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U.S. Department of Veterans Affairs Veterans Health Administration Supportive Services for Veteran Families (SSVF) Program Grantee National Call “Closing.

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Presentation on theme: "U.S. Department of Veterans Affairs Veterans Health Administration Supportive Services for Veteran Families (SSVF) Program Grantee National Call “Closing."— Presentation transcript:

1 U.S. Department of Veterans Affairs Veterans Health Administration Supportive Services for Veteran Families (SSVF) Program Grantee National Call “Closing Out FY2013 and Opening FY2014” August 15, 2013 at 3 PM EST Toll-free Dial In: Access Code:

2 U.S. Department of Veterans Affairs Veterans Health Administration 2 I.Program Office Updates Linda Southcott, VA SSVF Program Office II.The Art of Closing Out Jeffrey Houser, VA SSVF Program Office III.FY2013 Q4 Transition to FY 2013 Q1 Linda Southcott, VA SSVF Program OfficeAgenda

3 U.S. Department of Veterans Affairs Veterans Health Administration Outcomes Year 1 Served approximately 21,000 Veterans and a total of 35,363 participants in 40 states and the District of Columbia, of whom 3,416 Veterans served had never before accessed VA services Significant impact on Veteran families with 8,826 children assisted Of the 21,393 Veteran participants, 3,285 are women (15.4 percent of Veterans served) 3,335 Veteran participants are Operation Enduring Freedom/Operation Iraqi Freedom/Operation New Dawn (OEF/OIF/OND) (15.6 percent of Veterans served) Approximately 86 percent of those discharged from SSVF exited into permanent housing An additional 9.4 percent (1,952 participants) are off the streets in temporary or institutional settings 3Updates

4 U.S. Department of Veterans Affairs Veterans Health Administration Progress Year 2 SSVF is meeting the new challenges of the changing homeless and at-risk Veteran population. Data below is for services delivered through June, FY 2013 –Served 49,856 participants; this already exceeds our initial projection for all of FY 2013 (initial full year projection was 42,000) –Significant impact on Veteran families, with 11,502 children assisted –Of 30,865 Veteran participants, 4,247 are women (14 percent of Veterans served) and 3,680 (12 percent of Veterans served) are Operation Enduring Freedom/Operation Iraqi Freedom/Operation New Dawn Of those exiting SSVF, 86 percent (28,338 of 33,004) have permanent housing including 14,199 formerly homeless and 14,139 at-risk participants 4Updates

5 U.S. Department of Veterans Affairs Veterans Health Administration What Grantees Should be Thinking About Expending 100% of grant award Management Improvement Plans or Corrective Action Plans Significant Program Changes: accepted thru September 6 th Budget Modifications (less than 10%) and HHS Subaccount Funds Transfers: accepted thru September 16 th 5Updates

6 U.S. Department of Veterans Affairs Veterans Health Administration 6 The Art of Closing Out Jeffrey Houser, SSVF Program Office

7 U.S. Department of Veterans Affairs Veterans Health Administration SSVF recipients should be aware of the following requirements to properly close out their grant according to federal regulations:  SSVF Requirements: 38 CFR Part  Recipients must return any unobligated resources that has not been approved for retention no later than 45 days after the date of completion.  Recipients must submit all financial and performance reports required by VA to closeout the SSVF grant. Closeout must be completed within the SSVF timeline allotted (45 days) after the date of completion. SSVF may authorize extensions only when requested.  Uniform Administrative Requirements: 2 CFR  The recipient shall account for any real and personal property acquired with Federal funds or received from the Federal Government in accordance with § through §  SSVF has the right to recover an appropriate amount after considering the recommendations on disallowed costs once the final audit (A-133) is complete.  OMB A-133 Requirements  Non-Federal entities that expend $500,000 or more of Federal Awards annually shall have a single audit or program-specific audit conducted for year of execution  Must be submitted to the Federal Clearinghouse no later than 9 months after the end of the Grantees’ fiscal year The Art of Closing Out 7

8 U.S. Department of Veterans Affairs Veterans Health Administration The Art of Closing Out - Records Retention Uniform Administrative Requirements: 2 CFR Financial records, supporting documents, statistical records, and all other records pertinent to an award shall be retained for a period of three years from the date of submission of the final expenditure report. It is critical for recipients to create and maintain a clean audit trail when expending federal funds. Records should include but are not limited to: SSVF grant application SSVF Award documents/agreement Invoices, Paid Bills, Sales Slips, Deposit Slips, Cancelled Checks, Safety and/or Inspection reports Quarterly and annual fiscal reports Consolidated Financial Records Operational Supporting documentation Lease agreements, contracts, property reports Regional Coordinator monitoring reports Administrative correspondence like Grant adjustment notices, changes in scope, site changes, budget changes, etc. 8

