From: SSVF

Sent: Monday, July 10, 2017 10:01 AM

To: SSVF

Subject: SSVF Program Update Friday June 30, 2017

Topics:

1. Reminder: Clarification Regarding Mandatory Return of Funds for the 3rd Quarter

2. Register Now: SSVF National Webinar on July 13, 2017 at 2:00 PM EDT

3. New: Process for Submitting Travel and Training Requests

Reminder: Clarification Regarding Mandatory Return of Funds for the 3rd Quarter

As stated in each SSVF grant agreement, a grantee’s total expenditures (also known as draw-downs) must meet the minimum percentage milestones for each quarter. If during the course of the grant year VA determines that grantee spending is not meeting the minimum percentage milestones below, VA may elect to recoup projected unused funds and reprogram such funds to provide supportive services in areas with higher need. Please note that grantees do not submit physical invoices to the SSVF Program Office; therefore, quarterly expenditure rates are assessed using the draw down information available in the HHS Payment Management System.

For the third quarter, the minimum percentage milestone for spending is 65%. The SSVF Program Office will assess grantee spending based on payment requests made no later than 5pm EDT on June 30, 2017. To clarify, what is meant by “being 65% spent” is that 65% or more of an organization’s SSVF grant funds have been drawn down from the HHS Payment Management System. The SSVF Program Office recognizes the above process is common practice so a favorable lag of 10% (or 5.2 weeks of expenses) has been incorporated into the quarterly minimums. This allows for a grantee to meet the minimum while still reconciling the previous month’s SSVF expenses. For this reason, it is absolutely crucial for grantees to frequently review their spending information. There is no exception to the 65% minimum spending requirement for grantees, including those that had been on extension in the prior fiscal year.

The process for determining the amount of funds to be returned to VA by those grantees not meeting the minimum spending rate for the quarter will be as follows.

Identifying grantees below the minimum spending rate: The SSVF Program Office will retrieve the HHS PMS spending reports on the second business day of the new quarter (8am EDT). This report will be utilized to identify which grantees are below the 65% minimum spending rate. Spending rates will be rounded to a whole number (i.e. 64.4% will be rounded down to 64% and 64.6% will be rounded up to 65%).

Calculating the amount of funds to be returned to VA: The difference between 65% and the actual grantee spending rate reported by HHS PMS will be recouped, or swept, from the OVERALL grant award. For example, if a grantee is 60% drawn down, the difference is 5%. As such, there will be a 5% reduction of each of the subaccounts (ADM, SERVICES, TFA). The resulting amount will move a grantee closer to the quarterly minimum, with the understanding that this reduction may not always result in the grantee reaching that minimum. The intent of the sweep is to 1) reprogram unused funds to provide supportive services in areas with higher need, and 2) to assist grantees in ensuring compliance with grant requirements and minimize the need for a program extension at the end of the fiscal year.

Returning funds to VA: The unused grant funds, based on the calculation described above, will be swept from the HHS subaccounts on the second business day of the new quarter (for sweeps taking place after Q3, the second business day is July 5, 2017).. Please note that after funds are swept, a grantee may need to submit a Program Change in the subsequent quarter for modifications to their budget and/or HHS subaccount transfers.

What does this mean for the financial personnel of SSVF grantees?

The last day of the quarter is June 30th. Draw down requests can be made on this day by 5pm EDT. The Program Office will then wait one business day (July 3rd) for all requests to process. The next business day, which in this case is July 5th, at 8am EDT the Program Office will run a report to see where grantees stand in regards to meeting the 65% draw down requirement. These values will stand; there will be no exceptions. Since there will be no exceptions, it is recommended that grantee staff responsible for completing draw-downs do not wait until June 30th to do so. In addition, draw-downs made after 5pm EDT on the 30th may need an additional day to process. If a grantee finds it is necessary to wait until June 30th, it is important to enter the request early in the day. (The 5pm EDT deadline applies to all grantees, including but not limited to those in locations on the West Coast, Hawaii and Guam.)

If you have any questions, please contact the SSVF Program Office at ssvf@va.gov. Please include your grant number and “3rd Quarter Mandatory Return of Funds Question” in the subject of the email. Please cc your Regional Coordinator.

Title: National Privacy Guidance for Sharing VA Homeless Program Data with Non-VA Community Providers

Presenters: Nicole Harelik, MPA, MBA, Clinical Operations Homeless, VHA Homeless Programs. John Kuhn, MSW, MPH, National Director, Supportive Services for Veteran Families (SSVF)

Audience: SSVF Grantees, VA Medical Centers (Privacy Officers and Homeless Staff, CoCs, and Community Providers

Webinar Description: This webinar will review VHA’s legal authority to disclose Veteran information and demographics, which is considered protected health information (PHI), to community partners who assist in serving Veterans who are currently homeless or those with a prior episode of homelessness. Specifically, this authority supports By-Name List management and in cases where there is no formal data sharing agreement or prior signed, written authorization from the Veteran, IF the requirements of the legal authorities are followed. Community examples will also be provided.

https://attendee.gotowebinar.com/register/6671864428749690627

After registering, you will receive a confirmation email containing information about joining the webinar. Participants, who register, even if they are unable to attend, will receive a link to the recording.

New Process for Submitting Travel and Training Requests

The SSVF Program Office is implementing a new process for grantee requests for travel and/or training. This process change will be effective immediately and applies to all travel and training over $200 including a combined total where multiple participants are requested. In order to assist grantees, the Program Office is pleased to provide two tools for grantees. Please review these tools in detail. If you have additional questions, please contact your Regional Coordinator.

1. Overview of the New Travel and Training Request Process (Slides Attached)

Link to Recording: https://attendee.gotowebinar.com/recording/17125277106664706

2. Companion Guide for Travel and Training Requests (PDF attached)

SSVF grantees are required to submit requests to use SSVF grant funds for the purpose of participating in events that are not mandated by VA under the SSVF grant agreement and approved budget. Such events are conferences, trainings, or meetings that require the use of SSVF funds, beyond budgeted personnel and regular duty expenses, in order for staff to participate. The new Travel and Training Request form can be found in the online grants management system (GIFTS); the form will allow grantees to submit requests for travel and also training authorization to the SSVF Program Office through GIFTS.

The Travel and Training Request form should be submitted for any travel or training that has a combined value of more than $200.00 and has not been mandated by the VA. VA mandated training includes SSVF Regional Meetings and SSVF Program Launches; travel and training authorization is not required for these mandated trainings.

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.