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Office of Multifamily Housing Assistance Restructuring OMHAR

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Title: Office of Multifamily Housing Assistance Restructuring OMHAR


1
Office of Multifamily Housing Assistance
Restructuring(OMHAR)
  • Mark-to-Market Program
  • PAE Invoice Training - 2004

2
Objective
  • To provide PAE staff with technical assistance on
    the Mark-to-Market invoicing process that will
    enable the PAE to become 1) familiar with the
    invoicing process and its requirements and 2)
    proficient in completing the invoicing forms.

3
Invoice Training Materials
  • Invoice Memoranda
  • Form 2.12
  • Form SF 3881
  • Form 2.13
  • Form 2.14A
  • Form 2.14B
  • Form 2.15
  • Form 2.16
  • Form 2.17
  • Invoice timeline
  • Govt Travel Info
  • Per diem rates
  • POV mileage rates
  • Critical Dates Tracking
  • Incentive fees
  • Sample cases

4
Invoice Memoranda (Tab C)
  • Guidance memos issued to clarify or update
    invoicing process
  • Voucher Payment Process February 22, 2000
  • Third Party Payments April 19, 2000
  • Compensation regarding new owner and purchaser
    initiatives October 4, 2000

5
Form 2.12 Transmittal Letter (Tab D)
  • Transmittal Letter from OMHAR HQ to the PAE with
    Invoicing Instructions
  • Distributed following execution of PRA
  • Provided necessary invoicing forms
  • Provided summary guidance on completing each form

6
Form SF 3881 ACH Payment (Tab E)
  • ACH Vendor/Miscellaneous Payment Enrollment Form
  • Standard government form
  • Used to obtain banking information in order to
    wire transfer payments to vendors
  • ANY change in banking information (account ,
    routing , or TIN), required to complete new form
  • Ensure form is signed by Financial Institution
  • Forward to OMHAR HQ Senior Voucher Specialist

7
Form 2.13 (Tab F)
  • Asset Payment Authorization Form
  • Sets forth the maximum expenses that will be paid
    by OMHAR per PRA
  • Need waiver (Form 2.15) for ALL amounts exceeding
    2.13 and PRA
  • Must be executed by the PAE for each asset
    identified on Exhibit 1 of the PRA limits

8
Form 2.13 (Tab F, contd)
  • Forward to the appropriate OMHAR Production
    Office for signature
  • Revised form must be attached to Form 2.16
    whenever there is a change in asset status (e.g.
    lite to full rent comp. to a lite tier 1 to
    tier 2)

9
Form 2.14A (Tab G)
  • Asset Specific Fees
  • Third Party and Other Reimbursements
  • Base Fees
  • Incentive Fees
  • To request payment for restructuring expenses on
    individual assets
  • Submit one invoice per month per asset at any
    time during the month
  • Do not submit invoices for nominal amounts

10
Form 2.14A (Tab G, contd)
  • MUST attach supporting documentation for ALL
    items invoiced
  • Include completed Government Travel Voucher when
    travel is involved
  • Copies attached to invoice should be legible
  • Must include original signatures when submitting
    to PO
  • PAE must maintain copies of all invoices and
    supporting documents
  • Written explanation of disallowances is provided
    to PAE from Production Office

11
Form 2.14B (Tab H)
  • Non-asset specific invoice form
  • Used to request reimbursement for restructuring
    activities that pertain to the PAE as a whole
    (e.g. training)
  • PAE should receive written approval from the
    appropriate OMHAR Production Office before
    incurring non-asset specific expenses
  • Include a completed government travel voucher and
    supporting documentation when travel is involved

12
Form 2.14B (Tab H, contd)
  • Submit only one invoice per month as needed
  • PAE must maintain copies of all invoices and
    supporting documents

13
Form 2.15 (Tab I)
  • OMHAR Waiver Form
  • Used by PAE to request authorization from the
    OMHAR PO to exceed Form 2.13 limitations
  • Authorization must be granted by appropriate
    OMHAR PO prior to the PAE incurring the cost
  • Amounts exceeding limit by 15,000 must also have
    HQ approval
  • Line item - Total Amount Requested additional
    cost authorized cost

