Reporting & Compliance

HHAP Fiscal Reporting Resources

Per HSC 50223, Homeless Housing, Assistance and Prevention (HHAP) grantees are required to submit fiscal reports monthly. These monthly reports ask grantees to include cumulative obligations and expenditures through the previous month. Reports allow HCD to assess fiscal progress and help to substantiate statutory fiscal deadlines.

Obligation is defined as the amount of funding for which the grantee has placed orders, awarded contracts, received services, or entered into similar transactions that require payment.

Expenditure: Report the amount of expenses that have been fully paid through the reporting period. If an invoice has been received but is not yet paid, do not report that as expended funds.

HHAP Monthly Fiscal Reporting Timeline

Reports are submitted monthly on the following schedule:

*The HHAP Fiscal Data Dashboard is updated 5 business days after the HHAP Monthly Report Due Date.

Once the full grant award amount has been expended, monthly fiscal reports are no longer required to be submitted. No further action or verification will be required for monthly fiscal reporting. The HHAP Fiscal Dashboard will reflect the most recently submitted fiscal report data.

All grantees will continue to receive monthly reporting emails in case a report reflecting revised data needs to be submitted. If a jurisdiction retroactively changes the eligible use categories in which funds were expended, they are required to submit a monthly report reflecting the correct expenditures by eligible use category.

This policy solely addresses monthly fiscal reporting and does not apply to any annual or final report requirements.

HHAP Annual and Final Reports

Per Health and Safety Code sections 50221 and 50222, all recipients of HHAP funds are required to submit an annual report every April 1 on activity through the prior calendar year and must include the following data components:

• Detailed description of activities with obligated and expended funds by eligible use category
• Progress and status updates on HHAP Regional Homeless Action Plan commitments
• Other highlights and accomplishments and notable quantifiable outcomes

HCD will make efforts to use the statewide Homeless Data Integration System (HDIS) data provided by grantees to fulfill the following annual and final report requirements, however improper reporting into that system may require HCD to seek additional final report information directly from grantees:

• The total number of individuals, as well as homeless individuals, served in each year of the program and total for the program overall.
• Aggregate outcome data for individuals served using program funds, including all of the following:
  • The type of housing that the individuals exited to from the encampment, including whether the housing is permanent or interim.
  • The percentage of successful housing exits.
  • Exit types for unsuccessful housing exits.
• The types of housing assistance provided, including, but not limited to, permanent or interim housing, broken out by the number of individuals served.
• Progress towards the CA System Performance Measures, including racial equity analysis

In lieu of the last annual report for each round, Health and Safety Code sections 50221, 50222, and 50223 require HHAP grantees of all rounds to submit a final report based on the following schedule:

The final report is in lieu of the last annual report for each round. The HHAP Grant Program 2025 Annual Report, covering cumulative program activity through December 31, 2024 for rounds 1 through 5, is available under the Grantee Outcomes tab.

Access the HHAP Annual Report Template and HHAP Annual Report Portal (to submit the report) with the following links. (Only recipients of a HHAP award should submit a report).

HHAP Annual Report Template Covering Activity through December 31, 2024 (DOC)

HHAP Annual Report Covering Activity through December 31, 2024

HHAP and ERF Annual Report FAQs (PDF)

HHAP Monthly Fiscal Reporting Links

You can access the current HHAP Monthly Report with the following links (only recipients of a HHAP award should submit a report).
HHAP Round 1 Fiscal Report
HHAP Round 2 Fiscal Report
HHAP Round 3 Fiscal Report
HHAP Round 4 Fiscal Report
HHAP Round 5 Fiscal Report

HHAP Budget Modifications

HHAP budget changes can be requested using the HHAP Budget Modification Form. Instructions for completing the budget modification are included within this linked form. All HHAP budget modification requests must be reviewed and approved by HCD.

HHAP Fiscal Deadlines

HHAP 4 Remainder Disbursements

Per HSC 50220.8(k), a grantee must meet the following criteria to receive the HHAP 4 second disbursement:

• Obligate 75% of the initial disbursement
• Expend 50% of the initial disbursement
• Demonstrate progress on stated System Performance Measures (SPMs) per HSC 50223

Per HSC 50220.8(k)(3)(A), HHAP 4 grantees who did not meet the requirement to obligate 75% and expend 50% of the initial disbursement were required to submit an Alternative Disbursement Plan (ADP), with an explanation for the delay and a spend-down plan through the end of the grant term. If a HHAP 4 grantee deviates from the approved alternative disbursement plan by expending behind schedule, HCD may require the administrative entity to return any unexpended HHAP 4 funds. Per HSC 50220.8(k)(4), “On or before December 31, 2026, a recipient shall return to [ HCD ] any funds that have not been expended pursuant to an alternative disbursement plan approved [ by HCD ] to be reallocated for distribution”.

Per HSC 50223, if a HHAP 4 grantee has not demonstrated progress on at least two California System Performance Measures (CA SPMs) according to the most recent data by CoC, the grantee  must accept technical assistance from HCD, and may also be required to limit the allowable uses of these program funds, as determined by HCD, in order to be eligible for disbursement.

HHAP 5 Remainder Disbursements

Per Health and Safety Code 50235, HHAP 5 grantees are provided an initial disbursement of their allocation following award and execution of their standard agreement.  The initial disbursement includes 50% of the HHAP 5 base allocation (HSC 50235(f)(2)), the HHAP 5 planning allocation (HSC 50234(a)(1)(A)), and the $100 million supplemental allocation (HSC 50238).

