ERA User Guide_v.0.4 - 7.9.2021-Clean

Emergency Rental Assistance Program (ERA1)

ERA User Guide_v.0.4 - 7.9.2021-Clean

OMB: 1505-0266

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User Guide: Treasury Portal for Recipient Reporting

Emergency Rental Assistance Program


July 9, 2021


DRAFT- For Discussion Purposes Only





Revision

Date

Description

Version 0.2

7/7/2021

  • Incorporated Jim’s comments

  • Incorporated Booz’s Bulk Upload Document into Appendix

  • Minor language updates

Version 0.3

7/8/2021

  • Revised numeric formatting

  • Added to Participant Household data Bulk Upload section

  • Language updates to match SalesForce

Version 0.4

7/9/2021

  • Clean Version including SalesForce screens

Table of Contents



List of Figures































The following color coding has been inserted to highlight sections that will change as new images, links, or features become available. This page will be removed once the information is inserted and final revisions are made.



Editing Color Coding

Image or link to be inserted

Transitional language, features that may/may not be present in final version

(ERA Screen Number)





























































  1. Reporting Basics

  1. Overview

This document is intended to be used as a companion to the Emergency Rental Assistance (ERA) Reporting Guidance. The ERA Reporting Guidance contains all relevant information and guidance on specific reporting requirements, while this ERA User Guide will assist you in navigating and reporting information in the Treasury Portal. You should refer to the Treasury ERA page for the latest guidance and updates on various reporting topics at https://home.treasury.gov/policy-issues/coronavirus/assistance-for-state-local-and-tribal-governments/emergency-rental-assistance-program.



The ERA program makes funding available to assist households that are unable to pay rent or utilities. Two separate programs have been established:

    • ERA1 provides up to $25 billion under the Consolidated Appropriations Act, 2021, which was enacted on December 27, 2020.

    • ERA2 provides up to $21.55 billion under the American Rescue Plan Act of 2021, which was enacted on March 11, 2021.



The funds are provided directly to States, U.S. territories, local governments, referred to as “State, Local, and Territorial Recipients”, and Indian Tribes, Tribally Designated Housing Entities (TDHEs), as applicable, and the Department of Hawaiian Home Lands (DHHL), referred to as “Tribe, TDHE, and the DHHL Recipients”.



Each Recipient is required to submit regular reporting that covers all recipient, subrecipient, and contractor activities subject to ERA1 and ERA2. Each report must provide performance and financial information including background information about the ERA project that is the subject of the report; participant (household, beneficiary) data; and financial information with details about obligations, expenditures, direct payments, and subawards.

Additional information is located in the Reporting Guidance posted on the ERA website, as well in the ERA Frequently Asked Questions (FAQs) and fact sheets, which provide important information regarding ERA.



  1. Quarterly Report Selection

In this module, you will select the Quarterly Report that you are required to complete

  1. The landing page of the ERA application will list your ERA1 and ERA2 FAINs that the Recipient has received from Treasury along with current Quarter report indicated in “Draft”. You will be also be able to select and review previous Quarterly reports.



Note: Users will need to submit ERA1 and ERA2 data separately. Always be aware of a given report’s association with ERA1 or ERA2.

  1. To navigate to a specific report, click on Provide Information to enter data for the specific ERA Award.



  1. Recipient Profile

In this module, you will review and update your Organization’s information.



  1. Recipient Profile

  1. The majority of the information will be pre-populated as available through your ERA Application file. Enter your Recipient DUNS (+4) (if applicable) for your organization.

  2. Notify the Treasury team immediately if any information is incorrect via the “functionality to be updated”

Figure 3 – Recipient Information

  1. Conditional Entry based on SAM.gov Registration Status

  1. If you are not registered in SAM.gov, you can get registered by visiting [insert link/information here].

  2. In the event that your organization is not registered with SAM.gov, update the following screens to provide executive compensation information.

Note: This information is required for Treasury to complete the FSRS.gov reporting on your behalf.



Figure 4 – Recipient Executive Compensation Reporting

Figure 5 - Conditional "No" Entry for Executive Compensation Reporting

  1. Click the Save button to record progress and advance to the next module.



  1. Projects

In this module, you will provide an overview of the ERA Project.

  1. Project Overview Sub-Module

In this Sub-Module, you will provide additional information pertaining to the project and provide a description of the project’s intentions, goals, and accomplishments.

  1. Manually enter a unique Project ID and Project Name .

  2. Manually enter the ERA Project Website URL and indicate the Geographic Service Areas served by the project.

Note: Tribe, TDHE, and the DHHL Recipients are not required to submit the Geographic Service Areas.

Figure 6 – Project Overview Data Entry



  1. Utilize the Project Description text box to provide a narrative description on the project. You should include major timelines, key partner organizations, planned outreach strategies, other housing services provided, housing stability services provided, and other affordable rental housing and eviction prevention services provided, if applicable.

  2. Utilize the System for Prioritizing Assistance text box to provide a narrative description on the Recipient’s system of prioritizing assistance to participant households of certain incomes.

Figure 7 - Project Description and System for Prioritizing Assistance



  1. Select “yes” or “no” from the dropdown menu depending on if your organization used any fact-based proxies when determining income eligibility.

  2. If you used fact-based proxies, then provide a narrative description of the proxies used and known procedures.



Figure 8 - Project Description and System for Prioritizing Assistance, "Yes"

  1. At the bottom of the page, click the Create Project icon to advance to the next screen.



  1. Projects List

  1. On the Projects screen, click on the project for which you want to provide Subaward reporting information.

  1. The link will launch into the Subaward Reporting screen.



  1. Subaward Reporting

  1. Subawards

The Subaward Reporting Submodule will allow you to enter information regarding Subawards received by the Subrecipient. Detailed information regarding the Subawards will be required.

