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CDBG-CV Funding Exhibit

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CDBG-CV FUNDING EXHIBIT

Parties

Recitals

WHEREAS, Grantee has been allocated funds under the Community Development Block Grant Coronavirus response program (CDBG-CV) to prevent, prepare for, and respond to the public health emergency caused by the coronavirus; and

WHEREAS, Contractor has expertise and capacity to provide the services and deliverables described in this Exhibit and has represented that Contractor will perform such services in compliance with applicable program rules and funding limitations; and

WHEREAS, the parties desire to set forth the funding, scope, payment terms, compliance obligations and administrative requirements associated with the CDBG-CV funds to be provided by Grantee to Contractor.

Scope of Work

Funding Details and Budget

Total CDBG-CV Allocation to Contractor: $ . Funds are restricted to eligible activities and costs described herein and must be expended in accordance with applicable program and procurement requirements.

Any reallocation of budgeted amounts among line items that exceeds a cumulative threshold of % requires prior written approval from Grantee.

Payment Terms

Payment method: Payments will be made to Contractor upon submission and approval of invoices and required deliverables as described in this Exhibit. Invoices must reference this Exhibit and provide sufficient backup to substantiate charges.

Late Payment: If Grantee fails to make a scheduled payment within days after approval of a properly submitted invoice, a late fee of % per month may be assessed, not to exceed amounts permitted by applicable law.

Contractor shall submit invoices and required supporting documentation for each draw or payment request.

Term and Termination

This Exhibit becomes effective on and shall terminate on unless earlier terminated as provided herein.

Either party may terminate this Exhibit for convenience upon days' prior written notice to the other party. Grantee may terminate immediately for cause upon written notice for Contractor's material breach, fraud, failure to comply with applicable program requirements, or misuse of funds.

Confidentiality

Contractor and Grantee shall maintain as confidential all non-public information disclosed in connection with this Exhibit and shall not disclose such information except as required by law or with prior written consent. Confidential information does not include information that: (a) is or becomes publicly available through no fault of the receiving party; (b) is rightfully received from a third party without obligation of confidence; or (c) is independently developed by the receiving party without use of the disclosing party's confidential information.

The obligation of confidentiality shall survive termination of this Exhibit for years, except with respect to records that must be retained longer under applicable federal, state, or local law.

Reporting, Records and Compliance

Contractor shall submit progress reports and financial reports in the form and frequency required by Grantee. Reports shall include documentation of activities, beneficiaries served, and expenditures charged to CDBG-CV funds.

Contractor shall retain all records related to the use of CDBG-CV funds and make them available for inspection and audit by Grantee and authorized monitors for a period of years from final payment or longer if required by applicable law.

Contractor warrants that it will comply with all applicable civil rights, procurement, labor standards, and program eligibility requirements applicable to CDBG-CV funds, and will cooperate with any monitoring or audit activities related to this Exhibit.

Contractor certifies that procurements funded under this Exhibit will comply with applicable procurement standards.

Indemnification

Contractor shall indemnify, defend, and hold harmless Grantee, its officers, agents and employees from and against any claims, damages, losses, and expenses, including reasonable attorneys' fees, arising out of or resulting from Contractor's performance under this Exhibit, except to the extent caused by Grantee's sole negligence or willful misconduct.

Governing Law; Remedies

This Exhibit shall be governed by and construed in accordance with the laws of the state in which Grantee is located, without regard to conflict of law principles. Remedies available under this Exhibit are cumulative and in addition to any other remedies available at law or in equity.

Entire Agreement

This Exhibit, together with the underlying agreement to which it is attached and any referenced schedules or attachments, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous understandings and agreements, whether written or oral. Any modification to this Exhibit must be made in writing and executed by authorized representatives of both parties.

