HUD Continuum of Care (CoC) · Federal · Continuum of Care Program grants under 24 CFR Part 578 — permanent supportive housing, rapid re-housing, transitional housing, HMIS
HUD CoC backup by eligible activity, with the 10% project-admin test in view.
A Continuum of Care grant has no voucher workbook — draws and the Annual Performance Report go through HUD's own systems — but every dollar still has to land in a 24 CFR 578 eligible activity and project administrative costs can't pass 10% of the grant once indirect is added. Prove It's voucher Excel from AI-read payroll and coded invoices is the backup behind each draw, laid out by activity, with indirect on your negotiated rate or the de minimis. You review every line before anything posts.
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What HUD CoC checks before it pays
Project administrative costs are capped at 10% — including indirect
Indirect charged to project administration is added to its direct costs when testing the 10 percent limit (24 CFR 578.63(c)); a non-UFA recipient must also share at least 50 percent of admin funds with subrecipients.
Everything except leasing needs a 25% match
Cash or in-kind from sources other than CoC Program funds, grant by grant; in-kind services need an MOU signed before grant execution (§578.73).
Eligible cost categories are fixed by regulation (§§578.43–578.57: acquisition, rehabilitation, new construction, leasing, rental assistance, supportive services, operating costs and HMIS, plus §578.59 project administrative costs) — budget against the line items in your grant agreement
Project administrative costs are capped at 10 percent of any grant awarded (excluding CoC planning and UFA costs) — general management and oversight salaries, monitoring travel, third-party accounting/legal/audit services, and goods and services needed for administration; staff and overhead costs directly related to carrying out an eligible activity belong in that activity instead (§578.59(a))
Recipients that are not Unified Funding Agencies must share at least 50 percent of project administrative funds with their subrecipients (§578.59(b)(2))
Match: all grant funds except leasing must be matched with no less than 25 percent in cash or in-kind from other sources, grant by grant; cash match may come from any source including other federal sources other than CoC Program funds (§578.73(b)); in-kind third-party services must be documented by an MOU before grant execution and valued at rates ordinarily paid for similar work (§578.73(c))
Timeliness: a recipient must distribute funds to subrecipients in advance of their expenditures, no later than 45 days after an approvable request, and draw down funds at least once per quarter of the program year after eligible activities commence (§578.85(c))
Records must be kept for the greater of 5 years or the period the regulation specifies for that record type (§578.103(c)); use of funds is reported in an Annual Performance Report (APR) plus anything else HUD requires (§578.103(e))
Indirect charged to an activity with an expenditure limit (CoC planning, UFA costs, project administration) is added to that activity's direct costs when testing the limit (§578.63(c)) — indirect can't be used to slip past the 10 percent project-administration cap
What Prove It does about it
Payroll
Imports payroll from ADP, Paychex, Gusto, Paylocity, TriNet, QuickBooks and anything else that exports a file. Common layouts are read instantly; anything else, Claude AI finds the names, gross pay and pay date. You confirm every name before anything posts.
Exports
📥 Download voucher Excel (voucher number)
Download voucher Excel (voucher number) — Four sheets — Voucher Summary, PSA (monthly), OTPS detail and Certification — laid out by this funder's own categories, from your approved payroll and coded invoices.
HUD Continuum of Care (CoC) has no downloadable claim workbook — draws and the APR go through HUD's own systems — so the voucher Excel above is the backup to attach or transcribe, laid out by this funder's categories.
Invoices
Coded invoices flow into the OTPS detail: the month's expenses are auto-included in this voucher, you uncheck an item to hold it for a later voucher, and earlier-dated invoices count as prior claims automatically. Categories follow HUD CoC's own list — Leasing, Rental Assistance, Supportive Services, Operating Costs, HMIS, Project Administrative Costs (≤10%).
Checker
The free voucher checker is a fixed set of rules, not AI: costs HUD CoC's manual lists as unallowable, fringe above the 35% review threshold the app uses for HUD CoC, allocations that don't total 100%, totals that don't reconcile, blank contract, provider or period identifiers — plus HUD CoC's own recurring errors: Project administrative costs are capped at 10% — including indirect; Everything except leasing needs a 25% match. The file is read in your browser and never uploaded. Check a HUD CoC voucher.
Ask a CFO
Ask a CFO answers "can I charge this?" from HUD CoC's current fiscal manual, with the source and date cited. AI guidance grounded in your live platform data, 2 CFR 200, and live lookups of current funder manuals — not legal, tax, or audit advice. Confirm consequential decisions with your funder or auditor.
Backup
Every voucher Excel carries four sheets — Voucher Summary, PSA (monthly), OTPS detail and Certification — so the backup travels with the claim, and the Print / PDF view gives you the same voucher for a signature.
HUD CoC at a glance
Funder
U.S. Department of Housing and Urban Development — Continuum of Care Program (24 CFR Part 578)
Jurisdiction
Federal
Fringe
Treated as a direct staff cost of whichever eligible activity the position carries out (24 CFR 578.43–578.57); no published percentage cap
Indirect basis
Indirect costs under 2 CFR Part 200 Subpart E — a negotiated rate or the de minimis — allocated across the eligible activities consistently with your indirect cost rate proposal, and added to project administrative costs when testing the 10 percent project-admin limit (24 CFR 578.63 and 578.59)
Project administrative costs above 10 percent of the grant (excluding CoC planning and UFA costs)Match drawn from CoC Program funds or from a source statutorily prohibited from being used as matchIn-kind third-party services without a memorandum of understanding signed before grant executionCosts of an activity beyond its expenditure limit once indirect is added (24 CFR 578.63(c))
Founding pilot · 10 NYC nonprofits · 60 days free · no card
Your next HUD CoC voucher, built in Prove It — with us on the call
We're taking 10 New York nonprofits into a founding pilot. You get the full platform for 60 days at no charge, and we set it up with you: in one 30-minute working session we load your contracts, your staff and your last payroll file, then rebuild your most recent HUD CoC voucher in HUD CoC's own format. If it doesn't match what you filed — or catch something you missed — you've spent half an hour and owe nothing.
Because HUD has none to fill: eligible costs are fixed by 24 CFR Part 578 and draws and the Annual Performance Report run through HUD's own systems. The voucher Excel is the record behind each draw, by eligible activity.
How does indirect interact with the 10% admin cap?
Indirect under 2 CFR 200 Subpart E — a negotiated rate or the de minimis — is allocated across the eligible activities consistently with your rate proposal and added to project administrative costs when testing the 10 percent project-admin limit (24 CFR 578.63 and 578.59). The checker's HUD CoC advisory repeats the test.
What does the checker flag as unallowable?
Project administrative costs above 10 percent of the grant, match drawn from CoC funds or a prohibited source, in-kind services without an MOU signed before grant execution, and an activity pushed past its expenditure limit once indirect is added.
Does Prove It submit my HUD CoC voucher for me?
No. Prove It builds the voucher and the backup from your live numbers; a person on your team reviews every line and submits it the way you do today. Nothing is filed automatically, and nothing guarantees acceptance — what you get is the funder's own format, filled from the same payroll and invoices you already have, with the recurring errors flagged before you send it.