HOPWA Delegate Agency Budget Forms

The U.S. Department of Housing and Urban Development (HUD) administers the Homelessness Prevention and Rapid Re-Housing Program (HOPWA). When a local organization receives a HOPWA grant, it may choose to delegate certain responsibilitiessuch as financial managementto another agency, known as a Delegate Agency. To ensure proper oversight and compliance, HUD requires the submission of specific budget forms that document how funds are allocated, spent, and projected.

Why Delegation Exists

Delegating financial functions can help grantees who lack strong accounting capacity or who simply prefer a partnership model. Delegate agencies must meet HUDs eligibility criteria, including demonstrating:

• Audited financial statements for the prior fiscal year.
• Internal controls that meet HUDs audit standards.
• Experience managing federal funds in the housing or homeless services field.

Key Budget Forms

1. HOPWA Annual Budget Form (HUDF29144)

This form captures the overall budget for the award year, broken down by major activity categories (e.g., emergency shelter, rapid rehousing, case management). When a delegate agency is used, the form must reflect:

• The total amount awarded to the primary grantee.
• The portion transferred to the delegate agency.
• Any anticipated subgrants or reimbursements.

2. HOPWA Expense Report (HUDF29236)

Submitted quarterly, the expense report tracks actual expenditures against the approved budget. The delegate agency records all disbursements, then forwards a summarized report to the primary grantee, who includes it in the HUD submission. Required fields include:

• Expense category and detailed description.
• Date of service and service provider.
• Amount paid, including any matching funds.

3. HOPWA Receipts and Voucher Log (HUDF29145)

A supporting document that lists every voucher or receipt that backs up the expense report. The delegate agency must retain original copies for at least three years and make them available for HUD audits.

4. Reconciliation Statement (HUDF28988)

At the end of the grant period, the delegate agency prepares a reconciliation that shows the difference between the original budget, the actual expenses, and any unspent balance. This statement must be signed by both the delegate agencys financial officer and the primary grantees authorized representative.

Filling Out the Forms Best Practices

1. Use the latest HUD templates. Each form is available on HUDs Funding Opportunities page. Download the PDF version to avoid formatting errors.
2. Maintain a clear audit trail. Every entry must be linked to a supporting document (invoice, contract, payroll record, etc.). Use a consistent reference number system such as HOPWA2024001.
3. Separate delegate agency costs. Clearly delineate amounts that are direct HOPWA expenditures from costs that are solely for the delegates internal operations (e.g., staff salaries not charged to the grant).
4. Validate totals. After completing each form, run a quick sum check to ensure that column totals match the amounts reported elsewhere in the application.
5. Submit early. HUDs electronic portal closes on the advertised deadline, but electronic glitches can happen. Submit at least 48hours before the cutoff.

Common Errors to Avoid

Audit Readiness

HUD conducts routine audits of HOPWA awards, and delegate agencies are subject to the same scrutiny as primary grantees. To stay auditready:

• Conduct internal quarterly reviews of the expense report and voucher log.
• Ensure that all financial staff are trained on HUDs Uniform Guidance (2 CFR Part200).
• Keep a separate bank account for HOPWA funds to simplify reconciliation.
• Document any adjustments (e.g., reallocations) with written approvals from both agencies.

Where to Find the Forms

All HOPWA budget forms are hosted on HUDs Grants Management website. The typical navigation path is:

1. Visit hud.gov
2. Hover over Programs Housing Assistance Homelessness Prevention & Rapid ReHousing
3. Select Forms & Guidance
4. Download the most recent versions of HUDF29144, HUDF29236, HUDF29145, and HUDF28988.

Conclusion

Accurate and timely completion of HOPWA Delegate Agency Budget Forms is essential for maintaining compliance, securing continued funding, and demonstrating the impact of homelessness prevention services. By following the best practices outlined above, delegate agencies can streamline their reporting process, avoid common pitfalls, and ensure that HUDs oversight requirements are met with confidence.