You will have the ability to utilize a bulk-upload feature or individually enter records. For bulk-upload instructions specific to this submodule, see XX page number OR appendix link here. If you choose to individually enter records, then follow the instructions below.

  1. Review and verify the pre-populated fields pertaining to the Subawards

  2. Manually enter the following fields pertaining to the Subawards: Subaward Number, Subaward Obligation, Subaward Date, Period of Performance Start, Period of Performance End, Place of Performance Address, City, State, Zip+4, Country, and Congressional District.

  3. Select the Subaward Type, and Subrecipient from the drop-down picklist.

  4. Use the open textbox to provide a brief description on the Subaward’s underlying eligible use

Figure 9 – Subaward Reporting Sub-Module



Figure 10 – Subaward Reporting Sub-Module



  1. Once you have filled in the information, click Create Subaward to finalize the data entry.





  1. Manually Create a Subrecipient

After completing the Subaward Reporting, the Subrecipient Profile Submodule will document the information of Subrecipients that received federal funding from the ERA program. You can enter each Subrecipient record individually or utilize a bulk-upload feature.



You will have the ability to utilize a bulk-upload feature or individually enter records. For bulk-upload instructions specific to this submodule, see XX page number OR appendix link here. If you choose to individually enter records, then follow the instructions below.

  1. First, manually enter the Subrecipient DUNS.

  2. You can either search for the Subrecipient if you have already created it, or click Manually Create if it is your first time entering the DUNS.



Figure 11 - Manually Create a Subrecipient

  1. Enter the relevant Subrecipient information below in each of the required fields.

Figure 12 - Manually Create a Subrecipient, Info 1

  1. Answer “yes” or “no” in the drop-down picklist to the three questions provided below.

Figure 13 - Manually Create a Subrecipient, Info 2

  1. If your organization’s five highest paid officers is not publicly listed or otherwise listed in SAM.gov, enter the name and total compensation of each officer in the table shown below.

Figure 14 - Manually Create a Subrecipient, Info 3

  1. At the bottom of the page, click the Create Subrecipient icon to advance to the next screen.



  1. Subaward Expenditure Reporting

Once Subaward data is entered, you will need to provide information regarding the expenditure of Subawards. The expenditures will be categorized into three groups: (1) Expenditures greater than or equal to $30K, (2) Aggregated Expenditures less than $30K, (3) Aggregated Expenditures to individuals less than $30K.

You will have the ability to utilize a bulk-upload feature or individually enter records. For bulk-upload instructions specific to this submodule, see XX page number OR appendix link here. If you choose to individually enter records, then follow the instructions below.

Expenditures greater than or equal to $30,000

  1. Review and verify the pre-populated fields pertaining to the Subaward expenditures greater than or equal to $30,000.

  2. Select the Subaward Name and Subaward Type from the picklist. Verify the Subrecipient’s compliance with the conditions of the grant through a drop-down picklist

  3. Manually enter the Expenditure Start, Expenditure End, and Expenditure Amount.

  4. Select the Expenditure Category from the drop-down picklist.

  5. Answer Yes or No in the drop-down picklist if for Is the Subrecipient complying with the terms and conditions of the grant? If the Subrecipient is not in compliance, then manual entry of a brief explanation will be required

  6. You will have the ability to individually enter expenditures or utilize a Subaward Expenditure Bulk Upload feature.

Figure 15 – Expenditures > $30,000

Figure 16 – Data Entry for Expenditures > $30,000

  1. At the bottom of the page, click the Next icon to advance to the next screen.

Aggregate Expenditures for less than $30,000

  1. Manually enter the Total Quarterly Expenditure Amount, Cumulative Expenditures, and Cumulative Obligations.

  2. Select the Expenditure Category and Subaward Type from the drop-down picklist.

Figure 17 – Data Entry for Aggregate Expenditures < $30,000

  1. At the bottom of the page, click the Next icon to advance to the next screen.

Aggregate Expenditures to Individuals for less than $30,000

  1. Manually enter the Total Quarterly Expenditure Amount, Cumulative Expenditures, and Cumulative Obligations.

  2. Select the Expenditure Category from the drop-down picklist.

Figure 18 – Data Entry for Individual Payments < $30,000

  1. At the bottom of the page, click the Next icon to advance to the next screen.



  1. Demographic Reporting

In this module, you will provide detailed information on the status of the subject ERA1 or ERA2 Project using performance data and participant demographic information. All fields will need to be manually entered as no fields are pre-populated. For each measure and data element listed below, Recipients must report progress achieved over the reporting period. State, Local and Territorial Recipients must also report certain data elements by race, ethnicity and gender of the primary applicant for assistance in the household.

Figure 19 – ERA Demographic Reporting



You will have the ability to utilize a bulk-upload feature or individually enter records. For bulk-upload instructions specific to this submodule, see XX page number OR appendix link here. If you choose to individually enter records, then follow the instructions below.

  1. Under the ERA Applicants section, enter the number of unique households that:

Completed and submitted an application for ERA assistance

Received assistance of any kind under the ERA program

Received ERA assistance for the first time

Note: Tribe, TDHE, and the DHHL Recipients must report this entire element, with no requirement to report the information broken out by race, ethnicity, and gender of the primary applicants for assistance.



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Figure 21 – Reporting on ERA Applicants

Note: When you see the “Provide Demographic Information” icon in blue (circled in red above), you will click it and enter relevant demographic information into the chart seen below.



  1. Under the ERA Assistance Provided Section, you will manually enter:



The number of unique households that received ERA assistance for Rent, Rental Arrears, Utilities/Home Energy Bills, Utilities/Home Energy Costs Arrears, Other Expenses Related to Housing, and Housing Stability Services.