14
Form 2.15 (Tab I, contd)
  • Also used to request time waiver when PRA
    timeframes cannot be met.
  • If waiver is intended to allow PAE to earn an
    incentive fee, the form must specifically state
    this in the comments box
  • PRA 5.7.1
  • Executed by PAE and appropriate OMHAR PD
  • Attach copy to Form 2.14A, when applicable

15
Form 2.16 (Tab J)
  • Used by PAE to Request Change of Asset Status
  • lite to full, rent comp. review to a lite or
    full, full to a lite, re-entry
  • Required whenever there is a change in asset
    status
  • Reminder - revised Form 2.13 is required except
    for reentry deals
  • May require a new contract renewal election (aka
    99-36) from the owner (anything to a full)
  • Attach to 2.14A, when applicable

16
Form 2.16 (Tab J, contd)
  • Complete when AOTC deal re-entering M2M Program
  • Third party reports
  • Memo PAE Compensation on Properties Reentering
    the M2M Program (5/2/03)
  • Provides guidance and fee schedule
  • Items to include in comments box
  • Fees previously paid
  • Additional base fees being requested
  • Additional 3rd party reports and travel costs
  • Timeframes for completing key milestones
  • Attach executed copy to invoice for relevant fees

17
Form 2.17 (Tab K)
  • PAEs request to place a project on hold due to
    circumstances that have occurred outside the
    PAEs control which prevents the PAE from doing
    work on the project for an extended period of
    time
  • Stops the clock
  • When clock resumes, may still be able to earn
    incentive fees per Exhibit 5 of PRA
  • Deduct hold time period from time to accomplish
    milestone to determine true timeframe
  • Attach to invoice when invoicing for incentive
    fees, when applicable

18
PAE Invoice Training
  • Questions

19
Timeline Overview Invoice Processing PAE (Tab
L)
TARGET - 30 days from receipt of third party
bill/receipt or earned fee
Timeline
  • Prepare Form 2.14A or 2.14B
  • Assign invoice number
  • Verify claims are made on appropriate line items
  • Verify eligibility and accuracy of amounts
  • Check adequacy of supporting documentation
  • Ensure bills/receipts match claimed amounts
  • Include 2.15, 2.16, 2.17, if applicable
  • Attach evidence that M2M MIS system has been
    updated, when applicable
  • Review third party work product for compliance
    with PRA
  • Third party bill/receipt must indicate work
    performed and reference project
  • Prepare bill on PAE letterhead for earned fees
  • Indicate work performed reference project
  • Review travel voucher for compliance with Federal
    travel guidelines
  • Update M2M MIS system, if appropriate

Submit one original invoice with copies of
bills/receipts and other supporting documentation
to the appropriate OMHAR Production Office
Third Party bill/receipt received or fee earned
PAE authorized official reviews for completeness
and accuracy and signs Forms 2.14A, 2.14B, and
government travel voucher
20
Timeline Overview Invoice Processing PO (Tab L)
TARGET 10 Days from receipt of complete invoice
Timeline
  • Production Office Approval
  • Indicate allowed amounts and explain any
    disallowances
  • RM Verification/ Signature
  • PD Verification/ Signature
  • Update Integrated Invoice Tracking System
  • Production Office Logs-in/Updates Integrated
    Invoice Tracking System
  • PAE No.
  • Project No.
  • Invoice No.
  • Indicate if final invoice
  • Asset Designation
  • Date of Invoice
  • Date PO Received
  • Production Office Review for Accuracy
  • Checks for consistency w/ PRA and OPG
  • Verify claims are made on appropriate line items
  • Verify eligibility and accuracy of amounts
  • Check adequacy of supp. documentation
  • Ensure bills/receipts match claimed amounts
  • Ensure 2.15, 2.16, 2.17 are included, if
    applicable
  • Verify M2M MIS system has been updated, if
    applicable

