• Gaining Access to LOCCS
  • HUD-27054 LOCCS VRS Access Authorization Form
• Selecting a Financial Institution
  • SF-1199A Direct Deposit Sign-up Form
• Accessing LOCCS VRS
  • VRS Number

Overview

Description of LOCCS:
LOCCS is the system HUD uses to disburse and track the payment of grant funds to grant recipients (i.e. grantees). There are two ways LOCCS can be used, via the Voice Response System or eLOCCS. The requested payment amount is checked against the grant's available balance in LOCCS to ensure that the request does not exceed the grant's authorized funding limit. Generally, LOCCS allows one request for payment per day on a given grant. Once a request is approved, funds are sent from the U.S. Treasury directly to the grantee's bank account, usually in 3 business days from the day the request is made. In some cases, the Program Office is required to approve the request before it is processed for payment.

Voice Response System (VRS):
Grantees request program funds through an automated VRS payment system that is maintained by LOCCS. Grantees use VRS to request funds via a touch-tone telephone. Synthesized text-to-speech dialogue is used to request payment data from the caller. The VRS requires the caller to enter a LOCCS User ID, Password, and a Voice Response grant number to ensure that the caller has authority to request grant funds for his/her particular grant.

eLOCCS:
eLOCCS is the Internet version of the LOCCS VRS, providing drawdown and significantly more query and reporting capability to certain trusted business partners such as Public Housing Authorities and Section 8 Performance Based Contract Administrators. The two primary HUD online systems required to gain access to eLOCCS are Secure System (WASS) and FHA Connection. Both Secure System and FHA Connection serve as an internet gateway between the general public and internal HUD applications. Please note that the eLOCCS User ID and password are separate from the Secure System/FHA Connection User ID and password.

• For an example of a Secure System (WASS) type of access and how to do tasks in eLOCCS, please refer to the eLOCCS Getting Started Guide for PIH programs.
• For an example of a Secure System (WASS) and FHA Connection type of access, please refer to the eLOCCS Section 235 and Section 236 IRP Getting Started Guide for Housing programs.
• For an example of tasks in eLOCCS for Section 8 Contract Administrators, please refer to the Section 8 Contract Admin LOCCS Web Guide.

I. Gaining Access to LOCCS:

1. Creating the LOCCS Account

In order to gain access to LOCCS, grantees must complete the following form and mail it to their Program Office.

• HUD-27054 LOCCS VRS Access Authorization Form

Note: Grantees should maintain copies of this form for their own records.

2. Instructions for completing the HUD-27054 LOCCS VRS Access Authorization Form:

The grantee must complete blocks 1-6 (except section 2a) of HUD-27054 LOCCS VRS Access Authorization Form.

3. Mailing the LOCCS VRS Access Authorization Form:

1. The grantee must send the original HUD-27054 LOCCS VRS Access Authorization Form (with the original signature and notary seal) via U.S. Mail to the Program Office for review.
    
2. The Program Office must validate that the grantee is the correct official accessing the grant by signing and dating Block 9 of the HUD-27054 LOCCS VRS Access Authorization Form. The Program Office must then send the original LOCCS VRS Access Authorization Form (with the original signature and notary seal) via U.S. Mail to the OCFO’s User Support Branch for assignment of a LOCCS User ID. Note: If grantee needs to check the status of their access request, they must call the Program Office.
   
   SEND TO: U.S. Department of Housing and Urban Development
   Chief Financial Officer, FYM
   Attention: User Support Branch
   P.O. Box 23774
   Washington, DC 20026-3774
   
   IF MAILING OVERNIGHT, SEND TO:
   U.S. Department of Housing and Urban Development
   Chief Financial Officer, FYM
   Attention: User Support Branch
   451 7th Street SW, Room 3114
   Washington, DC 20410
    
3. OCFO’s User Support Branch will review the form and process the request within three days of receipt. If the form is incomplete, it will be sent back to the grantee via U.S. Mail for corrections.
    
4. The LOCCS system will automatically generate an Access Authorization Letter containing a User ID (Passwords are created by the grantee), enabling grantees to access their LOCCS account. Grantees should receive the Access Authorization Letter via U.S. Mail within 10 days after the Program Office submits the completed HUD-27054 form to the User Support Branch. If the grantee does not receive a response within 10 days, they should contact the Program Office. The Program Office should then contact the User Support Branch to get the status of this action. Click here to see a sample LOCCS Access Authorization Letter.
    