Note: Tribe, TDHE, and the DHHL Recipients must report on each of the five ERA Financial Assistance Types listed, with no requirement to report the information broken out by race, ethnicity, and gender of the primary applicant for assistance.

Figure 22 – Reporting on ERA Assistance Provided

  1. Under the Protecting Vulnerable Communities Section enter:

The number of unique households that reside at less than 30% of area median income, between 30% and 50% of area median income, and between 50% and 80% of area median income

Note: Not applicable for Tribe, TDHE, and the DHHL Recipients.

Figure 23 – Reporting on ERA Protections to Vulnerable Communities

Number of households that were deemed categorically eligible to receive ERA assistance based on prior enrollment in other income-based federal benefit programs

Note: Not applicable for Tribe, TDHE, and the DHHL Recipients.

Number of recipient households whose eligibility was determined with a fact-based proxy

Note: Not applicable for Tribe, TDHE, and the DHHL Recipients.

Total amount of ERA award paid to or for participating households

Note: Tribe, TDHE, and the DHHL Recipients must report this data point, with no requirement to report the information broken out by race, ethnicity, and gender of the primary applicants for assistance.

Average amount of ERA award provided to or for each participating household

Note: Tribe, TDHE, and the DHHL Recipients must report this data point, with no requirement to report the information broken out by race, ethnicity, and gender of the primary applicants for assistance.

Average number of months of assistance provided by ERA rental payments (excluding arrears)

Note: Tribe, TDHE, and the DHHL Recipients must report this data point, with no requirement to report the information broken out by race, ethnicity, and gender of the primary applicants for assistance.

Average number of months of assistance provided by ERA utilities/home energy bills payments (excluding arrears)

Note: Not applicable for Tribe, TDHE, and the DHHL Recipients.

Figure 24 – Reporting on ERA Protections to Vulnerable Communities



  1. Under the ERA Funds Approved but Not Expended section you will manually enter:

Total Dollar Amount of ERA Award Funds Approved (Obligated) to or for Participant Households

Total Amount of ERA Award Fund Paid (Expended) for Administrative Expenses

Total Amount of ERA Award Funds Approved (Obligated) for Administrative Expenses

Total Dollar Amount of the ERA Award Funds Paid (Expended) for Housing Stability Services

Total Dollar Amount of the ERA Funds Approved (Obligated) for Housing Stability Service Costs

Note: Entire section not applicable for Tribe, TDHE, and the DHHL Recipients.



Figure 25 – Reporting on Non-Expended Approved ERA Funds

  1. At the bottom of the page, click the Next icon to advance to the next screen.



  1. Report Overview

  1. Quarterly Performance Narrative Sub-Module

In this Sub-Module, you will provide additional information on how the project performed against the outlined ERA goals and outcomes for the current reporting Quarter.

  1. Provide a narrative that discusses how the project performed relative to the goals outlined by the ERA program. Be sure to address all the listed relevant points.



Figure 26 - Performance Narrative

  1. At the bottom of the page, click the Next icon to advance to the next screen.



  1. Quarterly Narrative on Effective Practices Sub-Module

In this Sub-Module, you will provide additional information on the effective practices that were used by your organization

  1. Provide a brief explanation on the effective practices used by your organization used when administering the ERA project.

Figure 27 – Effective Practices Narrative Entry

  1. At the bottom of the page, click the Next icon to advance to the next screen.



  1. Federal Financial Reporting – Form SF-425, Household Payment Data File (Screens 3 and 6)

In this section, you must upload a completed and signed copy of your SF-425 form (*.pdf format only) and your organization’s address-level ERA program data

  1. Click the first Upload Files button to submit your completed and signed Quarterly SF-425 document.

  2. Manually enter the Current Quarter Obligations, Current Quarter Expenditures, Cumulative Obligations to date, and Cumulative Expenditures to date data.

  3. Click the second Upload Files button to and attach your necessary Participant Household Payment Data File.

Note: Tribe, TDHE, and the DHHL Recipients are not required to submit Participant Household Payment Data Files

Figure 31 – Form SF-425 Upload

  1. At the bottom of the page, click the Save button to advance to the next screen.



  1. Official Certification

  1. Users must review and agree to the following statement:



Figure 33 – Form Submission Certification

  1. Click Submit Form button to agree to the statement and to complete the reporting process.







Appendices



  1. Bulk Upload Overview

Purpose

Award Recipients are required to submit quarterly reports to include performance and financial information including background information about the ERA Project that is the subject of the report; participant data; and financial information with details about obligations, expenditures, direct payments, and Subawards. This document provides guidance on how to upload reports to the Treasury portal. Award recipients will have the ability to upload performance and financial data reports for the following reporting modules:

  1. Subrecipient Profile

  2. Subaward Reporting

  3. Subaward Expenditure Reporting > $30,000

  4. Subaward Expenditure Reporting < $30,000

  5. Subaward Expenditure Reporting < $30,000 to Individuals

  6. ERA Programmatic Reporting

  7. Participant Household Payment Data


Upload Process

The upload process includes the following steps:

  1. Identify the reporting module to upload

  2. Create a Comma-Separated Values (CSV) file following the specification described in this document

  3. Follow the “How to Upload Files” section

    1. Upload reporting module files

    2. Reconcile data upload error messages

    3. Receive successful upload confirmation



Support Options – How to Get Help

<Add how-to get help, help desk email, phone number, etc. >



Technical Guidance

CSV File Format - All information is submitted a CSV files, see details description of the CSV format at:

https://en.wikipedia.org/wiki/Comma-separated_values

Specific CSV characteristics:

  1. Each column header is in double quotes. Examples:

    1. “firstName”,”lastName”

  2. The Data format is: mm/dd/yyyy with double quotes. Example:

    1. “06/22/2021”

  3. The naming convention for the uploaded files:

    1. xxxx

  4. All String and Date values are in double quotes

  5. Numeric values do not require double quotes. Numeric values could be an integer or decimal

  6. The column length specifies the type of number expected

  7. Numeric values with decimals are specified for each case

  8. All currency values are numeric. It is not required to add “,” for thousand or millions

Upload Template Description

Each data element and/or column in the CSV files is described below:

Index No: Reference number for the data element. For internal use only

Defined term: Column Short description

Definition: Column long description or definition

CSV Column Name: The column header name that must be used in the CSV file

Required: Indicates if the column is required or not required.