Grantee:

By:

Date:

Contractor:

By:

Date:

Enter text✕

What the CDBG-CV Funding Exhibit Is and When it’s Used

The CDBG-CV Funding Exhibit is a supplemental grant document used to record how Community Development Block Grant Coronavirus (CDBG-CV) funds are allocated, budgeted, and expended for specific activities. It typically accompanies program amendments, reimbursement requests, or subrecipient award packages and documents eligible activities, line-item budgets, performance targets, and required certifications tied to HUD grant terms. Municipalities, state grantees, and subrecipients use this exhibit to create an auditable record of COVID-related program spending and to support compliance reviews, monitoring visits, and closeout.

Why the Exhibit Matters for Compliance and Oversight

The CDBG-CV Funding Exhibit centralizes budget details, activity descriptions, and certifications so reviewers can verify eligible COVID-19 responses and track reimbursements.

Why the Exhibit Matters for Compliance and Oversight

Typical Users and Their Roles

The CDBG-CV Funding Exhibit is used by several stakeholders across grant administration and program delivery.

  • Grantee finance staff preparing reimbursement and budget documentation for HUD or the state CDBG program
  • Program managers and subrecipient administrators documenting activity descriptions, beneficiary counts, and outcomes
  • Contracting or procurement officers attaching invoices and procurement certifications for COVID-related purchases

Clear assignment of responsibilities reduces processing time and improves audit readiness for both grantees and subrecipients.

Core Sections to Include in a Professional Exhibit

A complete CDBG-CV Funding Exhibit groups essential information into discrete sections so reviewers can reconcile budget items, eligibility, and outcome measures without paging through multiple files.

Project Header

Grantee name, award number, project name, and contact details that uniquely identify the grant and responsible official for correspondence and audit trails.

Funding Summary

Line-item listing of CDBG-CV funds requested, previously disbursed amounts, remaining balances, and the specific activity code tied to HUD eligibility.

Activity Description

Concise narrative of the activity, target population, measurable outcomes, and how the action responds to COVID-19 public health or economic impacts.

Budget Detail

Unit costs, quantity, vendor name if applicable, invoice references, and any matching or leveraged funds supporting the request.

Certifications

Signed attestations required by HUD and the grant agreement regarding eligible use of funds, procurement compliance, and civil rights obligations.

Supporting Attachments

Invoices, payroll reports, procurement documentation, proof of service, and other source documents cross-referenced to each budget line.

Required Fields to Capture

Grantee ID: HUD grant number
Project Name: Short project title
Activity Code: HUD eligibility code
Requested Amount: Dollar value
Period of Performance: Start and end dates
Certifying Official: Name and title

Step-by-Step: Completing and Submitting the Exhibit

Follow these steps to assemble supporting documents, complete required fields, and route the exhibit for approval and submission.

  • 01
    Collect Documents: Gather invoices, payroll, and procurement records for each line item.
  • 02
    Populate Exhibit: Enter fields consistently and reference attachment IDs for reconciliation.
  • 03
    Internal Review: Route to finance and program leads for accuracy and compliance checks.
  • 04
    Submit to Authority: Send to the awarding agency or designated administrator per grant terms.

Configuring an Online Workflow for eSubmission

Set up a simple digital workflow to collect signatures, attach evidence, and maintain an audit trail for each exhibit submission.

Field Configuration
Signer Order Grantee > Program Manager > Certifying Official
Authentication Email link or SMS code; use stronger ID for high-risk approvals
File Formats Accept PDF and DOCX for source documents
Notifications Auto-notify signers and save completed copies to shared drive

Where to File and How Routing Typically Works

Routing depends on grant terms; most exhibits go to the grantee’s HUD program office, state administrator, or designated fiscal agent for review.

  • Local Submission: Submit to the local HUD or state CDBG administrator as instructed
  • Electronic Delivery: Attach exhibit and supporting files in a single submission package
  • Confirm Receipt: Retain acknowledgment or tracking number for audit purposes
  • Follow-up: Respond promptly to review questions to avoid delays

Accepted Formats, Authentication, and Integration Options

Use platforms and file formats accepted by the awarding agency and ensure authentication meets their requirements.

