesses assisted.

Number of Business
Facades/Buildings
Rehabilitated

Of the TOTAL businesses, enter the number receiving assistance
for the rehabilitation of business facades/buildings.

Number of Businesses that
Provide Goods or Services
to Meet the Needs of a
Service Area

Of the TOTAL businesses, enter the number providing goods or
services to meet the needs of a service area, neighborhood, or
community.

Specify DUNS # for Each
Business Assisted

A DUNS number is required for a business that receives direct
financial assistance. Otherwise it is optional.

DUNS # / Ext.

Enter the 9-digit DUNS number and the 4-digit extension.

[Add Another DUNS #]

For activities where aggregation of businesses is permitted,
click this button to add a DUNS # for another business.

14-18

SBA, SBS, and URG Accomplishment Screens

This is the last SB*/URG accomplishment screen. When you click [Save], the Edit Activity
screen (see page 3-7) will be displayed.

14-19

Chapter 15
AT-RISK ACTIVITIES
A State CDBG activity is flagged as at risk if it meets one or more of the following
conditions:
1. For a planning/admin activity (excluding 20A), no draws have been made for three
years.
2. For a non-planning/admin activity, no draws have been made for two years from the
initial funding date. Subsequent to the first draw for an activity, it will be flagged if
no draws are made for one year.
3. The activity has been open for three years and no accomplishments have been
reported.
4. 80% of the funded amount for the activity has been drawn down, but no
accomplishments have been reported.
Note: Public facilities and economic development activities (except 18B) are exempt
from the 80% drawn flag. The exempt matrix codes are 03* except for 03T, 14E,
17*, 18A, and 18C.
If any CDBG activities have been flagged, an orange banner alerting you to the number of
flagged activities is displayed at the top of every screen:

Click on the CDBG link in the banner (or on the Activity Review link on the navigation bar)
to display the CDBG Review Activities screen.

15-1

At-Risk Activities

CDBG REVIEW ACTIVITIES SCREEN
This screen lists all CDBG activities that have been flagged and those for which flags are
pending:

15-2

At-Risk Activities

The summary at the top of the page shows the number of at risk activities at each stage in
the review and resolution process and the number of pending at risk activities. Clicking on
an activity count will display the list of activities in that stage.
This chapter explains the actions you need to take for flagged activities at each stage of the
review and resolution process. For additional information and guidance, see FAQs CDBG
IDIS 11.4 System Changes and CDBG Changes in IDIS Instructions for Grantees IDIS
Release 11.4.

AWAITING GRANTEE’S REQUIRED EXPLANATION AND REMEDIATION PLAN
For each at risk activity listed under “Awaiting Grantee’s Required Explanation and
Remediation Plan,” you must explain why the activity has been delayed and the actions you
plan to take to resolve the delay*.

The DUE DATE for submitting the remediation plan to your Field Office is shown in the nextto-last column. If a plan is not submitted by the DUE DATE, it is marked as “Overdue.”
Before inputting a plan into the system, you may want to consult with your Field Office
about the actions you intend to take and the timeline for completing them. Also be aware
that once approved or rejected by the Field Office, a plan cannot be changed.

_______________
*If you complete or cancel the activity by the DUE DATE, a remediation plan is not needed.
15-3

At-Risk Activities

To enter a plan, click on the Explain link in the last column to display this screen:

Input Field

Description

Reasons for Delay

Enter the reasons for the delay of this activity—i.e., why no
funds have been drawn and/or why no accomplishments have
been reported.

Remediation Actions to be
taken to resolve delay

Identify the short-term actions that will be taken to move the
activity forward. At a minimum, provide a timeline for drawing
funds and/or reporting accomplishments and the date you
expect to complete the activity.

Target Completion Date of
Remediation Actions

Enter the date by which you expect the remediation actions to
have been completed.

When you are finished, clicking either the [Save and Next] or [Save and Return to List]
button saves the plan and submits it to your Field Office for review. [Save and Next]
displays a refreshed input screen for the next activity in the list; [Save and Return to List]
takes you back to the list of activities.
If you haven’t entered any data or do not want to save and submit your input, click the
Return to List or Next link at the bottom lower right of the page.

15-4

At-Risk Activities

AWAITING FIELD OFFICE REVIEW
After you submit a remediation plan for an at risk activity, it is listed under the “Awaiting
Field Office Review” section on the Review Activities screen:

Between the time a plan is submitted and the time the Field Office approves or rejects it,
you may update the plan or confirm that the remediation actions you specified in the plan
have been completed.
Click the Edit link in the last column to update the plan’s REASONS FOR DELAY, REMEDIATION
ACTIONS, and/or TARGET COMPLETION DATE. Click one of the [Save] buttons to apply your
updates or one of the links to exit without saving.
If the remediation actions you outlined in a plan are completed before the Field Office
approves or rejects the plan, you can click the Remediate link, scroll to the bottom of the
screen, and check the box labeled I CONFIRM THAT THE REMEDIATION ACTIONS DESCRIBED ON THIS
PAGE HAVE BEEN COMPLETED. When this action is taken, the activity is reclassified on the Activity
Review screen as “Remediation Completed by Grantee but Plan is Still Awaiting Field Office
Review.”

REMEDIATION COMPLETED BY GRANTEE BUT PLAN IS STILL AWAITING
FIELD OFFICE REVIEW
Activities are listed in this section if the grantee confirms completion of the remediation
actions before the Field Office acts on the plan.

15-5

At-Risk Activities

AWAITING GRANTEE’S COMPLETION OF REMEDIATION ACTIONS
Once the Field Office approves a remediation plan for an at risk activity, it is listed under the
“Awaiting Grantee’s Completion of Remediation Actions” section on the Review Activities
screen. The DUE DATE for confirming that the actions have been completed is shown in the
next-to-last column:

To confirm that the remediation actions you identified and the Field Office approved have
taken place, click the Remediate link in the last column. At the bottom of the screen that is
displayed, check the I CONFIRM THAT THE REMEDIATION ACTIONS DESCRIBED ON THIS PAGE HAVE BEEN
COMPLETED box:

If confirmation is not made by the DUE DATE, the activity will be marked as “Overdue” on the
Activity Review screen. Although the TARGET COMPLETION DATE cannot be updated, you will be
able to confirm the overdue plan when the remediation actions have been completed.

15-6

At-Risk Activities

GRANTEE’S REMEDIATION PLAN WAS REJECTED BY THE FIELD OFFICE
If the Field Office disapproves a remediation plan, the activity is listed on the review screen
under the category “Grantee’s Remediation Plan was Rejected by the Field Office.”

When a remediation plan is rejected, you must either complete the activity or cancel it and
reimburse all drawn funds. You should consult with your Field Office to determine the exact
action to be taken.

15-7

At-Risk Activities

PENDING AT RISK ACTIVITIES
An activity is placed on the “Pending at Risk” list if it is within three months of being flagged
for no draws*, or if no accomplishments have been reported after two years and nine
months, or if between 66% and 79% of the funded amount has been drawn and no
accomplishments have been reported.

Pending at Risk activities are identified so you can address them before they are flagged.

__________________
*An admin/planning activity is posted on the Pending at Risk list if there have been no
draws for 1,000 days. A non-admin/planning activity is listed if there have been no draws
within 635 days of the initial funding date; once funds have been drawn for the activity, it is
identified as Pending at Risk 270 days after the date of the last draw.

15-8

Chapter 16
CANCELLING ACTIVITIES WITH DRAWS
Cancelling an activity with CDBG draws now requires the approval of your Field Office. This
chapter explains how to request that approval in IDIS.
Start on the Edit Activity page for the activity you want to cancel (see page 3-5 for
instructions on how to access it):

Click the [Request Cancellation with Draws] button to display this screen:

16-1

Cancelling Activities with Draws

Field

Description

Fields in gray box

These read-only fields identify the activity you are processing.

Current request status

Always “Pending” on the Add Request screen.

Total originally drawn

The total amount originally drawn down for the activity.

Amount returned to Line of
Credit

The amount drawn down for the activity that you have returned
to your letter of credit. It is always zero on the Add Request
screen.

Current drawn total

TOTAL ORIGINALLY DRAWN minus AMOUNT RETURNED TO LINE OF
CREDIT.

Return amount

Enter 0 for approval to cancel the activity with no return of
funds to your letter of credit. To request approval to cancel the
activity contingent on returning all or a portion of the disbursed
funds, enter the amount you intend to return.
If you are submitting the request as part of LA receipt
processing, enter the amount repaid to your local account.

Grantee’s explanation

Enter a justification for your request.

16-2

Cancelling Activities with Draws

Click the [Save] button to submit the request to your Field Office. The Edit Activity screen
will be redisplayed with the following note in red:

A request can be updated until it is approved or disapproved by the Field Office. After that,
no changes are allowed.
To edit a request or track its status, click either the [Request Cancellation With Draws]
button on the Edit Activity screen or the Activity CDBG Cancellation link on the navigation
bar of any Plans/Projects/Activities page.
Once a request is approved by your Field Office, the activity can be cancelled regardless of
repayment status. If an LA receipt has been created for the cancelled activity, please see
page 18-2 for the next steps in processing a repayment to the local account.
16-3

Cancelling Activities with Draws

If the Field Office disapproves a request, IDIS will send an email asking that you either
complete the activity or cancel it and reimburse all drawn funds.

16-4

Chapter 17
GRANTS
Use this function to view details about your CPD grants.

ACCESSING THE GRANT FUNCTION
Click the Grant tab at the top of any screen or the Grant Search link on any Grant tab page
to display the Search Grants screen.

SEARCH GRANTS SCREEN
To view a grant, you must first conduct a search to retrieve it. Specify as many or few of
the search criteria as you wish to retrieve the grant(s) you want to view:

Field

Description

Grant Year

To limit the search results to a particular grant year, select it
from the dropdown.

Grant #

You can search for grants starting with the text string you
enter here—e.g., type b to retrieve just CDBG grants, or b0 to
retrieve your 2000 – 2009 CDBG grants (provided no
contradictory search criteria are input).

Program

To limit the search results to grants from a particular program,
select it from the dropdown.

Click the [Search] button to run the search and display the grants that meet the criteria you
specified:

17-1

Grants

The results are initially sorted by program (in the order CDBG, HOME, ESG, HOPWA) and
grant year (descending). You can change the sort field and the sort order by clicking on any
column header that is in blue. The results table fields are defined on the next page.
Click the View link in the last column of the grant you want to view.

17-2

Grants

VIEW GRANT SCREEN
This screen provides details about a specific grant:

Field

Description

Grantee/PJ Name

The recipient of this grant.

Program

The CPD program providing this grant.

Grant Year

The second and third characters of the grant number displayed
as a four-digit year.

Grant #

The number assigned to the grant by LOCCS.

Administering Organization

The name of the organization administering the grant.

Payee EIN/TIN#

The EIN/TIN# of the organization that receives the wire
transfers of funds drawn down from the grant.
17-3

Grants

Field

Description

Grant Status

Active or Inactive. A grant is inactive if IDIS has not received
all required grant information.

Grant Blocked

If this field is Yes, EN funds (see definition below) cannot be
drawn from this grant.

Obligation Date

The date the HUD Field Office signed the grant agreement.

Grantee Organizational
DUNS #

The grantee’s DUNS number.

Original Amount

The grant amount initially obligated to the grantee.

Authorized Amount

The grant amount the grantee is authorized to subfund,
subgrant, commit, and draw from this grant. The AUTHORIZED
AMOUNT includes all reallocations and reductions.

Formula Grant Amount
Reduction Amount
De-obligated Amount
Net Drawn Amount

The sum of these amounts equals the AUTHORIZED AMOUNT.

Net disbursements from the grant, equal to DRAWN AMOUNT plus
DRAWDOWN PENDING Amount plus RETURNED AMOUNT.

Drawn Amount

The total amount disbursed from this grant.

Drawdown Pending
Amount

The sum of all draws approved in IDIS that are awaiting a
response from LOCCS.

Returned Amount

The total amount disbursed from the grant and later returned
by the grantee to the Letter of Credit. When not $0.00, it is a
negative number.

IDIS Draw Balance

The grant balance according to IDIS, equal to AUTHORIZED
AMOUNT minus NET DRAWN AMOUNT.
If IDIS DRAW BALANCE minus DRAWDOWN PENDING AMOUNT is not
equal to LOCCS DRAW BALANCE, the data in IDIS need to be
reconciled with LOCCS.

LOCCS Draw Balance

The grant balance in LOCCS.

Subfunded Amount

The amount of the grant a grantee earmarks for subfunds. For
CDBG States, the subfund types are AD (Administration), SU
(Subgrant), and TA (Technical Assistance).

EN Funds (Authorized Amt
minus Subfunded Amt)

The amount of the grant that has not been subfunded. For
most CDBG grantees, AUTHORIZED AMOUNT and EN FUNDS will be
equal.

Amount Committed to
Activities

The total amount of this grant committed to activities via the
Activity Funding function.

Amount Available to
Commit to Activities

AUTHORIZED AMOUNT minus AMOUNT COMMITTED TO ACTIVITIES.

Amount Available to Draw

AUTHORIZED AMOUNT minus NET DRAWN AMOUNT.
Note that the amounts available to commit and to draw are
calculated independently of each other.

17-4

Grants

Clicking on the [View Grant History] button at the top/bottom of the page displays a history
of any changes made to the grant record.

SEARCH SUBFUNDS SCREEN
Notice the View Subfunds link above the Amount column on the View Grant screen. Clicking
it displays the Search Subfunds screen with the subfunds created from the grant you were
viewing already displayed:

If you have not created any subfunds from the grant, the only subfund will be EN (as shown
above). Its AUTHORIZED AMOUNT will be the same as the AUTHORIZED AMOUNT for the grant.
If you do create CDBG subfunds, please see Appendix K for details.