Invoice received in mail
Fed Ex orig., supporting documentation and copy
of pgs. 1 2 of 2.14A or page 1 of 2.14B,
whichever is applicable, to OMHAR HQ, Attn
Voucher Specialist
PAE Corrects Deficiencies (Submitted to PAE for
correction within 7 days of receipt. 30-day
clock restarts when invoice is resubmitted to
OMHAR PO.)
21
Timeline Overview Invoice Processing HQ (Tab L)
TARGET - 10 days of HQs receipt of completed
invoice
OVERALL TARGET- 30 days from receipt of completed
invoice
TARGET - 10 days from completion of HQs review
  • HQ Reviews Invoices
  • Check for consistency with PRA and OPG
  • Verify eligibility and accuracy of amounts
  • Check adequacy of supp. documentation
  • Ensure bills/receipts match claimed amounts
  • Ensure 2.15, 2.16, 2.17 are included, if
    applicable
  • Verify M2M MIS system has been updated

Timeline
Invoice received in mail from PO
  • OMHAR HQ
  • Enters invoice info into Integrated Invoice
    Tracking System
  • Enters into HUD payment system

OMHAR HQ sends approved invoices grouped by PAE
to Cash Management
  • OMHAR HQ
  • Confirms payment with Cash Mgmt. staff
  • Updates Integrated Invoice Tracking System
  • Notifies PAE and OMHAR PO by email of payment
  • HQ Logs-in/ Updates Integrated Invoice Tracking
    System
  • PAE No.
  • Project No.
  • Invoice No.
  • Indicate if final invoice
  • Asset Designation
  • Date of Invoice
  • Date Received

Cash Mgmt. requests Treasury Wire Transfer
Cash Mgmt. updates payment info in payment system
PAE should receive payment within 5 business days
of notification
Notify OMHAR PO of deficiencies within 7 days of
receipt. PO and/or PAE corrects deficiencies
and/or provides missing documentation. 10-day
clock for payment by OMHAR HQs restarts when
revised invoice or missing documentation is
submitted to OMHAR HQs.
22
PAE Invoice Training
  • Questions

23
Government Travel
  • Government Contract Expense Reimbursement Travel
    Voucher (Tab M)
  • Traveler must summarize daily expenses, except
    for MIEs, on this form
  • Guidance memo May 2000
  • Per diem rate (Tab O)
  • POV mileage rates (Tab P)

24
Critical Dates Tracking (Tab Q)
  • General Rule Always attach to Form 2.14A
  • Exception when amounts on invoice only include
    fees for other subcontractor fees and/or travel
  • Update M2M MIS system

25
Invoices - Things to remember
  • Submit only one invoice per asset each month
  • Record claims on the appropriate line items
  • Verify for eligibility and accuracy
  • Check adequacy of supporting documentation - Does
    it match claimed amount?
  • Update M2M MIS system, if applicable (i.e. PCA
    date)
  • Attach Critical Dates Tracking
  • OMHARs goal - pay invoices within 30 days of
    receipt of an acceptable invoice
  • Changes to banking information, complete new ACH
    Form (Form SF 3881)

26
PAE Invoice Training
  • Questions

27
2.14A (Tab G)Third Party and Other Reimbursements
F Full R Rent Restructuring (Lite) C
Comparability Review
28
Form 2.14A (Tab G)Third Party and Other
Reimbursements
  • Required supporting documentation
  • Attach receipts for ALL work performed by third
    party vendors (i.e. appraisals, PCA, legal
    counsel)
  • Travel voucher and supporting documents
  • Include waivers Form 2.15 (actual PRA )
  • Update M2M MIS system
  • Attach Critical Dates Tracking, when applicable
  • Not necessary when only invoicing for other
    subcontractors fees and/or travel

29
PAE Invoice Training
  • Questions
  • - Break 10 minutes -

30
Travel (Tab M)
  • Summarize daily expenses and per diem (Meals and
    Incidental Expenses, a.k.a MIE) on Government
    Contract Expense Reimbursement Travel Voucher
  • Must sign travel form travel and PAE certifier
  • Use most economical mode of travel
  • PAE receives letter from OMHAR HQ authorizing
    them to obtain Federal government rates (hotels,
    car rental) (Tab N)
  • One travel voucher per traveler

