St. Joseph County Housing Consortium

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VII. Reports & HMIS ESG subrecipients are required to submit a quarterly and annual report to the City Staff. Please e-mail or send these reports to the City Staff. Any forms and requirements will be e-mailed to your organization by the City Staff and/or will be posted online prior to the due date. These dates are subject to change with notification from the City Staff • Quarterly Match and Progress Reports are due as follows: o Quarter 1 - Second Monday in April o Quarter 2 - Second Monday in July o Quarter 3-Second Monday in October o Quarter 4 - Second Monday in January - This will also serve as your final/ closeout report • Last Claim is due no later than the last Monday in November. All reports are due by the close of business(5pm EST) on the date(s) noted. Delays in HUD funding could result in an extension of the reporting deadlines. Subrecipients will receive notice from the City staff if there will be an extension. Homeless Management Information System The Homeless Management Information System ("HMIS") is a secure, electronic data collection system used to determine the nature and extent of homelessness. The subrecipient must ensure that data on all program participants is entered into the Homeless Management Information System ("HMIS") in accordance with HUD's standards on participation,data collection,and reporting requirements. The subrecipient is required to enter data into HMIS on a regular and consistent basis, which is defined as data entry within five(5)days from the time of intake.Failure to enter data on a regular and consistent basis may result in the termination of the ESG agreement and funding. The HMIS data elements to be collected are determined by HUD.The HMIS system is used to report to HUD on an annual basis and to aid in local and statewide policy and planning. City of South Bend - ESG Policies and Procedures Manual 40