17-5

Chapter 18
GRANT REPAYMENTS
Repayments are CDBG funds that a grantee must repay when funds are disbursed for an
ineligible activity. Prior to making a repayment, grantees must consult with their local HUD
Field Office to determine the procedure to be followed. HUD will direct the grantee to repay
the funds either to the letter of credit or to the local CDBG account.

REPAYING FUNDS TO THE LETTER OF CREDIT
Instructions for returning CDBG funds by check or wire transfer are posted at
https://www.hudexchange.info/resource/3089/instructions-for-returning-funds-to-the-lineof-credit-and-to-us-treasury/.
When the check/wire transfer is received by HUD Fort Worth Accounting, a transaction is
initiated that eventually becomes a collection voucher in IDIS. The voucher includes the
grant number and shows the amount returned as a negative draw for IDIS Activity ID 2, the
CDBG Funds Adjustment activity. All funds are returned to LOCCS as EN.
If the collection is to be applied to an activity as EN funds, the grantee can use the Maintain
Voucher function in IDIS to revise the collection to the correct activity or activities. Follow
these steps:
1. If necessary, revise the status of all activities involved in the revision to Open.
2. Click the Funding/Drawdown tab at the top of the screen.
3. Click the Drawdown Search Voucher link at the left to display the Search Vouchers
screen.
4. In the IDIS ACTIVITY ID field, enter 2 and click the [Search] button to display the
search results.
5. Locate the line item that reflects the repaid funds (it will be a negative amount) and
click the Maintain-Approve Voucher link in the last column.
6. On the next screen, click the Revise link in the last column to display the Revise
Voucher Line Item screen.
7. Scroll down to the Revise Funds to Another Activity box. In IDIS ACTV ID, enter the
activity ID for which the funds were originally drawn. In the AMOUNT field, enter a
minus sign followed by the amount to be “undrawn” (it need not be the entire
returned amount). Example: If $10,000 was drawn for activity 1234 and then repaid
because the activity was ineligible, type 1234 in IDIS ACTV ID and -10,000 in
AMOUNT. Click the [Save] button.
8. Continue revising drawdowns associated with the returned funds as needed, or to
$0.
9. Once the voucher has been revised, defund the activity for which the funds were
returned, and then change the activity status to Canceled.
If the collection is not to be applied as EN funds, the funds must be applied to activities
manually. To have the manual change made, please contact HUD Exchange Ask A Question.
Be sure to provide the voucher number for the collection, the activities to which the
18-1

Grant Repayments

collection is to be applied, and the amount to be applied to each activity. If any of the
activities has draws from multiple fund types or organizations (such as a CHDO), the
amount that is to be applied to each fund type or organization must also be provided.

REPAYING FUNDS TO THE LOCAL ACCOUNT
In some cases, HUD allows grantees to make a repayment for an ineligible activity to a local
account and use those funds for other eligible CDBG activities. Previously, these funds were
not systematically tracked in IDIS. Grantees must now track repayments to local accounts
through the Local Account Repayment receipt fund, or LA fund.
1. To report a repayment to the local account in IDIS, follow these steps:
2. Create an LA receipt. See pages 7-4 through 7-6 for instructions.
3. Submit a request to cancel the activity with draws, as explained in Chapter 16.
4. Once the request is approved, cancel the activity. Treat existing vouchers for the
cancelled activity as follows:


Leave vouchers for grant funds (EN, AD, SU, and TA) untouched. These vouchers
cannot be cancelled and the grantee shall NOT revise them. They will remain in place
as a record of the draws against the ineligible activity. LA receipts for the activity will
be reported as offsets against the vouchers.



Cancel any vouchers for program income funds (PI, RL, and SF) or local account (LA)
funds and reduce the activity funding to zero for those fund types. When the funding
is set to zero for those fund types, IDIS will automatically increase the available-forfunding balance of the associated fund type. Because of that system action, the
grantee should not re-receipt the program income or LA funds.

By funding and drawing LA funds for new or existing activities, grantees will record in IDIS
how CDBG grant funds repaid to their local account were expended and the
accomplishments that were achieved with them.

18-2

Chapter 19
GRANTEES
Grantee users can access this function to view the IDIS records for their organization,
program year dates, and contact names and addresses.

ACCESSING THE GRANTEE FUNCTION
Click the Grantee tab at the top of any screen to display the View Grantee screen.

19-1

Grantees

VIEW GRANTEE SCREEN

19-2

Grantees

The only fields that perhaps require a little explanation are:


STATUS can be either Active or Inactive. “Inactive” means the grantee has been
blocked from logging into IDIS.



SYSTEM BASELINE PROGRAM YEAR shows the earliest program year assigned by IDIS, and
so is of very little significance to end users.

To review grantee contact names and addresses, click the [View Contact Information]
button. Grantee users with local administration authority can edit the contact information
and will be required to confirm its accuracy every six months.
Click the [View Program Years] button to access a list of your organization’s program year
start and end dates.

19-3

Appendix A
CDBG MATRIX CODES
CDBG Matrix Codes by Category
Matrix codes are listed here by category so you can quickly review the available choices.
Acquisition, Disposition, Clearance, Relocation
01
02
04

Acquisition of Real Property
Disposition of Real Property
Clearance and Demolition

04A Cleanup of Contaminated Sites
08
Relocation

Administration and Planning
19H
20
20A
21A
21B
21C
21D

Technical Assistance to Grantees
Planning
State Planning Only
General Program Administration
Indirect Costs
Public Information
Fair Housing Activities (subject to

21E Submission of Applications for
Federal Programs
21H CDBG Funding of HOME Admin
21I CDBG Funding of HOME CHDO
Operating Expenses
21J State Administration
14H Rehab: Administration

Economic Development
14E Rehab: Publicly or Privately Owned
Commercial/Industrial (CI)
17A CI: Acquisition/Disposition
17B CI: Infrastructure Development
17C CI: Building Acquisition, Construction,
Rehabilitation

17D CI: Other Improvements
18A ED: Direct Financial Assistance to
For-Profits
18B ED: Technical Assistance
18C ED: Micro-Enterprise Assistance

Housing
12
13
14A
14B
14C
14D
14F

Construction of Housing
Direct Homeownership Assistance
Rehab: Single-Unit Residential
Rehab: Multi-Unit Residential
Rehab: Public Housing Modernization
Rehab: Other Publicly Owned
Residential Buildings
Rehab: Energy Efficiency Improvements

14G Rehab: Acquisition
14H Rehab: Administration
14I Lead-Based Paint/Lead Hazards
Testing/Abatement
14J Housing Services
16A Residential Historic Preservation
19E Operation/Repair of Foreclosed
Property

Public Facilities and Infrastructure Improvements
03A
03B
03C
03D
03E
03F
03G
03H
03I
03J
03K

Senior Centers
Handicapped Centers
Homeless Facilities (not operating costs)
Youth Centers
Neighborhood Facilities
Parks, Recreational Facilities
Parking Facilities
Solid Waste Disposal Improvements
Flood Drainage Improvements
Water/Sewer Improvements
Street Improvements

03L
03M
03N
03O
03P
03Q

Sidewalks
Child Care Centers
Tree Planting
Fire Stations/Equipment
Health Facilities
Facilities for Abused and Neglected
Children
03R Asbestos Removal
03S Facilities for AIDS Patients (not
operating costs)
03
Other Public Facilities/Improvements
A-1

Appendix A: CDBG Matrix Codes

Public Services
05A
05B
05C
05D
05E
05F
05G

Senior Services
Handicapped Services
Legal Services
Youth Services
Transportation Services
Substance Abuse Services
Services for Battered and Abused
Spouses
05H Employment Training
05I Crime Awareness/Prevention
05J Fair Housing Activities (subject to
Public Services cap)
05K Tenant/Landlord Counseling
05L Child Care Services
05M Health Services

05N Services for Abused and Neglected
Children
05O Mental Health Services
05P Screening for Lead Poisoning
05Q Subsistence Payments
05R Homeownership Assistance (not
direct)
05S Rental Housing Subsidies
05T Security Deposits
05U Housing Counseling
05V Neighborhood Cleanups
05W Food Banks
03T Operating Costs of Homeless/AIDS
Patients Programs
05
Other Public Services

Section 108 Loans
19F

Planned Repayments of Section 108
Loans
19G Unplanned Repayments of Section
108 Loans

24A Payment of Interest on Section
108 Loans
24B Payment of Costs of Section 108
Financing
24C Debt Service Reserve

Other
06
09
11
15
16B

Interim Assistance
Loss of Rental Income
Privately Owned Utilities
Code Enforcement
Non-Residential Historic Preservation

19C Non-Profit Organization Capacity
Building
22
Unprogrammed Funds
23
Tornado Shelters Serving Private
Mobile Home Parks

Definitions of the matrix codes are provided in the table that follows.

A-2

Appendix A: CDBG Matrix Codes

MATRIX CODE DEFINITIONS
Matrix codes are used to indicate—but do not establish—activity eligibility. An activity must
be eligible in accordance with the regulations at 570.482. Grantees need to refer to the
regulations to determine an activity’s eligibility; the codes defined below are used in IDIS
chiefly to categorize activities for reporting purposes.
Code Definition
01

Acquisition of Real Property
Acquisition of real property that will be developed for a public purpose. Use code 01
for the CDBG-funded purchase of real property on which, for example, a public
facility or housing will be constructed.
When CDBG funds are used to:

02



acquire a public facility that will be rehabilitated with CDBG funds and continue to
be used as a public facility, assign the appropriate 03* code.



acquire housing that will be rehabilitated, use code 14G.

Disposition of Real Property
Costs related to the sale, lease, or donation of real property acquired with CDBG
funds or under urban renewal. These include the costs of temporarily maintaining
property pending disposition and costs incidental to disposition of the property.

03A

Senior Centers
Acquisition, construction, or rehabilitation of facilities (except permanent housing) for
seniors.
03A may be used for a facility serving both the elderly and the handicapped,
provided it is not intended primarily to serve persons with handicaps. If it is, use 03B
instead.
For the construction of permanent housing for the elderly, use code 12; for the
rehabilitation of such housing, use the appropriate 14* code.

03B

Handicapped Centers
Acquisition, construction, or rehabilitation of centers, group homes, and other
facilities (except permanent housing) for the handicapped.
03B may be used for a facility serving both the handicapped and the elderly provided
it is not intended primarily to serve the elderly. If it is, use 03A instead.
For the construction of permanent housing for the handicapped, use code 12; for the
rehabilitation of such housing, use the appropriate 14* code.

03C

Homeless Facilities (not operating costs)
Acquisition, construction, or rehabilitation of temporary shelters and transitional
housing for the homeless, including battered spouses, disaster victims, runaway
children, drug offenders, and parolees.
For the construction of permanent housing for the homeless, use code 12; for the
rehabilitation of such housing, use the appropriate 14* code.

A-3

Appendix A: CDBG Matrix Codes

Code Definition
03D

Youth Centers
Acquisition, construction, or rehabilitation of facilities intended primarily for young
people age 13 to 19. These include playground and recreational facilities that are part
of a youth center.
For the acquisition, construction or rehabilitation of facilities intended primarily for
children age 12 and under, use 03M; for facilities for abused and neglected children,
use 03Q.

03E

Neighborhood Facilities
Acquisition, construction, or rehabilitation of facilities that are principally designed to
serve a neighborhood and that will be used for social services or for multiple
purposes (including recreation). Such facilities may include libraries and community
centers.

03F

Parks, Recreational Facilities
Development of open space areas or facilities intended primarily for recreational use.

03G

Parking Facilities
Acquisition, construction, or rehabilitation of parking lots and parking garages. Also
use 03G if the primary purpose of rehabilitating a public facility or carrying out a
street improvement activity is to improve parking.
If parking improvements are only part of a larger street improvement activity, use
03K.

03H

Solid Waste Disposal Improvements
Acquisition, construction, or rehabilitation of solid waste disposal facilities.

03I

Flood Drainage Improvements
Acquisition, construction, or rehabilitation of flood drainage facilities, such as
retention ponds or catch basins. Do not use 03I for construction/rehabilitation of
storm sewers, street drains, or storm drains.
Use 03J for storm sewers and 03K for street and storm drains.

03J

Water/Sewer Improvements
Installation or replacement of water lines, sanitary sewers, storm sewers, and fire
hydrants. Costs of street repairs (usually repaving) made necessary by water/sewer
improvement activities are included under 03J.
For water/sewer improvements that are part of:


more extensive street improvements, use 03K (assign 03K, for example, to an
activity that involves paving six blocks of Main Street and installing 100 feet of
new water lines in one of those blocks).



a housing rehabilitation activity, use the appropriate 14* matrix code.

For construction or rehabilitation of flood drainage facilities, use 03I.

A-4

Appendix A: CDBG Matrix Codes

Code Definition
03K

Street Improvements
Installation or extension of the useful life of streets, street drains, storm drains,
curbs and gutters, tunnels, bridges, and traffic lights/signs. Also use 03K:

03L



for improvements that include landscaping, street lighting, and/or street signs
(commonly referred to as “streetscaping”).



if sidewalk improvements (see code 03L) are part of more extensive street
improvements.

Sidewalks
Improvements to sidewalks. Also use 03L for sidewalk improvements that include the
installation of trash receptacles, lighting, benches, and trees.

03M

Child Care Centers
Acquisition, construction, or rehabilitation of facilities intended primarily for children
age 12 and under. Examples are daycare centers and Head Start preschool centers.
For the construction or rehabilitation of facilities for abused and neglected children,
use 03Q; for the construction or rehabilitation of facilities for teenagers, use 03D.

03N

Tree Planting
Activities limited to tree planting (sometimes referred to as “beautification”).
For streetscape activities that include tree planting, use 03K; for sidewalk
improvement activities that include tree planting, use 03L.

03O

Fire Stations/Equipment
Acquisition, construction, or rehabilitation of fire stations and/or the purchase of fire
trucks and emergency rescue equipment.