31
Travel (Tab M, contd)
  • Include bills/receipts for all travel costs
    except MIEs
  • Visiting multiple properties on one trip
  • Complete only one government travel voucher
  • Attach a summary breakdown of costs for each
    project to the travel voucher
  • Submit 2.14As for all projects visited on the one
    trip at the same time

32
Travel (Tab M, contd)
  • Multiple persons are traveling together
  • Each traveler must submit a separate travel
    voucher
  • Request reimbursement for the travel costs on the
    same 2.14A
  • Personal travel is combined with business travel
  • Include a written explanation which clearly
    identifies dates and costs associated with
    business travel
  • Only costs associated with business portion of
    the trip are reimbursable
  • SSN - not applicable
  • Address - required only when POV is used and
    reimbursement for mileage is from travelers
    residence

33
Travel (Tab M, contd)
  • Voucher number
  • Enter appropriate voucher number per the 2.14A
  • Per diem allowance (Tab O)
  • Daily payment for lodging, MIEs
  • Established for most localities
  • Standard rate for U.S. localities that do not
    have a specific rate
  • Maximum per diem rates and lodging rates are
    published in the Federal Register and may be
    accessed through GSA web page
  • http//policyworks.gov/org/main/mt/homepage/mtt/pe
    rdiem/travel.htm

34
Travel (Tab M, contd)
  • Meals and Incidental Expenses (MIE)
  • Limited to Federal government per diem rate
    (updated each fiscal year)
  • Must be in travel status for more than 12 hours
    and travel more than 50 miles from duty station
  • 3/4 (75) of per diem rate allowed for first and
    last day of travel
  • Receipts for MIEs not required

35
Travel (Tab M, contd)
  • Lodging
  • Limited to lesser of actual cost or Federal
    government per diem rate
  • Actual cost per diem rate
  • Only be allowed if it is evidenced that per diem
    rate was not available
  • Contact 3 other hotels in order to validate that
    rate was not available, attach this documentation
    to voucher
  • Per diem rate is not expected to cover room tax
  • Traveler should request the Federal government
    rate using letter issued by OMHAR (Tab N)

36
Travel (Tab M, contd)
  • Lodging Taxes
  • Claim under other
  • Only claim amount applicable to per diem rate
  • Airfare
  • Limited to cost of coach fares
  • Copy of ticket receipt required
  • Booking fee not reimbursable

37
Travel (Tab M, contd)
  • Car Rental
  • Written justification is required
  • Traveler should request the Federal government
    rate using letter issued by OMHAR (Tab N)
  • Compact cars must be used to the extent
    reasonable
  • Excess cost for renting luxury/full sized car
    will be borne by traveler
  • Supporting documentation must identify type of
    vehicle rented
  • Reimbursed for gas
  • Mileage NOT reimbursable

38
Travel (Tab M, contd)
  • Privately-Owned Vehicle (POV)
  • Flat mileage rate is allowed (updated each
    calendar year)
  • Must indicate number of miles traveled
  • Website for mileage rates (Tab P)
    http//www.dtic.mil/perdiem/faqpovpast.html

39
Travel (Tab M, contd)
  • Other
  • Receipts for costs submitted to OMHAR (except trains)
  • PAE must retain copies of all bills/receipts
    (except MIEs)
  • Only business calls related to M2M Program are
    eligible for reimbursement
  • explanation of purpose must be provided

40
Travel (Tab M, contd)
  • Reimbursable Expenses
  • Coach airfare
  • Rental car and gas
  • POV mileage
  • Per diem on travel greater than 12 hours
  • Hotel costs within per diem limits
  • Non-Reimbursable Expense
  • Booking fee
  • Rental car mileage
  • Gas for POV
  • Per diem on travel less than 12 hours
  • Hotel costs exceeding per diem unless noted

41
PAE Invoice Training
  • Questions

42
Travel Sample Case (Tab R)
  • Demonstrates
  • When multiple properties are visited during one
    trip
  • Documentation required for a car rental
  • Lodging rate per diem rate
  • POV mileage home to airport
  • Taxi fare airport to home