5. The letter will state that the user (grantee) must access LOCCS by a certain date. If the system is not accessed by the date specified in the letter, the user’s authorization will be canceled and another original notarized form must be resubmitted.

Safeguarding User IDs and Passwords

In accordance with IT Security guidelines, specifically National Institute of Standards and Technology SP 800-53, users shall not share personal passwords.

To comply with IT Security guidelines, each individual with access to the LOCCS/VRS system must safeguard his/her User ID and Password. User IDs and Passwords must NOT be shared with others. Only authorized users should access LOCCS. A breach of the IT Security requirements will result in the immediate termination of a User ID and Password.

Passwords

Passwords must be changed within 60 days from the last time a password was established. If a grantee’s password expires, LOCCS will suspend access. The grantee must then submit another original HUD-27054 LOCCS VRS Access Authorization Form.

To reset passwords, grantees must complete the HUD-27054 LOCCS VRS Access Authorization Form. The form does not need to be notarized but must be fully completed, signed, and currently dated. The form may be faxed to the OCFO’s User Support Branch at (202) 708-4350. The password will be reset and the temporary password will be mailed to the grantee.

Change of Address

In the event of an address change, the LOCCS user must submit the HUD-27054 LOCCS VRS Access Authorization Form. Under type of function (Block 1), the user should check item 7 (change address), and complete the entire form. The form does not need to be notarized. The form should be faxed to the appropriate HUD Program Office and the Program Officer will fax the form to the OCFO’s User Support Branch.

Terminating LOCCS user that is no longer employed with the organization

The approving official must complete the HUD-27054 LOCCS VRS Access Authorization Form. Under type of function (Block 1), check item 3 (terminate user) and complete the form. The form does not need to be notarized and does not require the SSN or signature of the employee being terminated. The form should be faxed to the appropriate HUD Program Office and the Program Officer will fax the form to the OCFO’s User Support Branch.

Changing Approving Officials

In the event that a grant recipient/grantee changes its approving official, it must provide written notification to the OCFO’s User Support Branch, with a copy to the Program Office. This notification must be on the organization’s letterhead and must include the following:

1. NAME and TITLE of the new approving official (Please note that the new approving official should be the CEO; BOARD OFFICER and/or of higher authority than the LOCCS user).
    
2. SOCIAL SECURITY NUMBER (the social security number is used for identification of the approving official). Approving officials do not have passwords, unless they are also users. The new approving official is prohibited from using the SSN, User ID, and Password of the previous approving official.
    
3. Daytime office telephone.
    
4. Address of the new approving official.
   
   *** “INTERIM/ACTING” TITLES ARE NOT RECOGNIZED BY OUR AUDITORS; PLEASE USE A PERMANENT OFFICIAL.

5. NAME of the PREVIOUS APPROVING OFFICIAL (NAME ONLY, DO NOT LIST SSN OR USER ID).

6. List the EXISTING USERS (NAME ONLY, DO NOT LIST SSN OR USER ID) so that we may change Approving Officials.

7. SIGN, DATE and NOTARIZE the new APPROVING OFFICAL’S SIGNATURE. (Notary must be different from user and new approving official; the only signatures needed are new official and notary). Please fax a complimentary copy to the following fax number. Please note that you must mail the original copy via U.S. Mail to the address below (please also send a copy to the Program Office).
   
   FAX TO: (202) 708-4350 (THEN MAIL ORIGINAL)
   
   

   SEND TO:	U.S. Department of Housing and Urban Development Chief Financial Officer, FYM Attention: User Support Branch P.O. Box 23774 Washington, DC 20026-377
   IF MAILING OVERNIGHT, SEND TO:	U.S. Department of Housing and Urban Development Chief Financial Officer, FYM Attention: User Support Branch 451 7th Street SW, Room 3114 Washington, DC 20410

The approving official must recertify users every 6 months. In case of changing approving officials, the LOCCS system automatically recertifies users under the new approving official. If you have additional questions, please contact the OCFO’s User Support Branch at 1-877-705-7504 (toll free). If you need further assistance, please contact Karl Banks, OFCO’s User Support Branch Chief, at (202) 402-2420.

Troubleshooting

If grantees have any questions about the LOCCS access process or experience problems accessing LOCCS, please contact OCFO's User Support Branch at 1-877-705-7504 (toll free) or via email at CFOSecurity@hud.gov. If further assistance is needed, please contact Karl Banks, OFCO’s User Support Branch Chief, at (202) 402-2420.
 

