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LOCCS Access Guidelines for Grantees
 


Critical Steps for Requesting Payments

 

I.  Gaining Access to LOCCS (click here to read more)

II.  Selecting a Financial Institution (click here to read more)

III.  Accessing eLOCCS (click here to read more)



Overview

 

Description of LOCCS:

 

The Line of Credit Control System (LOCCS) is the U.S. Department of Housing and Urban Development’s (HUD) primary grant disbursement system, handling disbursements for the majority of HUD programs. Grant disbursements are facilitated via the Internet through the e LOCCS system.  Customers (users and approving officials) are required to gain access to Secure System or FHA Connection. Both Secure System and FHA Connection serve as an internet gateway between the general public and the internal eLOCCS application.  Please Note: There is a requirement for a separate eLOCCS User ID and password from Secure Systems access for both users and approving officials.

 

The requested payment amount is checked against the grant's available balance in LOCCS to ensure that the request does not exceed the grant's authorized funding limit.  LOCCS will only allow one draw per day on a given grant, unless funds are requested by project or sub grantee.  Once a request/draw is approved, funds are sent from the U.S. Treasury directly to the grantee's bank account, usually within 48 hours from the day the request is made.

 

Hours of Operation

Monday – Saturday....................6:00 a.m. to 8:00 p.m. EST

Sunday.......................................Not Available

 

I. Gaining Access to eLOCCS:

1. Creating the eLOCCS Account

 

In order to gain access to LOCCS, grantees must complete the following form and mail it to their Program Office.

Note: Grantees should maintain copies of this form for their own records.  OCFO's User Support Branch cannot process forms that are dated six months old and over.  Forms should be currently dated and forwarded immediately to OCFO for proper disposition.

 

2. Instructions for completing the  HUD-27054 LOCCS Access Authorization Form:

 

The grantee must complete blocks 1-6 (except section 2a) of HUD-27054 LOCCS Access Authorization Form.

 

Block 1

Type of Function:
(1) New User: User does not currently have a LOCCS User ID. Form must be notarized with original signatures.
(2) Reinstate User: Used to reinstate the user’s access authorization in LOCCS. Form must be notarized with original signatures.
(3) Terminate User: Used to immediately terminate the user’s access authorization in LOCCS. If terminating a LOCCS user, do not fill Block 2B (SSN) and Block 6.
(4) Reset Password for Active Users: A temporary password will be mailed back to the user to inform him/her of the reset password’s value. The user will be required to change the password on the next access to LOCCS.
(5) Add New Program Area or Tax ID: User has a current User ID and will be increasing access capability.
(6) Change Tax ID: User has a current ID and will be changing the Tax ID. This function is not to be used to change approving official, or substitute a user. Contact Program Office for procedures.
(7) Change Address: User is changing the current mailing address.
(8) Resend User ID. User has no knowledge of existing User ID.
(9) Name Change: User is requesting their name to be changed.

Block 2

 

(a) User ID: This block is for User Support Branch's use.
(b) Social Security Number: Mandatory. Used to preclude duplicate issuance of authorization for the same person. See the Privacy Act Statement included in HUD- 27054. [Do not use Federal Tax ID Number]

Block 3

 

User Information: All fields are mandatory. Failure to enter any of these fields will
cause the HUD-27054 to be rejected. Enter the user’s last name, first name, and
middle initial. Enter the user’s office phone number. Include the area code. Enter
user’s mailing address, city, state and zip code.

Block 4

Recipient Organization for which authority is being requested. This will identify the organization the user will be representing. Enter the organization’s Tax ID and organization name.

Block 5

 

 

 

(a) Enter the 3 or 4-character LOCCS Program Area. If the grantee does not know the LOCCS Program Area that is associated with the grant, the grantee should contact their HUD Program Office staff.
(b) Enter Program Name. If the grantee does not know the LOCCS Program Name that is associated with the grant, the grantee should contact their HUD Program Office staff.
(c) Enter "Q" for Query only access or "D" for Project Drawdown access. Users who select Project Drawdown access will automatically receive Query access.

