Phases 39 & ARPA-R - Emergency Food and Shelter Program
Opens Mar 2 2022 12:00 AM (MST)
Deadline Mar 31 2022 11:59 PM (MDT)
Description

FUND OVERVIEW & TIMELINE 

The U.S. Department of Homeland Security's Federal Emergency Management Agency (FEMA) allocated funding to Larimer County for Phase 39 for $158,012, and Phase ARPA-R for $488,379.  

EFSP funds must be used to supplement food and shelter services and may not be used as seed money for new programs. The key responsibility of participating organizations is to assist within the intent of the program. Agencies may receive funds to provide food, shelter, and supportive services, including, but not limited to:  

  • Food services, such as congregate meals or groceries; 

  • Lodging in a mass shelter, or a hotel/motel or other off-site shelter facility up to 90 days (3 months) assistance per individual or household 

  • Up to 90 days (3 months) rent or mortgage assistance to prevent eviction or foreclosure; 

  • Utility assistance for up to 90 days (3 months) of service for gas, electric and water service; and 

  • Supplies, including but not limited to cleaning supplies, and small equipment essential to feed or shelter people, not exceeding $300 per item. 

  • Please refer to the EFSP Eligible & Ineligible Expenses document on the EFSP website for more details on allowable expenses.  


Overall guiding principles to follow:  

  • Funds are to supplement existing programs and expand current, available resources. 

  • Funds must not be used as seed money for new agencies or programs.  Must be an existing program. 

  • Agencies may not charge any fees for EFSP-funded services. 

  • Funds are to be used for direct support of clients, meals, food, shelter, or financial assistance. 

  • All eligible expenses must occur within the spending period.  Absolutely no expense may be made outside of the funding period. 

  • Agencies may not use funds outside of their approved, single category without prior discussion and approval from the grant administrator (United Way).   

  • Duplication of service cannot occur during the spending period. Since Phases 39 and ARPA-R are running almost concurrently, LROs will need to ensure they do not duplicate expenditures for clients in the rent/mortgage and utilities categories. This means clients may receive assistance one time per phase in those categories. 


Phase 39 vs. Phase ARPA-R: 

  • They are two completely separate and independent funding periods that occur on the same start and end dates.   

  • All funding/expense requirements are identical between the two.   

  • It will be necessary for LRO agencies to closely track each expense and assign them separately to one of the two phases to ensure no duplication of the same expense occurs.   

  • It is highly recommended that each expense is entered onto your spreadsheet as the expenses occur. 

 

Some of the below items are allowed by the National Board however, they have been deemed ineligible by the Local Board’s decision:   

  • Transportation costs associated with the provision of food or shelter 

  • Repairs to mass feeding or shelter facilities 

  • Capital equipment necessary to feed or shelter people 

  • Payments made in any other form than LRO check or LRO credit/debit card 

  • Advancement or reimbursement to staff, volunteers, or clients for program purchases 

  • Cash payments of any kind 

  • Payments more than 90 days following the invoice or intake date 

  • Bank fees or late charges 

  • Administrative costs or Membership fees 

  • NO pre-payment for expenses or services not yet rendered or incurred (i.e.: may not pay hotel stays until in-residence, may not pay in advance for supplies/delivery/utilities).  This prevents fraud/refunds. 


ELIGIBILITY 

Any nonprofit, faith-based, or governmental agency that provides food, shelter, and supportive services within the intent of the program is eligible to apply for funding. Current or former EFSP participation is not required for participation.  

All agencies applying for EFSP funds must provide their DUNS number and FEIN in their applications. Failure to provide these numbers will prevent or delay the release of funds to agencies if they are awarded by the Local Board. The numbers may be obtained, as follows:  

  • Data Universal Numbering System (DUNS) Number. DUNS numbers are issued by Dun & Bradstreet (D&B) at no cost. Link to Apply for DUNS – http://fedgov.dnb.com/webform 

  • Federal Employer Identification Number (FEIN) - FEIN numbers are issued by the Internal Revenue Service (IRS) at no cost. Link for FEIN - www.irs.gov 

All agencies must also: 

  • Maintain a checking account in the organization’s name for EFSP deposits 

  • Pay vendors directly within 90 days for services provided 

  • Submit required reports (interim & final reports) 

Any agency that is awarded funds that participated in EFSP in the past and has outstanding compliance exceptions must resolve them prior to the release of funds. 


For a complete list of application questions and to see the review criteria that the Local Board uses to make decisions about allocations, please click here.