II. Selecting a Financial Institution

Establishing a Grant Account

1. Selecting a Financial Institution
   
   Each Grant recipient/grantee must identify an existing account or establish a bank account in a financial institution to serve as the designated Grant bank account for the receipt and deposit of grant funds requested from the U. S. Treasury. The account may be a separate bank account or a subsidiary account within the grantee's general fund (or other fund). The financial institution must be capable of receiving Automated Clearinghouse (ACH) payments. This bank account must be in the grantee's name and allow the grantee to issue checks to all payees (named on the check). Checks drawn against this bank account will allow the Grant Account recipient/grantee to maintain a record of each payment received.
    
2. Direct Deposit Sign-up Form
   
   Once the Grant recipient/ grantee has secured a financial institution, the grantee must complete and submit a Direct Deposit Sign-up Form (SF-1199A) to the appropriate Program Office. This form identifies the name of the financial institution, American Banking Association (ABA) Transit Routing Number and bank account into which grant funds will be deposited. All funds will be electronically transferred from the U. S. Treasury directly into the grantee's bank account.
   
   After the grantee has completed Sections 1 and 2 and the grantee's financial institution has completed Section 3, return the form AND A BLANK CHECK marked CANCELED or VOID to the Program Office.
   
   PLEASE NOTE that failure to include the canceled check will delay the receipt of funds. Any change in the ABA Transit Routing Number or the account number will require submission of a new signed and dated SF-1199A.
    

Instructions for completing the SF-1199A Direct Deposit Sign-up Form:

Section 1 - To be completed by the grantee

Block A - Print or type the name and address of the grantee organization and the telephone number of the person completing the form.

Block B - Leave Blank

Block C - Print or type your Grant Number, which is on the letter, which notified you of your grant award. Print or type the Tax Identification Number of the organization below the project number.

Block D - Mark with an "X" the type of account into which your Grant funds will be directly deposited. You must choose either Checking or Savings.

Block E - Print or type the number of the account into which your Grant funds will be deposited. If your financial institution does not use account numbers, up to 17 characters of the depositor's name or other identification may be entered. Dashes are acceptable as part of the number, but spaces are not acceptable. The depositor's account number must be formatted exactly as it appears in the financial institution's records.

Block F - Check other and enter the name of the Program

Block G - Leave Blank

Payee/Joint Payee Certification

The Certification should be signed by the Chief Executive Officer or the designated representative of the organization completing the form. If additional signature lines are required, use a plain sheet of paper and attach it to the form. Be sure to place your name and grant number on the sheet so that, if it becomes separated, HUD will know for which grant it is. All signatures must be original. Forms containing duplicated copies of signatures will not be processed and will result in delays.

Section 2 - Print or type the following name and address in this section

U. S. Department of Housing and Urban Development
Office of the Chief Financial Officer
Ft. Worth Accounting Center
801 Cherry St, Unit #45, Ste 2500
Fort Worth, TX 76102-6882

Section 3 - To be completed by your financial institution

NOTE: THE FINANCIAL INSTITUTION SHOULD MAIL THE COMPLETED FORM TO THE APPROPRIATE HUD PROGRAM OFFICE.

Print or type the name and address of your financial institution, the Routing Number and Check Digit.

Enter the name of the entity to receive the funds in the "Depositor Account Title" block.

The financial institution's representative signs and dates the form. The telephone number, including the area code, must also be provided so that HUD can verify information.

This completed form, AND A BLANK CHECK marked CANCELED or VOID, must be returned to the address shown in Section 2 above. Failure to include the canceled check will delay receipt of funds.
 

III. Accessing LOCCS VRS

Voice Response System (VRS) Number Notification Letter

Once the Program Office makes funds available for disbursement to the grantee, and the grant recipient/grantee has returned the signed Grant Agreement, the HUD-27054 LOCCS VRS Access Authorization Form and the SF-1199A Direct Deposit Sign-up Form, LOCCS generates a VRS Number Notification Letter which is automatically sent to grantees via U.S. Mail.

Grant numbers are alphanumeric which makes it difficult to dial over the phone. To facilitate the use of the VRS number over the touchtone phone, LOCCS automatically assigns a corresponding VRS project number for each grant, which is 10-digit, all-numeric and unique. 