List Value: The content of the column is from a list of predefined values. This is valid for some of the columns. The list is provided for all cases. Most of the cases is N/A which means that the type is ether String or Numeric

Data type: Specify the data type of the column. The options are: Numeric, Text, Date and Pick List.

Max Length: Indicates the maximum length in characters that is allowed for each column.

File Name Naming Convention

<Specify the naming convention here >



  1. Subrecipient Profile

This module provides identifying information for each Subrecipient that received federal funding from this program. Where possible, you should provide the Subrecipient's DUNS number to pre-populate several segments of the record. In addition, you will also need to provide information about the Subrecipient's 2 CFR 170.330 Total Compensation reporting, if applicable.

CSV Format details

Defined Term

Definition

CSV Column Name

Required

List Values

Data Type

Max
Length

Subrecipient DUNS

The DUNS unique identification number for the Subrecipient Organization of the Recipient's ERA funds.

sub_recipient_duns

Required

n/a

Numeric

9

Subrecipient DUNS (+4)

A 4-character suffix that may be assigned by a business concern and appended to its DUNS.

sub_recipient_duns_sufix

Optional

n/a

String

4

Subrecipient TIN

The Subrecipient's Internal Revenue Service (IRS) Taxpayer Identification Number

sub_recipient_tin

Required

n/a

Numeric

9

Subrecipient Type

A collection of indicators of different types of Subrecipient types that receive ERA funds.

sub_recipient_type

Required

|- Tenant
|- Landlord or Owner
|- Utility / Home Energy Service Provider
|- Other Housing Services and Eligible Expenses Provider

Picklist (see permissible values in previous column)

82

Subrecipient Name

The name of the Subrecipient.

sub_recipient_name

Required

n/a

String

120

POC Email Address

The email address of the primary point-of-contact for the Subrecipient.

sub_recipient_email

Required

n/a

String

40

Address Line 1

First line of the Subrecipient's address.

sub_recipient_address_1

Required

n/a

String

150

Address Line 2

Second line of the Subrecipient's address.

sub_recipient_address_2

Optional

n/a

String

150

Address Line 3

Third line of the Subrecipient's address.

sub_recipient_address_3

Optional

n/a

String

150

City Name

Name of the city in which the Subrecipient is located.

sub_recipient_city

Required

n/a

String

40

State Code

United States Postal Service (USPS) two-letter abbreviation for the state or territory in which the Subrecipient is located.

sub_recipient_zip5

Required

n/a

String

2

Zip5

United States ZIP code (five digits) associated with the Subrecipient's address.

sub_recipient_zip5

Required

n/a

String

5

Zip4

Zip Plus4 (four digits) associated with the Subrecipient’s address.

sub_recipient_zip4

Required

n/a

String

4

Subrecipient SAM.gov Registration

Confirmation that the Subrecipient is registered in SAM.gov

sub_recipient_is_sam_register

Required

Yes/No

Picklist (see permissible values in previous column)

n/a

Federal Funding-to-Annual Gross Revenue (preceding fiscal year) Proportional Threshold for Top 5 Executive Compensation Reporting

Confirmation that the proportion of the Subrecipient's federal funding-to-total annual gross revenue for the preceding fiscal year is at least 80%

sub_recipient_is_funding_to_total_80

Required

Yes/No

Picklist (see permissible values in previous column)

n/a

Federal Funding of Annual Gross Revenue (preceding fiscal year) Threshold for Top 5 Executive Compensation Reporting

Confirmation that the Subrecipient's total annual gross revenue from federal funding across all programs for the preceding fiscal year is greater than $25 million.

sub_recipient_is_preceding_fiscal_25m

Required

Yes/No

Picklist (see permissible values in previous column)

n/a

Confirmation of 2 CFR 170 Total Compensation Information

Confirmation that qualifying Subrecipient's publicly identify their top five highest compensated executives or have it listed in their SAM.gov profile

sub_recipient_is_five_excs

Required

Yes/No

Picklist (see permissible values in previous column)

n/a

Executive Name

The legal name belonging to one of the five highest paid executives, officers, or employees of the Subrecipient.

sub_recipient_executive_name_n


Please provide 5 executive names, replace n with 1,2,..5

Required

n/a

String

100

Total Compensation

The Total Compensation, as defined in 2 CFR part 170.330, earned by the five highest paid executives, officers, or employees of the Subrecipient.

sub_recipient_executive_total_compensation_n


Please provide 5 executive names, replace n with 1,2,..5

Required

n/a

Numeric

12,2



  1. Subaward Reporting

This module provides general information for each Subaward of federal funding provided under this program. The module includes detailed information on the amount, date, period and place of performance, and a brief description of the Subaward and its underlying eligible use. In addition, associate the Subaward with the relevant Project /FAIN and Subrecipient.



CSV Format details

Defined Term

Definition

CSV Column Name

Required

List Values

Data Type

Max
Length

Subaward No.