03P

Health Facilities
Acquisition, construction, or rehabilitation of physical or mental health facilities.
Examples of such facilities include neighborhood clinics, hospitals, nursing homes,
and convalescent homes.
Health facilities for a specific client group should use the matrix code for that client
group. For example, use 03Q for the construction or rehabilitation of health facilities
for abused and neglected children.

03Q

Facilities for Abused and Neglected Children
Acquisition, construction, or rehabilitation of daycare centers, treatment facilities, or
temporary housing for abused and neglected children.

03R

Asbestos Removal
Rehabilitation of any public facility undertaken primarily to remove asbestos.

03S

Facilities for AIDS Patients (not operating costs)
Acquisition, construction, or rehabilitation of facilities for the treatment or temporary
housing of people who are HIV positive or who have AIDS.
For the construction or rehabilitation of facilities for AIDS education and prevention,
use 03P.
A-5

Appendix A: CDBG Matrix Codes

Code Definition
03T

Operating Costs of Homeless/AIDS Patients Programs
Costs associated with the operation of programs for the homeless or for AIDS
patients, such as staff costs, utilities, maintenance, and insurance.
Because payment of operating costs for these programs is a public service under
CDBG, all CDBG expenditures for 03T activities are included in the calculation of the
Public Services cap.

03

Other Public Facilities and Improvements
Do not use this code unless an activity does not fall under a more specific 03* code.
Also, do not use one activity for multiple facilities and then assign it an 03 because
the types of facilities are different.
One legitimate use of 03 is for activities that assist persons with disabilities by
removing architectural barriers from or providing ADA improvements to government
buildings (activities that otherwise would not be eligible for CDBG funding).

04

Clearance and Demolition
Clearance or demolition of buildings/improvements, or the movement of buildings to
other sites.

04A

Cleanup of Contaminated Sites
Activities undertaken primarily to clean toxic/environmental waste or contamination
from a site.

05A

Senior Services
Services for the elderly. 05A may be used for an activity that serves both the elderly
and the handicapped provided it is not intended primarily to serve persons with
handicaps. If it is, use 05B instead.

05B

Handicapped Services
Services for the handicapped, regardless of age.

05C

Legal Services
Services providing legal aid to low- and moderate-income (LMI) persons.
If the only legal service provided is for the settlement of tenant/landlord disputes,
use 05K.

05D

Youth Services
Services for young people age 13 to 19 that include, for example, recreational
services limited to teenagers and teen counseling programs. Also use 05D for
counseling programs that target teens but include counseling for the family as well.
For services for children age 12 and under, use 05L; for services for abused and
neglected children, use 05N.

05E

Transportation Services
General transportation services.
Transportation services for a specific client group should use the matrix code for that
client group. For example, use 05A for transportation services for the elderly.
A-6

Appendix A: CDBG Matrix Codes

Code Definition
05F

Substance Abuse Services
Substance abuse recovery programs and substance abuse prevention/education
activities. If the services are provided for a specific client group, the matrix code for
that client group may be used instead. For example, substance abuse services that
target teenagers may be coded either 05D or 05F.

05G

Services for Battered and Abused Spouses
Services for battered and abused spouses and their families.
For services limited to abused and neglected children, use 05N.

05H

Employment Training
Assistance to increase self-sufficiency, including literacy, independent living skills,
and job training.
For activities providing training for permanent jobs with specific businesses, use 18A.

05I

Crime Awareness/Prevention
Promotion of crime awareness and prevention, including crime prevention education
programs and paying for security guards.

05J

Fair Housing Activities (subject to Public Services cap)
Fair housing services (e.g. counseling on housing discrimination) that meet a national
objective.
For fair housing services activities carried out as part of general program
administration (and thus not required to meet a national objective), use 21D.

05K

Tenant/Landlord Counseling
Counseling to help prevent or settle disputes between tenants and landlords.

05L

Child Care Services
Services that will benefit children (generally under age 13), including parenting skills
classes.
For services exclusively for abused and neglected children, use 05N.

05M

Health Services
Services addressing the physical health needs of residents of the community.
For mental health services, use 05O.

05N

Services for Abused and Neglected Children
Daycare and other services exclusively for abused and neglected children.

05O

Mental Health Services
Services addressing the mental health needs of residents of the community.

05P

Screening for Lead Poisoning
Activities undertaken primarily to provide screening for lead poisoning.
For lead poisoning testing/abatement activities, use 14I.
A-7

Appendix A: CDBG Matrix Codes

Code Definition
05Q

Subsistence Payments
One-time or short-term (no more than three months) emergency payments on behalf
of individuals or families, generally for the purpose of preventing homelessness.
Examples include utility payments to prevent cutoff of service and rent/mortgage
payments to prevent eviction.

05R

Homeownership Assistance (not direct)
Homeowner downpayment assistance provided as a public service. If housing
counseling is provided to those applying for downpayment assistance, the counseling
is considered part of the 05R activity.
Assistance provided under 05R must meet the low/mod housing national objective.
Therefore, unless the assistance is provided by a 105(a)(15) entity in a CRSA, it is
subject to the public service cap and only low/mod households may be assisted. If
the assistance is provided by a 105(a)(15) entity in a CRSA, the housing units for
which CDBG funds are obligated in a program year may be aggregated and treated
as a single structure for purposes of meeting the housing national objective (that is,
only 51% of the units must be occupied by LMI households).
For more extensive types of homeownership assistance provided under authority of
the National Affordable Housing Act, use code 13.

05S

Rental Housing Subsidies
Tenant subsidies exclusively for rental payments for more than three months.
Activities providing this form of assistance must be carried out by 105(a)(15)
entities.

05T

Security Deposits
Tenant subsidies exclusively for payment of security deposits.

05U

Housing Counseling
Housing counseling for renters, homeowners, and/or potential new homebuyers that
is provided as an independent public service (i.e., not as part of another eligible
housing activity).

05V

Neighborhood Cleanups
One-time or short-term efforts to remove trash and debris from neighborhoods.
Examples of legitimate uses of this code include neighborhood cleanup campaigns
and graffiti removal.

05W

Food Banks
Costs associated with the operation of food banks, community kitchens, and food
pantries, such as staff costs, supplies, utilities, maintenance, and insurance.

05

Other Public Services
Do not use this code for public services activities unless an activity does not fall
under a more specific 05* code.
Examples of legitimate uses of this code are referrals to social services, neighborhood
cleanup, graffiti removal, and food distribution (community kitchen, food bank, and
food pantry services).
A-8

Appendix A: CDBG Matrix Codes

Code Definition
06

Interim Assistance
Only for activities undertaken either to:

08



Make limited improvements (e.g., repair of streets, sidewalks, or public
buildings) intended solely to arrest further deterioration of physically
deteriorated areas prior to making permanent improvements.



Alleviate emergency conditions threatening public health and safety, such as
removal of tree limbs or other debris after a major storm.

Relocation
Relocation payments and other assistance for permanently or temporarily displaced
individuals, families, businesses, non-profit organizations, and farms.

09

Loss of Rental Income
Payments to owners of housing for loss of rental income due to temporarily holding
rental units for persons displaced by CDBG-assisted activities.

11

Privately Owned Utilities
Acquisition, reconstruction, rehabilitation, or installation of distribution lines and
facilities of federally regulated, privately owned utilities. This includes placing new or
existing distribution lines/facilities underground.

12

Construction of Housing
Construction of housing with CDBG State funds must be carried out by 105(a)(15)
entities. See Section 105(a)(15) of the HCDA for details.

13

Direct Homeownership Assistance
Homeownership assistance to LMI households as authorized under 105(a)(24).
Forms of assistance include subsidizing interest rates and mortgage principal, paying
up to 50% of downpayment costs, paying reasonable closing costs, acquiring
guarantees for mortgage financing from private lenders, and financing the acquisition
by LMI households of the housing they already occupy.
If housing counseling is provided to households receiving direct homeownership
assistance, the counseling is considered part of the code 13 activity.
All recipients of assistance provided under matrix code 13 must be LMI.

14A

Rehab: Single-Unit Residential
Rehabilitation of privately owned, single-unit homes.

14B

Rehab: Multi-Unit Residential
Rehabilitation of privately owned buildings with two or more permanent residential
units.
For the rehabilitation of units that will provide temporary shelter or transitional
housing for the homeless, use 03C.

14C

Rehab: Public Housing Modernization
Rehabilitation of housing units owned/operated by a public housing authority (PHA).
A-9

Appendix A: CDBG Matrix Codes

Code Definition
14D

Rehab: Other Publicly Owned Residential Buildings
Rehabilitation of permanent housing owned by a public entity other than a PHA.
For the rehabilitation of other publicly owned buildings that will provide temporary
shelter or transitional housing for the homeless, use 03C.

14E

Rehab: Publicly or Privately Owned Commercial/Industrial
Rehabilitation of commercial/industrial property. If the property is privately owned,
CDBG-funded rehab is limited to:



Exterior improvements (generally referred to as “facade improvements”).
Correction of code violations

For more extensive rehabilitation of privately owned commercial/industrial property,
use 17C; for infrastructure developments and improvements at commercial/industrial
sites, use 17B.
14F

Rehab: Energy Efficiency Improvements
Housing rehabilitation with the sole purpose of improving energy efficiency (e.g., a
weatherization program).
For energy efficiency improvements to public housing units, use 14C; for other
publicly owned residential buildings, use 14D.

14G

Rehab: Acquisition
Acquisition of property to be rehabilitated for housing. 14G may be used whether
CDBG funds will pay only for acquisition or for both acquisition and rehabilitation.

14H

Rehab: Administration
All delivery costs (including staff, other direct costs, and service costs) directly
related to carrying out housing rehabilitation activities. Examples include appraisal,
architectural, engineering, and other professional services; preparation of work
specifications and work write-ups; loan processing; survey, site and utility plans;
application processing; and other fees.
Do not use 14H for the costs of actual rehabilitation and do not use it for costs
unrelated to running a rehab program (e.g., tenant/landlord counseling).
For housing rehabilitation administration activities carried out as part of general
program administration (and thus not required to meet a national objective), use
code 21.

14I

Lead-Based Paint/Lead Hazards Testing/Abatement
Housing rehabilitation activities with the primary goal of evaluating and reducing
lead-based paint/lead hazards.
For lead-based paint/lead hazards screening, use 05P.

14J

Housing Services
Housing services in support of the HOME Program, eligible under 105(a)(20).

A-10

Appendix A: CDBG Matrix Codes

Code Definition
15

Code Enforcement
Salaries and overhead costs associated with property inspections and follow-up
actions (such as legal proceedings) directly related to the enforcement (not
correction) of state and local codes.
For the correction of code violations, use the appropriate rehabilitation code.

16A

Residential Historic Preservation
Rehabilitation of historic buildings for residential use.

16B

Non-Residential Historic Preservation
Rehabilitation of historic buildings for non-residential use. Examples include the
renovation of an historic building for use as a neighborhood facility, as a museum, or
by an historic preservation society.

17A

Commercial/Industrial: Acquisition/Disposition
Land acquisition, clearance of structures, or packaging of land for the purpose of
creating industrial parks or promoting commercial/industrial development. 17A
activities must be carried out by the grantee or by non-profits.

17B

Commercial/Industrial: Infrastructure Development
Street, water, parking, rail transport, or other improvements to commercial/industrial
sites. 17B also includes the installation of public improvements, such as the
construction of streets to and through commercial/industrial areas. 17B activities
must be carried out by the grantee or by non-profits.

17C

Commercial/Industrial: Building Acquisition, Construction, Rehabilitation
Acquisition, construction, or rehabilitation of commercial/industrial buildings. 17C
activities must be carried out by the grantee or by non-profits.

17D

Commercial/Industrial: Other Improvements
Commercial/industrial improvements not covered by other 17* codes. 17D activities
must be carried out by the grantee or by non-profits.

18A

Economic Development: Direct Financial Assistance to For-Profits
Financial assistance to for-profit businesses to (for example) acquire property, clear
structures, build, expand or rehabilitate a building, purchase equipment, or provide
operating capital. Forms of assistance include loans, loan guarantees, and grants.
With one exception, a separate 18A activity must be set up for each business
assisted. The exception is an activity carried out under 570.483(b)(4)(vi), for which
job aggregation is allowed.

18B

Economic Development: Technical Assistance
Technical assistance to for-profit businesses, in accordance with 105(a)(17)(F).

A-11

Appendix A: CDBG Matrix Codes

Code Definition
18C

Economic Development: Micro-Enterprise Assistance
Financial assistance, technical assistance, or general support services to owners and
developers of micro-enterprises. A micro-enterprise is a business with five or fewer
employees, including the owner(s).
With one exception, a separate activity must be set up for each micro-enterprise
assisted. The exception is an activity carried out under 570.483(b)(4)(vi), for which
job aggregation is allowed.

19A

Obsolete – use code 21H.

19B

Obsolete – use code 21H.

19C

CDBG Non-Profit Organization Capacity Building
Activities specifically designed to increase the capacity of non-profit organizations to
carry out eligible community revitalization or economic development activities. Such
activities may include providing technical assistance and specialized training to staff.

19D

CDBG Assistance to Institutes of Higher Education
Obsolete. Instead of using this matrix code, set the INSTITUTION OF HIGHER EDUCATION
field to “yes” on the Add/Edit Subordinate Organization screen to indicate that the
activity will be carried out by an institution of higher education. Then assign the
appropriate matrix code based on the nature of the activity to be undertaken by the
institution.

19E

CDBG Operation and Repair of Foreclosed Property
Activities to prevent the abandonment and deterioration of housing acquired through
tax foreclosure. These include making essential repairs to the housing and paying
operating expenses to maintain its habitability.

19F

Planned Repayments of Section 108 Loans
Repayments of principal for Section 108 loan guarantees.

19G

Unplanned Repayments of Section 108 Loans
Unplanned repayments of principal for Section 108 loan guarantees.

20

Planning
Program planning activities, including the development of comprehensive plans (e.g.,
a consolidated plan), community development plans, energy strategies, capacity
building, environmental studies, area neighborhood plans, and functional plans.