Preparing the Voucher

The LOCCS/(VRS) Voice Response Request Voucher for Grant Payment (HUD-27053) or the Budget Line Item (BLI) Voucher forms are used for Grant VRS payments. Grantees should make copies of these vouchers as needed. The grantee should contact their HUD Program Office staff for information and processing rules which are unique to their given Program Area

NOTE: The Grant recipient/grantee must keep the original voucher.

Drawing Down Funds through VRS

1. Telephone Request
   

   The LOCCS/VRS phone number is TOLL FREE 1-877-705-7505. Hours of operation are Monday through Friday from 8: 00 a. m. to 7: 00 p. m. Eastern Time. After the initial greeting, grantees are prompted to enter their 6-digit User ID.

2. ID and Password
   
   To streamline the voucher request process, it is recommended to have a properly completed voucher (HUD-27053 or BLI form) on hand as a reference when making the call. LOCCS will first ask for the caller's User ID and Password to verify that the caller is authorized to draw down funds. Once LOCCS validates the User ID and Password, it will inform you that you are an authorized user. Then, you will be asked to press 1 for Voucher Entry or press 2 for Query Selection.
    
3. Voucher Number
   
   The Voucher Number has two parts:
   
   First Part -Three-digit Program Area Number
   LOCCS/VRS will ask the caller for the Program Area Number. The caller enters the three-digit Program Area Number from Block 1 of the HUD-27053.
   
   Second Part-Six-digit system generated voucher number suffix
   LOCCS/VRS will give the caller the remaining 6 digits of the voucher number. The caller must write the six digits voucher number in Block 1 of the voucher form. The caller will be required to enter the entire 9-digit voucher number for verification before the call is terminated. This procedure also ensures that each voucher number is unique.
   
   NOTE: If the grantee does not know the three-digit Program Area Number that is associated with the grant, the grantee should contact their HUD Program Office staff.
    
4. Entering the VRS Number
   
   LOCCS/VRS will ask the caller to enter the 10-digit VRS number for which funds are being requested. When the VRS number is keyed in, the VRS synthesized voice will speak the HUD project/grant number for the caller to ensure the correct VRS number was keyed.
    
5. Entering the Voucher Amount
   
   The caller will then enter the amount of funds to be drawn, followed by the pound (#) sign. Since LOCCS/VRS does not know the exact voucher amount to be entered, the caller must enter the pound (#) sign last to indicate that his/ her entry is complete. Also, the asterisk (*) sign should be used in lieu of the decimal point.
   
   For example, to request $28,569.39, the caller would enter: 2 8 5 6 9 * 3 9 #
   
   LOCCS/VRS then verifies the amount entered. This gives the caller an opportunity to continue processing or cancel the request.
   
   If the caller has made a drawdown request in error and wishes to cancel the request after the call has been completed, he/she must notify the Program Office staff. The drawdown request can be canceled if done before 5: 00 p. m., Eastern Time, of the day that the request was made.
    
6. Various Outcomes of a Request for Payment
   1. The request is consistent with all edits, and the payment is approved either on-line or the caller is required to contact their Program Office for payment approval. The requested funds are sent to the grantee's bank account, in most cases in 3 business days of the request.
       
   2. The grantee is unable to request any funds and is told that all-further request for funds have been suspended. This occurs when the grantee is in violation of his/her grant agreement. Once the violation is corrected/rectified, the suspension will be lifted and the grantee may continue to request funds. Questions should be directed to the grantee’s Program Office.
       
   3. A request for a drawdown is rejected. If the grantee does not know why the request was rejected, the grantee should contact the Program Office staff for assistance.

Queries

In addition to drawdown capability, LOCCS/VRS allows grantees to query the system for various information. The initial menu will give grantees this option at the start of each VRS call. The available query functions are as follows:

A. Grant Query
LOCCS/ VRS will give current authorized, disbursed, and available balance totals for the selected grant, along with general grant status.

B. Voucher Query
By entering a voucher number, the status of the voucher is given. This includes when and who called in the voucher, and if the voucher has been paid, canceled, or is out for review.

C. Last Assigned VRS Grant Number
By specifying a Tax ID number, the last assigned VRS number for the selected program area is given by electronic voice. This is useful if the caller has not received the LOCCS/VRS-generated letter with the assigned VRS number, but wishes to draw down funds. If you prefer to speak to a HUD representative about obtaining your VRS number, please contact the HUD Office responsible for administering your grant.