Recipient's internal account number for the grant, contract, transfer, or direct payment. This can be the account number or any other unique identifying number assigned by the Recipient to the award. This number is strictly for the Recipient's recordkeeping.

sub_award_no

Required

n/a

String

20

Subrecipient Name

Subrecipient Name - Assigned to the Subaward. Name must match valid sub-recipient name either uploaded in the Subrecipient bulk upload or a entered in the system.

sub_recipient_name

Required

n/a

String

120

Subaward Type

The type of Subaward.

sub_award_type

Required

- Contract: Purchase Order
- Contract: Delivery Order
- Contract: Blanket Purchase Agreement
- Contract: Definitive Contract
- Grant: Lump Sum Payment(s)
- Grant: Reimbursable
- Direct Payment
- Transfer: Lump Sum Payment(s)
- Transfer: Reimbursable

Picklist (see permissible values in previous column)

30

Subaward Amount (Obligation)

Total amount of ERA funds obligated by the Recipient to a Subrecipient under a given Subaward.

sub_award_amount

Required

n/a

Numeric

12,2

Subaward Date

The date the Recipient obligated funds to a Subrecipient.

sub_award_date

Required

n/a

Date

8

Period of Performance Start

The date on which efforts begin or the Subaward is otherwise effective.

sub_award_period_start

Required

n/a

Date

8

Period of Performance End

The date on which all effort is completed or the Subaward is otherwise ended.

sub_award_period_end

Required

n/a

Date

8

Place of Performance Address 1

First line of the address where the predominant performance of the Subaward will be accomplished.

sub_award_perf_address1

Required

n/a

String

120

Place of Performance Address 2

Second line of the address where the predominant performance of the Subaward will be accomplished.

sub_award_perf_address2

Optional

n/a

String

120

Place of Performance Address 3

Third line of the address where the predominant performance of the Subaward will be accomplished.

sub_award_perf_address3

Optional

n/a

String

120

Place of Performance City

The name of the city where the predominant performance of the Subaward will be accomplished.

sub_award_perf_city

Required

n/a

String

40

Place of Performance State Code

United States Postal Service (USPS) two-letter abbreviation for the state or territory indicating where the predominant performance of the Subaward will be accomplished.

sub_award_perf_country

Required

n/a

String

2

Place of Performance Zip5

United States ZIP code (five digits) identifying where the predominant performance of the subaward will be accomplished.


sub_award_perf_zip5

Required

n/a

String

4

Place of Performance Zip+4

United States ZIP code (five digits) appended to the ZIP code +4 (four digits) identifying where the predominant performance of the Subaward will be accomplished.

sub_award_perf_zip5

Required

n/a

String

5

Place of Performance Country

Name of the country where the predominant performance of the Subaward will be accomplished.

sub_award_perf_county

Required

n/a

String

100

Place of Performance Congressional District

A territorial division within a state from which members of the U.S. House of Representatives are elected. This information is associated with the Subaward's Place of Performance.

sub_award_perf_dictrict

Required

n/a

String

5

Subaward Description

A description of the overall purpose and expected outputs and outcomes or results of the funded subaward, including significant deliverables and, if appropriate, associated units of measure. The purpose and outcomes or results should be stated in terms that allow an understanding that the subaward constitutes an eligible use of funds.

sub_award_description

Required

n/a

String

750



  1. Subaward Expenditure – Greater than $30,000

This module provides details for each expenditure of program funds. The module associates each expenditure with a Project, Subaward, and Subrecipient record created in Step 1a, 1b, and 1c. In addition, identify the relevant Expenditure Category, provide the amount of the expenditure(s) and relevant dates. In addition, grantees and creditors receiving federal program funds will also have to answer some additional, Subaward specific questions.

CSV Format Details

Defined Term

Definition

CSV Column Name

Required

List Values

Data Type

Max
Length

Expenditure Project Label

A drop-down list of Project Names that allows the Recipient to associate Expenditure records to Project records.

sub_award_project_label

Required

Label

100

Expenditure Subaward Label

A drop-down list of Subaward IDs that allows the Recipient to associate Expenditure records to Subaward records.

sub_award_expenditure_lebel

Required

Label

100

Expenditure Subrecipient Label

A pre-populated label - tied to the Subaward record - associated to Expenditure records.

sub_award_sub_recipient_label

Required

Label

100

Expenditure Start Date

Start date for the range of time when the expenditure(s) occurred.

sub_award_expenditure_srart_date

Required

n/a

Date

8

Expenditure End Date

End date for the range of time when the expenditure(s) occurred

sub_award_expenditure_end_date

Required

n/a

Date

8

Expenditure Amount

Total amount of Emergency Rental Assistance dollars on the Subaward.

sub_award_expenditure_amount

Required

n/a

Numeric

12,2

Expenditure Category

The category to which the purpose of the expenditure most closely relates to when created.

sub_award_expenditure_category

Required

- Financial Assistance: Rent;
- Financial Assistance: Rental Arrears;
- Financial Assistance: Utility/Home Energy Costs;
- Financial Assistance: Utility/Home Energy Costs Arrears;
- Financial Assistance: Other Housing Costs Incurred due to Covid-19;
- Housing Stability Services (Including Eviction Prevention/Diversion);
- Administrative Costs

Picklist (see permissible values in previous column)

100

Grant Compliance Check

Confirmation that the Subrecipient is in compliance with the Subaward as defined by the Recipient.

sub_award_grant_compliance_check

Required

Yes/No

Picklist (see permissible values in previous column)

n/a

Noncompliance Explanation

Written description of noncompliance identified in the Grant Compliance Check.

sub_award_noncompliance_explanation

Required

n/a

String

250



  1. Subaward Expenditure – Less than $30,000

For disbursements less than $30,000, please provide the aggregate expenditures and obligations for the current reporting period and total to date.