9 U.S. Department of Veterans Affairs Veterans Health Administration 1.Purpose 2.SSVF Grant Closeout Process 3.Expenditure/Drawdown Requirements 4.Recapture and Cost/Cash Adjustments 5.Audits and Monitoring 6.Reporting Requirements 7.Recordkeeping Requirement 8. Certification 9 Grant Closeout Instructions for SSVF The Art of Closing Out

10 U.S. Department of Veterans Affairs Veterans Health Administration 10 Transition from FY2013 Q4 to FY 2013 Q1 Linda Southcott, SSVF Program Office

11 U.S. Department of Veterans Affairs Veterans Health Administration Toolkit for Grantees with Shared Geography Developed based on questions from grantees on how to coordinate with new and existing programs that may share the same geography during the upcoming program year. Current SSVF grantees should serve as leaders for this process by convening meetings with grantees that have a shared service area. Regional Coordinators will support grantees by providing the toolkit and reviewing progress reports on the coordination, however, regional coordinators will not lead the coordination process. Toolkit Contents: 1.Questions for Grantees with Shared Geography 2.Sample Agenda for Local Coordination Meeting of SSVF Grantees with Shared Geography 3.Grantee Report Out Template 11 Transition to FY 2014

12 U.S. Department of Veterans Affairs Veterans Health Administration Grant Agreement and Application (Pre-Agreement Meeting) VA will contact Grantees to schedule pre- agreement meeting Meeting topics will include: –Eligible activities/services –Targeted subpopulations –Geographic areas served / CoC –Community Type –Subcontractor Renewals / Additions (Management/MOAs) –HMIS Administration, Repository, Coversheet Data –Approved Budget: Eligible Expenses per Category Quarterly Projections Subcontractor Expenses 12 Transition to FY 2014

13 U.S. Department of Veterans Affairs Veterans Health Administration VA SSVF Program Office Operations (Expansion) Be aware that there will be modified processes beginning October 1 st for: Regional Coordinator Assignments / Accessibility Grantee Identification/Grant Award Number (for Repository Coding Purposes) Frequency of Program Change Requests, including “Significant” changes, Budget Modifications Information on these processes will be distributed to grantees in September. 13 Transition to FY 2014

14 U.S. Department of Veterans Affairs Veterans Health Administration VA SSVF Program Office Operations (Expansion) Know the processes for: Program Remediation: Corrective Action Plans; Management Improvement Plans Training and Technical Assistance: SSVF Program Guide; Website: Grantee Resources/Knowledge University; National Webinars; Regional Coordinator Live Meetings; Individual Technical Assistance (as needed) Mentor Program for FY 2014 Information on these processes will be distributed to grantees in September. 14 Transition to FY 2014

15 U.S. Department of Veterans Affairs Veterans Health Administration Enrolled Veteran Families Roll-over into FY 2014 Do not exit and re-enroll clients. Do not count (duplicate) the existing clients served in the monthly/quarterly reporting after 9/30/2013. They remain in current caseload. Grantees may serve returning clients in FY 2013 and count these persons as re-enrollees, not as new referrals (adhering to SSVF guidelines for providing TFA) Expend FY 2013 grant funds for services provided through 9/30/2013. Expend FY 2014 grant funds for services provided from 10/1/2013, regardless of client entry date. 15 Transition to FY 2014

16 U.S. Department of Veterans Affairs Veterans Health Administration Quarter 4 (Year End) and Monthly Reports Quarterly Reports are due November 15, 2013 Coversheets are due October 7, 2013 Repository Uploads within first 6 days of October HHS Payment Requests / Draws FY 2013 HHS accounts will close November 15, Payment requests for costs incurred prior to 10/1/2013 must be submitted by November 15, HHS will include a new grant account for draws and payment requests incurred under FY Subaccounts for TFA will still have a 40% cap for Prevention. 16 Transition to FY 2014

17 U.S. Department of Veterans Affairs Veterans Health Administration Please Note: September 19 th National Call Canceled Thank you for participating! Questions? This presentation will be posted at 17


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