See example below:

 

 

To see the list of LOCCS Program Areas, click here

 

Block 6

Signature. The signature of the user requesting access and the date (mm/dd/yyyy) this authorization was signed.

Block 7

Approving Official. Enter the name, title, SSN (social security number), office phone, office address, signature and date (mm/dd/yyyy) of the approving official representing the grantee. Approving officials cannot approve themselves for access to the system, and must be the user’s supervisor.

Block 8

Notary. Must be different from user and approving official. The official who notarizes the form shall include his/her seal, signature, and also date (mm/dd/yyyy) the form. Notary should notarize both signatures. Notary is only required for new user and reinstate user.

Block 9

Program Office Validation. The Program Office must validate that the grantee is the correct official accessing the grant. The Program Official shall include his/her signature and date (mm/dd/yyyy).

 

3. Mailing the LOCCS Access Authorization Form:

  1. The grantee must send the original HUD-27054 LOCCS Access Authorization Form (with the original signature and notary seal) via U.S. Mail to the Program Office for review.
     
  2. The Program Office must validate that the grantee is the correct official accessing the grant by signing and dating Block 9 of the HUD-27054 LOCCS Access Authorization Form. The Program Office must then send the original LOCCS Access Authorization Form (with the original signature and notary seal) via U.S. Mail to the OCFO’s User Support Branch for assignment of a LOCCS User ID. Note: If grantee needs to check the status of their access request, they must call the Program Office.

    SEND TO: U.S. Department of Housing and Urban Development
    Chief Financial Officer, FYM
    Attention: User Support Branch
    P.O. Box 23774
    Washington, DC 20026-3774

    IF MAILING OVERNIGHT, SEND TO:
    U.S. Department of Housing and Urban Development
    Chief Financial Officer, FYM
    Attention: User Support Branch
    451 7th Street SW, Room 3114
    Washington, DC 20410
     
  3. OCFO’s User Support Branch will review the form and process the request within three days of receipt. If the form is incomplete, it will be sent back to the grantee via U.S. Mail for corrections.
     
  4. The LOCCS system will automatically generate an Access Authorization Letter containing a User ID (Passwords are created by the grantee), enabling grantees to access their LOCCS account. Grantees should receive the Access Authorization Letter via U.S. Mail within 10 days after the Program Office submits the completed HUD-27054 form to the User Support Branch. If the grantee does not receive a response within 10 days, they should contact the Program Office. The Program Office should then contact the User Support Branch to get the status of this action.
     
  5. The user will receive an access letter that requires the grantee user to access eLOCCS by a certain date. If the system is not accessed by the date specified in the letter, the user’s authorization will be canceled and another original notarized form must be resubmitted.

Safeguarding User IDs and Passwords

 

In accordance with IT Security guidelines, specifically National Institute of Standards and Technology SP 800-53, users shall not share User IDs and Passwords.

 

To comply with IT Security guidelines, each individual with access to the LOCCS must safeguard his/her User ID and Password. User IDs and Passwords must NOT be shared with others.  Only authorized users should access LOCCS.  A breach of the IT Security requirements will result in the immediate termination of a User ID and Password.

 

Passwords

 

Passwords must be changed within 60 days from the last time a password was established.  If a grantee’s password expires, LOCCS will suspend access within eLOCCS.  The grantee must then submit another original HUD-27054 LOCCS Access Authorization Form.

To reset passwords, grantees must complete the HUD-27054 LOCCS Access Authorization Form. The form does not need to be notarized but must be fully completed, signed, and currently dated.  The form may be faxed to the OCFO’s User Support Branch at (202) 708-4350.  The password will be reset and the temporary password will be mailed to the grantee.

 

Change of Address

 

In the event of an address change, the LOCCS user must submit the HUD-27054 LOCCS Access Authorization Form.  Under type of function (Block 1), the user should check item 7 (change address), and complete the entire form. The form does not need to be notarized. The form should be faxed to the appropriate HUD Program Office and the Program Officer will fax the form to the OCFO’s User Support Branch.