CSV Format Details

Defined Term

Definition

CSV Column Name

Required

List Values

Data Type

Max
Length

Subaward Type (Aggregates)

The Subaward Type that had obligation or expenditure/payment activity during the reporting period.

sub_award_type

Required

- Aggregate of Contracts Awarded for <$50,000; - Aggregate of Grants Awarded for <$50,000 - Aggregate of Loans Issued for <$50,000; - Aggregate of Transfers <$50,000; - Aggregate of Direct Payments <$50,000

Picklist (see permissible values in previous column)

30

Total Quarterly Expenditure Amount (Aggregates)

Sum of Expenditures or Payments during the most recent quarter for this Subaward Type (Aggregates).

sub_award_total_qt_expenditure_amount

Required

n/a

Numeric

12,2

Total Quarterly Obligation Amount (Aggregates)

Sum of Subaward amounts/obligations during the most recent quarter for this Subaward Type (Aggregates).

sub_award_total_qt_obligation_amount

Required

n/a

Numeric

12,2

Cumulative Expenditures (Aggregates)

Sum of expenditures across all reporting quarters for this Subaward Type (Aggregates).

sub_award_cummulative_expenditures

Required

n/a

Numeric

12,2

Cumulative Obligations (Aggregates)

Sum of Subaward amounts/obligations across all reporting quarters for this Subaward Type (Aggregates).

sub_award_cummulative_obligations

Required

n/a

Numeric

12,2



  1. Subaward Expenditure – Less than $30,000 to individuals

For disbursements less than $30,000, please provide the aggregate expenditures and obligations for the current reporting period and total to date.



CSV Format Details

Index
No.

Defined Term

Definition

CSV Column Name

Required

List Values

Data Type

Max
Length

SA30

Total Quarterly Expenditure Amount (Individuals)

Sum of Expenditures or Payments during the most recent quarter for this Subaward Type (Individuals).

sub_award_total_qt_expenditure_amount

Required

n/a

Numeric

12,2

SA31

Total Quarterly Obligation Amount (Individuals)

Sum of Subaward Amounts/Obligations during the most recent quarter for this Subaward Type (Individuals).

sub_award_expenditure_reporting

Required

n/a

Numeric

12,2

SA32

Cumulative Expenditures (Individuals)

Sum of Expenditures or Payments during the most recent quarter for this Subaward Type (Individuals).

sub_award_comulative_expenditure

Required

n/a

Numeric

12,2

SA33

Cumulative Obligations (Individuals)

Sum of Subaward Amounts/Obligations during the most recent quarter for this Subaward Type (Individuals).

sub_award_cumulative_obligations

Required

n/a

Numeric

12,2



  1. ERA Programmatic Reporting



In this module, provide Treasury with your organization's address-level data and ERA program data. If your organization does not utilize the bulk upload feature for program data, you will need to manually enter all required data elements including disaggregated data points.

CSV Format Details

Defined Term

Definition

CSV Column Name

Required

List Values

Data Type

Max
Length

Number of unique households that completed and submitted an application for ERA assistance - Current Period

The number of unique households that submitted a complete application, as reasonably determined by the Recipient, for ERA assistance in the reporting period.

Note: the phrase “unique households” means that a household that received or applied for assistance more than once since the Recipient received the ERA award should only be counted one time for reporting purposes.

This data element must be reported in aggregate and also disaggregated by Race, Gender, and Ethnicity as defined in the list values for ERAI3, ERAI4, and ERAI5, and required under the ERA1 and ERA2 statutes.

era_number_of_unique_households_sumitted

Required

n/a

Numeric

9

Number of unique households that received ERA assistance of any kind - Current Period

The number of unique households whose rent and/or utility/home energy payments were fully or partially paid by the ERA Recipient under the federal ERA program plus the number of households that received housing stability services administered by the ERA Recipient in the reporting period.

This data element must be reported in aggregate and also disaggregated by Race, Gender, and Ethnicity as defined in the list values for ERAI3, ERAI4, and ERAI5, and required under the ERA1 and ERA2 statutes.

era_number_of_unique_households_receive_assistance

Required

n/a

Numeric

9

Number of unique households that received their initial ERA assistance in the current reporting period

The sum of the number of unique participant households whose rent and/or utility/ home energy payments were fully or partially paid for the first time under the subject ERA award during the reporting period plus the number that only received housing stability services for the first time during the current reporting period.

era_unique_housholds_received_current

Required

n/a

Numeric

10

Acceptance rate of applications for ERA assistance - Current Quarter

The quarterly ratio of new applications to initial payments – i.e., the total number of new unique households receiving assistance divided by the total number of new, unique, and complete application submissions in a given quarter.

Note: this data element must be reported in aggregate and also disaggregated by Race, Gender, and Ethnicity as defined in the list values for ERAI3, ERAI4, and ERAI5, and required under the ERA1 and ERA2 statutes.

era_acceptance_rate_current_qt

Required

n/a

Percentage

2,2

Number of unique households that received ERA assistance by type - Current Period

The non-mutually exclusive number of unique households that received each type of assistance under the ERA program.

i. Rent: The number of unique participant households that were paid (or whose landlord was paid) at least one rent payment of any dollar amount under the subject ERA award in the reporting period.

ii. Rental Arrears (#): The number of unique participant households that were paid (or whose landlords were paid) a payment of any dollar amount for rental arrears under the subject ERA award in the reporting period.

iii. Utilities/Home Energy Bills (#): The number of unique participant households that were paid (or whose utility or home energy provider was paid) a payment of any dollar amount for any portion of at least one utility or home energy bill under the subject ERA award in the reporting period.

iv. Utilities/Home Energy Costs Arrears (#): The number of unique participant households that were paid (or whose utility/energy provider was paid) a payment of any dollar amount for utility/home energy bill arrears under the subject ERA award in the reporting period.

v. Other Expenses Related to Housing (#): The number of unique participant households that were paid any dollar amount for other approved housing expenses (including eviction prevention/diversion) under the ERA award during the reporting period. As identified in Treasury’s FAQ No. 7 at https://home.treasury.gov/system/files/136/ERA2FAQs%205-6-21.pdf.
Note that other housing expenses incurred due to Covid-19 does not include rent, rent arrears, utility or home energy costs and home energy costs arrears.

vi. Housing Stability Services (#): The number of unique participant households that received any housing stability services provided under the ERA award: during the reporting period; and cumulatively, since the Recipient received the ERA award. This includes housing stability services provided directly by the Recipient or by any Subrecipients or Contractors.