20A

State Planning ONLY
Planning activities that meet an LMI or SB* objective. Refer to 570.483(b)(5) and
570.483(c)(3).

A-12

Appendix A: CDBG Matrix Codes

Code Definition
21A

General Program Administration
Overall program administration, including (but not limited to) salaries, wages, and
related costs of grantee staff or others engaged in program management,
monitoring, and evaluation.
Also use 21A to report the use of CDBG funds to administer federally designated
Empowerment Zones or Enterprise Communities.
For CDBG funding of HOME admin costs, use 21H; for CDBG funding of HOME CHDO
operating expenses, use 21I.

21B

Indirect Costs
Costs charged under an indirect cost allocation plan.

21C

Public Information
Providing information and other resources to residents and citizen organizations
participating in the planning, implementation, or assessment of CDBG-assisted
activities.

21D

Fair Housing Activities (subject to Admin cap)
Fair housing activities carried out as part of general program administration rather
than as a public service. They are subject to the Admin cap, but do not have to meet
a national objective.
For fair housing activities carried out as a public service, use 05J.

21E

Submission of Applications for Federal Programs
Preparation of (1) documents that must be submitted to HUD to receive CDBG funds
or (2) applications to other federal programs for community development assistance.

21H

CDBG Funding of HOME Admin
CDBG funding of administrative costs for HOME Program activities eligible under
HCDA 105(a)(13)(A).

21I

CDBG Funding of HOME CHDO Operating Expenses
CDBG funding of CHDO operating expenses for HOME Program activities eligible
under HCDA 105(a)(13)(A).

21J

State Administration
Costs incurred by the state to administer the CDBG Program.

23

Tornado Shelters Serving Private Mobile Home Parks
Construction or improvement of tornado-safe shelters for residents of manufactured
housing and the provision of assistance (including loans and grants) to nonprofit and
for-profit entities, in accordance with Section 105(a)(24). {Note that two pars. 24
have been enacted.}

24A

Payment of Interest on Section 108 Loans
Payment of interest on the guaranteed loan.

A-13

Appendix A: CDBG Matrix Codes

Code Definition
24B

Payment of Costs of Section 108 Financing
Payment of issuance, underwriting, servicing, trust administration, and other costs
associated with private sector financing of debt obligations.

24C

Debt Service Reserve
A debt service reserve to be used in accordance with requirements specified in the
contract entered into pursuant to CFR 570.705(b)(1).

A-14

Appendix B
NATIONAL OBJECTIVE CODES
The national objective codes (NOCs) are listed below with descriptions and applicable CFR
citations. The NOCs that may be used with each matrix code are identified in Appendix C.
NOC

Description

24 CFR Citation

LMA

Low/mod area benefit

570.483(b)(1)

Activities providing benefits that are available to all the
residents of a particular area, at least 51% of whom are
low/mod income. The service area of an LMA activity is
identified by the grantee, and need not coincide with Census
tracts or other officially recognized boundaries.
LMAFI

Low/mod area benefit, community development
financial institution (CDFI)

570.483(e)(4)

Job creation and retention activities that are carried out by a
CDFI and that the grantee elects to consider as meeting the
low/mod area benefit criteria.
LMASA

Low/mod area benefit, community revitalization
strategy area (CRSA)

570.483(e)(5)

Job creation and retention activities that are carried out
pursuant to a HUD-approved Community Revitalization
Strategy (CRS) and that the grantee elects to consider as
meeting the low/mod area benefit criteria.
LMC

Low/mod limited clientele benefit

570.483(e)(5)

Activities that benefit a limited clientele, at least 51% of
whom are low/mod income. LMC activities provide benefits to
a specific group of persons rather than to all the residents of
a particular area.
LMCMC

Low/mod limited clientele, micro-enterprises

570.483(b)(2)(iv)

Activities carried out under Section 105(a)(22) that benefit
micro-enterprise owners/developers who are low/mod
income.
LMCSV

Low/mod limited clientele, job service benefit

570.483(b)(2)(v)

Activities that provide job training, placement and/or
employment support services in which the percentage of
low/mod persons assisted is less than 51%, but the
proportion of the total cost paid by CDBG does not exceed the
proportion of the total number of persons assisted who are
low/mod.
LMH

Low/mod housing benefit

570.483(b)(3)

Activities undertaken to provide or improve permanent
residential structures that will be occupied by low/mod
income households.

B-1

Appendix B: National Objective Codes

NOC

Description

24 CFR Citation

LMHSP

Low/mod housing benefit, CDFI or CRSA

570.483(e)(4) and
(e)(5)

Activities carried out by a CDFI or pursuant to a HUDapproved Community Revitalization Strategy (CRS) to provide
or improve permanent residential structures which the
grantee elects to consider as a single structure for purposes
of determining national objective compliance. For example,
two single-unit homes rehabilitated in a CRS may be
considered a single structure; at least one of the units must
be occupied by a low/mod household. If ten single-unit homes
were assisted, at least six (51%) must be occupied by
low/mod households.
LMJ

Low/mod job creation and retention

570.483(b)(4)

Activities undertaken to create or retain permanent jobs, at
least 51% of which will be made available to or held by
low/mod persons.
LMJFI

Low/mod job creation and retention, public facility/
improvement benefit

570.483(b)(4)(vi)
(F)

Public facility/improvement activities that are undertaken
principally for the benefit of one or more businesses and that
result in the creation/retention of jobs.
LMJP

Low/mod job creation, location-based

570.483(b)(4)(iv)

Activities where a job is held by or made available to a
low/mod person based on the location of the person’s
residence or the location of the assisted business.
SBA

Slum/blight area benefit

570.483(c)(1)

Activities undertaken to prevent or eliminate slums or blight
in a designated area.
SBS

Slum/blight, spot basis

570.483(c)(2)

Activities undertaken on a spot basis to address conditions of
blight or physical decay not located in designated slum/blight
areas.
URG

Urgent need

570.483(d)

Activities that alleviate emergency conditions of recent origin
which pose a serious and immediate threat to the health or
welfare of the community; eligible only if the grantee cannot
finance the activity on its own and no other sources of
funding are available.

B-2

Appendix C
MATRIX CODE/NATIONAL OBJECTIVE/
ACCOMPLISHMENT TYPE COMBINATIONS
The matrix code and national objective that are assigned to an activity determine which
accomplishment type may be used.
Allowing only certain accomplishment types for a matrix code and national objective
combination enables HUD to obtain more uniform data for reporting and for assessing
program performance.
MATRIX CODE
01

ACCOMPLISHMENT TYPE

LMA, LMC

01 People
08 Businesses

SBA, SBS, URG

01 People
08 Businesses
10 Housing Units

LMH*

10 Housing Units

LMJ, LMJP, LMAFI,
LMASA

13 Jobs

LMA, LMC, SBA, URG

01 People
08 Businesses

LMH*

10 Housing Units

LMJ, LMJP, LMAFI,
LMASA

13 Jobs

LMA, LMC, SBA, SBS,
URG

01 People

LMH*

10 Housing Units

LMJ*, LMAFI, LMASA

13 Jobs

LMC, SBA, SBS, URG

01 People

LMJ*, LMAFI, LMASA

13 Jobs

LMC, SBA, SBS, URG

01 People

LMJ*, LMAFI, LMASA

13 Jobs

03C Homeless Facilities (not
operating costs)

LMC, SBA, SBS, URG

01 People

LMJ*, LMAFI, LMASA

13 Jobs

03D Youth Centers

LMC, SBA, SBS, URG

01 People

LMJ*, LMAFI, LMASA

13 Jobs

02

Acquisition of Real Property

NATIONAL OBJECTIVE

Disposition of Real Property
When the property is used for the
purpose for which it was acquired,
use the accomplishment code that
was or should have been used for
acquisition of the property.
When the property is disposed of
for a use other than for which it
was acquired, use the code that
corresponds to the new use.

03

Other Public Facilities and
Improvements

03A Senior Centers

03B

Handicapped Centers

C-1

Appendix C: Matrix Codes/National Objectives/Accomplishment Types

MATRIX CODE
03E Neighborhood Facilities

NATIONAL OBJECTIVE

ACCOMPLISHMENT TYPE

LMA, LMC, SBA, SBS,
URG

01 People

LMJ*, LMAFI, LMASA

13 Jobs

LMA, LMC, SBA, SBS,
URG

01 People

LMJFI

13 Jobs

LMA, LMC, SBA, SBS,
URG

01 People

LMJ*, LMAFI, LMASA

13 Jobs

LMA, LMC, SBA, SBS,
URG

01 People

LMH*

10 Housing Units

LMJ*, LMAFI, LMASA

13 Jobs

LMA, LMC, SBA, SBS,
URG

01 People

LMH*

10 Housing Units

LMJ*, LMAFI, LMASA

13 Jobs

LMA, LMC, SBA, SBS,
URG

01 People

LMH*

10 Housing Units

LMJ*, LMAFI, LMASA

13 Jobs

LMA, LMC, SBA, SBS,
URG

01 People

LMH*

10 Housing Units

LMJ*, LMAFI, LMASA

13 Jobs

LMA, LMC, SBA, SBS,
URG

01 People

LMH*

10 Housing Units

LMJ*, LMAFI, LMASA

13 Jobs

LMC, SBA, SBS, URG

01 People

LMJ*, LMAFI, LMASA

13 Jobs

03N Tree Planting

LMA, LMC, SBA, SBS,
URG

01 People

03O Fire Stations/Equipment

LMA, SBA, SBS, URG

01 People

LMJFI

13 Jobs

LMA, LMC, SBA, SBS,
URG

01 People

LMJ*, LMAFI, LMASA

13 Jobs

03F Parks, Recreational Facilities

03G Parking Facilities

03H Solid Waste Disposal
Improvements

03I Flood Drainage Improvements

03J Water/Sewer Improvements

03K Street Improvements

03L Sidewalks

03M Child Care Centers

03P Health Facilities

C-2

Appendix C: Matrix Codes/National Objectives/Accomplishment Types

MATRIX CODE

NATIONAL OBJECTIVE

ACCOMPLISHMENT TYPE

03Q Facilities for Abused and Neglected
Children

LMC, SBA, SBS, URG

01 People

LMJ*, LMAFI, LMASA

13 Jobs

03R Asbestos Removal

LMA, LMC, SBA, SBS,
URG

01 People

LMJ*, LMAFI, LMASA

13 Jobs

LMC, SBA, SBS, URG

01 People

03S Facilities for AIDS Patients (not
operating costs)

LMC, SBA, SBS, URG
LMJ*, LMAFI, LMASA

13 Jobs

03T Operating Costs of Homeless/
AIDS Patients Programs

LMC, SBA, URG

01 People

04

LMA, LMC, SBA, SBS,
URG

08 Businesses
10 Housing Units
11 Public Facilities

LMH*

10 Housing Units

LMJ, LMJP, LMAFI,
LMASA

13 Jobs

LMA, LMC, SBA, SBS,
URG

08 Businesses
11 Public Facilities

LMH*

10 Housing Units

LMA, LMC, SBA, URG,
LMCSV

01 People

Clearance and Demolition
Use the code that most accurately
describes what is being cleared or
demolished

04A Cleanup of Contaminated Sites
Report the number of sites cleaned
based on the primary use of the
site (not the number of
businesses).
05

Other Public Services

05A Senior Services

LMC, SBA, URG, LMCSV 01 People

05B Handicapped Services

LMC, SBA, URG, LMCSV 01 People

05C Legal Services

LMA, LMC, SBA, URG,
LMCSV

05D Youth Services

LMC, SBA, URG, LMCSV 01 People

05E Transportation Services

LMA, LMC, SBA, URG,
LMCSV

01 People

05F Substance Abuse Services

LMA, LMC, SBA, URG,
LMCSV

01 People

05G Services for Battered and Abused
Spouses

LMC, SBA, URG, LMCSV 01 People

05H Employment Training

LMA, LMC, SBA, URG,
LMCSV

01 People

05I Crime Awareness/Prevention

LMA, LMC, SBA, URG,
LMCSV

01 People

05J Fair Housing Activities (subject to
Public Services cap)

LMA, LMC, SBA, URG,
LMCSV

01 People

01 People

C-3

Appendix C: Matrix Codes/National Objectives/Accomplishment Types

MATRIX CODE

NATIONAL OBJECTIVE

ACCOMPLISHMENT TYPE

05K Tenant/Landlord Counseling

LMC, SBA, URG, LMCSV 01 People

05L Child Care Services

LMC, SBA, URG, LMCSV 01 People

05M Health Services

LMA, LMC, SBA, URG,
LMCSV

05N Services for Abused and Neglected
Children

LMC, SBA, URG, LMCSV 01 People

05O Mental Health Services

LMA, LMC, SBA, URG,
LMCSV

05P Screening for Lead Poisoning

LMC, SBA, URG, LMCSV 01 People

05Q Subsistence Payments

LMC, SBA, URG, LMCSV 01 People

05R Homeownership Assistance (not
direct)

LMH*, SBA, URG,
LMCSV

04 Households

05S Rental Housing Subsidies

LMH*, SBA, URG,
LMCSV

04 Households

05T Security Deposits

LMH*, SBA, URG,
LMCSV

04 Households

05U Housing Counseling

LMC, LMH*

04 Households

05V Neighborhood Cleanups

LMA, SBA, URG, LMCSV 01 People

05W Food Banks

LMA, LMC, SBA, URG,
LMCSV

01 People

06

Interim Assistance

LMA, SBA, SBS, URG

01 People
08 Businesses
10 Housing Units

08

Relocation

LMA, LMC, SBA, SBS,
URG

01
04
08
09

LMH*

04 Households

LMJ, LMJP, LMAFI,
LMASA

13 Jobs

LMA, LMC, LMH*, SBA,
SBS, URG, LMJ, LMJP,
LMAFI, LMASA

01 People

LMA, LMC, LMH*, SBA,
SBS, URG, LMJ, LMJP,
LMAFI, LMASA

08 Businesses

LMH*, SBA, URG

10 Housing Units

09

Loss of Rental Income
Report the number of owners to
whom payments are made.

