Presentation on theme: "Supportive Services for Veteran Families (SSVF) Program"— Presentation transcript:
1Supportive Services for Veteran Families (SSVF) Program Grantee National Call“Closing Out FY2013 and Opening FY2014”August 15, 2013 at 3 PM ESTToll-free Dial In: Access Code:Introduction of speaker
2Agenda Program Office Updates The Art of Closing Out Linda Southcott, VA SSVF Program OfficeThe Art of Closing OutJeffrey Houser, VA SSVF Program OfficeFY2013 Q4 Transition to FY 2013 Q1
3UpdatesOutcomes Year 1Served 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 servicesSignificant impact on Veteran families with 8,826 children assistedOf 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 housingAn additional 9.4 percent (1,952 participants) are off the streets in temporary or institutional settingsAgencies will have about 3 minutes each to describe their progress in a given area.
4UpdatesProgress Year 2SSVF is meeting the new challenges of the changing homeless and at-risk Veteran population. Data below is for services delivered through June, FY 2013Served 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 assistedOf 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 DawnOf those exiting SSVF, 86 percent (28,338 of 33,004) have permanent housing including 14,199 formerly homeless and 14,139 at-risk participantsAgencies will have about 3 minutes each to describe their progress in a given area.
5What Grantees Should be Thinking About UpdatesWhat Grantees Should be Thinking AboutExpending 100% of grant awardManagement Improvement Plans or Corrective Action PlansSignificant Program Changes: accepted thru September 6thBudget Modifications (less than 10%) and HHS Subaccount Funds Transfers: accepted thru September 16th
6Jeffrey Houser, SSVF Program Office The Art of Closing OutJeffrey Houser, SSVF Program Office
7The Art of Closing OutSSVF recipients should be aware of the following requirements to properly close out their grant according to federal regulations:SSVF Requirements: 38 CFR Part 62.81Recipients 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 CFRThe 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 RequirementsNon-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 executionMust be submitted to the Federal Clearinghouse no later than 9 months after the end of the Grantees’ fiscal year
8The Art of Closing Out - Records Retention Uniform Administrative Requirements: 2 CFRRecords should include but are not limited to:SSVF grant applicationSSVF Award documents/agreementFinancial 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.Invoices, Paid Bills, Sales Slips,Deposit Slips, Cancelled Checks,Safety and/or Inspection reportsQuarterly and annual fiscal reportsConsolidated Financial RecordsOperational Supporting documentationLease agreements, contracts, property reportsRegional Coordinator monitoring reportsIt is critical for recipients to create and maintain a clean audit trail when expending federal funds.Administrative correspondence like Grant adjustment notices, changes in scope, site changes, budget changes, etc.
9Grant Closeout Instructions for SSVF The Art of Closing OutGrant Closeout Instructions for SSVFPurposeSSVF Grant Closeout ProcessExpenditure/Drawdown RequirementsRecapture and Cost/Cash AdjustmentsAudits and MonitoringReporting RequirementsRecordkeeping Requirement8. Certification
10Transition from FY2013 Q4 to FY 2013 Q1 Linda Southcott, SSVF Program Office
11Toolkit for Grantees with Shared Geography Transition to FY 2014Toolkit for Grantees with Shared GeographyDeveloped 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:Questions for Grantees with Shared GeographySample Agenda for Local Coordination Meeting of SSVF Grantees with Shared GeographyGrantee Report Out Template
12Grant Agreement and Application (Pre-Agreement Meeting) Transition to FY 2014Grant Agreement and Application (Pre-Agreement Meeting)VA will contact Grantees to schedule pre-agreement meetingMeeting topics will include:Eligible activities/servicesTargeted subpopulationsGeographic areas served / CoCCommunity TypeSubcontractor Renewals / Additions (Management/MOAs)HMIS Administration, Repository, Coversheet DataApproved Budget:Eligible Expenses per CategoryQuarterly ProjectionsSubcontractor Expenses
13VA SSVF Program Office Operations (Expansion) Transition to FY 2014VA SSVF Program Office Operations (Expansion)Be aware that there will be modified processes beginning October 1st for:Regional Coordinator Assignments / AccessibilityGrantee Identification/Grant Award Number (for Repository Coding Purposes)Frequency of Program Change Requests, including “Significant” changes, Budget ModificationsInformation on these processes will be distributed to grantees in September.
14VA SSVF Program Office Operations (Expansion) Transition to FY 2014VA SSVF Program Office Operations (Expansion)Know the processes for:Program Remediation: Corrective Action Plans; Management Improvement PlansTraining 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 2014Information on these processes will be distributed to grantees in September.
15Transition to FY 2014 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.
16Transition to FY 2014 Quarter 4 (Year End) and Monthly Reports Quarterly Reports are due November 15, 2013Coversheets are due October 7, 2013Repository Uploads within first 6 days of OctoberHHS Payment Requests / DrawsFY 2013 HHS accounts will close November 15, 2013.Payment requests for costs incurred prior to 10/1/2013 must be submitted by November 15, 2013.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.
17Please Note: September 19th National Call Canceled Thank you for participating!Questions?This presentation will be posted atIntroduction of speaker