Note: each of these data elements must be reported in aggregate and also disaggregated by Race, Gender, and Ethnicity as defined in the list values for ERAI3, ERAI4, and ERAI5, and required under the ERA1 and ERA2 statutes.

 

Required

n/a

Numeric

9

Number of unique households that received any ERA assistance and has a household income level that is between 50 – 80% AMI - Current Period

The number of households that received ERA program assistance in the reporting period and whose income was more than 50% but less than 80% of the area median income as defined by the US Department of Housing and Urban Development.

Note: this data element must be reported in aggregate and also disaggregated by Race, Gender, and Ethnicity as defined in the list values for ERAI3, ERAI4, and ERAI5, and required under the ERA1 and ERA2 statutes.

era_income_range_current_period

Required

n/a

Numeric

9

Number of unique households that received any ERA assistance and has a household income level that is between 30 – 50% AMI - Current Period

The number of households with incomes of at least 30% but not greater than 50% of the area median income as defined by the US Department of Housing and Urban Development that received ERA program assistance in the reporting period and whose

Note: this data element must be reported in aggregate and also disaggregated by Race, Gender, and Ethnicity as defined in the list values for ERAI3, ERAI4, and ERAI5, and required under the ERA1 and ERA2 statutes.

era_received_any_range_current_perior

Required

n/a

Numeric

9

Number of unique households that received any ERA assistance and has a household income level that is less than 30% AMI - Current Period

The number of households with incomes was less than 30% of the area median income as defined by the US Department of Housing and Urban Development that received ERA program assistance in the reporting period.

Note: this data element must be reported in aggregate and also disaggregated by Race, Gender, and Ethnicity as defined in the list values for ERAI3, ERAI4, and ERAI5, and required under the ERA1 and ERA2 statutes.

era_received_income_less_range

Required

n/a

Numeric

9

Total number of recipient households whose income eligibility was determined based on their eligibility for other federal benefit programs - Current Period

Total number of households that were deemed categorically eligible to receive ERA assistance based on prior enrollment in other income-based federal benefit programs during the reportig period.

Note: this data element must be reported in aggregate and also disaggregated by Race, Gender, and Ethnicity as defined in the list values for ERAI3, ERAI4, and ERAI5, and required under the ERA1 and ERA2 statutes.

era_num_determ_elegibility_federal_current

Required

n/a

Numeric

9

Total number of recipient households whose income eligibility was determined with a fact-based proxy - Current Quarter

Total number of recipient households whose income eligibility was determined with one of the fact-based proxies described in the Program Overview during the reporting period.

Note: this data element must be reported in aggregate and also disaggregated by Race, Gender, and Ethnicity as defined in the list values for ERAI3, ERAI4, and ERAI5, and required under the ERA1 and ERA2 statutes.

era_num_determ_elegibility_proxy_current

Required

n/a

Numeric

9

Total amount of ERA award paid to or for participating households - Current Quarter

The total dollar amount of ERA award funds paid under the ERA award to or for participating households during the reporting period including payments for Financial Assistance, such as rent, rental arrears, utility and home energy costs, utility and home energy cost arrears, other housing services and eligible expenses, and Housing Stability Services (including eviction prevention services).

Note: this data element must be reported in aggregate and also disaggregated by Race, Gender, and Ethnicity as defined in the list values for ERAI3, ERAI4, and ERAI5, and required under the ERA1 and ERA2 statutes.

era_amount_paid_participants_qt

Required

n/a

Numeric

12,2

Average amount of ERA award provided to or for each participant household - Current Quarter

The average dollar amount of ERA award funds paid under the ERA award to or for participating households during the reporting period including payments for Financial Assistance, such as rent, rental arrears, utility and home energy costs, utility and home energy cost arrears, other housing services and eligible expenses, and Housing Stability Services (including eviction prevention services).

Note: this data element must be reported in aggregate and also disaggregated by Race, Gender, and Ethnicity as defined in the list values for ERAI3, ERAI4, and ERAI5, and required under the ERA1 and ERA2 statutes.

era_avr_award_current_qt

Required

n/a

Numeric

12,2

Average number of months of assistance provided by ERA rental payments (excluding arrears) - Current Quarter

The total number of rental payments paid by the ERA Recipient to or for participating households during the reporting period. Count each month’s payment to the same household individually. Do not count payments for rental arrears.

Note: this data element must be reported in aggregate and also disaggregated by Race, Gender, and Ethnicity as defined in the list values for ERAI3, ERAI4, and ERAI5, and required under the ERA1 and ERA2 statutes.

era_avr_months_rental_current_qt

Required

n/a

Numeric

2,2

Average number of months of assistance provide by ERA utilities/home energy bills payments (excluding arrears) - Current Quarter

The total number of utility/ home energy bill payments paid by the ERA Recipient to or for participating households during the reporting period. Count each month’s payment to the same household individually. Do not count payments for utility or home energy bill arrears.

