Four basic steps are necessary to draw down funds for CDBG, HOME, ESG, or HOPWA, These four steps must be followed in order. A helpful way to remember this order is the acronym "JAID," which refers to the letters on the IDIS Main Menu that access these functions.
Step 1: Create a Project
Projects serve as an organizational structure under which activities can be set up in IDIS. They connect activities with a specific Consolidated Plan year. In many cases, HUD automatically loads projects into IDIS from Annual Action Plans at the beginning of each grantee's program year. If the grantee chooses to load its own projects, it must create them at the start of its program year.
The IDIS Reference Manual provides more detailed explanation of Setting Up, Approving, and Revising Projects in Chapter 14.
Step 2: Set Up an Activity
Setting up an activity in IDIS is a prerequisite to committing and drawing down funds and reporting on the progress of your program initiatives throughout the year. Activities provide a way to report on the work underway for a project and are the level where funds are committed and drawn. Setting up an activity is a two-part process. The first part involves entering data on four activity setup screens, often called the "Common Path," that are similar regardless of the program. On the fourth screen (called the "money screen"), enter the budgeted amount and indicate the formula grant program(s) that will fund this activity. The second part of setting up an activity involves entering information on screens in the "Program Path," which are different for each grant program.
The IDIS Reference Manual provides a more detailed explanation of Setting Up the Activity Common Path in Chapter 4.
IDIS Matrix Codes
Assigning correct matrix codes and national objectives to activities is important, not only in recording the eligibility of activities, but also in accurately reporting accomplishment data. The matrix code and national objective selected for an activity generally identify the purpose for which assistance is provided and determine the type of accomplishment units that should be reported. The IDIS Reference Manual provides definitions of matrix codes in Appendix B.
- CDBG Cross Reference Matrix
All CDBG activities must be assigned a matrix code and a national objective code. Grantees across the country must be consistent in uniformly applying matrix codes and national objectives to activities.
Step 3: Fund the Activity
This step consists of committing the funds budgeted for the activity from the program(s) that will fund it. The Activity Funding process allows you to fund an activity from grants, subfunds, receipt funds, or subgrants. You identify each grant, subfund, receipt fund, or subgrant and the amount of dollars to be committed from the funding source to an activity.
The IDIS Reference Manual provides a more detailed explanation of Activity Funding in Chapter 5.
Step 4: Draw Down Funds
A drawdown?also called a voucher?is a request for payment against a grantee's line of credit for services performed in support of one or more activities. Grantees draw funds as required to pay for work that has occurred for an activity. A separation of duties policy is applicable under certain circumstances.
The IDIS Reference Manual provides a more detailed explanation of Creating and Approving Drawdowns in Chapter 7.
Step 5: Report Accomplishments
HUD requires reliable, comprehensive information regarding program performance in order to comply with the Government Performance and Results Act of 1993, fulfill reporting requirements for Congress and other stakeholders, measure progress made in meeting Business and Operating Plan goals, monitor grantee performance, and evaluate overall program results.
For detailed reporting instructions, CDBG grantees may refer to Guidance for Reporting CDBG Accomplishments in IDIS.