43
PAE Invoice Training
  • Questions
  • - Lunch -

44
Base Fees
  • Items
  • Full Debt Restructuring
  • Rent Restructuring after Attempted Debt
    Restructuring (full to lite)
  • Tier 1 Rent Restructuring
  • Tier 2 Rent Restructuring
  • Rent Comparability Review
  • Other - Reactivated Project and Bonds and TPAs
  • Requires bill on PAE letterhead
  • Update M2M MIS system

45
Base Fees Full
  • Refer to PRA and PAE Acceptance Date for
    appropriate amount
  • Adjusted each calendar year (eff. January 1)
  • Lite becomes a full restructuring
  • Any base fee paid for the Lite is applied against
    the full restructuring base fee (excludes
    incentives paid)
  • Verify amount is entered on appropriate line item
  • Update M2M MIS system
  • Attach Critical Dates Tracking

46
Base Fees Full
  • Paid in increments 30-40-30
  • Initial 30 after completion of due diligence
  • Next 40 after PDs approval of the Restructuring
    Plan
  • Final 30 within 30 days of closing and document
    distribution
  • Attach signed Form 8.1 from OMHAR Closing Dept.
  • Closing documents must have been distributed
  • Update M2M MIS system
  • Attach Critical Dates Tracking

47
Base Fees Full to Lite
  • Fee paid upon the PDs acceptance of the PAEs
    required work products
  • Refer to PRA and PAE Acceptance Date for
    appropriate amount
  • Adjusted each calendar year
  • Update M2M MIS system
  • Attach Critical Dates Tracking

48
Base Fees Lite (Tier 1 2)
  • Submit one invoice for the base fee
  • Fee paid upon the PDs acceptance of the PAEs
    required work products
  • Refer to PRA and PAE Acceptance Date for
    appropriate fee
  • Adjusted each calendar year
  • Reimbursable costs for third party reports can be
    invoiced separately from base fee
  • Update M2M MIS system
  • Attach Critical Dates Tracking

49
Base Fees Rent Comp Review
  • Submit one invoice
  • Refer to PRA and PAE Acceptance Date for
    appropriate fee
  • Adjusted each calendar year
  • Include cost of 3rd party rent comp. study
  • Update M2M MIS system
  • Attach Critical Dates Tracking

50
Base Fees Reactivated Projects
  • Attach a copy of the Form 2.16
  • Executed by the PAE, RM, PD, and
  • Initialed by HQ PAE Management
  • Memo - PAE Compensation on Properties Reentering
    M2M Program (Tab J)
  • Guidance memo (05/02/2003)

51
PAE Invoice Training
  • Questions

52
Base Fees - Bonds
  • Refer to Exhibit 1 Transmittal Letter
  • Allowed amounts
  • Collection of all relevant bond documents - 500
  • Invoice upon completion of Due Diligence
  • Include email from OMHARs Bond Department
  • Submission to OMHAR of Executive Summary -1,000
  • Invoice upon completion of Due Diligence
  • Include email from OMHARs Bond Department

53
Base Fees Bonds (contd)
  • Allowed amounts (contd)
  • Strategy for Redemption of Bonds 1,500
  • 1,200 earned for creation of redemption strategy
  • Will be paid upon OMHARs approval of the plan or
    AOTC recommendation
  • 300 paid if closing includes a redemption of
    bonds

54
Base Fees Bonds (contd)
  • Allowed amounts (contd)
  • Strategy for Defeasance of Bonds - 6,500
  • 5,000 earned for creating a defeasance strategy
    and submission of cost/benefit analysis
  • Paid upon OMHARs approval of the plan or
    acceptance of AOTC recommendation
  • 1,500 paid if closing includes defeasance of
    bonds

55
Base Fees Bonds (contd)
  • PAE fees are inclusive of any third party legal
    or other professional service charges the PAE may
    incur in order to complete this work
  • Reasonable fees incurred by the PAE for bond
    trustee, bond counsel for the trustee or other
    services required by the bond trustee are
    eligible for reimbursement
  • If deal closes as a transaction cost at closing
  • If deal doesnt close as a bond trustee fee on
    2.14A