PROGRAM TIMELINE FOR PHASES 39 & ARPA-R

Activity 

Dates & Details 

Application Period Open 

March 2nd – March 23rd (3 weeks) 

Awards Announced  

April 28th  

Orientation Webinar for new agencies 

Week of May 16th (Date TBD) 

Local Recipient Agency (LRO) Certification Form Due  

TBD, likely the first or second week of May 

  • United Way’s submission of the approved Local Board plan should automatically trigger the EFSP website to send your LRO contact listed in the system the ‘LRO Certification Form’ for electronic signature via DocuSign. 

  • The e-mail will come from an e-mail address similar to “EFSP User Admin via DocuSign” 

Electronic Funds Transfer (EFT) Form & DUNS Form Due 

TBD, likely the first or second week of May 

  • Only new agencies will need to submit these. These forms can be found on the EFSP website and need to be electronically sent to United Way. 

1st Payment 

To Be Announced by EFSP 

  • The first payment will come via EFT (electronic funds transfer) sometime in May or June however, LRO expenditures are expected to begin prior to first EFSP payment.   

  • This is the first of two equal (50%) payments.  Payments are solely controlled by the EFSP / FEMA National Board.   

Interim Progress Report & 2nd Payment Request Due 

Once First Payment is Spent 

  • Once your first half of funds have been completely spent, you may request your next payment via the EFSP website.   

  • Both the Interim Progress Report (assertion that you spent the first payment and in what category) and the 2nd Payment request are a single form.   

  • You will need to complete, submit, and then sign the electronic DocuSign when received by email.   

  • Typically, your second payment will be sent via EFT 2-3 weeks after completion. 

Final Report Due 

To Be Announced by EFSP 

  • Submit Final Report online through the EFSP website. You will complete the summary sheet within the website, and once submitted, it will route the rest of your final report to the e-mail address listed to upload spreadsheets, documentation, and sign. The Local Board will review your report to ensure compliance before submitting to the National Board for final review. 

  • Separate reports and documentation for Phase 39 & ARPA-R. 

  • A delayed final report from just one agency will delay the start date and first payment in the following phase for all LRO agencies.   


The spending period for Phase 39 & ARPA-R funds is November 1st, 2021 – April 23rd, 2023. 

Phases 39 & ARPA-R - Emergency Food and Shelter Program


FUND OVERVIEW & TIMELINE 

The U.S. Department of Homeland Security's Federal Emergency Management Agency (FEMA) allocated funding to Larimer County for Phase 39 for $158,012, and Phase ARPA-R for $488,379.  

EFSP funds must be used to supplement food and shelter services and may not be used as seed money for new programs. The key responsibility of participating organizations is to assist within the intent of the program. Agencies may receive funds to provide food, shelter, and supportive services, including, but not limited to:  

  • Food services, such as congregate meals or groceries; 

  • Lodging in a mass shelter, or a hotel/motel or other off-site shelter facility up to 90 days (3 months) assistance per individual or household 

  • Up to 90 days (3 months) rent or mortgage assistance to prevent eviction or foreclosure; 

  • Utility assistance for up to 90 days (3 months) of service for gas, electric and water service; and 

  • Supplies, including but not limited to cleaning supplies, and small equipment essential to feed or shelter people, not exceeding $300 per item. 

  • Please refer to the EFSP Eligible & Ineligible Expenses document on the EFSP website for more details on allowable expenses.  


Overall guiding principles to follow:  

  • Funds are to supplement existing programs and expand current, available resources. 

  • Funds must not be used as seed money for new agencies or programs.  Must be an existing program. 

  • Agencies may not charge any fees for EFSP-funded services. 

  • Funds are to be used for direct support of clients, meals, food, shelter, or financial assistance. 

  • All eligible expenses must occur within the spending period.  Absolutely no expense may be made outside of the funding period. 

  • Agencies may not use funds outside of their approved, single category without prior discussion and approval from the grant administrator (United Way).   

  • Duplication of service cannot occur during the spending period. Since Phases 39 and ARPA-R are running almost concurrently, LROs will need to ensure they do not duplicate expenditures for clients in the rent/mortgage and utilities categories. This means clients may receive assistance one time per phase in those categories. 


Phase 39 vs. Phase ARPA-R: 

  • They are two completely separate and independent funding periods that occur on the same start and end dates.   

  • All funding/expense requirements are identical between the two.   

  • It will be necessary for LRO agencies to closely track each expense and assign them separately to one of the two phases to ensure no duplication of the same expense occurs.   

