COAH Council on Affordable Housing

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Alexandrina Reynolds
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1 COAH Council on Affordable Housing CTM RCA/Partnership Training What is an RCA? Units and $$$ Credits AGREEMENT Sending Municipality Builds Units Receiving Municipality 1

2 What is an RCA? Agreement between two municipalities in the same housing region Sending municipality conveys the responsibility of building housing units to Receiving municipality Sending municipality contributes funds Sending municipality receives credits Contract must be approved by COAH What is a Partnership? Agreement Credits Credits Resources Resources 2

3 What is a Partnership? Agreement between two or more municipalities in the same housing region to build low and moderate income housing units Agreement allots a specific number of credits to each municipality Each municipality contributes resources funding, sewer, water, land, etc. Partnership must be approved by COAH How an RCA is Created in CTM The RCA and its details are created in the sending municipality s Plan A project funded by an RCA is created in the receiving municipality s Plan, and identified as an RCA project by selecting the PR RCA Flag at the Project Detail screen. To incorporate the receiving municipality s RCA project into the sending municipality s RCA Plan it is selected in the sending municipality s RCA/Partnership Detail screen 3

4 Accessing the RCA/Partnership in CTM In the Navigation Bar Hover the cursor over Plans Click List Accessing the RCA/Partnership in CTM At the Plan List Click the View button to get to the Plan Header 4

5 Accessing the RCA/Partnership in CTM At the Plan Header (or any Plan Screen) Click the RCA/Partner tab to get to the RCA/Partnership screen To Continue Follow the instructions in the appropriate Help section Sending Municipality Receiving Municipality 5

Sending Municipality For monitoring, the sending municipality is responsible for reporting on the RCA funds that have been transferred and on the number of units

6 Sending Municipality For monitoring, the sending municipality is responsible for reporting on the RCA funds that have been transferred and on the number of units transferred. Sending Municipality At the RCA/Partnership Screen Make sure that the Sending List button is selected To get to the RCA/Partnership Detail screen Click the Edit button 6

7 At the RCA/Partnership The RCA/Partnership Detail screen is view only to External CTM Users except for the Funds Transferred and Units Funded At the RCA/Partnership The name of the Receiving Municipality is displayed The RCA/Partnership Name reflects the association between the sending and receiving municipalities All RCA/Partnership names follow the same naming convention Sending Municipality / Receiving Municipality RCA Check the information in every field and contact COAH if you find errors or omissions 7

8 At the RCA/Partnership COAH Approval Date Most Recent Date Effective Date At the RCA/Partnership The RCA Project Status will be selected RCA Approved RCA Full Transfer RCA Partial Transfer RCA Proposed 8

9 At the RCA/Partnership The Date that the project attained the Project Status will be displayed Either the RCA or Partnership Flag will be selected, indicating the type of cooperative project At the RCA/Partnership Round Rules displays information on 1. Round rules in effect when the RCA was reviewed and approved 2. Funding per Unit per unit transfer amount (from sending municipality to receiving municipality) 9

10 At the RCA/Partnership 3. No. of Units number of Units transferred to the sending municipality 4. Funds Committed total amount transferred (from sending municipality to receiving municipality) At the RCA/Partnership 5. Admin Allowed maximum amount of RCA funds that may be expended for administration by receiving municipality 10

11 At the RCA/Partnership Enter the total amount of RCA Funds Transferred to date by the sending municipality to the receiving municipality At the RCA/Partnership Enter the total number of Units Funded by the Funds Transferred Units Approved displays the number of units that were approved by COAH for this RCA. 11

12 At the RCA/Partnership The next section displays the Proposed and Approved Credits in the sending municipality s most recent Fair Share Plan, and is entered by COAH Staff. At the RCA/Partnership Prior Round (Proposed) Total Credits from this RCA proposed by the sending municipality to address the prior round obligation Total Rental obligation being transferred by the sending municipality to address the prior round obligation The number of Age Restricted units in the receiving municipality s project 12

13 At the RCA/Partnership Growth Share (Proposed) Total Credits proposed by the sending municipality to address the growth share obligation for this RCA Total Rental obligation being transferred by the sending municipality to address the growth share obligation The number of Age Restricted units in the receiving municipality s project At the RCA/Partnership Surplus (Proposed) Total number of surplus RCA Credits proposed by the sending municipality. The number of surplus Rental obligations being transferred by the sending municipality, if applicable. The number of surplus Age Restricted units in the receiving municipality s project. 13

14 At the RCA/Partnership Prior Round (Approved) Total number of COAH approved Credits to be used to address the prior round obligation for this RCA Total number of COAH approved Rental units being transferred by the sending municipality to address the prior round obligation The number of COAH approved Age Restricted units in the receiving municipality s project At the RCA/Partnership Growth Share (Approved) Total number of COAH approved Credits used to address the growth share obligation for this RCA Total COAH approved Rental units being transferred by the sending municipality to address the growth share obligation The number of Age Restricted units approved by COAH in the receiving municipality s project 14

At the RCA/Partnership Surplus (Approved) Total number of COAH approved surplus Credits for this RCA Number of COAH approved surplus Rental obligations being transferred by the sending Municipality

15 At the RCA/Partnership Surplus (Approved) Total number of COAH approved surplus Credits for this RCA Number of COAH approved surplus Rental obligations being transferred by the sending Municipality The number of surplus COAH approved Age Restricted units in the receiving Municipality s project Total is an automatically adjusted running total of the Proposed and Approved numbers. At the RCA/Partnership Units Unallocated is an automatically adjusted running total of the sum of units in the Approved Total column minus the sum of the number of approved units in the Receiving Projects field. 15

16 At the RCA/Partnership Percentage RCA Units Completed is the Percentage of RCA Units Completed by the receiving municipality for this RCA. The information is calculated when the receiver enters completed unit information for the RCA Project. At the RCA/Partnership Project Contacts External users have view only rights to the RCA Contact List Contact COAH to add, delete, or modify Contacts 16

At the RCA/Partnership Receiving Projects The Receiving Project(s) for this RCA will be checked. The number of units that are being funded by the RCA will appear in the Num Approved Units field.

