For Current AL-507 Grant Recipients

CoC-Funded Recipient Resources

Once your organization holds an AL-507 Continuum of Care Program grant, a new set of responsibilities starts: reporting, drawdowns, match, monitoring, and eventually closeout. This page collects ARCH's guidance and HUD's own resources for that post-award work in one place, alongside our FY26 CoC Program Competition and Statewide & Federal Resources pages.

Reporting

APR Guidance and Access

The Annual Performance Report (APR) is required by HUD for every project funded through the CoC Program. It reports project performance, participant outcomes, bed and unit utilization, and financial information for the grant's operating year. Each recipient is responsible for ensuring its APR is complete, accurate, and submitted by the deadline shown in Sage.

Accessing Sage

APRs are completed and submitted through the Sage HMIS Reporting Repository. When registering for a Sage account, select AL-507: Alabama Balance of State Continuum of Care as your Continuum of Care; selecting the wrong CoC may delay access. After you submit your registration, ARCH will receive a notification to review and approve the request.

APR CSV Upload

The APR includes a CSV file of project and participant data generated from HMIS, which must be uploaded into Sage before certain sections of the APR can be completed. Recipients should not edit the data directly within the CSV file; any HMIS data-quality issues should be reviewed and corrected in HMIS before generating the final file. When you're ready for this step, ARCH HMIS staff can walk you through generating the APR CSV from HMIS.

Financial information. The financial section of the APR must reflect actual, allowable, and properly supported expenditures. Reconcile your accounting records, approved project budget, and eLOCCS drawdowns before finalizing the APR; amounts should not be reported solely based on the approved budget or eLOCCS drawdowns if those figures don't agree with your actual expenditures.

Recipient responsibility. ARCH can provide access approval, HMIS assistance, and general technical guidance, but each recipient remains responsible for reviewing all APR sections, confirming the accuracy of its HMIS and financial information, resolving missing or inconsistent data, submitting the APR by the applicable deadline, maintaining supporting documentation, and responding to any HUD questions or required corrections. Start reviewing your HMIS and financial records before the end of your grant term to leave enough time to work through any issues.

Download APR Guidance and Access (PDF) Access or Register for Sage

HMIS Reporting

HMIS Reporting Resources

ARCH serves as the HMIS Lead for AL-507, and accurate HMIS data underlies every CoC-funded project's reporting: the APR, the Housing Inventory Count and Point-in-Time Count, and HUD's own system-wide performance measures. Good reporting starts with good data entry throughout the year, not a rush at report time.

Access. New staff need an active HMIS user account before they can enter data; contact ARCH HMIS staff to request access or a password reset.
Required data entry. Enter client-level data, including entry and exit records, universal data elements, and program-specific data elements, at the point of service rather than in batches after the fact.
Data-quality expectations. Keep missing, "don't know/refused," and null values to a minimum, and correct errors as they're identified rather than waiting for a report to surface them.
APR CSV generation. ARCH HMIS staff can generate or walk you through generating the APR CSV file your project needs to complete the APR in Sage; see the APR section above.
Report deadlines. HMIS-based reports, including the APR and the annual HIC/PIT count, follow deadlines set by HUD and ARCH; build in time to review your data before each one.
Corrections. If a report reveals a data-quality issue, correct it in HMIS itself rather than in an exported file, so the underlying record stays accurate for future reports.
Assistance. ARCH HMIS staff are available to help with access, data entry questions, data-quality review, and report generation; reach out any time, not just before a deadline.

Where to Go

ARCH HMISprograms.html#hmis

HMIS Lead Contactarch@archconnection.org

HUD HMIS Programhudexchange.info

Drawdowns

eLOCCS and Drawdown Guidance

eLOCCS (the electronic Line of Credit Control System) is HUD's system for drawing down CoC Program grant funds after an expenditure has been incurred. Drawdowns should match your actual, allowable, and documented costs; recipients should reconcile eLOCCS activity against their own accounting records regularly rather than only at APR time.

Access requirements. Each recipient needs its own authorized eLOCCS user(s); access is requested through HUD's eLOCCS Access Guidelines process linked below and should be set up early in the grant term, not when the first drawdown is due.
Voucher preparation. Prepare each drawdown voucher from your own accounting records for the period, not from the approved budget alone, and route it through whatever internal review your organization requires before submitting.
Supporting documentation. Keep invoices, payroll records, and other backup for every drawdown on file and organized by voucher, so it's ready if HUD or ARCH asks to see it.
Actual, eligible costs only. Draw down only for costs that have actually been incurred, are allowable under the CoC Program, and fall within your approved budget line items.
Cash management. Federal cash-management standards require that funds be drawn as close as possible to when they'll actually be spent; avoid drawing well ahead of need or letting large balances sit undrawn.
Reconciliation. Reconcile eLOCCS drawdown history against your accounting system and approved budget on a regular schedule throughout the year, so any discrepancy is caught long before the APR is due.

