Sent: Monday, February 19, 2018 11:17 PM
Subject: SSVF Program Update Monday, October 16, 2017
Follow Up Flag: Follow up
Flag Status: Flagged
1. Grantee FY 2017 Reporting Requirements in GIFTS: FY 2017 Quarter 4 Certification for Active Surge Grantees and FY 2017 End of Year Closeout Certification for Renewal Grantees
2. FINAL FY 2017 HHS Subaccount Transfers
3. Reminder: FY 17 Grant Extension Completion
4. FY 2018 Grant Award Resolution Requirement in GIFTS
5. Calendar of Events on SSVF Website
6. Resource: The Role of Medicaid and Impact of the Medicaid Expansion for Veterans Experiencing Homelessness
Grantee FY 2017 Reporting Requirements in GIFTS: FY 2017 Quarter 4 Certification for Active Surge Grantees and FY 2017 End of Year Closeout Certification for Renewal Grantees
The transition from one fiscal year to a new fiscal year typically brings a high volume of administrative requirements. The SSVF Program Office has provided reporting instructions and deadlines to grantees via webinars and program updates. Please continue to review these details carefully and check your grant’s SSVF GIFTS online portal to determine what requirements apply to your specific grant.
FY 2017 Quarter 4 Certification Requirements: This reporting requirement is for the Surge grantees that are still operating within the 3-year project period. This applies to all Surge grant numbers beginning with C2015 that are scheduled to end on 3/31/2018 AND all Surge grants beginning with C15 that received an extension to continue operations during FY 2018. These Surge grantees will have a "SSVF Quarterly Certification" Requirement visible in the GIFTS online portal. This requirement is due no later than November 1, 2017. Access the SSVF GIFTS portal at https://www.grantrequest.com/SID_2115/?SA=AM.
FY 2017 End of Year Closeout Certification for Renewal Grantees: This reporting requirement applies to all other SSVF grantees with project periods that ended on 9/30/2017, including those with 30-day extensions. The SSVF Program Office has begun activating the online GIFTS requirement form for those grantees with End of Year Closeout activities due by November 14, 2017. The grantees with 30-day extensions will receive their notifications and GIFTS requirement forms in the coming week, which are due on December 15, 2017. Notifications have gone to these grantees and they will begin receiving the VA customized FY17 Financial Expenditure Report templates via email. These reports are a required attachment to the GIFTS online form. A Companion Guide for completing the GIFTS End of Year Certification and the Financial Expenditure Report is available in the GIFTS section of the SSVF website:https://www.va.gov/homeless/ssvf/index.asp?page=/official_guide/reporting_and_monitoring_requirements .
FINAL FY 2017 HHS Subacount Transfers
Please be reminded that HHS Subaccount Transfers will be processed on a weekly basis through December. Grantees that require a final transfer of funds among the HHS subaccounts in order to complete the grant close-out should complete and submit the open requirement form in GIFTS titled "Final Subaccount Transfer". Please do not send transfer requests to the Regional Coordinator or the SSVF general inbox. To avoid denials of the subaccount transfer requests, please access your HHS grant account within the Payment Management System to carefully review the authorized subaccount balances; any previous Program Changes, mandatory sweeps or disaster relief efforts throughout the year may have resulted in changes to these authorized balances. Be sure you are basing transfer requests off of the current AUTHORIZED balances of each subaccount rather than remaining balances. If your submission is not completed properly it will be denied and will need to be resubmitted. If you have questions about how to complete the template or verify your authorized subaccount balances (prior to submitting your request) please contact your Regional Coordinator.
Reminder: FY 17 Grant Extension Completion
For grantees with an approved extension beyond 9/30/2017, please be reminded that the SSVF Program Office must be notified via SSVF@va.gov when the extension has been completed. This notification to the program office must include the specific date the extension ended, if that date is earlier than the extension end date. For example, a 30-day extension for FY 17 ends on 10/31/17. Grantees must inform the SSVF program office at SSVF@va.gov if this extension ends prior to this date in order for VA to document the final date for incurring FY 17 expenses. This will also inform the SSVF Program Office that FY 18 grant funds are ready to be activated in the HHS Payment Management System. Please refer to the SSVF National Grantee webinar from September 14 with more information on reporting extension completions (https://attendee.gotowebinar.com/recording/2453980596293505795). If grantee does not provide notice of extension completion, FY 18 grant funds will not be activated in HHS PMS until all FY 17 funds have been drawn down. If you have any questions, please contact your Regional Coordinator.
FY 2018 Grant Award Resolution Process in GIFTS
This reporting requirement applies to all funded grantees (new and renewal) in FY 2018 AND all Surge grantees that received extensions to continue SSVF operations during FY 2018. In preparation for the FY 2018 SSVF grant term, the Program Office is collecting grant agreement information from all grantees providing SSVF services during FY 2018. The purpose of this Resolution is to verify key program components, update contact information, confirm service areas, households to be served, homelessness prevention threshold scores, and verify HHS subaccount totals for the approved FY18 budget. While completing this form, grantees should consider that any significant changes that occur after the resolution process may require a Program Change Request in subsequent Quarters. Therefore, it is essential to plan ahead and carefully consider the Resolution form, as it relates to the approved FY18 budget.
The Grant Award Resolution Companion Guide provides instructions to grantees for completing the sections of the Resolution form within the GIFTS system as well as instructions for completing requirements outside of the GIFTS system. The SSVF Grant Resolution Requirement form has been assigned to the current GIFTS Account Holder and email notifications will go out on Monday, October 16, 2017.
SSVF Grant Resolution submissions are due no later than Tuesday, October 31, 2017. Please begin preparing for this deadline, as there are many components requiring grantee feedback. Grantees will need the following materials in order to complete the requirement by the established deadline.
• Final, Approved FY18 SSVF Budget (this would be the budget submitted with the February 3, 2017 application submission OR the revised submission of this budget to reflect final funding award)
• Homelessness Prevention Screening Threshold Score
• Subcontractor MOUs (signed and current), if applicable
• NEW! FY18 HH Served and Resource by CoC (Microsoft Excel template to download from SSVF website)
The grantee portal can be found at https://www.grantrequest.com/SID_2115/ and the Resolution Companion Guide is available in the GIFTS section of the SSVF website: https://www.va.gov/homeless/ssvf/index.asp?page=/official_guide/reporting_and_monitoring_requirements. If you have any questions about completing the online requirement form, please contact SSVF@va.gov.
Calendar of Events on SSVF Website
The SSVF Program Office offers an Events Calendar, which is available on the SSVF Website. The calendar includes key dates for Reporting Deadlines, Data uploading, program changes and webinars. The Event Calendar may be accessed by the link below
Resource: The Role of Medicaid and Impact of the Medicaid Expansion for Veterans Experiencing Homelessness
A new issue brief from the Kaiser Family Foundation explores Medicaid’s role for Veterans experiencing homelessness. This brief provides an overview of Medicaid’s role supporting health coverage and care for veterans, including those experiencing homelessness. In addition, through data from Health Care for the Homeless (HCH) projects and individual stories, it examines how the Affordable Care Act (ACA) Medicaid expansion has affected coverage and care for veterans experiencing homelessness. The brief is available at:
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.