17 At the RCA/Partnership Receiving Projects The Receiving Project(s) for this RCA will be checked. The number of units that are being funded by the RCA will appear in the Num Approved Units field. The Num Completed Units field is populated when unit information is entered for the project. At the RCA/Partnership Monitoring Comments Each time you revise this screen, enter an explanation of the changes If you ve made any changes Save or Save & Exit 17

18 Receiving Municipality The receiving municipality is responsible for reporting on the projects and units that are receiving RCA funding and for reporting on all RCA Bank activity. At the RCA Partnership List Select the Receiving List button. The list will include all of the RCAs in which you are the Receiving municipality. 18

19 At the RCA Partnership List To get to the RCA/Partnership Detail screen, at the RCA/Partnership Receiving List screen Click the Edit button for the desired RCA Refer to the RCA/Partnership Detail description for a complete description of the fields on this screen. RCA Projects The Projects being funded by the RCA are created in the receiving municipality s Plan. For information on Project monitoring, refer to the Project/Units Help. RCA Project Names use the following naming convention Sending Municipality RCA / Actual Name of Project 19

20 RCA Partnership Service List Includes contacts who are associated with the RCA or Partnership External CTM Users may View the Service List Print mailing labels To Access the RCA Partnership Service List At the RCA/Partnership List Make sure the Receiving List button is selected Click the Contacts button for the desired RCA to access the RCA Service List 20

21 To Print Mailing Labels At the RCA Service List Click the Print Service Labels button To Print Mailing Labels If you get a pop up box, click Yes 21

22 To Print Mailing Labels An Adobe PDF document will be displayed. It is formatted to print directly onto Avery 5162 labels In the Adobe Acrobat task bar at the top of the screen, click File or click the Print icon Print the labels To get back to the Service List screen, click the Internet Back arrow Bank Information At the receiving municipality s RCA/Partnership Sending List screen Click the Banks button for the appropriate RCA 22

23 Bank Information At the RCA Bank List Click the Edit button for the desired bank Bank Information The Bank Name and Bank Account Number are view only to external users. The RCA Funds Committed field is populated automatically, based on the information in the RCA/Partnership Project. 23

24 Bank Information To Add a Bank Transaction Click Add New Transaction Bank Information Enter the Date of the new transaction Select the transaction Type from the drop down list (required) Select the Project from the drop down menu If the transaction type is Hard Cost or Recapture, you must choose a Project 24

Bank Information Enter a Description of the transaction (optional) Enter the Amount of the transaction (required) Enter Comments, if desired Click Save

25 Bank Information Enter a Description of the transaction (optional) Enter the Amount of the transaction (required) Enter Comments, if desired Click Save Transaction Bank Information If you need to return to a transaction to add or change information, at the RCA Bank screen Click Edit for the appropriate Transaction 25

Bank Information Add or change the transaction information Click Save Transaction Bank Information To Reconcile CTM Balance with Bank Statement Balance Enter the From Date

26 Bank Information Add or change the transaction information Click Save Transaction Bank Information To Reconcile CTM Balance with Bank Statement Balance Enter the From Date that covers the reporting period Enter the To Date that covers the reporting period Enter the RCA Partnership Bank Balance from the bank statement that covers the report period 26

27 Bank Information As transactions are saved in the RCA Bank screen, the CTM system keeps a running count of the Total Income, Total Expenses, Balance, Income and Expenses. Add Monitoring Comments Save when all transactions have been added RCA Expenses The RCA Expenses screen displays a recap of all RCA Expenses (including multiple bank accounts) Access the RCA Expenses screen using either of these two methods Click an RCA s Expenses button at the RCA/Partnership Sending List Click the RCA Expenses button at the bottom of the RCA Bank screen 27

28 RCA Expenses The RCA Expenses screen provides The name and number of each bank account The option of clicking Open to see the bank account and transaction information RCA Project Name(s) Continued RCA Expenses Hard Cost Bank Expenses (from the RCA Bank screen) for each Project Hard Cost Expenses (from the Project Detail screen) for each Project Recapture identification (If the Recapture box is checked for a Project, the project has at least one Recapture transaction.) Summary Totals 28

29 Monitoring Due Dates Enter all data through 6/30/08 no later than 9/1/08 Notify COAH that all data has been entered by submitting a monitoring certification form and bank statement Once you submit the monitoring certification, begin entering post 6/30/08 data (as activity occurs) All data through 2008 will be due by 1/30/09 After that, data will be due semi-annually Reminder When you get back to your office Register on My New Jersey Use the COAH Authorization Code from the to access CTM Refer to the Introduction section of the CTM External User Guide for detailed instructions. 29

Creating Interim & Final Invoices - Basic Steps

Creating Interim & Final Invoices - Basic Steps Creating Invoices in your fp. system is a straightforward and flexible. Please follow the steps in this article, to learn the basics of building interim or final invoices. Refer to other articles to learn