Match & Financial Management

Financial and Match Requirements

CoC Program grants must be matched with a minimum of 25% of the awarded grant amount, using eligible cash or in-kind resources from public or private sources; leasing budget line items are excluded from the match calculation. Match must fund only eligible CoC Program activities, and recipients should keep documentation supporting their match on file just as they would for grant expenditures.

Allowable costs. Spend grant and match funds only on costs that are reasonable, necessary, and eligible under the CoC Program interim rule and your approved budget.
Approved budget categories. Track spending against the specific line items in your approved budget; if actual costs will fall outside those categories, request a budget change before spending against the new category.
Time-and-effort records. Staff paid in whole or in part with CoC funds need documentation supporting the portion of their time charged to the grant, consistent with federal cost-allocation standards.
Procurement. Purchases of goods and services with grant funds must follow your organization's procurement policy and the applicable federal procurement standards, including competition requirements above certain thresholds.
Cost allocation. When a cost benefits more than one grant or program, allocate it using a documented, reasonable method rather than charging it entirely to the CoC grant.
Match calculation and documentation. Track match contributions (cash or in-kind) as they occur, and keep the same level of supporting documentation for match as for direct grant expenditures.
Record retention. Keep financial and match records for the period required under the grant agreement and federal recordkeeping rules, even after a specific operating year has closed.
Budget changes. Significant changes to an approved budget generally require HUD approval before the change takes effect; contact ARCH before spending against a change that hasn't been approved.

Compliance

Monitoring Resources

HUD and, in some cases, ARCH as Collaborative Applicant may monitor CoC-funded recipients for compliance with program requirements, recordkeeping, and performance. Good recordkeeping throughout the year, not just before a monitoring visit, is the best preparation.

ARCH's monitoring role. As Collaborative Applicant, ARCH reviews recipient performance and compliance on an ongoing basis and may conduct its own reviews in addition to any HUD monitoring.
Documents to maintain. Keep your grant agreement, approved application and budget, HMIS and APR records, financial and match documentation, procurement records, and policies and procedures organized and current, not assembled only when a review is announced.
Desk reviews. HUD and ARCH may review submitted reports, HMIS data, and financial records remotely without an onsite visit; respond to any request for additional documentation promptly.
Onsite reviews. A monitoring visit may include a review of case files, program operations, and financial records at your site, along with interviews with staff.
Corrective action. If a review identifies a finding or concern, you'll typically receive it in writing along with a required response or corrective action plan.
Response deadlines. Respond to monitoring findings and requests for information by the deadline given; if you need more time, ask before the deadline passes rather than after.
Technical assistance. ARCH can provide technical assistance to help a recipient prepare for monitoring or work through a finding; see ARCH's Technical Assistance & Guidance page.

The CPD Monitoring Handbook's CoC Program chapter (Chapter 29) is the primary reference HUD staff use for CoC monitoring; ARCH follows the same framework for its own reviews.

End of Grant Term

Grant Closeout Information

Closeout is the process of formally ending a grant once its period of performance has ended, including final drawdowns, a final APR, and resolution of any outstanding financial or programmatic issues. Recipients should start preparing for closeout well before their grant term ends, since final reporting and drawdowns typically have their own deadlines separate from day-to-day grant activity.

Final draws. Submit your last eLOCCS drawdown for actual, eligible costs incurred during the grant term; funds generally can't be drawn once the closeout deadline has passed.
Financial reconciliation. Reconcile total drawdowns against actual expenditures and your approved budget before closeout, and resolve any discrepancy while the grant is still open.
Final APR. Complete and submit the final Annual Performance Report for the grant term, consistent with the guidance in the APR section above.
Remaining balances. Address any undrawn grant balance before closeout; unspent funds generally cannot be carried forward once the grant term ends.
Equipment and records. Follow federal requirements for property acquired with grant funds, and retain closeout-related financial and programmatic records for the period required after closeout.
Unresolved findings. Resolve any open monitoring findings or corrective actions before closeout where possible; an unresolved finding can delay closeout completion.
HUD closeout procedures. HUD field office and ARCH staff can walk recipients through the specific closeout steps and paperwork for their grant; reach out well ahead of your grant end date.