56
Base Fees - TPAs
  • Modified - 2,500
  • Full - 4,500
  • Fee will be paid upon closing
  • Fee includes all necessary additional work by the
    PAE and any third party legal or other
    professional services fees contracted by the PAE
    to complete the TPA

57
PAE Invoice Training
  • Questions

58
Third Party and Other Reimbursements and Base
Fees - Sample Case (Tab S)
  • Demonstrates
  • Numbering of invoices when there are multiple
    invoices for one asset
  • Shows amounts paid on previous invoices for same
    asset
  • Invoicing for a third party report - appraisal,
    PCA, Environmental Assessment
  • Form 2.15 (fee waiver form) - Environmental
    Assessment
  • First 30 of full base fee due diligence
  • Updated M2M MIS system

59
PAE Invoice Training
  • Questions

60
Incentive Fees
  • Earned per PRA Exhibit 5
  • Timeframe - measured from PAE Acceptance Date
  • Calendar days
  • Completion of specific milestones per PRA (e.g.
    closing)
  • Requires bill on PAE letter head
  • Update M2M MIS system
  • Attach Critical Dates Tracking
  • Attach 2.15, 2.16, or 2.17, if applicable

61
Incentive Fees Lites
  • Tier 1
  • Approved by PD
  • Within 75 days of acceptance
  • 1,250
  • Tier 2
  • Approved by PD
  • Within 90 days of acceptance
  • 1,250
  • Conversion - Full to Lite
  • Approved by PD
  • Within 180 days of acceptance
  • 1,250

62
Incentive Fees Full Closes
63
Incentive Fees Full AOTC
64
Incentive Fee Due Diligence
  • Update M2M MIS system
  • Attach Critical Dates Tracking
  • Shows milestone completed w/in 75 days of
    acceptance
  • Requires bill on PAE letterhead
  • Invoice at same time requesting portion of base
    fee for due diligence
  • Applies to fulls closed and AOTC
  • Reactivation deals see 2.16 for eligibility

65
Incentive Fee - OMHAR Executes RC
  • Plan approval must be completed
  • OMHAR signs RC
  • Within 150 days of acceptance, if RC signed
    before 03/24/2004
  • Within 180 days of acceptance, if RC signed after
    03/23/2004
  • Attach page 1 and last page of RC to evidence
    approval by OMHAR
  • Requires bill on PAE letterhead
  • Applies to fulls closed and AOTC
  • Reactivation deals see 2.16 for eligibility

66
Incentive Fee Closing
  • Update M2M MIS system
  • Attach Critical Dates Tracking
  • Shows milestone completed w/in 8 and/or 9 months
    of acceptance
  • Requires bill on PAE letterhead
  • Invoice at same time requesting portion of base
    fee for closing
  • Applies to fulls closed only

67
Incentive Fee Completion per Ch. 6
  • Update M2M MIS system
  • Attach Critical Dates Tracking
  • Shows milestone completed w/in 9 months of
    acceptance
  • Requires bill on PAE letterhead
  • Excludes
  • Ineligible properties (e.g. below market)
  • Owner prepays the mortgage
  • Owner opts out of section 8 program
  • Owner withdraws property from M2M program
  • Applies to fulls AOTC only

68
Incentive Fee Public Interest Survey (Tab T)
  • Eligibility criteria
  • PAE conducts both first and second tenant
    meeting, and
  • OMHAR approves restructuring plan or
    recommendation for AOTC
  • Excludes AOTCs prior to second tenant meeting
  • Notice of 1st tenant meeting distributed prior to
    3/24/04
  • Attach resident feedback forms
  • Eligibility is based on resident feedback forms
    containing favorable comments

69
Incentive FeePublic Interest Survey (Tab T,
contd)
  • New guidance issued 3/23/04
  • Effective for all projects where notice of 1st
    Tenant Meeting distributed subsequent to Memo.
  • Must complete sections A B of Form 3.8
  • Attach resident feedback forms (Form 3.7)
  • Attach comments from residents and tenant
    stakeholders
  • RM approves/disapproves Form 3.8
  • Invoice must include bill on PAE letterhead

