In January 2015, Kentucky Housing Corporation (KHC) announced upcoming changes in the program funding draw process. At that time, we began accepting draw requests electronically while the new Program Funding Draw Management System was being developed. After a brief pilot program, we are excited to announce that the new Program Funding Draw Management System is ready to go!  

The Program Funding Draw Management System has many valuable features, including funding award balances, disbursement records, auto-fill of draw request forms, and electronic signatures. It is even mobile friendly!

Throughout the month of August, look for eGrams with more information about how to register for the system and begin submitting draw requests. All funding recipients will be required to transition to the Program Funding Draw Management System by Tuesday, September 1, 2015, as the Universal Draw Request system will be going away. We are excited to offer such an innovative and stress-free way to improve efficiencies and stay connected with our partners!

Kentucky Homeless Management Information System (KYHMIS) users will soon be able to access their invoices online! KHC is working with PNC Bank to use Automated Clearing House (ACH) to accept payment.  

As of July 1, 2015, Lexington CoC and BoS CoC may access the ACH system at:  https://www.payerexpress.com/ebp/KHC/. Select "Pay Now" for a one-time easy payment option. Your account number is your KYHMIS Agency Provider ID number. If you need to locate this number, please contact your agency's KYHMIS Subject Matter Expert. You will need your agency bank account number and bank routing number. If you have multiple accounts, please make sure that this is the account number that you wish to use to pay the specific invoice. Print your receipt for your agency's record keeping purposes. There is a print option on this page, so please make sure that you print the receipt prior to exiting the menu. For more directions on how to use the ACH system, please select HELP at the bottom of the main menu screen.   

Please note:  Agencies within the Louisville CoC may disregard this message. The Louisville CoC will pay KYHMIS for all of the Louisville CoC agencies and, in turn, bill each agency directly.
 
Lexington CoC agencies have been billed for the first quarter only. KYHMIS plans to bill again by Thursday, October 1, 2015, for the second quarter. Agency amounts have been pro-rated. KYHMIS intends to by January 2016 to have the Lexington CoC functioning like the Louisville CoC by paying KYHMIS in a single payment, then invoicing individual agencies directly.

KYHMIS user license fees are due by Friday, July 31, 2015. Late fees of 10 percent will be assessed on unpaid balances beginning Saturday, August 1, 2015. Late fees of 20 percent will be assessed on unpaid balances beginning Tuesday, September 1, 2015. If license fees are not paid by Thursday, October 1, 2015, agency usage in the KYHMIS will be suspended.

If you have any questions, please contact Lena Columbia toll-free in Kentucky at 800-633-8896 or 502-564-7630, extension 448; TTY 711; or email lcolumbia@kyhousing.org.

This year, KYHMIS users will be able to submit the annual required documentation online! The following four documents must be signed and submitted by selecting Submit a Request within the HCA Help Desk by Monday, August 3, 2015, to remain compliant with KYHMIS:

• 2015 KYHMIS External Policies and Procedures 
• 2015 KYHMIS Participation Agreement 
• 2015 Security Monitoring Form (one per agency)
• 2015 KYHMIS User Confidentiality Agreement 

Failure to submit the required documentation by Monday, August 3, 2015, may result in agency licenses being suspended and/or withholding of draws until compliant.

The KYHMIS Privacy Notice has also been updated. All KYHMIS agencies are responsible for ensuring the current KYHMIS Privacy Notice and Privacy Policy are posted and available to all clients. These documents are available on the HCA Help Desk.

The updated KYHMIS External Policies and Procedures are now in effect. Slight changes have been made for clarification purposes. The document is available on the HCA Help Desk. KHC asks partners to review the document and reference it when addressing roles, responsibilities, and liabilities for their agency, users, and clients.

If you have questions, please contact Anne Colly Rose toll-free in Kentucky at 800-633-7630 or 502-564-7630, extension 259; TTY 711; or email arose@kyhousing.org.

KHC has scheduled KYHMIS training for Tuesday, August 25, 2015, from 9 a.m.-4 p.m. ET, in KHC's computer training room, west annex, 1231 Louisville Road, Frankfort. Seating is limited and available to registrants on a first-come, first-served basis. To attend a KYHMIS training session, users must submit a Training Request Form no later than three days prior to the session to ensure space is available. As a reminder, these scheduled KYHMIS New User Trainings are not Recovery Kentucky KYHMIS trainings. 

Stay tuned to KHC eGrams for other training opportunities!

To better serve partners, KHC is implementing new requirements for KYHMIS continuing education. This change will help agencies save staff and travel time by substituting face-to-face training with online training.

Previously, KYHMIS users were required to attend at least one in-person training session each year. The new process requires KYHMIS users to watch all seven training videos, then complete and submit a survey. Once KHC receives the completed survey, the user will receive credit for completing the annual continuing education requirement. These videos can be found on KHC's YouTube training channel.
 
KHC is not currently offering regularly scheduled KYHMIS refresher training sessions, but will continue to focus on training new users. To maintain a KYHMIS license, users must complete the continuing education requirement annually, per our External Policies and Procedures.