Month close and HUD reports
Month close
A month is closed once its books are done. An approver signs it off, and from then on nothing can be dated in it or any month before it.
Month close shows one month, chosen with Month, and starts at the next one to close. The header says how far the books are closed, for example "Closed through October 2026. Nothing can be dated in a closed month."
The checklist
Each item shows whether it is done and the detail.
| Item | Stops the month closing |
|---|---|
| Every bank account reconciled | Yes. Every active bank account needs an approved reconciliation for the month. With no bank accounts recorded it isn't done |
| No payment run left open | Yes. No payment run paying on or before the month's end is still waiting for approval or approved but not sent |
| Every purchase in the month approved or voided | Yes. No purchase dated in the month or before is still a draft, waiting or sent back |
| Card statements settled | Yes. No card statement for the month or before is still being matched |
| Rent posted for the month | No, worth a look. Every open ledger has posted the month |
| Petty cash counted in the month | No, worth a look. Every active box was counted in the month |
Closing
Close with the month's name is offered on the next month to close, once nothing in the checklist stops it.
- Months close in order, one at a time, from the cutover month. On a later month the page says which is next.
- A month closes only once it is over.
- With approvers named under Spending rules, only they can close a month. Reviewers can't.
What closing does
Nothing the office dates can go in a closed month: a purchase, a ledger charge or credit, a repayment agreement's first instalment, a payment run or its sent date, a payment recorded, a card or bank statement. Each is refused with, for example, "October 2026 is closed. Date it in an open month, or ask an approver to reopen it."
What arrives on its own, such as a CivicPort payment that settles late, a reversal or a rent correction, posts in the first open month instead.
Reopening
Reopen is offered on the latest closed month only. It asks Why, and the reason is kept with the month's history. Things can be dated in it again until it is closed again. The same people who can close a month can reopen one.
Month-end summary
Under the checklist, the month's figures, which the HUD reports are built from. Download saves them as a CSV.
| Figure | What it is |
|---|---|
| HAP paid | HAP recorded as paid in the month |
| Tenants owe at month end | What tenants owed at the month's last day |
| Spent (approved purchases) | Approved and paid purchases dated in the month |
| Expenses | Those purchases by program or cost centre and FDS line |
| Tenant ledger | The month's ledger entries by program and entry |
| Cash | Each bank account's Statement closing, what is Not cleared and the Adjusted balance, marked "(not reconciled)" where it isn't |
History lists every close and reopen, with who and why.
HUD reports
HUD reports gives the figures Finance has for two things HUD asks for. Each downloads as a CSV for whoever keys it into HUD's systems.
Vouchers (VMS), monthly
Vouchers (VMS), monthly gives the Voucher Management System figures for a Month, from that month's HAP register.
| Figure | What it counts |
|---|---|
| Unit months leased (all vouchers) | Vouchers with HAP due for the month, less ports in billed back, plus ports out |
| HAP expense (all vouchers) | HAP, utility reimbursements and portability paid to receiving authorities |
| of which utility reimbursements to families | |
| Port-out unit months (billed to us) | |
| Port-out HAP paid to receiving PHAs | |
| Port-in unit months billed to initial PHAs | Not in this authority's leasing |
| Port-in HAP billed to initial PHAs | |
| Port-ins absorbed (in our leasing) |
- A unit leased for any part of the month is one unit month.
- A HAP payment held for a failed inspection isn't an expense, so its unit isn't counted. The page says how many were held.
- Voucher types (HUD-VASH, Mainstream, EHV and so on) aren't recorded on vouchers yet, so everything is reported as all vouchers.
Financial Data Schedule
Financial Data Schedule, yearly gives the FDS lines Finance records for the twelve months to Fiscal year ends, line by line, in a column per program.
| Line | From |
|---|---|
| 70300 Net tenant rental revenue | The tenant ledger: rent and its corrections, less subsidy and tenant credits |
| 70400 Tenant revenue - other | The tenant ledger: add-ons and office charges |
| 70600 HUD PHA operating grants | Bank reconciliation lines explained as HUD funding received, by their program |
| 71100 Investment income - unrestricted | Bank reconciliation lines explained as Interest, by their program, or the central office |
| Expense lines | Approved and paid purchases, by their FDS line |
| 97300 Housing assistance payments | HAP, utility reimbursements and portability billing paid in the year |
| 97350 HAP portability-in | HAP paid in the year for families who ported in |
Each program reports in the column its rent rules belong to:
| Rent rules | Column |
|---|---|
| HUD public housing | Project Total (Public Housing) |
| Housing Choice Voucher (tenant-based Section 8) | 14.871 Housing Choice Vouchers |
| Section 8 project-based | 14.871 Housing Choice Vouchers (PBV) |
| Connecticut state moderate rental | State / Local |
| Any other | The program's name |
The central office cost centre reports as COCC; any other cost centre under its own name.
This is the part of the FDS Finance records, not the whole of it. The page says so and lists what to add from the general ledger: salaries, benefits and payroll taxes; depreciation and the balance sheet; accruals and prepaid items at year end; and management and bookkeeping fees between programs and the COCC.