70
Incentive Fee Cost Savings
  • Attach Critical Dates Tracking
  • Showing property has closed
  • Attach Sources and Uses statement from model
  • Eligibility (2 opportunities) Tab U
  • NPV/PPC 1.0
  • and NPV/PPC 1.1
  • Requires bill on PAE letterhead
  • Invoice at same time requesting portion of base
    fee for closing
  • Applies to fulls closed only

71
Incentive Fee Use of Additional Funds
  • Attach Critical Dates Tracking
  • Attach Additional Funds Transaction (AFT) Sources
    and Uses statement from model
  • Requires bill on PAE letterhead
  • Invoice at same time requesting portion of base
    fee for plan approval

72
Incentive Fee Closes with Additional Funds
  • Attach Critical Dates Tracking
  • Showing property has closed
  • Attach AFT Sources and Uses statement from model
    to Form 7.4 or 7.4a
  • Requires bill on PAE letterhead
  • Invoice at same time requesting portion of base
    fee for closing
  • Applies to fulls closed only

73
Incentive Fees Sample Case
  • Demonstrates (Tab S)
  • Due Diligence completed w/in 75 days

74
PAE Invoice Training
  • Questions
  • - Break -

75
Form 2.14A - Helpful Hints
  • Be sure claimed amounts on current invoice have
    not been previously invoiced and PAID
  • Page 1 Cover Page (Tab G)
  • Verify the invoice number is not a duplicate
    invoice number
  • Verify accuracy of PRA contract no., asset name,
    FHA project no., asset designation and final
    invoice indicator
  • Verify FHA number with M2M MIS system
  • If invoice is returned for corrections, make a
    notation on the invoice when resubmitting

76
Form 2.14A - Helpful Hints
  • Page 2 Signature Page (Tab G)
  • Ensure in Part D are accurate
  • Be sure invoice contains original signatures and
    adequate supporting documentation
  • stamped signatures are not accepted
  • provide authorizing documentation when one person
    signs on behalf of another
  • Ensure FHA project number on bottom of page is
    correct and matches number indicated on page 1

77
Form 2.14A - Helpful Hints
  • Pages 3 and 4 - Schedule A (Tab G)
  • Verify claimed in Column F do not exceed
    maximum amounts identified in Column D or Form
    2.13
  • Fully executed Form 2.15, OMHAR Waiver Form, must
    be attached to invoice when claimed amount
    exceeds maximum amount
  • Reimbursement of third party reports requires a
    bill from the third party indicating the services
    provided and referencing the project
  • Be sure claimed amounts match supporting
    bills/receipts

78
Form 2.14A - Helpful Hints
  • Pages 3 and 4 - Schedule A (Tab G, contd)
  • When travel is involved govt. travel voucher,
    supporting receipts and project cost breakdown
    are required
  • Claims for base fees and incentive fees require a
    bill on PAE letterhead which indicates work
    performed and references project
  • Base fee
  • Verify are entered on proper line
  • Verify invoicing for correct amount refer to
    PRA for appropriate base fee which based on the
    PAE acceptance date of the asset

79
Form 2.14A - Helpful Hints
  • Pages 3 and 4 - Schedule A (Tab G, contd)
  • Be sure the M2M MIS system has been updated for
    appropriate items (e.g., appraisal and PCA
    complete, due diligence complete, etc.)
  • Attach Critical Dates Tracking for supporting
    documentation
  • Be sure FHA project number on bottom of page is
    correct and matches number indicated on Page 1

80
PAE Invoice Training
  • Questions

81
Form 2.14B Sample Case
  • Demonstrates (Tab V)
  • Invoicing of non-asset specific expenses
  • Taxi to and from airport
  • Taxi from hotel to OMHAR

82
PAE Invoice Training
  • Questions

83
Invoice Contracts
  • Chicago Production Office
  • Arnold Taylor
  • 312-886-4133 ext. 2512
  • Arnold_L._Taylor_at_hud.gov
  • Central Production Office
  • Kim Leagan
  • 202-260-2746 ext. 3749
  • N._Kimberly_Leagan_at_hud.gov
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