Subrecipient and Successful Applicant Resources

• Subrecipients are public or private nonprofit agencies, authorities, organizations or community-based development organizations receiving CDBG-DR funds from the recipient or another subrecipient to undertake CDBG-DR eligible activities (see 24 CFR 570.500 (c)); 

• A non-Federal entity that receives a sub-award from a pass-through entity to carry out part of a Federal program (see 2 CFR 200.93); or 

• An agency partner in disaster recovery.

DED’s Infrastructure Match program is expected to be implemented by Subrecipients.

Successful Applicants include any eligible entity that is selected to enter into a funding agreement (e.g. funding agreements govern the funding and activities for Successful Applicants) with DED to implement CDBG-DR program activities (e.g., for-profit developers). DED’s housing and planning programs are expected to be implemented by Successful Applicants.

Application Submittal 

Applications must be fully completed based on the the programs specifications. If additional information has been requested, this should be provided timely as this will be needed to analysis the project for awarding. 

Applications will be reviewed for the following: 

• Eligibility; 

• National objective; 

• Budget; and

• Scope of work.

Project Awarded 

After DED conducts a thorough review of the fully submitted application, any project that is selected for award will be notified.

Subrecipient Agreement / Funding Agreement 

Once a project has been awarded DED will work with the awarded entity on crafting the Subrecipient Agreement for execution. 

This agreement is a legal document between the awarded entity and DED. Housed within this document are the following: 

• Subrecipient and Successful Applicants roles and responsibilities; 

• Funding amount and project budget; 

• Scope of Work (SOW); 

• Project implementation schedule; 

• Reporting requirements; and

• Record requirements.

Environmental Review Process and DOB Analysis 

Environmental Review Process 

Subrecipients and Successful Applicants are responsible for compliance with federal environmental review requirements (24 CFR Part 58). 

An Environmental review must be performed before any funds, regardless of source, are committed to an activity or project. No activity or project may be undertaken if the activity or project would have adverse environmental impact or limit the choice of reasonable alternatives (24 CFR 58.22 (a)). 

Therefore, Subrecipients and Successful Applicants are required to complete their environmental reviews, Request for Release of Funds (RROF’s) and clearance -related paperwork before: 

• Any commitment of CDBG-DR funds for activities or projects; and 

• Any commitment of non-CDBG-DR funds that would have an adverse environmental impact or limit the choice of alternative 

DOB Analysis 

Duplication of Benefits (DOB) occurs when a person, household, business , government, or other entity receives financial assistance from multiple sources for the same purpose, and the total assistance received for the purpose is more than the total need for assistance.

Project Implementation 

Project Implementation specifies a timeframe for milestones in the project schedule.

Quarterly Status Reports 

Quarterly status reports are away for DED to track the progress of a project on a quarterly bases. These reports are also used by DED to do high level quarterly reporting to HUD.

Financial Draws and Records Management 

Financial Draws 

All Subrecipients and Successful Applicants will receive training on DED’s financial system AmpliFund. 

• All reimbursements will be submitted through the AmpliFund system; 

• All draws are reimbursements of deliverables or tasks that have been completed; and

• Complete reimbursement documentation must be provided prior to requests being approved.  

Records Management 

All Subrecipients and Successful Applicants are required to maintain a full and current set of all project-related documents in their primary office location and these documents must be available upon request. This includes maintaining compliance with the following: 

• All Subrecipients and Successful Applicants must be familiar and adhere to all Freedom of Information Act (FOIA), as appropriate; 

• All Subrecipients and Successful Applicants must delegate a person responsible for records management; 

• Subrecipients and Successful Applicants are required to maintain records required by  24 CFR 570.506; 

• Specific documentation maintained may vary depending on the project type or activity however, files should be comprehensive and up-to-date; 

• Project files should cover all aspects of the project beginning with application, eligibility, and cost allowability and end with program closure; and 

• All files that contain Personally Identifiable Information (PII) and sensitive PII, such as social security  numbers must be stored in a secure place.

Monitoring and Compliance 

Monitoring is a HUD requirement to evaluate all awarded projects for CDBG-DR statutory and regulatory requirements ( see 24 CFR 570.501(b)).

Monitoring will consist of on-site and desktop monitoring. 

The purpose of monitoring is to: 

• Gauge the overall project progress; 

• Provide information about project participants that is critical for making informed judgments about the project’s effectiveness and management  efficiency;

• Serve as a project management tool to identify risks and issues;

• Serve as a technical assistance tool to DED to show areas where service delivery quality can be strengthened; and 

• Identify instances of fraud, waste, and abuse.

Project Completion and Closeout  

All Subrecipients and Successful Applicants are required to meet with DED to discuss closeout requirements prior to the agreement/contract closeout date. DED will notify Subrecipients/Successful Applicants when the closeout date is known.

Record Retention 

All Subrecipients must maintain all project files and records for a period of three (3) years after the closeout of both the HUD and DED grant.

Want to Learn More? 

Questions and comments regarding CDBG-DR programs should be directed to the State of Nebraska’s Department of Economic Development (DED) via email at ded.cdbgdr@nebraska.gov or by calling (800)-426-6505.

Additional Resources 

CDBG -DR Toolkit: 

• https://www.hudexchange.info/programs/cdbg-dr/toolkits/program-launch/ 

Staffing Analysis Worksheet: 

• https://www.hudexchange.info/resources/documents/CDBG-DR-Staffing-Analysis-Worksheet.xlsx 

Summary of Potential Partners: 

• https://www.hudexchange.info/resources/documents/CDBG-DR-Organizational-Models-And-Potential-Partners-Summary.pdf#page=2 

Organization Model & Potential Partners Summary: 

• https://www.hudexchange.info/resources/documents/CDBG-DR-Organizational-Models-And-Potential-Partners-Summary.pdf 

Sample Subrecipient Agreement: 

• https://www.hudexchange.info/resources/documents/CDBG-DR-Subrecipient-Agreement-Template.pdf 

HUD Crosscutting Requirements 

• https://files.hudexchange.info/resources/documents/CDBG-DR-Crosscutting-Federal-Requirements-Overview.pdf 

This section includes icons that capture CDBG-DR cross-cutting program requirements. 

• Blue icons indicate requirements that Subrecipients must meet under this program. Click on each icon’s hyperlink for more information.

• Gray icons indicate requirements that do not apply to this program but may apply to other programs.