1. (a) The Subrecipient may be reimbursed for the amount of actual cash disbursements as reflected in Monthly Expenditure Reports, with the exception of a one-time working capital advance.
2. (b) Subrecipients may request a one-time working capital advance for thirty (30) calendar day cash needs up to eight percent of the Contract amount or an advance of $5,000, whichever is greater. In order to request an advance payment, Subrecipients must submit to Department a properly completed Monthly Expenditure Report that includes a request for advance funds. If the advance is not utilized, funds will be returned to the Department within sixty (60) calendar days.
3. (c) Subrecipients must submit a Monthly Performance Report and a Monthly Expenditure Report through the Contract System not later than the last day of each month which reflects performance and expenditures conducted in the prior month.
4. (d) For performance reports, Program Participants that are assisted continuously as a Contract ends and a new Contract begins in the same program will count as new Program Participants for the new Contract. However, the start of a new Contract does not require new eligibility determination or documentation for Program Participants, except as required by federal rule for ESG.
5. (e) Subrecipients shall reconcile their Expenditures with their performance at least monthly before seeking a request for funds for the following month. If the Subrecipient is unable to reconcile on a month-to-month basis, the Subrecipient must provide at the request of the Department, a written explanation for the variance and take appropriate measures to reconcile the subsequent month. It is the responsibility of a Subrecipient to ensure that it has documented the compliant use of all funds provided prior to receipt of additional funds, or if this cannot be done to address the repayment of such funds.
6. (f) Failure of a Subrecipient to provide reports within the Contract term may be sufficient reason or the Department to deobligate funds for which a Monthly Expenditure Report has not been submitted.
7. (g) If the Subrecipient fails to submit within forty-five (45) calendar days of its due date, any report or response required by this section and responses to monitoring reports, Department may, in its sole discretion, suspend payments, place the Subrecipient on Cost Reimbursement method of payment, and initiate proceedings to terminate any active Contract.

8. (h) Subrecipients must submit information requested by the Department for annual or biannual reporting. The annual reporting may extend over multiple Contracts.

   1. (1) ESG Subrecipients will submit information yearly as required for the Consolidated Annual Performance and Evaluation Report, including, but not limited to:

      1. (A) HMIS exports as required HUD; and
      2. (B) Section 3 provision of the HUD Act of 1968, as required per HUD.

   2. (2) Subrecipients of state funds will submit information for biennial reporting to the Texas Legislature, including, but not limited to:

      1. (A) the successes and challenges of the program, including using state funding in ways that cannot be used by other funding sources; and
      2. (B) how funds were used to leverage other funding sources to persons experiencing homelessness.

Source Note:The provisions of this §7.5 adopted to be effective July 22, 2018, 43 TexReg 4728.