Terminating LOCCS user that is no longer employed with the organization

 

The approving official must complete the HUD-27054 LOCCS Access Authorization Form. Under type of function (Block 1), check item 3 (terminate user) and complete the form.  The form does not need to be notarized and does not require the Social Security(SSN) or signature of the employee being terminated. The form should be faxed to the appropriate HUD Program Office and the Program Officer will fax the form to the OCFO’s User Support Branch at (202) 708-4350.

 

Changing Approving Officials

 

In the event that a grant recipient/grantee changes its approving official, it must provide written notification to the OCFO’s User Support Branch, with a copy to the Program Office. This notification must be on the organization’s letterhead and must include the following:

  1. NAME and TITLE of the new approving official (Please note that the new approving official should be the CEO; BOARD OFFICER and/or of higher authority than the LOCCS user).
     
  2. SOCIAL SECURITY NUMBER (the social security number is used for identification of the approving official). Approving officials do not have passwords, unless they are also users. The new approving official is prohibited from using the SSN, User ID, and Password of the previous approving official.
     
  3. Daytime office telephone.
     
  4. Address of the new approving official.

    *** “INTERIM/ACTING” TITLES ARE NOT RECOGNIZED BY OUR AUDITORS; PLEASE USE A PERMANENT OFFICIAL.
  1. NAME of the PREVIOUS APPROVING OFFICIAL (NAME ONLY, DO NOT LIST SSN OR USER ID).
  1. List the EXISTING USERS (NAME ONLY, DO NOT LIST SSN OR USER ID) so that we may change Approving Officials.
  1. SIGN, DATE and NOTARIZE the new APPROVING OFFICAL’S SIGNATURE. (Notary must be different from user and new approving official; the only signatures needed are new official and notary).  Please fax a complimentary copy to the following fax number.  Please note that you must mail the original copy via U.S. Mail to the address below (please also send a copy to the Program Office).

    FAX TO: (202) 708-4350 (THEN MAIL ORIGINAL)

    SEND TO: U.S. Department of Housing and Urban Development
    Chief Financial Officer, FYM
    Attention: User Support Branch
    P.O. Box 23774
    Washington, DC 20026-377
    IF MAILING OVERNIGHT, SEND TO: U.S. Department of Housing and Urban Development
    Chief Financial Officer, FYM
    Attention: User Support Branch
    451 7th Street SW, Room 3114
    Washington, DC 20410

Approving Official must also be registered in secure systems as they must use eLOCCS to recertify users every 6 months.  In case of changing approving officials, the LOCCS system automatically recertifies users under the new approving official.  If you have additional questions, please contact the OCFO’s User Support Branch at 1-877-705-7504 (toll free).  If you need further assistance, please contact Karl Banks, OFCO’s User Support Branch Chief, at (202) 402-2420.

 

Troubleshooting

 

If grantees have any questions about the LOCCS access process or experience problems accessing LOCCS, please contact OCFO's User Support Branch at 1-877-705-7504 (toll free) or via email at CFOSecurity@hud.gov. If further assistance is needed, please contact Karl Banks, OFCO’s User Support Branch Chief, at (202) 402-2420.

 

II. Selecting a Financial Institution

Establishing a Grant Account

  1. Selecting a Financial Institution

    Each Grant recipient/grantee must identify an existing account or establish a bank account in a financial institution to serve as the designated Grant bank account for the receipt and deposit of grant funds requested from the U. S. Treasury. The account may be a separate bank account or a subsidiary account within the grantee's general fund (or other fund). The financial institution must be capable of receiving Automated Clearinghouse (ACH) payments. This bank account must be in the grantee's name and allow the grantee to issue checks to all payees (named on the check). Checks drawn against this bank account will allow the Grant Account recipient/grantee to maintain a record of each payment received.
     
  2. Direct Deposit Sign-up Form

    Once the Grant recipient/ grantee has secured a financial institution, the grantee must complete and submit a Direct Deposit Sign-up Form (SF-1199A) to the appropriate Program Office. This form identifies the name of the financial institution, American Banking Association (ABA) Transit Routing Number and bank account into which grant funds will be deposited. All funds will be electronically transferred from the U. S. Treasury directly into the grantee's bank account.

