From: SSVF

Sent: Tuesday, May 31, 2016 1:32 PM

Subject: SSVF Program Update May 31, 2016

Attachments: June 2016 Community Planning Update Companion Guide.pdf; June Community Planning Update Questions_BlankDoc.docx; SSVFCommunityPlanning_JuneQuestions.pdf

Importance: High

Topics:

1. Reminder:  SSVF Q3 Program Change Requests Due on June 1, 2016

2. Reminder:  Community Plan Update Submissions Due on June 3, 2016

3. SSVF Grantee Expenditure Rates

4. Grantee Contact Change

Reminder:  SSVF Q3 Program Change Requests Due on June 1, 2016

To assist grantees with their Program Change submissions, the SSVF Program Office has released a FY2016 Companion Guide for Program Changes, which can be found at: (http://www.va.gov/homeless/ssvf/index.asp?page=/official_guide/reporting_and_monitoring_requirements).

This guide provides clarification on the various types of program changes and includes detailed instructions for accessing and completing the GIFTS requirement form.  Please thoroughly review this guide prior to submitting any program change requests, as it was based directly off of grantee feedback and developed in order to prevent mathematical errors that resulted in the declination of previously submitted program change requests.  Requests that do not contain sufficient detail/documentation will be denied by the Program Office. 

It should be noted that the majority of Q2 submission errors involved the budget modification/new position sections.  While the Companion Guide includes more detailed information, general guidance regarding those sections is provided below: 

• Dollar amounts must be entered for all budget fields, regardless of whether that specific budgeted category is being modified. 
• For example:  a budget modification that changes the distribution of funds in Personnel and TFA must also include the dollar amounts for OTNP, Administration, and Vehicles.
• Without this information the calculations to determine the correct HHS subaccount distributions will result in an error.
• The sum of all dollar amounts entered into the requirement form must equal your award amount. 
• Any submissions with discrepancies will be denied.
• Modified amounts cannot exceed the NOFA/Final Rule limitations (e.g. Administration cannot exceed 10%).
• Detailed explanations are required for all budget modifications. 
• Be specific - explanations should detail where funds are being moved to and from and the reason why.
• If you are adding new positions, please note that the budget modification section must be completed along with the new position section of the requirement form.

Requirement forms for Q3 submissions are available at this time.  Program change submissions are due no later than 6/1/16.  Requirement forms will become inactive after the deadline.  Please direct any questions to your Regional Coordinator.

Reminder:  Community Plan Update Submissions Due on June 3, 2016

Community Plan Update Surveys are due no later than this Friday, June 3^rd.   Please note this is not the same survey as the January version (questions have been updated or removed).  We recommend utilizing the attached materials to assist with the submission process. Survey link can be found in the Companion Guide.

As of 9AM EST on 5/31 the SSVF Program Office has received survey responses for the following CoCs (109 total).  Only submissions with complete information are listed below: 

