1. Supportive Services for Veteran Families (SSVF) Program
Grantee National Call
“Closing Out FY2013 and Opening FY2014”
August 15, 2013 at 3 PM EST
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Introduction of speaker

2. Agenda Program Office Updates The Art of Closing Out
Linda Southcott, VA SSVF Program Office
The Art of Closing Out
Jeffrey Houser, VA SSVF Program Office
FY2013 Q4 Transition to FY 2013 Q1

3. Updates
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
Agencies will have about 3 minutes each to describe their progress in a given area.

4. Updates
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
Agencies will have about 3 minutes each to describe their progress in a given area.

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

6. Jeffrey Houser, SSVF Program Office
The Art of Closing Out
Jeffrey Houser, SSVF Program Office

7. The Art of Closing Out
SSVF recipients should be aware of the following requirements to properly close out their grant according to federal regulations:
SSVF Requirements: 38 CFR Part 62.81
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

8. The Art of Closing Out - Records Retention
Uniform Administrative Requirements: 2 CFR
Records should include but are not limited to:
SSVF grant application
SSVF Award documents/agreement
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.
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
It 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.

9. Grant Closeout Instructions for SSVF
The Art of Closing Out
Grant Closeout Instructions for SSVF
Purpose
SSVF Grant Closeout Process
Expenditure/Drawdown Requirements
Recapture and Cost/Cash Adjustments
Audits and Monitoring
Reporting Requirements
Recordkeeping Requirement
8. Certification

10. Transition from FY2013 Q4 to FY 2013 Q1
Linda Southcott, SSVF Program Office

11. Toolkit for Grantees with Shared Geography
Transition to FY 2014
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:
Questions for Grantees with Shared Geography
Sample Agenda for Local Coordination Meeting of SSVF Grantees with Shared Geography
Grantee Report Out Template

12. Grant Agreement and Application (Pre-Agreement Meeting)
Transition to FY 2014
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

13. VA SSVF Program Office Operations (Expansion)
Transition to FY 2014
VA SSVF Program Office Operations (Expansion)
Be aware that there will be modified processes beginning October 1st 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.

14. VA SSVF Program Office Operations (Expansion)
Transition to FY 2014
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.

15. Transition 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.

16. Transition to FY 2014 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, 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.

17. Please Note: September 19th National Call Canceled
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Introduction of speaker