  • Accepted formats: PDF, DOCX, and scanned images
  • Authentication: Email link, SMS code, or stronger KBA where required
  • Integrations: CRM or cloud storage integrations supported

Timelines and Typical Processing Expectations

Timelines vary by award terms and agency workload; build internal buffers for review, correction, and payment processing.

Submission Window:

Follow the grant agreement dates for allowable expenditures

Review Time:

Federal or state reviews commonly take 30–90 days depending on volume

Reimbursement Timing:

Payments may be processed after final approval and invoice reconciliation

Reporting Frequency:

Adhere to monthly or quarterly reporting schedules in award terms

Closeout Deadline:

Complete all closeout exhibits and documentation by the award closeout date

Common Preparation Errors to Avoid

  • Omitting invoice references that link payments to specific budget lines, which complicates reconciliation and increases audit risk.
  • Entering inconsistent entity names between the exhibit and vendor invoices, which can trigger rejection or require corrected submissions.
  • Failing to include the COVID-19 eligibility rationale for expenditures, which may result in disallowance of questioned costs.
  • Submitting unsigned or improperly signed certifications, which commonly leads to processing delays and requests for re-execution.

Consequences of Inaccurate or Incomplete Exhibits

Cost Disallowance: Repayment required
Audit Finding: Formal monitoring report
Funding Suspension: Temporary hold on reimbursements
Interest Charges: Potential interest on owed funds
Reputational Risk: Negative grant performance rating
Loss of Future Funding: Reduced award competitiveness

eSignature Pricing and Capability Comparison

Basic price and capability differences influence platform choice for large-volume grant workflows; signNow is listed first per vendor-comparison conventions.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial Yes, 7-day free trial No No Yes, limited Yes, limited
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year Varies Varies Varies

How Other Grantees Documented CDBG-CV Spending

Real examples show how compact exhibits and clear supporting documentation accelerate reviews and reduce follow-up questions.

Optica Ventures Example

A small municipality consolidated vendor invoices and payroll records into a single exhibit for one project

  • The consolidation reduced reviewer ambiguity
  • The streamlined exhibit allowed faster reconciliation during monitoring, reduced the number of queries from the fiscal reviewer, and simplified closeout documentation for the same award.

Martin Properties Example

A subrecipient attached time-stamped service logs and procurement records to their exhibit

  • The logs proved service delivery
  • Detailed supporting attachments and clear cross-references to budget lines helped the awarding agency verify eligibility and process reimbursement with minimal requests for additional information.

Who Signs and Certifies the Exhibit

Grantee Finance Officer

The finance officer is typically responsible for final budget reconciliation and must certify fiscal accuracy, allowability of costs, and attachment completeness in two to three sentences describing their role and accountability for fund stewardship.

Program Director

The program director certifies programmatic eligibility and outcomes; they confirm that activities meet HUD CDBG-CV purpose and provide a two to three sentence description of operational responsibility and oversight.

Practical Tips for Faster Review and Fewer Errors

Adopt consistent conventions and cross-reference every supporting document to a budget line to reduce back-and-forth with reviewers.

Use a clear naming scheme
Name attachments with ExhibitID_LineNumber_Vendor to make it straightforward for reviewers to find source documents and verify amounts.
Cross-reference every invoice
Include an attachment index that lists the invoice number, date, amount, and the budget line it supports to simplify reconciliation.
Document COVID nexus
Explicitly explain how each activity responds to COVID-19 impacts to support eligibility determinations during monitoring or audit.
Keep a version history
Retain earlier drafts and reviewer comments in an audit folder so changes can be explained during reviews or audits.

Frequently Asked Questions About the CDBG-CV Funding Exhibit

Answers to common questions about e-signatures, notarization, submission, and recordkeeping for the CDBG-CV Funding Exhibit.


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