Grantees are eligible for a HHAP 5 remainder disbursement if they meet certain criteria, including fiscal eligibility and a midterm update on their HHAP 5 Regionally Coordinated Homelessness Action Plan that demonstrates sufficient progress and compliance with plan commitments, including no actions adverse to achieving plan objectives, and demonstrated progress on CA System Performance Measures (SPMs) to the satisfaction of HCD.

To assess the midterm update on the HHAP 5 Regionally Coordinated Homelessness Action Plan, HCD reviews the fiscal and program data submitted by grantees, including the monthly fiscal reports, Annual Report, HDIS person-served data, and the latest available CA System Performance Measure (CA SPM) data to confirm a grantee complies with its commitments and statutory requirements (HSC 50235(h)(1)).

Grantees must meet the following three requirements to be eligible for the HHAP 5 remainder disbursement:

Requirement #1: Meet both fiscal requirements established by HSC 50235(i) to obligate 75% of the initial 50% base allocation and expend 50% of the initial base allocation. This must occur no later than June 30, 2026.

Updates on the HHAP 5 Regionally Coordinated Homelessness Action Plan must demonstrate that the grantee complies with its commitments and statutory requirements, including:

Requirement #2: Updates on California System Performance Measures (CA SPMs) must demonstrate progress per HSC 50235, by satisfying either A or B:

1. The applicable CoC region has demonstrated progress in at least three CA SPMs from CY 23 baseline to the latest CA SPM data OR
2. If the grantee's CoC region did not demonstrate progress in at least three CA SPMs, the grantee must accept technical assistance from HCD,  and may also be required to limit the allowable uses of these program funds, as determined by HCD, in order to be eligible for disbursement.

Requirement #3: Annual Report Submissions and HMIS/HDIS Reporting must demonstrate compliance with commitments and statutory requirements.

1. Annual Report. Grantee has submitted a complete annual report that shows progress on their metrics and key actions committed to with their HHAP funds.
2. HMIS/HDIS Reporting. Grantee is properly reporting into HMIS/HDIS and reporting indicates progress on their metrics and key actions committed to with their HHAP funds.

Data Tools and Resources to Check for Remainder Disbursement Eligibility

How can HHAP 4 and 5 grantees check their SPM progress toward eligibility for the remainder disbursement?

HHAP 4 and 5 grantees can check their SPM progress using the HHAP 4 and 5 SPM Progress Tracker (XLS), updated quarterly with the latest SPM data. HHAP 4 SPM progress is measured from baseline CY 2022 SPM data against the latest available SPM data, and HHAP 5 SPM progress is measured from baseline CY 2023 SPM data against the latest available SPM data on the California Open Data Portal.

The HHAP 4 and 5 SPM tracker is also available under the California SPMs tab.

How can HHAP 4 and 5 grantees check their progress toward statutory fiscal milestones required to be eligible for the remainder disbursement?

HHAP 4 and 5 grantees can check their fiscal progress toward fiscal eligibility for the remainder disbursement by checking the HHAP Fiscal Data Snapshot (XLS), updated monthly with the latest fiscal data.

The HHAP Fiscal Data Snapshot is also available under the Grantee Outcomes tab.

How can HHAP 5 grantees check their HMIS/HDIS reporting compliance to check whether they are in good standing or whether they have missing or incorrect entries?

HHAP 5 grantees can check their HMIS/HDIS reporting compliance by checking the latest HMIS/HDIS Compliance Report (XLS). HHAP grantees should refer to the guidance provided by HCD on how to address incorrect reporting with your HMIS Lead agency.

The latest HMIS/HDIS Compliance Report, as well as all 2025 HHAP Annual Reports, are also available under the Grantee Outcomes tab.

HHAP Outcomes and Person Served Reporting

Health and Safety Code Section 50220.6 lists the Homelessness Management Information (HMIS) system reporting requirements for HHAP. HHAP Grantees and their subcontractors must report client data into their local Homeless Management Information Systems (HMIS) pursuant to the requirements of Assembly Bill (AB) 977 (Chapter 397, Statutes of 2021), and that data must be shared quarterly with the statewide Homeless Data Integration System (HDIS). As part of reporting responsibilities in accordance with Health and Safety Code section 50220.6, grantees must ensure proper recording of activities associated with these program funds. This is intended to efficiently capture many of the non-fiscal reporting responsibilities required under Health and Safety Code sections 50254.

HCD will make efforts to utilize statewide Homeless Data Integration System to fulfill grantee reporting requirements under Health and Safety Code Sections 50220.6, however improper reporting into that system may require HCD to seek additional information directly from grantees. Grantees may also be required to accept training and technical assistance in this area if their HMIS/HDIS is not properly tracked and shared.

Current HMIS/HDIS Compliance Status for all HHAP, ERF, and FHC Grantees (XLS) as of submissions on activity through December 2024.

Below are HMIS project setup instructions for HHAP grantees:

HMIS Project Setup Instructions for HHAP, ERF, and FHC (PDF) provides updated information on funding codes and grant identifiers for grantees of the Homeless Housing, Assistance and Prevention (HHAP) Program, Encampment Resolution Funding (ERF) Program, and Family Homelessness Challenge (FHC) Grant. This document replaces prior funding code guidance and has been updated to include information on the new FY 2024 HUD HMIS Data Standards.

HMIS Project Setup Instructions for HHAP, ERF, and FHC—Abbreviated Overview (PDF) provides a high level overview of information on funding codes and grant identifiers to support statewide AB 977 implementation and is meant to act as a quick reference guide to the full length HMIS Project Setup Instructions above.

Contact Us

For questions about HMIS project set up for HHAP funding or reporting or compliance questions, please contact the HPD Homelessness Grants Team at HPDHomelessnessGrants@hcd.ca.gov