  • It is highly recommended that each expense is entered onto your spreadsheet as the expenses occur. 

 

Some of the below items are allowed by the National Board however, they have been deemed ineligible by the Local Board’s decision:   

  • Transportation costs associated with the provision of food or shelter 

  • Repairs to mass feeding or shelter facilities 

  • Capital equipment necessary to feed or shelter people 

  • Payments made in any other form than LRO check or LRO credit/debit card 

  • Advancement or reimbursement to staff, volunteers, or clients for program purchases 

  • Cash payments of any kind 

  • Payments more than 90 days following the invoice or intake date 

  • Bank fees or late charges 

  • Administrative costs or Membership fees 

  • NO pre-payment for expenses or services not yet rendered or incurred (i.e.: may not pay hotel stays until in-residence, may not pay in advance for supplies/delivery/utilities).  This prevents fraud/refunds. 


ELIGIBILITY 

Any nonprofit, faith-based, or governmental agency that provides food, shelter, and supportive services within the intent of the program is eligible to apply for funding. Current or former EFSP participation is not required for participation.  

All agencies applying for EFSP funds must provide their DUNS number and FEIN in their applications. Failure to provide these numbers will prevent or delay the release of funds to agencies if they are awarded by the Local Board. The numbers may be obtained, as follows:  

  • Data Universal Numbering System (DUNS) Number. DUNS numbers are issued by Dun & Bradstreet (D&B) at no cost. Link to Apply for DUNS – http://fedgov.dnb.com/webform 

  • Federal Employer Identification Number (FEIN) - FEIN numbers are issued by the Internal Revenue Service (IRS) at no cost. Link for FEIN - www.irs.gov 

All agencies must also: 

  • Maintain a checking account in the organization’s name for EFSP deposits 

  • Pay vendors directly within 90 days for services provided 

  • Submit required reports (interim & final reports) 

Any agency that is awarded funds that participated in EFSP in the past and has outstanding compliance exceptions must resolve them prior to the release of funds. 


For a complete list of application questions and to see the review criteria that the Local Board uses to make decisions about allocations, please click here.


PROGRAM TIMELINE FOR PHASES 39 & ARPA-R

Activity 

Dates & Details 

Application Period Open 

March 2nd – March 23rd (3 weeks) 

Awards Announced  

April 28th  

Orientation Webinar for new agencies 

Week of May 16th (Date TBD) 

Local Recipient Agency (LRO) Certification Form Due  

TBD, likely the first or second week of May 

  • United Way’s submission of the approved Local Board plan should automatically trigger the EFSP website to send your LRO contact listed in the system the ‘LRO Certification Form’ for electronic signature via DocuSign. 

  • The e-mail will come from an e-mail address similar to “EFSP User Admin via DocuSign” 

Electronic Funds Transfer (EFT) Form & DUNS Form Due 

TBD, likely the first or second week of May 

  • Only new agencies will need to submit these. These forms can be found on the EFSP website and need to be electronically sent to United Way. 

1st Payment 

To Be Announced by EFSP 

  • The first payment will come via EFT (electronic funds transfer) sometime in May or June however, LRO expenditures are expected to begin prior to first EFSP payment.   

  • This is the first of two equal (50%) payments.  Payments are solely controlled by the EFSP / FEMA National Board.   

Interim Progress Report & 2nd Payment Request Due 

Once First Payment is Spent 

  • Once your first half of funds have been completely spent, you may request your next payment via the EFSP website.   

  • Both the Interim Progress Report (assertion that you spent the first payment and in what category) and the 2nd Payment request are a single form.   

  • You will need to complete, submit, and then sign the electronic DocuSign when received by email.   

  • Typically, your second payment will be sent via EFT 2-3 weeks after completion. 

Final Report Due 

To Be Announced by EFSP 

  • Submit Final Report online through the EFSP website. You will complete the summary sheet within the website, and once submitted, it will route the rest of your final report to the e-mail address listed to upload spreadsheets, documentation, and sign. The Local Board will review your report to ensure compliance before submitting to the National Board for final review. 

  • Separate reports and documentation for Phase 39 & ARPA-R. 

  • A delayed final report from just one agency will delay the start date and first payment in the following phase for all LRO agencies.   


The spending period for Phase 39 & ARPA-R funds is November 1st, 2021 – April 23rd, 2023. 

Opens
Mar 2 2022 12:00 AM (MST)
Deadline
Mar 31 2022 11:59 PM (MDT)