In This Issue
BoS CoC Full Membership Webinar - Mandatory for CoC and ESG-Funded Agencies
The Kentucky Balance of State Continuum of Care (KY BoS CoC) will hold a CoC membership meeting at 2 p.m. ET Tuesday, June 30, 2020. The meeting will be held via webinar only.

Registration for the webinar is required.  

All CoC and Emergency Solutions Grant (ESG)-funded agencies in the BoS are required to have at least one representative participate. In the event an agency representative is not able to participate in the live webinar, a recorded version will be available for one-week. Live attendance is strongly encouraged.

This webinar is being held in place of the traditional CoC regional meetings that typically take place during the spring. Due to COVID-19 stay-at-home orders, these in-person meetings did not occur.

The meeting is open to the public and all people interested in preventing and ending homelessness. The BoS includes all Kentucky counties except Fayette and Jefferson counties. People from Lexington and Louisville are invited to join the meeting, but agenda items will pertain mainly to BoS matters.

An agenda will be available on the CoC page of KHC's website prior to the meeting.

If you have any questions, please submit a ticket on the HCA Help Desk.
Take the Building HOME Online Training Today
Have you and your staff explored the new Building HOME Online Training? Whether you're new to the HOME Investment Partnerships (HOME) Program or want to deepen your knowledge, the Building HOME Online Training is for you!

Training Highlights
  • Available 24/7 on the U.S. Department of Housing and Urban Development (HUD) Exchange-get started and take breaks as it fits into your schedule
  • Engaging and interactive, with bite-sized topics within each module
  • 12 modules that cover the key requirements and topics you need, including homebuyer programs, rental development, and tenant-based rental assistance
  • Real-world affordable housing development scenarios, offering multiple job role perspectives
  • Challenge questions and exams to test your knowledge
If you have any questions about the training, please contact the HUD Exchange. If you have any questions about the HOME Program policy, please contact your local HUD CPD Field Office.
Updates and Changes to the HOME TBRA Section of the HCA Help Desk 
  1. Kentucky Housing Corporation (KHC) has updated the the HOME Tenant-Based Rental Assistance (TBRA) Toolkit. The 2020 HOME TBRA toolkit has an effective date of Monday, June 23, 2020. Previous versions of the toolkit will be obsolete after this date, please delete and refrain from using any previous versions as doing so can lead to compliance issues. Updates include:

    • Links on contents page work when you click them
    • KHC's HOME TBRA Policy Manual has been added to the toolkit
    • The Step-by-Step Instructions have updated language
    • The client file checklist (HCA form 200) has been updated
    • The "Application for Assistance" (HCA form 201) has been updated
    • The "Personal Declaration" (HCA form 205) has been updated
    • The creation of "A General Conflict of Interest Statement" (HCA form 300)
    • Verification forms no longer in a fillable format. *
    • The "Request for Unit Approval" (HCA form 301) has been updated with extra clarification in the utility and services section
    • The "VAWA Training Aid" has been added to the toolkit

      * Fillable formats are appropriate and allowable for forms executed by agency staff only and are not appropriate to be used for verification forms. Allowable fillable forms will be posted to the HCA Help Desk under the subheading of "HOME TBRA Fillable forms."
  2. KHC updated the TBRA Subsidy Calculation Worksheet. The 2020 HOME TBRA Subsidy Calculation Worksheet has an effective date of Monday, June 23, 2020. Previous version of the worksheet will be obsolete after this date. Please delete and refrain from using any previous versions, as doing so can lead to compliance issues. Updates include:

    • Expanded instructions for using the form
    • Corrections to formulas for proper rounding of numbers to whole dollars
  3. KHC updated the HOME TBRA section of the Housing Contract Administration (HCA) Help Desk. Updates include:

    • The creation of a HOME TBRA Policies and Resource subheading for items such as the KHC HOME TBRA Policy Manual, income limits, instructions, and other guidance
    • The creation of a HOME TBRA Fillable Forms subheading to include allowable fillable forms for the HOME TBRA program
    • The creation of a HOME TBRA Reports subheading to include the HOME TBRA Project Completion Report and the HOME TBRA Set-Up Report
  4. KHC created a HOME TBRA Quick Reference Guide and posted it to the HOME TBRA Policies and Resources subheading. This one-page document can be printed and posted in the administrators office for quick reference to TBRA requirements.
KYHMIS ART 640 Report 
The vendor has resolved the issues agencies were experiencing running their Data Quality Framework (ART 640) reports. Agencies should now be able to run and schedule the Data Quality Framework (ART 640) report. Agencies should resume using the ART 640 report when submitting their bi-monthly data quality reports. Please make sure you are submitting them in PDF format. Thank you for your patience as this issue was resolved. If you experience any issues running the ART 640 report, please submit a ticket on the HCA Help Desk for assistance.
KYHMIS Training Requirement
Every year, all KYHMIS users are required to complete the Annual Refresher Training. This year the training is via webinar with four options to attend. All four trainings will share the same content; therefore, you are only required to participate in one. Please use the links below to register for your preferred date and time.
If you have any questions, please contact the HCA Help Desk
KYHMIS Annual Invoice Process Reminder 
On Wednesday, July 1, 2020 all agencies in the BoS CoC who use the KYHMIS database will receive an Annual Invoice for User Licenses from KHC. The Louisville CoC and Lexington CoC will process their own invoices for their member agencies. The KHC invoice will reflect the number of users currently activated in the system. All agencies are reminded of their responsibility to review the number of licenses and make any necessary adjustment recommendations to the KHC KYHMIS staff. Send a ticket from the HCA Help Desk with details on the increase or decrease in the number of licenses needed for the upcoming Fiscal Year and the names of the persons holding the licenses. KHC will use the number of users in the system to generate the Annual Invoice.

Annual Invoices will be sent from the online PNC Payment System in an email to the designated agency contact person. All agencies are reminded of their responsibility to enroll in the PNC Payment System, to enter their banking information so electronic payment may be made, and to confirm the appropriate contact person who should receive the emailed Annual Invoice. Payment of the Annual Invoice must be made by electronic deposit through the PNC Payment System. Paper checks will not be accepted and, if received by KHC, will be returned to the agency uncashed.

Please contact the HCA Help Desk with any questions or call 502-564-7630, extension 446.
KYHMIS Annual Documentation 
Every year, all KYHMIS agencies complete the user documentation for KYHMIS. Each person that has a license in the KYHMIS System will need to complete the documentation. All BoS agencies will need to complete these documents and send them in through the HCA Help Desk. In the subject line, please include KYHMIS Annual Documentation. Agencies only need to send one help desk ticket with all user documentation attached. Each KYHMIS user will need to read and sign the 2017 KYHMIS External Policies and Procedures, as well as a 2017 Security Monitoring Form. You will only need one Security Monitoring Form per agency, but each KYHMIS user will need to submit a Policies and Procedures form.

If KYHMIS staff does not receive user documentation and/or is unable to confirm that the user has watched the refresher courses by Friday, July 31,2020 we will deactivate the user from HMIS until they are able to do so. If you have any questions, please contact the HCA Help Desk.
Applications Accepted
KHC Tenant-Based Rental Assistance (TBRA) began accepting applications for the Housing Choice Voucher (HCV) Program on June 1, 2020. The Section 8 online application will be available within the Applicant RENTCafĂ© by creating an account; or persons may call into KHC's Customer Service at 877-552-7368, extension 711, to complete by phone or request an application via email at and return via email. Hand delivered or mailed applications will not be accepted. Please visit KHC's website for the list of counties served by the KHC Housing Choice Voucher program.

Please direct those interested in applying to KHC's website, under Rental, HCV RENTCafé, Applicant RENTCafé. We encourage everyone wanting assistance to register online. Applications are accepted in the order they are received.
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To sign up for an eGram list, please visit  KHC's website and click on the eGram icon under Quick Links, or click on the "envelope" at the top of each page on KHC's website.