11

Privately Owned Utilities
Report the number of private
utilities assisted.

12

Construction of Housing

01 People

01 People

People
Households
Businesses
Organizations (nonprofits)

Construction of new housing with
CDBG State funds must be carried
out by 105(a)(15) entities.
C-4

Appendix C: Matrix Codes/National Objectives/Accomplishment Types

MATRIX CODE
13

Direct Homeownership Assistance

NATIONAL OBJECTIVE

ACCOMPLISHMENT TYPE

LMH*

04 Households

14A Rehab: Single-Unit Residential

LMH*, SBA, SBS, URG

10 Housing Units

14B Rehab: Multi-Unit Residential

LMH*, SBA, SBS, URG

10 Housing Units

14C Rehab: Public Housing
Modernization

LMH*, SBA, SBS, URG

10 Housing Units

14D Rehab: Other Publicly Owned
Residential Buildings

LMH*, SBA, SBS, URG

10 Housing Units

14E Rehab: Publicly or Privately Owned
Commercial/Industrial

LMA, LMC, SBA, SBS,
URG

08 Businesses

LMJ, LMJP, LMAFI,
LMASA

13 Jobs

14F Rehab: Energy Efficiency
Improvements

LMH*, SBA, SBS, URG

10 Housing Units

14G Rehab: Acquisition

LMH*, SBA, SBS, URG

08 Businesses
09 Organizations
10 Housing Units

14H Rehab: Administration

LMA, LMC, SBA, SBS,
URG, LMJ, LMJP,
LMAFI, LMASA

08 Businesses
09 Organizations

LMH*

10 Housing Units

LMH*, SBA, SBS, URG

10 Housing Units

14J Housing Services

LMH*

10 Housing Units

15

LMA, SBA, URG

01
08
09
10

Report accomplishments for a 14H
activity if CDBG funds are used to
run a rehab program but not to
perform the actual rehab.
If CDBG money is also used to
perform the rehab (which should
be set up as a separate activity),
then be sure to enter Y in the
Accomplishments Reported at
Another Activity field on CDBG
Setup Detail (Page 1) for the 14H
activity.
14I Lead-Based Paint/Lead Hazards
Testing/Abatement
For proposed and actual units,
report the number of housing units
tested/ abated.
When applicable, report the
number of children screened in the
Accomplishments Narrative.
Code Enforcement
If the activity consists of inspecting
privately owned vacant lots and/or
tagging abandoned vehicles, report
People.

People
Businesses
Organizations
Housing Units

C-5

Appendix C: Matrix Codes/National Objectives/Accomplishment Types

MATRIX CODE

NATIONAL OBJECTIVE

ACCOMPLISHMENT TYPE

If it includes inspection of multiple
types of property including housing
units, report Housing Units
inspected in the units fields; report
the number of People, Businesses,
and/or Organizations, as
appropriate, in the
Accomplishments Narrative.
16A Residential Historic Preservation

LMH*, SBA, SBS

10 Housing Units

16B Non-Residential Historic
Preservation

LMA, LMC, SBA, SBS,
LMJ, LMJP, LMAFI,
LMASA

08 Businesses
09 Organizations

17A Commercial/Industrial:
Acquisition/Disposition

LMA, LMC, SBA, SBS,
URG

08 Businesses

LMJ, LMJP, LMAFI,
LMASA

13 Jobs

17B Commercial/Industrial:
Infrastructure Development

LMA, LMC, SBA, URG

08 Businesses

LMJ, LMJP, LMAFI,
LMASA

13 Jobs

17C Commercial/Industrial: Building
Acquisition, Construction,
Rehabilitation

LMA, LMC, SBA, SBS,
URG

08 Businesses

LMJ, LMJP, LMAFI,
LMASA

13 Jobs

17D Commercial/Industrial: Other
Improvements

LMA, LMC, SBA, SBS,
URG

08 Businesses

LMJ, LMJP, LMAFI,
LMASA

13 Jobs

LMA

08 Businesses

18A Economic Development: Direct
Financial Assistance to For-Profits
Report accomplishments for an 18*
activity if CDBG funds are used to
run a loan/grant program but not
to make the loans/grants.
If CDBG money is also used to
make the loans/grants (which
should be set up as a separate
activity), then be sure to set the
Accomplishments Reported at
Another Activity field to Yes on
CDBG Setup Detail (Page 1) for the
18* activity.
18B Economic Development: Technical
Assistance
Please see the note for 18A above.

Report the number of
businesses assisted, not
the number of persons
in the service area.
SBA, URG

08 Businesses

LMJ, LMJP, LMAFI,
LMASA

13 Jobs

LMA, SBA, URG, LMCSV 08 Businesses
Report the number of
businesses assisted.
When applicable, report
C-6

Appendix C: Matrix Codes/National Objectives/Accomplishment Types

MATRIX CODE

NATIONAL OBJECTIVE

ACCOMPLISHMENT TYPE
the number of people
trained and/or support
services provided in the
Accomplishment
Narrative.

18C Economic Development: MicroEnterprise Assistance

LMJ, LMJP, LMAFI,
LMASA

13 Jobs

LMA, LMC, SBA, URG,
LMCMC

01 People
08 Businesses

Please see the note for 18A above.

If the activity provides
training to assist people
in developing and
operating a microenterprise, report
People.
If the activity assists a
micro-enterprise
(including assistance in
creating a microenterprise), report
Businesses.
If the activity
undertakes both of these
functions, report only
the number of
Businesses assisted in
the units fields. Report
the number of People
trained in the
Accomplishments
Narrative.
LMJ, LMJP, LMAFI,
LMASA

13 Jobs

19A CDBG Funding of HOME
Administration

N/A – matrix code is
obsolete

19B CDBG Funding of HOME CHDO
Operating Costs

N/A – matrix code is
obsolete

19C CDBG Non-Profit Organization
Capacity Building

All

19D CDBG Assistance to Institutes of
Higher Education

N/A – matrix code is
obsolete

19E CDBG Operation and Repair of
Foreclosed Property

LMA, LMH*

10 Housing Units

19F Planned Repayments of Section
108 Loans

None

None

09 Organizations

C-7

Appendix C: Matrix Codes/National Objectives/Accomplishment Types

MATRIX CODE

NATIONAL OBJECTIVE

ACCOMPLISHMENT TYPE

19G Unplanned Repayments of Section
108 Loans

None

None

19H State CDBG Technical Assistance to
Grantees

None

None

20

None

None

20A State Planning Only

All but URG

Depends on objective.

21A General Program Administration

None

None

21B Indirect Costs

None

None

21C Public Information

None

None

21D Fair Housing Activities (subject to
Admin cap)

None

None

21E Submission of Applications for
Federal Programs

None

None

21H CDBG Funding of HOME Admin

None

None

21I CDBG Funding of HOME CHDO
Operating Expenses

None

None

21J State Administration

None

None

22

Unprogrammed Funds

None

None

23

Tornado Shelters Serving Private
Mobile Home Parks

LMA

10 Housing Units

24A Payment of Interest on Section 108
Loans

None

None

24B Payment of Costs of Section 108
Financing

None

None

24C Debt Service Reserve

None

None

Planning

C-8

Appendix D
ADDING ORGANIZATIONS
If an activity is not being carried out by grantee employees/contractors, then the name of
the organization that is carrying it out must be provided on the first Add CDBG Setup Detail
screen (see page 4-6). In most instances, it will already be on the organization selection
list:

If the organization is not listed, a user with the authority to add “carrying out” organizations
can click the [Add Organization] button to display this screen:

D-1

Appendix D: Adding Organizations

The only required fields are ORGANIZATION NAME, CITY, STATE (it defaults to the grantee’s
state), and ORGANIZATIONAL DUNS #.
The user should also make sure that each of the three “Non-Governmental Information”
fields at the top right contains the correct value, changing it to Yes when appropriate.

D-2

Appendix E
STRATEGY, LOCAL TARGET, AND CDFI AREAS
Strategy Areas
CDBG State grantees may establish Community Revitalization Strategy Areas (CRSAs).
These are locally designated areas where geographically targeted revitalization efforts are
carried out through multiple activities in a concentrated and coordinated manner.
To stimulate the development of CRSAs, HUD offers CDBG grantees incentives such as
greater flexibility in program design and reduced recordkeeping requirements.
For more information, grantees should refer to:
Notice CPD-97-01
24 CFR 91.315(e)(2)
24 CFR 570.483(e)(5)
24 CFR 570.482(f)(3)(v)(L) and (M)
CRSAs require HUD approval.

Local Target Areas
While CRSAs are established through a formal process that requires approval by HUD, many
other target areas are locally defined. These local designations may have a variety of
names—revitalization areas, target neighborhoods, priority zones, and so on.

CDFI Areas
CDFIs (Community Development Financial Institutions) are specialized financial institutions
that work in market niches not adequately served by traditional financial institutions. CDFIs
include community development banks, credit unions, loan funds, venture capital funds, and
micro-enterprise loan funds.
Grantees have some flexibility within the regulations when CDBG-assisted activities are
carried out by a CDFI serving a primarily residential area that is at least 51% LMI [see 24
CFR 570.483(e)(4)].

E-1

Appendix F
SELECTING AND ADDING SPECIAL AREAS ON CDBG
SETUP DETAIL (PAGE 1)
When you select Strategy Area, CDFI Area, Local Target Area, or Other Area from the
AREA TYPE dropdown, you must specify the name of the area in the next field. If it is not
listed on the AREA NAME dropdown, or if you need to update information about one of the
areas that is listed, follow the instructions below.

STRATEGY AREAS
Select Strategy Area from the AREA TYPE dropdown and tab to the AREA NAME field.

Click the [Add New Area] button to display the View All Strategy Area (sic) screen. If your
organization has never added any strategy areas, it will look like this:

Click the [Add] button to access the Add Strategy Area screen:

F-1

Appendix F: Selecting and Adding Special Areas

Input the strategy NAME and HUD APPROVAL DATE (it cannot be more than a year after today’s
date), then click the [Save] button. The view screen is redisplayed with the area you just
added.

Field

Description

ID

The ID is for use with EDI (Electronic Data Interchange).

Name

The name of the strategy area.

HUD Approval Date

The date HUD approved the strategy area.

% of Low/Mod

Always blank for strategy areas—applies only to CDFI areas.

Type of Revitalization Effort Always blank for strategy areas which by definition are
“comprehensive” revitalization efforts.
To update an area’s name or HUD approval date, click its Edit link in the last column. To
return to the CDBG setup page, click the [Back to CDBG] button.

F-2

Appendix F: Selecting and Adding Special Areas

CDFI AREAS
The steps for adding or editing a CDFI area are the same as for strategy areas. The only
difference is the data that you will be asked to input. Here is the Add CDFI Area screen:

Field

Description

Name

Input the name of the CDFI area.

Type of Revitalization Effort Select the type of revitalization effort being undertaken.
If Other, Specify

Fill this in only if you selected Other in the previous field.

% of Low/Mod

Input the percentage of low- and moderate-income persons in
the CDFI area.

When you have finished, click the [Save] button to save your data and return to the view
screen.

To update the data for a CDFI area, click its Edit link in the last column. To return to the
CDBG setup page, click the [Back to CDBG] button.

F-3

Appendix F: Selecting and Adding Special Areas

LOCAL TARGET AREAS
The steps for adding or editing a local target area are the same as for strategy areas. The
only difference is the data that you will be asked to input. Here is the Add Local Target Area
screen:

Field

Description

Name

Input the name of the local target area.

Type of Revitalization Effort Select the type of revitalization effort being undertaken:
Commercial, Comprehensive, Housing, or Other.
If Other, Specify

Fill this in only if you selected Other in the previous field.

When you have finished, click the [Save] button to save your data and return to the view
screen.

To update the data for a local target area, click its Edit link in the last column. To return to
the CDBG setup page, click the [Back to CDBG] button.

F-4

Appendix G
REPORTING ENERGY STAR-CERTIFIED UNITS
Grantees must enter Energy Star-related data correctly. Installing replacement windows,
performing weatherization improvements, or installing Energy Star-certified appliances
alone does not make a home Energy Star-certified. Energy Star is a system for achieving
and verifying a certain level of performance with respect to energy efficiency. To earn the
Energy Star certification for an entire home, the home must meet strict guidelines for
energy efficiency set by the U. S. Environmental Protection Agency. Homes achieve this
level of performance through a combination of energy-efficient improvements, including
effective insulation systems, high-performance windows, tight construction and ducts,
efficient heating and cooling equipment, and Energy Star-certified lighting and appliances.
Energy Star certification for a home requires third-party verification by a certified Home
Energy Rater (or the equivalent), who works closely with the builder throughout the
construction process and inspect the housing unit to determine compliance with
requirements.
At the time this guidance was released, Energy Star-certified housing units funded by CDBG
will be either newly constructed single-family detached homes, newly constructed
multifamily properties, or multifamily properties that undergo significant gut rehabilitation,
defined as requiring a change of use, the reconstruction of a vacant structure, or cause for
the building to be out of service for at least 30 consecutive days. Gut or substantial
rehabilitation of single family housing units with CDBG funds may also earn the Energy Star
label. CDBG grantees initiating new Energy Star gut rehabilitation projects must meet or
exceed Energy Star standards for New Homes, until the release of specific guidelines for gut
rehabilitation by EPA. Please visit www.energystar.gov to find a wealth of information about
Energy Star housing.
Many CDBG grantees are incorrectly identifying housing units as Energy Star-certified in
IDIS, resulting in inflated, inaccurate numbers in IDIS reports and intensive efforts to
determine the correct number of CDBG units that actually attained Energy Star certification.
The number of Energy Star-certified units produced by CDBG grantees is reported to the
Secretary of HUD and to the Office of Management and Budget each quarter to assess
CDBG’s progress in meeting the Energy Star goal in HUD’s Strategic Plan. CDBG must be
able to obtain Energy Star data in IDIS that is reliable and that does not routinely require
verification.
Grantees should carefully review the New Home and Multifamily High Rise Energy Star
requirements on http://www.energystar.gov to prevent recurrence of reporting errors. It
should also be reiterated that performing one or more of the following improvements alone
does not earn the housing unit the Energy Star label:






Installation of replacement windows
Installation of Energy Star-rated appliances
Installation of insulation
Installation of water efficient toilets
Weatherization projects

While these are commendable energy conservation measures that the CDBG program
encourages, they do not earn a housing unit Energy Star certification by themselves.
Therefore, they should not be reported as Energy Star-certified housing units in IDIS.