    After the grantee has completed Sections 1 and 2and the grantee's financial institution has completed Section 3, return the form AND A BLANK CHECK marked CANCELED or VOID to the Program Office. However for those grantees that use electronic banking The Fort Worth Accounting Center will also accept either a voided deposit slip or a letter from the grantee’s bank, on bank letterhead, as substitutes for voided checks.

    PLEASE NOTE that failure to include the required documentation will delay the receipt of funds. Any change in the ABA Transit Routing Number or the account number will require submission of a new signed and dated SF-1199A.

Instructions for completing the SF-1199A Direct Deposit Sign-up Form:

 

Section 1 - To be completed by the grantee

 

Block A - Print or type the name and address of the grantee organization and the telephone number of the person completing the form.

Block B - Leave Blank

Block C - Print or type your Grant Number, which is on the letter, which notified you of your grant award. Print or type the Tax Identification Number of the organization below the project number.

Block D - Mark with an "X" the type of account into which your Grant funds will be directly deposited. You must choose either Checking or Savings.

Block E - Print or type the number of the account into which your Grant funds will be deposited. If your financial institution does not use account numbers, up to 17 characters of the depositor's name or other identification may be entered. Dashes are acceptable as part of the number, but spaces are not acceptable. The depositor's account number must be formatted exactly as it appears in the financial institution's records.

Block F - Check other and enter the name of the Program

Block G - Leave Blank

Payee/Joint Payee Certification

The Certification should be signed by the Chief Executive Officer or the designated representative of the organization completing the form. If additional signature lines are required, use a plain sheet of paper and attach it to the form. Be sure to place your name and grant number on the sheet so that, if it becomes separated, HUD will know for which grant it is. All signatures must be original. Forms containing duplicated copies of signatures will not be processed and will result in delays.

Section 2 - Print or type the following name and address in this section

U. S. Department of Housing and Urban Development
Office of the Chief Financial Officer
Ft. Worth Accounting Center
801 Cherry St, Unit #45, Ste 2500
Fort Worth, TX 76102-6882

Section 3 - To be completed by your financial institution

 

NOTE: THE FINANCIAL INSTITUTION SHOULD MAIL THE COMPLETED FORM TO THE APPROPRIATE HUD PROGRAM OFFICE.

Print or type the name and address of your financial institution, the Routing Number and Check Digit.

Enter the name of the entity to receive the funds in the "Depositor Account Title" block.

The financial institution's representative signs and dates the form. The telephone number, including the area code, must also be provided so that HUD can verify information.

 

This completed form, AND A BLANK CHECK marked CANCELED or VOID, must be returned to the address shown in Section 2 above. Failure to include the canceled check will delay receipt of funds.

 

III. Accessing eLOCCS

eLOCCS Availability 

Hours of Operation

Monday – Saturday...................6:00 a.m. to 8:00 p.m. EST

Sunday......................................Not Available

Note: Please ensure the following:

 

Once the Program Office makes funds available for disbursement to the grantee, and the grant recipient/grantee has:

1)    Returned the signed Grant Agreement,

2)    Returned the HUD-27054 LOCCS Authorization Form,

3)    Returned the SF-1199A Direct Deposit Sign-up Form,

4)    Completed the Secure Systems/eLOCCS on-line registration process provided in the eLOCCS Registration Guide,

The user is now prepared to draw down available funds.


Preparing the Voucher

 

Although eLOCCS generates a new payment invoice, HUD-50080, some HUD Program Offices will requires that their grantees complete The LOCCS Request Voucher for Grant Payment (HUD-27053) or the Budget Line Item (BLI) Voucher forms to be submitted to their offices for approval prior to requesting grant funds.  These forms will be made available to the grantee from their Program Officers.  Grantees should make copies of these vouchers as needed. The grantee should contact their HUD Program Office staff for information and processing rules which are unique to their given Program Area.

 

NOTE: The Grant recipient/grantee must keep the original voucher.