Note: this data element must be reported in aggregate and also disaggregated by Race, Gender, and Ethnicity as defined in the list values for ERAI3, ERAI4, and ERAI5, and required under the ERA1 and ERA2 statutes.

era_avr_bills_current_qt

Required

n/a

Numeric

2,2

Total dollar value of ERA Financial Assistance paid (expended) to or for participating households - Current Quarter

The total dollar amount of ERA Financial Assistance, as defined in the ERA1 and ERA2 statutes, paid (expended) to or for participating households during the reporting period. The figure includes payments for rent; rental arrears; utility and home energy costs; utility and home energy cost arrears; and other housing expenses.

This does not include amounts paid for Administrative Costs or Housing Stability Services.

era_paid_participats_current_qt

Required

n/a

Numeric

12,2

Total dollar value of approved but unpaid (obligated) ERA Financial Assistance - Current Quarter

The total dollar amount of ERA Financial Assistance, as defined in the ERA1 and ERA2 statutes, approved but unpaid (obligated) to or for households during the reporting period. This figure includes payments for rent, rent arrears, utility and home energy bills, utility and home energy arrears, and other housing expenses.

This amount does not include amounts approved and expected to pay for Housing Stability Services.

era_approved_unpaid_current_qt

Required

n/a

Numeric

12,2

Total dollar value of ERA Administrative Expenses paid (expended) to or for participating households - Current Quarter

The total dollar amount of ERA Administrative Expenses, as defined in the ERA1 and ERA2 statutes, paid (expended) to or for participating households during the reporting period. The figure includes payments for rent; rental arrears; utility and home energy costs; utility and home energy cost arrears; and other housing expenses.

This does not include amounts paid for Financial Assistance or Housing Stability Services.

era_paid_admin_expenses_current_qt

Required

n/a

Numeric

12,2

Total dollar value of approved but unpaid (obligated) ERA Administrative Expenses - Current Quarter

The total dollar amount of ERA Administrative Expenses, as defined in the ERA1 and ERA2 statutes, approved but unpaid (obligated) to or for households during the reporting period. This figure includes payments for rent, rent arrears, utility and home energy bills, utility and home energy arrears, and other housing expenses.

This amount does not include amounts approved and expected to pay for Financial Assistance or Housing Stability Services.

era_approved_unpaid_admin_expenses_current_qt

Required

n/a

Numeric

12,2

Total dollar value of ERA Housing Stability Services paid (expended) to or for participating households - Current Quarter

The total dollar amount of ERA Housing Stability Services, as defined in the ERA1 and ERA2 statutes, paid (expended) to or for participating households for the reporting period. The figure includes payments for rent; rental arrears; utility and home energy costs; utility and home energy cost arrears; and other housing expenses.

This amount does not include amounts approved and expected to pay for Financial Assistance or Housing Stability Services.

era_paid_stability_servicecurrent_qt

Required

n/a

Numeric

12,2

Total dollar value of approved but unpaid (obligated) ERA Housing Stability Services - Current Quarter

The total dollar amount of ERA Housing Stability Services, as defined in the ERA1 and ERA2 statutes, approved but unpaid (obligated) to or for households during the reporting period. This figure includes payments for rent, rent arrears, utility and home energy bills, utility and home energy arrears, and other housing expenses.

This amount does not include amounts approved and expected to pay for Financial Assistance or Housing Stability Services.

era_approved_unpaid_stability_services_current_qt

Required

n/a

Numeric

12,2



  1. Participant Household Payment Data

In this Module, each State, Local and Territorial Recipient must submit a data file containing the household-level information described below for each ERA assistance payment made to or on behalf of each participant household during the reporting period. The Financial Assistance expenditure category includes payments made by State, Local or Territorial Recipients and by all subrecipients and contractors for rent, rental arrears, utility/home energy services, utility/home energy services arrears, and other housing services and eligible expenses.

CSV Format

Defined Term

Definition

CSV Column Name

Required

List Values

Data Type

Max
Length

Payee Address 1

First line of the Payee’s address

participant_household_payment_data_payee_address1

Required

n/a

String

120

Payee

Address 2

Second line of the Payee’s address

participant_household_payment_data _payee_address2

Optional

n/a

String

120

Payee

Address 3

Third line of the Payee’s address

participant_household_payment_data _payee_address3

Optional

n/a

String

120

Payee City

The name of the city where the Payee’s physical address is located

participant_household_payment_data_perf_city

Required

n/a

String

40

Payee State Code

United States Postal Service (USPS) two-letter abbreviation for the state or territory indicating the Payee state

participant_household_payment_data_perf_state

Required

n/a

String

2

Payee Zip+4

United States ZIP code (five digits) appended to the ZIP code +4 (four digits) identifying the Payee address.

participant_household_payment_data_payee_zip4

Required

n/a

String

5

Payee Type

A collection of indicators of different types of payees

participant_household_payment_data_payee_type

Required

n/a

Drop Down Menu

120

Amount of Payment

Total amount of ERA funds disbursed to the payee

participant_household_payment_data_amount_payment

Required

n/a

Dollar Numeric

12,2

Date of Payment

The date the payment was disbursed to the payee

participant_household_payment_data_payment_date

Required

n/a

Date Numeric

8

Type of Assistance Covered by Payment

A collection of indicators of different types assistance

participant_household_payment_data_types_assistance

Required

n/a

Drop Down Menu

120

Start Date Covered by the Payment

Start date the Financial Assistance covers for a particular household

participant_household_payment_data_start_date_coverage

Required

n/a

Date Numeric

8

End Date Covered by the Payment

End date the Financial Assistance covers for a particular household

participant_household_payment_data_end_date_coverage

Required

n/a

Date Numeric

8



DRAFT- PRE-DECISIONAL / CONFIDENTIAL / NOT FOR DISTRIBUTION


1

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AuthorBen Donat
File Modified0000-00-00
File Created2022-05-23

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