G-1

Appendix H
EDA JOB CATEGORY DEFINITIONS
Definitions of the job types listed on the jobs accomplishment screen are provided below.


Officials and Managers
Administrative and managerial personnel who set broad policies, exercise overall
responsibility for execution of these policies, and direct individual departments or special
phases of a firm's operation.
Includes: officials, executives, middle management, plant managers, department
managers and superintendents, salaried supervisors who are members of management,
purchasing agents and buyers, and kindred workers.



Professional
Occupations requiring either college graduation or experience of such kind and amount
as to provide a background comparable to college education.
Includes: accountants and auditors, architects, artists, chemists, designers, dietitians,
editors, engineers, lawyers, librarians, mathematicians, natural scientists, registered
professional nurses, personnel and labor relations specialists, physical scientists,
physicians, social scientists, surveyors, teachers, and kindred workers.



Technicians
Occupations requiring a combination of basic scientific knowledge and manual skill which
can be obtained through about 2 years of post-high school education, such as is offered
in many technical institutes and junior colleges, or through equivalent on-the-job
training.
Includes: computer programmers and operators, drafters, engineering aides, junior
engineers, mathematical aides, licensed, practical or vocational nurses, photographers,
radio operators, scientific assistants, technical illustrators, technicians (medical, dental,
electronic, physical science), and kindred workers.



Sales
Occupations engaging wholly or primarily in direct selling.
Includes: advertising agents and sales workers, insurance agents and brokers, real
estate agents and brokers, stock and bond sales workers, demonstrators, sales workers
and sales clerks, grocery clerks and cashier-checkers, and kindred workers.



Office and Clerical
All clerical-type work regardless of level of difficulty, where the activities are
predominantly non-manual though some manual work not directly involved with altering
or transporting the products is included.
Includes: bookkeepers, collectors (bills and accounts), messengers and office helpers,
office machine operators (including computer), shipping and receiving clerks,
stenographers, typists and secretaries, telegraph and telephone operators, legal
assistants, and kindred workers.

H-1

Appendix H: EDA Job Category Definitions


Craft Workers (skilled)
Manual workers of relatively high skill level having a thorough and comprehensive
knowledge of the processes involved in their work. These workers exercise considerable
independent judgment and usually receive an extensive period of training.
Includes: the building trades, hourly paid supervisors and lead operators who are not
members of management, mechanics and repairers, skilled machining occupations,
compositors and typesetters, electricians, engravers, painters (construction and
maintenance), motion picture projectionists, pattern and model makers, stationary
engineers, tailors, arts occupations, hand painters, coaters, decorating occupations, and
kindred workers.



Operatives (semi-skilled)
Workers who operate machine or processing equipment or perform other factory-type
duties of intermediate skill level which can be mastered in a few weeks and require only
limited training.
Includes: apprentices (auto mechanics, plumbers, bricklayers, carpenters, electricians,
machinists, mechanics, building trades, metalworking trades, printing trades, etc.),
operatives, attendants (auto service and parking), blasters, chauffeurs, delivery
workers, dressmakers and sewers (except factory), dryers, furnace workers, heaters,
laundry and dry cleaning operatives, milliners, mine operatives and laborers, motor
operators, oilers and greasers (except auto), painters (except construction and
maintenance), photographic process workers, stationary firefighters, truck and tractor
drivers, knitting and weaving machine operators, welders and flamecutters, electrical
and electronic equipment assemblers, butchers and meat cutters, inspectors, testers and
graders, handpackers and packagers, and kindred workers.



Laborers (unskilled)
Workers in manual occupations which generally require no special training who perform
elementary duties that may be learned in a few days and require the application of little
or no independent judgment.
Includes: garage laborers, car washers and greasers, groundskeepers and gardeners,
farmworkers, stevedores, wood choppers, laborers performing lifting, digging, mixing,
loading and pulling operations, and kindred workers.



Service Workers
Workers in both protective and non-protective service occupations.
Includes: attendants (hospital and other institutions, professional and personal service,
including nurses’ aides and orderlies), barbers, charworkers and cleaners, cooks (except
household), counter and fountain workers, elevator operators, firefighters and fire
protection workers, guards, doorkeepers, stewards, janitors, police officers and
detectives, porters, servers, amusement and recreation facilities attendants, guides,
ushers, public transportation attendants, and kindred workers.

H-2

Appendix I
REPORTING RACE/ETHNICITY DATA FOR
ACTIVITIES PROVIDING ACCESS FOR PERSONS
WITH DISABILITIES
If you are assisting an eligible activity under the LMC national objective at Section 105(a)(5)
and cannot obtain information on the beneficiaries with disabilities, follow these guidelines
for reporting race and ethnicity data on the LMC accomplishment screen.
HUD has a website with Census data on the number of persons with disabilities, by race and
ethnicity, at the Census tract level. The web address is:
https://www.hudexchange.info/manage-a-program/census/state-data/
On this website, select a state. On the next page, scroll down to “Disability by Race &
Ethnicity” and click on “Download Excel Spreadsheet.”
Select the data you want by using the Place Name filter arrow in Column K. Once you have
selected a place, use data from the following columns:
Column L:
Column O:
Columns P–U:
Column V:

Census tract
Number of persons with disabilities in the Census tract
Number of persons with disabilities by race
Number of persons with disabilities of Hispanic ethnicity

If more than one Census tract is served by the activity, total the columns for the
appropriate Census tracts and use those totals to complete the accomplishment screen.
Note that the data in Column V on persons of Hispanic ethnicity is not broken down by race,
which is how the information must be reported on the accomplishment screen. Grantees
may use their own judgment in determining how to break down ethnicity by race.

I-1

Appendix J
HUD DEFINITIONS OF HOMELESSNESS
Definition of “Homeless”
In December 2011, HUD published the Homeless Emergency Assistance and Rapid
Transition to Housing (HEARTH): Defining ‘‘Homeless’’ Final Rule, which redefined
“homeless” in four broad categories:





Literally homeless
Imminent risk of homelessness
Homeless under other Federal statutes
Fleeing/attempting to flee domestic violence

Refer to Federal Register / Vol. 76, No. 233 / Monday, December 5, 2011 - [Docket No. FR–
5333–F–02] for more information on the Final Rule and the current definition of “homeless,”
including the criteria which must be met for each category.

Definition of “Chronically Homeless”
The HUD definition of “chronically homeless” was revised by the December 2011 Homeless
Emergency Assistance and Rapid Transition to Housing: Emergency Solutions Grants
Program and Consolidated Plan Conforming Amendments Interim Rule. “Chronically
homeless” is defined as:
1. An individual who is homeless and lives in a place not meant for human habitation, a
safe haven, or in an emergency shelter; and has been in this state continuously for
at least one year or on at least four separate occasions in the last 3 years, where
each homeless occasion was at least 15 days; and can be diagnosed with one or
more of the following conditions: substance use disorder, serious mental illness,
developmental disability, post-traumatic stress disorder, cognitive impairments
resulting from brain injury, or chronic physical illness or disability;
2. An individual who has been residing in an institutional care facility, including a jail,
substance abuse or mental health treatment facility, hospital, or other similar facility,
for fewer than 90 days and met all of the criteria in paragraph (1) of this definition,
before entering that facility; or
3. A family with an adult head of household (or if there is no adult in the family, a
minor head of household) who meets all of the criteria in paragraph (1) of this
definition, including a family whose composition has fluctuated while the head of
household has been homeless.

J-1

Appendix K
SUBFUNDS
A subfund is a portion of a grant that has been earmarked for a specific use, and is
identified by a fund type. For CDBG State grantees, the fund types are AD (Administration),
SU (Subgrant), and TA (Technical Assistance). Grant funds that are not subfunded as AD,
SU, or TA have a fund type of EN (Entitlement).

ACCESSING THE SUBFUND FUNCTIONS
Click the Grant tab at the top of any page to display the Search Grants screen. Links to the
subfund functions you are authorized to access are listed on the left:

The Subfund option is used to add, edit, and view CDBG subfunds and is explained starting
on the next page.
The Subfund Program Income option does not apply to the CDBG program.

K-1

Appendix K: Subfunds

ADD SUBFUNDS
The process of adding a subfund consists of two screens. On the first screen, titled Add
Subfunds, you specify the grant and the fund type of the subfund to be created. On the
second screen, titled Add Subfund, you provide the authorized amount for the subfund.

ADD SUBFUNDS SCREEN
Click the Subfund Add link on any Grant screen to display the Add Subfunds screen.

Field

Description

Program

Select CDBG.

Grant Year

Select the year of the grant to be subfunded.

Fund Type

Select the type of subfund you want to add, or leave the field
set to Select for a list of all the subfunds that can be added.

Grant #

If you don’t select a PROGRAM and GRANT YEAR, you must limit
the results to grants starting with the text you enter here.

Click the [Search] button to run the search and display the results:

If the subfund of the FUND TYPE you specified already exists, the message “There are no
results to display” is returned.
Click the Add Fund Type link of the subfund to be created. The Add Subfund screen is
displayed.
K-2

Appendix K: Subfunds

ADD SUBFUND SCREEN
A dollar amount for the subfund is specified in the last field on this screen. On the AD add
page, please note the cautionary message at the top of the screen.

Field

Description

Grantee/PJ Name

The recipient of the grant the subfund is being created from.

Program

The CPD program providing the grant being subfunded.

Grant Year

The year of the grant the subfund is being created from.

Administering
Organization

The name of the organization administering the grant.

Payee EIN/TIN#

The EIN/TIN# of the organization that receives the wire
transfers of funds drawn down from the grant.

Grant #

The number assigned to the grant by LOCCS.

Grant Status

Active or Inactive. A grant is inactive if IDIS has not received
all required grant information.

Grant Blocked

If GRANT BLOCKED is Yes, FUND TYPE EN cannot be drawn from
this grant (you can still create a subfund from it, though).

Source Fund

Always EN for CDBG subfunds.

Available to Subfund

The amount in the SOURCE FUND that can be subfunded.

Add Subfund

The type of subfund being added—AD, SU, or TA.

K-3

Appendix K: Subfunds

Field

Description

Range for Authorized
Amount (including
program income)
Minimum

The minimum amount that may be entered in AUTHORIZED
AMOUNT FOR THIS SUBFUND.
Since the subfunds that grantees can create are optional, it is
always $0.00 on the Add screen.

Maximum

The maximum amount that may be entered in AUTHORIZED
AMOUNT FOR THIS SUBFUND. The calculation is based on CDBG
regulatory caps and the amount AVAILABLE TO SUBFUND.
For AD, the maximum is capped at $100,000 plus 3% of the
grant’s AUTHORIZED AMOUNT plus 3% of PI, SF, and RL receipted
with the same PROGRAM YEAR as the GRANT YEAR minus the
amount subfunded as TA. The amount of available PI, SF, and
RL is included in the AD MAXIMUM.
Starting with FY 2015 grants, receipted program income will no
longer be included in the calculation of the AD subfund
MAXIMUM.
For SU, there is no cap. The maximum will equal AVAILABLE TO
SUBFUND.
For TA, the cap is 3% of the grant’s AUTHORIZED AMOUNT minus
the amount subfunded as AD.

Authorized Amount for
this Subfund

Specify the amount (cents allowed) of the new subfund. It
cannot be less than the MINIMUM or more than the MAXIMUM.

Click the [Save] button to create the subfund or the [Return to Search Subfunds] button to
exit without saving. Clicking either button redisplays the Add Subfunds search screen.

K-4

Appendix K: Subfunds

EDIT SUBFUNDS
To edit or view a subfund, you must first conduct a search to retrieve it. Click the Subfund
Search link on any Grant screen to access the Search Subfunds screen.

SEARCH SUBFUNDS SCREEN
Enter as many or few of the following search criteria as you wish to retrieve the subfund(s)
you want to update/view:

Field

Description

Program

To limit the search results to a particular program, select it
from the dropdown.

Grant Year

To limit the search results to a particular grant year, choose it
from the dropdown.

Fund Type

The valid choices for CDBG States are:
EN Entitlement (authorized amount of grant minus
amount already subfunded)
AD Administration

Grant #

SU

Subgrant

TA

Technical Assistance

Limits the results to grant numbers starting with the text string
you enter.

Click the [SEARCH] button to run the search and display the subfunds that meet the criteria
you specified:

K-5

Appendix K: Subfunds

To update a subfund, click the Edit link in the ACTION column. (The EN subfund cannot be
changed, and will have only a View link.)
A Delete link will be available for subfunds with an AUTHORIZED AMOUNT of $0.00. When you
click it, you are asked to confirm the deletion. Choose [OK] to delete the subfund.
Otherwise click [Cancel].
The Edit Subfund screen is explained on the next page. The View Subfund screens are
shown starting on page K-9.

K-6

Appendix K: Subfunds

EDIT SUBFUND SCREEN
The amount that has been authorized for a subfund can be changed in the last field on this
screen:

Field

Description

Grantee/PJ Name
through Payee EIN/TIN#

For definitions of these fields, see page K-3.

Fund Type

The subfund being updated. For CDBG States, AD
(Administration), SU (Subgrant), or TA (Technical Assistance).

Current Authorized
Amount for this Subfund

The amount that is to be revised.

