From: SSVF
Sent: Friday, March 25, 2016 10:35 AM
Subject: SSVF Program Updates March 25,
2016
Importance: High
Topics:
1.
Reminder:
Reporting Critical Incidents
2.
Additional
Clarification: Guidance Regarding SSVF Travel Costs Related to Training
3.
Register
for the National SSVF Webinar on April 21, 2016: CARF and COA
Accreditation Standards Overview
4.
INFORMATION:
Blog about Successes in Ending Homelessness Among Veterans
Reminder: Reporting
Critical Incidents
The Program
Office would like to thank SVF providers
for their continued cooperation in submitting Critical Incident Reports to our
office in a timely manner. We also want to remind grantees that all
Veteran deaths resulting from suicide must be reported to the SSVF program
office as a Critical Incident and to the local VA Medical Center.
All VA Medical Centers have specially trained Suicide Prevention Coordinators
who track Veteran suicide deaths. Grantees can find their local Suicide
Prevention Coordinator using the link provided below:
https://www.veteranscrisisline.net/GetHelp/ResourceLocator.aspx
Additional
Clarification: Guidance Regarding SSVF Travel Costs Related to Training
The SSVF Program Office would
like to further clarify the travel costs related to training guidance provided
through the SSVF Program Update on March 18, 2016 where Regional Coordinator
approval must be received prior to conducting any travel related to training
with a combined total of $200 or more. Please note the goal of
this guidance is not to discourage employee development or learning. SSVF
values learning, and we do want you to continue to share best practices. The
concern is the perception when travel seems excessive – how would this impact
public perception of your agency and the VA? We want to make sure
everyone is being efficient and strategic with their funds.
It is each grantee’s responsibility to
ensure that they are using SSVF funds in a fiscally responsible manner. Travel is allowable as a direct program cost when such
travel will provide direct benefit to the SSVF program and grant award.
Grantees must be able to document how the travel benefits their SSVF program
specifically and how the training will be applied to their work, the scope of
the travel and why it is necessary, why the number of staff attending are
necessary, why the cost is reasonable and a good use of VA dollars, and how
their travel will be done in the most cost-effective way possible.
For example, if a
grantee was based in Maryland but wanted to go to a Motivational Interviewing
training in Florida in January, this cost may be considered questionable. Although
Motivational Interviewing is a tool that SSVF supports to assist households,
the considerations should include if comparable training could be provided in a
more local setting. It is understood that MI training is prevalent, and
traveling across states to receive training would not appear to be necessary or
an appropriate use of VA funds.
Grantees should note
that costs associated with travel and training will be reviewed during
monitoring visits. All appropriate documentation will need to be provided. If a
cost appears to be unreasonable, it could result in the grantee needing to
return funds. For this reason, it is important for grantees to consult with
their Regional Coordinators prior to conducting any travel related to training with a combined total of $200 or more except for the
exclusions listed below.
Travel that Does Not Require
Regional Coordinator Approval
·
SSVF Regional
Meetings and Program Launches
o
SSVF Regional
Meetings and SSVF Program Launches are required by the VA and are approved travel
that does not require pre-authorization by the Regional Coordinator.
·
National
Conferences Directly Related to SSVF Work
o It is understood that there are national conferences
that further the practice of SSVF, housing first, rapid re-housing, and prevention
services.
o The following conferences do not require
pre-authorization: National Alliance to End Homelessness National Conference
(Summer) and Conference to End Family Conference (Winter), National Coalition
to End Veteran Homelessness (Spring and Fall). Other conferences can be
considered on a case by case basis but should be reviewed by the Regional
Coordinator.
·
CARF/COA
Accreditation
o
It is understood
that certain accreditation requirements may include the need to attend a
training or conference. Costs should be clearly justified and should be
reasonable and necessary.
·
Standard
Travel Expenses for the Day-To-Day Operation of the Grant
o
Expenses for
mileage to attend local meetings, conduct outreach, or perform day-to-day
operations such as meeting with Veteran households or attending CoC meetings do
not require pre-authorization.
Quick Tips
·
Be strategic
about what trainings staff are attending:
o
Do these
trainings align with the SSVF Program goals?
§ Trainings paid for with SSVF funds should be relevant
to your SSVF program operations.
§ Be considerate of the number of staff sent to attend
these trainings as well.
·
If you are
traveling for strategic or “mentoring” purposes:
o
Can this be
accomplished via teleconferencing/webcam?
§ You will need to justify in-person meetings that are
outside state-lines/commutable distances.
o
Please always
discuss these trips with your Regional Coordinator prior to booking travel.
·
Always maintain documentation
of your rationale for employee travel.
o
As mentioned
below, these are “high audit” costs that will be reviewed by monitors.
o
If any travel is
deemed outside the scope of SSVF and/or determined to be unreasonable you may
be asked to return funds.
Information to Send
Regional Coordinators for Travel Requests
·
Grant name and
number
·
Date of proposed
travel
·
The proposed cost
·
Number of Staff
Participating in travel and why the number attending are necessary and
reasonable
·
The
scope of the travel and why it is necessary
o
How
the proposed travel benefits their SSVF program specifically
o
How
the training will be applied to their work
o
Why
the cost is reasonable and a good use of VA dollars
o
How
their travel will be done in the most cost-effective way possible
Register for the National
SSVF Webinar on April 21, 2016 at 2:00 PM Eastern
Please register for the SSVF
Webinar Series: CARF and COA Accreditation Overview for SSVF Providers on Apr
21, 2016 2:00 PM Eastern at:
https://attendee.gotowebinar.com/register/5790259502770746114
The Commission on
Accreditation of Rehabilitation Facilities (CARF) and The Council on
Accreditation (COA) will present an overview of the accreditation process and
standards. After registering, you will receive a confirmation
email containing information about joining the webinar.
INFORMATION: Blog
about Successes in Ending Homelessness Among Veterans
Please take a moment to read
and share a newly published blog by Anthony Love, Director of Community
Engagement for the VHA Homeless Programs Office, called “When ‘Zero’ Is Possible: How One State and Two Cities
Ended Veteran Homelessness” on
NeighborWorks America’s website.
The blog is about
community-by-community successes in ending homelessness among Veterans.
Mr. Love notes that more than 20 cities and states across the country
have declared an end to Veteran homelessness, including Virginia, New Orleans
and Houston. To find out how they did it—and how other communities could
replicate these efforts—Mr. Love spoke to officials from each jurisdiction to
identify common approaches and best practices.
Visit the link and
urge others in your network to do the same to make sure this article is viewed
by the widest possible audience
NOTE: If you are
receiving this email in error, please disregard. We request your patience
as the SSVF Program Office continues to address system issues with the grants
management database.
Thank you,
SSVF Program Office