(AK-500) Anchorage CoC

(AL-500) Birmingham/Jefferson, St. Clair, Shelby Counties CoC

(AL-502) Florence/Northwest Alabama CoC

(AL-503) Huntsville/North Alabama CoC

(AL-504) Montgomery City & County CoC

(AL-505) Gadsden/Northeast Alabama CoC

(AL-506) Tuscaloosa City & County CoC

(AL-507) Alabama Balance of State CoC

(AZ-500) Arizona Balance of State

(CA-501) San Francisco CoC

(CA-502) Oakland/Alameda County CoC

(CA-508) Watsonville/Santa Cruz City & County CoC

(CA-516) Redding/Shasta County CoC

(CA-517) Napa City & County CoC

(CA-523) Colusa, Glenn, Trinity Counties CoC

(CA-527) Tehama County CoC

(CA-529) Lake County CoC

(CA-600) Los Angeles City & County CoC

(CA-604) Bakersfield/Kern County CoC

(CO-500) Colorado Balance of State CoC

(CO-503) Metropolitan Denver Homeless Initiative

(DC-500) District of Columbia CoC

(DE-500) Delaware Statewide CoC

(FL-504) Daytona Beach/Daytona/Volusia, Flagler Counties CoC

(FL-508) Gainesville/Alachua, Putnam Counties CoC

(FL-510) Jacksonville-Duval, Clay Counties CoC

(FL-518) Columbia, Hamilton, Lafayette, Suwannee Counties CoC

(GA-500) Atlanta CoC

(GA-501) Georgia Balance of State CoC

(GA-502) Fulton County CoC

(GA-503) Athens/Clarke County CoC

(GA-506) Marietta/Cobb County CoC

(GA-508) DeKalb County CoC

(IA-502) Des Moines/Polk County CoC

(ID-500) Boise/Ada County CoC

(IN-502) Indiana Balance of State

(KY-500) Kentucky Balance of State CoC

(LA-503) New Orleans/Jefferson Parish CoC

(MA-502) Lynn CoC

(MA-507) Pittsfield/Berkshire County CoC

(MA-511) Quincy/Brockton/Weymouth/Plymouth City and County CoC

(MD-501) Baltimore City CoC

(MD-508) Charles, Calvert, St. Mary's Counties CoC

(MD-511) Mid-Shore Regional CoC

(MD-513) Wicomico/Somerset/Worcester County CoC

(MD-600) Prince George's County CoC

(MD-601) Montgomery County CoC

(MI-500) Michigan Balance of State CoC

(MI-502) Dearborn/Dearborn Heights/Westland/Wayne County CoC

(MI-504) Pontiac/Royal Oak/Oakland County CoC

(MI-505) Flint/Genesee County CoC

(MI-509) Ann Arbor/Washtenaw County CoC

(MI-510) Saginaw City & County CoC

(MI-512) Grand Traverse, Antrim, Leelanau Counties CoC

(MI-515) Monroe City & County CoC

(MI-523) Eaton County CoC

(MN-500) Minneapolis/Hennepin County CoC

(MN-501) Saint Paul/Ramsey County CoC

(MN-502) Rochester/Southeast Minnesota CoC

(MN-503) Dakota, Anoka, Washington, Scott, Carver Counties CoC

(MN-504) Northeast Minnesota CoC

(MN-505) St. Cloud/Central Minnesota CoC

(MN-506) Northwest Minnesota CoC

(MN-508) Moorhead/West Central Minnesota CoC

(MN-509) Duluth/Saint Louis County CoC

(MN-511) Southwest Minnesota CoC

(MO-503) St. Charles, Lincoln, Warren Counties CoC

(MO-603) St. Joseph/Andrew, Buchanan, DeKalb Counties CoC

(MO-606) Missouri Balance of State CoC

(NC-502) Durham City & County CoC

(NC-503) North Carolina Balance of State CoC

(NC-505) Charlotte/Mecklenburg County CoC

(NC-507) Raleigh/Wake County CoC

(NC-509) Gastonia/Cleveland, Gaston, Lincoln Counties CoC

(NC-513) Chapel Hill/Orange County CoC

(NC-516) Northwest North Carolina CoC

(ND-500) North Dakota Statewide CoC

(NE-500) Nebraska Balance of State CoC

(NJ-500) Atlantic City & County CoC

(NJ-503) Camden City/Camden, Cumberland, Gloucester, Cape May Counties CoC

(NJ-512) Salem County CoC

(NM-501) New Mexico Balance of State CoC

(NY-508) Buffalo, Niagara Falls/Erie, Niagara, Orleans, Genesee, Wyoming Counties CoC

(NY-513) Wayne, Ontario, Seneca, Yates Counties CoC

(NY-600) New York City CoC

(NY-603) Nassau, Suffolk Counties/Babylon/Islip/Huntington CoC

(OH-502) Cleveland/Cuyahoga County CoC

(OH-504) Youngstown/Mahoning County CoC

(OH-505) Dayton/Kettering/Montgomery County CoC

(PA-501) Harrisburg/Dauphin County CoC

(PA-512) York City & County CoC

(RI-500) Rhode Island Statewide CoC

(TN-500) Chattanooga/Southeast Tennessee CoC

(TN-503) Central Tennessee CoC

(TN-506) Oak Ridge/Upper Cumberland CoC

(TN-512) Morristown/Blount, Sevier, Campbell, Cocke Counties CoC

(TX-500) San Antonio/Bexar County CoC

(TX-601) Fort Worth/Arlington/Tarrant County CoC

(TX-603) El Paso City and County CoC

(TX-607) Texas Balance of State CoC

(TX-624) Wichita Falls/Wise, Palo Pinto, Wichita, Archer Counties CoC

(VA-502) Roanoke City & County/Salem CoC

(VA-508) Lynchburg CoC

(VA-513) Harrisonburg, Winchester/Western Virginia CoC

(VA-514) Fredericksburg/Spotsylvania, Stafford Counties CoC

(VA-521) Virginia Balance of State CoC

(VA-602) Loudoun County CoC

(VT-500) Vermont Balance of State CoC

(WI-501) Milwaukee City & County CoC

Please ensure that complete responses for the CoCs in your service area are submitted by the deadline.  Please direct any questions to your Regional Coordinator. 

SSVF Grantee Expenditure Rates

As part of the SSVF Program Office oversight process, grantee spending is being assessed on a monthly basis based on the HHS Payment Management System accounts.  Grantees should implement on-going efforts to evaluate progress toward program goals, including projected spending, to ensure all Veteran families experiencing homelessness or at risk of homelessness have access to services.  It is important that grantees anticipate what funding is needed for remaining months of the fiscal year and submit any requests for changes to the budget as part of the Q3 Program Change process.  Please reach out to your SSVF Regional Coordinator if there are any questions or concerns about your agency’s current expenditure rates.

Grantee Contact Change

Please email SSVF@VA.GOV if you have any changes with the contacts associated with your grants so we can update our database. This will ensure everyone receives updates/information from the SSVF Program Office.

Thank you,

SSVF Program Office

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.