Range for Authorized
Amount
Minimum

The minimum amount that may be entered in NEW AUTHORIZED
AMOUNT FOR THIS SUBFUND. It is based on the amount of the
subfund already used.

Maximum

The maximum amount that may be entered in NEW AUTHORIZED
AMOUNT FOR THIS SUBFUND. It is based on the amount available to
subfund and regulatory caps.
See page K-4 for additional information on the caps.

New Authorized Amount
for this Subfund

Enter the revised amount (not the amount of the increase or
decrease). It cannot be less than the MINIMUM or more than the
MAXIMUM.
If the authorized amount is changed to $0.00, the subfund can
be deleted when you return to the Search Subfunds screen.
K-7

Appendix K: Subfunds

Click the [Review Subfund History] button at the top/bottom of the page for a record of the
changes made to the subfund amount.
Click [Save] to apply the change in the authorized amount, or [Return to Search Subfunds]
to exit without saving the change. The Search Subfund screen will be displayed.

K-8

Appendix K: Subfunds

VIEW SUBFUNDS
To view a subfund, you must first conduct a search to retrieve it. Click the Subfund Search
link on any Grant tab screen to access the Search Subfunds screen. Run a search to retrieve
the subfund you want to view (see page K-5 for instructions), then click on its View link in
the ACTION column of the search results table.
The view screens are presented below in the order EN, AD, SU, and TA.

VIEW SUBFUND EN

Field

Description

Grantee Recipient

The recipient of the grant the subfund was created from.

Program

The CPD program providing the grant.

Grant Year

The year of the grant the subfund was created from.

Grant #

The number assigned to the grant by LOCCS.

Fund Type

The subfund being viewed.

Grant Status

Active or Inactive. A grant is inactive if IDIS has not received
all required grant information.

Grant Blocked

If GRANT BLOCKED is Yes, EN funds cannot be drawn from this
grant.

Administering
Organization

The name of the organization administering this grant.

Payee EIN/TIN#

The EIN/TIN# of the organization that receives the wire
K-9

Appendix K: Subfunds

Field

Description
transfers of funds drawn down from the grant.

Authorized Amount

The amount the grantee is authorized to subfund, commit, and
draw from the EN subfund.

Subfunded Amount

The total amount of EN subfunded to AD, SU, and TA.

Amount Committed to
Activities

The amount of the EN subfund that has been committed to
activities.

Amount Available to
Subfund/Amount
Available to Commit to
Activities

The amount of the EN subfund that can be subfunded or
committed to activities. It is equal to AUTHORIZED AMOUNT minus
SUBFUNDED AMOUNT minus AMOUNT COMMITTED TO ACTIVITIES.

Net Drawn Amount

Net disbursements from the EN subfund, equal to DRAWN
AMOUNT plus DRAWDOWN PENDING Amount plus RETURNED AMOUNT.

Drawn Amount

The total amount disbursed from the EN subfund.

Drawdown Pending
Amount

The sum all EN subfund draws approved in IDIS and awaiting a
response from LOCCS.

Returned Amount

The total amount of EN disbursed and later returned to the
Letter of Credit as EN. It is either $0.00 or a negative amount.

Amount Available to Draw

The amount of EN available for drawdown is equal to
AUTHORIZED AMOUNT minus SUBFUNDED AMOUNT minus NET DRAWN
AMOUNT.

Click the [Review Subfund History] button at the top/bottom of the page for a record of the
changes made to the subfund amount, or click [Return to Search Subfunds] to redisplay the
Search Subfunds screen.

K-10

Appendix K: Subfunds

VIEW SUBFUND AD
The top half of the View AD screen is identical to the View EN screen (see page K-9), and is
not repeated here.

Field

Description

Authorized Amount

The amount that can be committed, drawn, and subgranted
from the AD subfund.
For FY 2014 and earlier CDBG grants, this can exceed the
MAXIMUM ALLOWED (EXCLUDING PROGRAM INCOME) by an amount
equal to 3% of the program income (PI, SF, and RL) receipted
with the same program year of receipt as the GRANT YEAR.

Subgranted Amount

The amount subgranted from the AD subfund (only States can
subgrant AD).

Amount Committed to
Activities

The amount committed to activities from the AD subfund. It
does not include commitments from AD subgrants. To view that
information, click the View Subgrants link located above the
amounts column.

Amount Available to
Subgrant/Amount
Available to Commit to
Activities

The amount of the AD subfund that can be subgranted or
committed to activities. It is equal to AUTHORIZED AMOUNT minus
SUBGRANTED AMOUNT minus AMOUNT COMMITTED TO ACTIVITIES.

Net Drawn Amount

Net disbursements from the AD subfund, equal to DRAWN
AMOUNT plus DRAWDOWN PENDING Amount plus RETURNED AMOUNT.
These amounts do not include draws from AD subgrants. Click
the View Subgrants link to access that information.

Drawn Amount

The total amount disbursed from the AD subfund.

Drawdown Pending
Amount

The sum of all AD subfund draws approved in IDIS and
awaiting a response from LOCCS.

Returned Amount

The amount disbursed from the AD subfund and later returned
to the Letter of Credit as AD.

K-11

Appendix K: Subfunds

Field

Description

Amount Available to Draw

AUTHORIZED AMOUNT minus SUBGRANTED AMOUNT minus NET DRAWN
AMOUNT.

Maximum Allowed
(excluding program
income

$100,000 plus 3% of the AUTHORIZED AMOUNT, the regulatory
maximum. AD and TA together cannot exceed the allowable
maximum.

Amount Available to
increase Authorized
Amount for this Subfund

The amount of EN available to increase the AD AUTHORIZED
AMOUNT.
For FY 2014 and earlier grants, the calculation includes
receipted program income (PI, SF, and RL).

K-12

Appendix K: Subfunds

VIEW SUBFUND SU
The top half of the View SU screen is identical to the View EN screen (see page K-9), and is
not repeated here.

Field

Description

Authorized Amount

The amount that can be committed, drawn, and subgranted
from the SU subfund.

Subgranted Amount

The amount of the SU subfund that has been subgranted.

Amount Committed to
Activities

The amount committed to activities from the SU subfund. It
does not include commitments from SU subgrants. To view that
information, click the View Subgrants link at the top of the
amounts column.

Amount Available to
Subgrant/Amount
Available to Commit to
Activities

The amount of the SU subfund that can be subgranted or
committed to activities. It is equal to AUTHORIZED AMOUNT minus
SUBGRANTED AMOUNT minus AMOUNT COMMITTED TO ACTIVITIES.

Net Drawn Amount

Net disbursements from the SU subfund, equal to DRAWN
AMOUNT plus DRAWDOWN PENDING Amount plus RETURNED AMOUNT.
These figures do not include draws from SU subgrants. To view
that information, click the View Subgrants link.

Drawn Amount

The amount disbursed from the SU subfund.

Drawdown Pending
Amount

The sum of SU subfund draws approved in IDIS and awaiting a
response from LOCCS.

Returned Amount

The amount disbursed from the SU subfund and later returned
to the Letter of Credit as SU.

Amount Available to Draw

The amount of the SU subfund available for drawdown, equal
to AUTHORIZED AMOUNT minus SUBGRANTED AMOUNT minus NET
DRAWN AMOUNT.

Amount Available to
increase Authorized
Amount for this Subfund

The amount of EN available to increase the SU AUTHORIZED
AMOUNT.

K-13

Appendix K: Subfunds

VIEW SUBFUND TA
The top half of the View TA screen is identical to the View EN screen (see page K-9), and is
not repeated here.

Field

Description

Authorized Amount

The amount that can be committed, drawn, and subgranted
from the TA subfund.

Subgranted Amount

The amount of the TA subfund that has been subgranted.

Amount Committed to
Activities

The amount committed to activities from the SU subfund. It
does not include commitments from TA subgrants. To view that
information, click the View Subgrants link at the top of the
amounts column.

Amount Available to
Subgrant/Amount
Available to Commit…

The amount of the TA subfund that can be subgranted or
committed to activities. It is equal to AUTHORIZED AMOUNT minus
SUBGRANTED AMOUNT minus AMOUNT COMMITTED TO ACTIVITIES.

Net Drawn Amount

Net disbursements from the TA subfund, equal to DRAWN
AMOUNT plus DRAWDOWN PENDING Amount plus RETURNED AMOUNT.
These figures do not include draws from SU subgrants. To view
that information, click the View Subgrants link.

Drawn Amount

The amount disbursed from the TA subfund.

Drawdown Pending
Amount

The sum of TA subfund draws approved in IDIS and awaiting a
response from LOCCS.

Returned Amount

The amount disbursed from the TA subfund and later returned
to the Letter of Credit as TA.

Amount Available to Draw

The amount of the TA subfund available for drawdown, equal to
AUTHORIZED AMOUNT minus SUBGRANTED AMOUNT minus NET DRAWN
AMOUNT.

Regulatory Maximum

$100,000 plus 3% of the AUTHORIZED AMOUNT, the regulatory
maximum. TA and AD together cannot exceed the allowable
maximum.
K-14

Appendix K: Subfunds

Field

Description

Amount Available to
increase Authorized
Amount for this Subfund

The amount of EN available to increase the TA AUTHORIZED
AMOUNT.

K-15

Appendix K: Subfunds

THE VIEW SUBGRANTS LINK
Clicking the View Subgrants link on a View Subfund screen displays the Search Subgrants
screen, prepopulated with the subgrants created from the subfund you were viewing. The
example shown here is for the SU fund type:

For details about a subgrant, click the Edit or View link in the ACTION column (see Appendix
L for more information).

K-16

Appendix L
SUBGRANTS
While subfunds are used in IDIS to track grant funds by fund type, subgrants are used to
track the funds by the organizations receiving them.

ACCESSING THE SUBGRANT FUNCTIONS
Click the Grant tab at the top of the page you are on to display the Search Grants screen.
Links to the subgrant functions you are authorized to access are listed on the left:

The Subgrant option is used to add, edit, and view subgrants of CDBG grant fund types (AD,
SU, TA) and is explained starting on the next page.
The Subgrant Program Income option is used for subgrants of CDBG non-grant fund types,
including PI, SF, RL, and LA. Turn to page L-11 for details.

L-1

Appendix L: Subgrants

ADD AD/SU/TA SUBGRANTS
Click the Subgrant Add link on any Grant tab screen to display the Add Subgrant screen:

Field

Description

Subgrant Recipient Name

1. Click the [Select Organization] button.
2. On the Select Organization page, enter search criteria if you
wish or leave the search fields blank to display a list of all
the organizations to which you can subgrant.
3. Click the [Search] button.
4. To select an organization, click first on the radio button
next to its name and then on the [Select] button. The Add
Subgrant screen is redisplayed.

Program

Select CDBG.

Grant Year

Select the year of the grant the subgrant is being created from.

Grant #

Select the correct grant number (for most grantees, only one is
listed if you have filled in the PROGRAM and GRANT YEAR).
L-2

Appendix L: Subgrants

Field

Description

Fund Type

Select the type of subgrant you want to add: AD
(Administration), SU (Subgrant), or TA (Technical Assistance).
To subgrant PI, use the Subgrant Program Income option (see
page L-11).

[Check Balance]

Click this button to display the maximum amount available to
subgrant in the MAXIMUM field.

Range for Authorized
Amount
Minimum

This read-only field is always $0.00 when a subgrant is being
added.

Maximum

This read-only field shows the maximum amount that may be
entered in the next field, NEW SUBGRANT AMOUNT. It is based on
the amount available in the source subfund.

Authorized Amount for
this Subgrant

Enter the amount of the subgrant. It cannot exceed the
MAXIMUM.

Banking

Change this field to Yes if the organization receiving the
subgrant is authorized to receive drawdown payments directly
from LOCCS.
If you are able to change this to Yes (it isn’t allowed for all
organizations) but there is no banking data in LOCCS for the
subgrantee, a warning message is displayed and the status of
the subgrant is set to Waiting for Banking Info. Until the
banking information is received and the subgrant status
changes to Active, the subgrant will not be available for
committing funds via the Activity Funding function.

Show Availability

Use this search feature if you need to identify a funding source
for the subgrant you are adding.
Input any search criteria you like and click the [Show] button
to run the search. The AMOUNT AVAILABLE TO SUBGRANT will be
shown for each subfund in the search results table.

To add the subgrant, click the [Save] button. The View Subgrant screen (see page L-8) is
displayed with the message “Subgrant added”.
To exit without saving, click the [Reset] button to refresh and redisplay the Add screen.

L-3

Appendix L: Subgrants

EDIT AD/SU/TA SUBGRANTS
To edit a subgrant, you must first conduct a search to retrieve it. Click the Subgrant Search
link on any Grant tab screen to access the Search Subgrants screen.

SEARCH SUBGRANTS SCREEN
Enter as many or few of the following search criteria as you wish to retrieve the subgrant(s)
you want to update:

Field

Description

Subgrant to Organization
Name

Limit the search to subgrant recipient names that contain the
text string you enter.

Program

To limit the search to a particular program, select it from the
dropdown.

Grant Year

To limit the search to a particular grant year, choose it from
this dropdown.

Fund Type

The choices for CDBG States are AD (Administration), SU
(Subgrant), or TA (Technical Assistance).

Grant #

Limit the search to source grants starting with the text string
you enter.

Subgrants Given

All – the subgrants that the organization you are logged on as
has given to and received from other organizations.
No – the subgrants that the organization you are logged on as
has received from other organizations.
Yes – the subgrants that the organization you are logged on as
has given to other organizations.

Subgrant Status

To limit the search to a particular status, select it from the
dropdown. (For information about the Waiting for Banking Info
status, see the entry for the Banking field on page L-3).

L-4

Appendix L: Subgrants

Click the [SEARCH] button to run the search and display the subgrants that meet the criteria
you specified.

Select the subgrant you want to process by clicking the Edit link in the last column of the
search results table. Instructions for the Edit screen follow on the next page.
Note that for subgrants with an AUTHORIZED AMOUNT of $0.00 there is also a Delete link.
When you click it, you are asked to confirm the deletion. Click [OK] to delete the subgrant.
Otherwise click [Cancel].

L-5

Appendix L: Subgrants

EDIT SUBGRANTS SCREEN
Two fields can be updated on this screen: the subgrant amount and the banking flag. A list
of the activities funded with the subgrant can also be accessed.

Field

Description

New Authorized Amount for To change the CURRENT AUTHORIZED AMOUNT FOR THIS SUBGRANT,
this Subgrant
enter the new amount (not the amount of the increase or
decrease) in this field. It cannot be less than the MINIMUM or
more than the MAXIMUM. The calculation of those two values is
based on the amount available from the source subfund and
the amount of the subgrant that has already been used.
If the NEW AUTHORIZED AMOUNT is changed to $0.00, the
subgrant can be deleted on the Search Subgrants results
screen.
Banking: Yes/No

Select Yes if the SUBGRANT RECIPIENT is to receive drawdown
payments directly from LOCCS.
If Yes is selected (it isn’t allowed for all organizations) but
there is no banking data in LOCCS for the subgrantee, a
L-6

Appendix L: Subgrants

Field

Description
warning message is displayed and the SUBGRANT STATUS field
will be set to Waiting for Banking Info.
The subgrant will not be available for committing funds via the
Activity Funding function until the banking information is
received and the SUBGRANT STATUS becomes Active.

The screen that is displayed when the [View Activities] button is clicked is described on
page L-10.
To save your changes, click the [Update Banking Only] button if BANKING YES/NO was the
only field changed (to avoid getting an error message on the NEW AUTHORIZED AMOUNT field);
otherwise, click the [Save] button. When you do, the View Subgrant screen, shown on the
next page, is displayed.
To exit without saving your changes, click the [Return to Subgrants] button.

L-7

Appendix L: Subgrants

VIEW AD/SU/TA SUBGRANTS
To view a subgrant, you must first conduct a search to retrieve it. Click the Subgrant Search
link on any Grant tab screen to access the Search Subgrants screen. Run a search to
retrieve the subgrant you want to view (see page L-4 for instructions), then click on its View
link in the search results table. The View Subgrant screen is displayed.

VIEW SUBGRANT SCREEN
Subgrant details are provided on this screen.

L-8

Appendix L: Subgrants

All fields are read-only.
Field

Description

Subgrant Recipient Name

Clicking on the link here displays information about the
subgrantee.

Program

The CPD program providing the grant used for the subgrant.

Grant Year

The year of the grant from which the subgrant was created.

Grant #

The number of the source grant.

Subgrant Status

Either Active or Waiting for Banking Info (see entry for the
BANKING field on page L-6).

Date Created

The date the subgrant was created in IDIS.

Fund Type

The subfund from which the subgrant was created. For CDBG
States, this is AD (Administration), SU (Subgrant), or TA
(Technical Assistance).

Administering Organization

The name of the organization administering the subgrant.

Payee EIN/TIN#

The EIN/TIN# of the organization that receives the wire
transfers of funds drawn down from the subgrant.

Authorized Amount

The total amount of this subgrant available to the subgrantee
to subgrant, commit to activities, and draw. It is equal to the
latest authorized amount you specified on the Add or Edit
Subgrant screen.

Subgranted Amount

The amount of this subgrant that has been subgranted.

Amount Available to
Subgrant

The amount of the subgrant that is available to subgrant to
other organizations. It equals AUTHORIZED AMOUNT minus
SUBGRANTED AMOUNT minus COMMITTED TO ACTIVITIES AMOUNT.

Committed to Activities
Amount

The amount of this subgrant that has been committed to
activities.

Net Drawn Amount

Net disbursements from this subgrant, equal to DRAWN AMOUNT
plus DRAWDOWN PENDING AMOUNT plus RETURNED AMOUNT.

Drawn Amount

Total disbursements from this subgrant.

Drawdown Pending
Amount

The sum of draws from this subgrant that have been approved
in IDIS and are awaiting a response from LOCCS.

Returned Amount

The total amount disbursed from the subgrant and later
returned by the grantee to the Letter of Credit.

Amount Available to Draw

Equal to AUTHORIZED AMOUNT minus SUBGRANTED AMOUNT minus
NET DRAWN AMOUNT.

Amount Available to
Increase Authorized
Amount for this Subgrant

The amount of AD/SU/TA available to increase the AUTHORIZED
AMOUNT.

Click the [View Activities] button to display the Activities Funded from Subgrant screen (see
next page) or the [Return] button to redisplay the Search Subgrants screen.

L-9

Appendix L: Subgrants

VIEW ACTIVITIES FUNDED FROM SUBGRANT SCREEN
This screen is displayed when the [View Activities] button is clicked on the View Subgrant or
Edit Subgrant screen. It shows information about the activities the SUBGRANT RECIPIENT has
carried out with all subgrants (notice that the GRANT YEAR field below is All Years and the
GRANT # is B-XX) of the FUND TYPE displayed on the View/Edit Subgrant screen:

The list is ordered by IDIS Activity ID (ascending), and cannot be resorted.
Click the [Return to View/Edit Subgrant] button to display the previous page, or the [Return
to Subgrants] button to display the Search Subgrants screen.

L-10

Appendix L: Subgrants

SUBGRANT PROGRAM INCOME AND LA FUNDS
Subgranting of program income and LA funds is useful in accounting for locally-retained
accounts by individual UGLGs. The processes of adding, editing, and viewing subgrants of
program income (fund types PI, SF, RL) and repayments of grant funds to a local account
(fund type LA) are the same as for AD/SU/TA subgrants, but are performed on a separate
set of screens.
Click the Grant tab at the top of the page you are on to display the Search Grants screen.
Links to the Subgrant Program Income functions you are authorized to access are listed on
the left:

Each function is explained below.

L-11

Appendix L: Subgrants

ADD PI/SF/RL AND LA SUBGRANTS
Click the Subgrant Program Income Add link on any Grant tab screen to display the Add
Subgrant of Program Income screen:

The screen is very similar to the add screen for AD/SU/TA subgrants.
Field

Description

Subgrant Recipient Name

1. Click the [Select Organization] button.
2. On the Select Organization page, enter search criteria if you
wish or leave the search fields blank to display a list of all
the organizations to which you can subgrant.
3. Click the [Search] button.
4. To select an organization, click first on the radio button
next to its name and then on the [Select] button. The Add
Subgrant screen is redisplayed.

Program

Select CDBG.

Program Year of Receipt



For PI/SF/RL: Select the year of the receipt account from
which the subgrant is to be created.



For LA: Select the year of the grant from which the
returned funds were drawn down.
L-12

Appendix L: Subgrants

Field

Description
To quickly find the amount available to subgrant in each
account, use the “Show Availability” feature (described below)
at the bottom of the screen.

IDIS Fund Number



For PI/SF/RL: Select the correct receipt account number.



For LA: Select the correct grant number.

For most grantees, only one number is listed if you have filled
in the PROGRAM and PROGRAM YEAR OF RECEIPT fields.
Fund Type

Select the type of subgrant you want to add:





[Check Balance]

PI
RL
SF
LA

General Program Income
Revolving Loan
State Revolving Fund
Grant-Specific Repayment to Local Account.

Click this button to display the maximum amount available to
subgrant in the MAXIMUM field.

Range for Authorized
Amount
Minimum

This read-only field is always $0.00 when a subgrant is being
added.

Maximum

This read-only field shows the maximum amount that may be
entered in the next field, NEW SUBGRANT AMOUNT. It is based on
the amount available in the source subfund.

Authorized Amount for
this Subgrant

Enter the amount of the subgrant. It cannot exceed the
MAXIMUM.

Show Availability

Use this search feature if you need to identify a funding source
for the subgrant you are adding.
Input any search criteria you like and click the [Show] button
to run the search. The AMOUNT AVAILABLE TO SUBGRANT will be
shown for each subfund in the search results table.

Click the [Save] button to add the subgrant or the [Reset] button to refresh and redisplay
the add screen.

L-13

Appendix L: Subgrants

EDIT PI/SF/RL AND LA SUBGRANTS
To edit a PI subgrant, click the Subgrant Program Income Search link on any Grant tab
screen to access the Search Subgrant Program Income screen.

SEARCH SUBGRANTS SCREEN
Enter as many or few search criteria as you wish to retrieve the subgrant(s) you want to
update:

The screen is very similar to the search screen for AD/SU/TA subgrants.
Field

Description

Subgrant to Organization
Name

Limit the search to subgrant recipient names that contain the
text string you enter.

Program

To limit the search to a particular program, select it from the
dropdown.

Program Year of Receipt

To limit the search to a particular grant year, choose it from
this dropdown.

Fund Type

The choices for CDBG States are PI (general Program Income),
RL (Revolving Loan), SF (State Revolving Fund), or LA (GrantSpecific Repayment to Local Account).

IDIS Fund Number

Limit the search to receipt accounts (or, for LA, grant numbers)
starting with the text string you enter.

Subgrants Given

All – the subgrants that the organization you are logged on as
has given to and received from other organizations.
No – the subgrants that the organization you are logged on as
has received from other organizations.
Yes – the subgrants that the organization you are logged on as
has given to other organizations.

Subgrant Status

To limit the search to a particular status, select it from the
dropdown. (For information about the Waiting for Banking Info
status, see the entry for the Banking field on page L-3).
L-14

Appendix L: Subgrants

Click the [SEARCH] button to run the search and display the subgrants that meet the criteria
you specified.

To update a subgrant, click the Edit link in the last column to display the Edit Subgrant of
Program Income screen.
Note that for subgrants with an AUTHORIZED AMOUNT of $0.00 there is also a Delete link.
When you click it, you are asked to confirm the deletion. Click [OK] to delete the subgrant.
Otherwise click [Cancel].

L-15

Appendix L: Subgrants

EDIT SUBGRANTS SCREEN
The only field that can be updated on this screen is the subgrant amount.

Field

Description

New Authorized Amount for To change the CURRENT AUTHORIZED AMOUNT FOR THIS SUBGRANT,
this Subgrant
enter the new amount (not the amount of the increase or
decrease) in this field. It cannot be less than the MINIMUM or
more than the MAXIMUM. The calculation of those two values is
based on the amount of the subgrant that has already been
used and the amount available from the source receipt
account.
If the NEW AUTHORIZED AMOUNT is changed to $0.00, the
subgrant can be deleted on the Search Subgrants results
screen.
The screen that is displayed when the [View Activities] button is clicked is described on
page L-10.
To save your changes, click the [Save] button. When you do, the View Subgrant screen,
shown on the next page, is displayed.

L-16

Appendix L: Subgrants

VIEW PI/SF/RL AND LA SUBGRANTS
To view a subgrant, you must first conduct a search to retrieve it. Click the Subgrant Search
link on any Grant tab screen to access the Search Subgrants screen. Run a search to
retrieve the subgrant you want to view (see page L-14 for instructions), then click on its
View link in the search results table. The View Subgrant screen is displayed.

VIEW SUBGRANT SCREEN
Subgrant details are provided on this screen.

All fields are read-only.
Field

Description

Subgrant Recipient

Clicking on the link here displays information about the
subgrantee.

Program

CDBG.

Program Year of Receipt



For PI/SF/RL: Select the year of the receipt account from
which the subgrant is to be created.
L-17

Appendix L: Subgrants

Field

IDIS Fund Number

Description


For LA: Select the year of the grant from which the
returned funds were drawn down.



For PI/SF/RL: Select the correct receipt account number.



For LA: Select the correct grant number.

Subgrant Status

Either Active or Inactive.

Date Created

The date the subgrant was created in IDIS.

Fund Type

The receipt account from which the subgrant was created: PI,
SF, RL, or LA.

Administering Organization

The name of the organization administering the subgrant.

Payee EIN/TIN#

The EIN/TIN# of the administering organization.

Authorized Amount

The total amount of this subgrant available to subgrant,
commit to activities, and draw. It is equal to the latest
authorized amount you specified on the Add or Edit Subgrant
screen.

Subgranted Amount

The amount of this subgrant that has been subgranted.

Amount Available to
Subgrant

The amount of the subgrant that is available to subgrant. It
equals AUTHORIZED AMOUNT minus SUBGRANTED AMOUNT minus
COMMITTED TO ACTIVITIES AMOUNT.

Amount Committed to
Activities

The amount of this subgrant that has been committed to
activities.

Net Drawn Amount

Net disbursements from this subgrant, equal to DRAWN AMOUNT
plus DRAWDOWN PENDING AMOUNT plus RETURNED AMOUNT.

Drawn Amount

Total disbursements from this subgrant.

Drawdown Pending
Amount

The sum of draws from this subgrant that have been approved
in IDIS and are awaiting a response from LOCCS.

Amount Available to Draw

Equal to AUTHORIZED AMOUNT minus SUBGRANTED AMOUNT minus
NET DRAWN AMOUNT.

Amount Available to
Increase Authorized
Amount for this Subgrant

The amount of PI/SF/RL/LA available to increase the
AUTHORIZED AMOUNT.

Click the [View Activities] button to display the Activities Funded from Subgrant screen (see
next page) or the [Return] button to redisplay the Search Subgrants screen.

L-18

Appendix L: Subgrants

VIEW ACTIVITIES FUNDED FROM SUBGRANT SCREEN
This screen is displayed when the [View Activities] button is clicked on the View Subgrant or
Edit Subgrant screen. It shows information about the activities the SUBGRANT RECIPIENT has
carried out with all subgrants (notice that the GRANT YEAR field below is All Years and the
GRANT # is B-XX) of the FUND TYPE displayed on the View/Edit Subgrant screen:

The list is ordered by IDIS Activity ID (ascending), and cannot be resorted.
Click the [Return to View/Edit Subgrant] button to display the previous page, or the [Return
to Subgrants] button to display the Search Subgrants screen.

L-19