supportive services for veteran families (ssvf ) national ......• final hhs transfers have been...

Requirements and Procedures for the

FY 16 Year End Closing

Supportive Services for Veteran Families (SSVF ) National Grantee Webinar

August 18, 2016

VETERANS HEALTH ADMINISTRATION

Webinar Format

• Webinar will last approximately 90 minutes • Participants’ phone connections are “muted” due to

the high number of callers – Questions can be submitted during the webinar

using the Q&A function • Questions can also be submitted anytime to

[email protected]

1


Questions

2

Submit questions and comments via the Questions panel

Your Questions


Presenters & Agenda

• Welcome & SSVF Program Updates – Linda Southcott, Deputy Director, SSVF

• FY2016 30-Day Grant Extensions/Closing Process/Final FY2016 Reporting Requirements – Robert Thompson, Project Coordinator, SSVF – Lindsay Hill, Regional Coordinator, SSVF

3


Program Updates

• FY 2016 Quarter 4 Program Changes • SSVF Regional Meetings • Community Planning • SSVF Proposed Revisions to Final Rule (Public

Comment Period) • FY 2017 Grant Review

4


FY 2016 30-Day Grant Extensions

Why request an extension? • To complete SSVF program goals and objectives • A result of unanticipated program difficulties during

the original grant period that prevented grantee from meeting the objectives in grant agreement

• Not an excuse for “spending down remaining funds”

5


FY 2016 30-Day Grant Extensions Process for Requesting an Extension • 8/24/16: Complete grantee extension survey

– https://www.surveymonkey.com/r/SSVFExtension – Refer to SSVF Program Update: August 12, 2016 for more details

• 9/1/16: Program Office will assign requirement form in GIFTS (SSVF grants management database) to survey respondents – Requirement will request grantee specific information and

require written extension request to be attached to GIFTS form. • 9/15/16: Requirement form and attached letter due in GIFTS

6

https://www.surveymonkey.com/r/SSVFExtension


FY 2016 30-Day Grant Extensions Online GIFTS Requirement Form for Extensions

7


FY 2016 30-Day Grant Extensions Overview for Grantees With Extensions • Extension request is for 30 days only this year.

– All grantees who receive an extension will be assigned a project period end date of 10/31/16

– HHS accounts for renewed grant agreements (FY 2017) will not be activated until extended project period is complete

– Grantees must notify SSVF Program Office program goals are met prior to 10/31/16 ([email protected])

– Final reports for extended grants due by 12/15/16. More details later in this presentation.

8

mailto:[email protected]


FY 2016 Year-End Closing What does closing the grant entail? • Final HHS Transfers have been requested (details later in this presentation) • Final draws (payment requests) have been made from the HHS Payment

Management System and ALL funds support eligible costs incurred during the FY 2016 project period – No costs for FY 2016 may be incurred after the end of project period. – Grantees have up to 45 days after project period end to draw funds – Grantee must return any funds that were drawn and not used to pay allowable

costs. Program Office will recover funds as defined in 38 CFR § 62.80. Withholding, suspension, de-obligation, termination, and recovery of funds by VA.

• NOTE: Any unspent funds will be removed from HHS and returned to US Treasury by 12/31/2016

9


FY 2016 Year-End Closing What does closing the grant entail? • Final FY 2016 client-level data has been uploaded to VA repository (September

activity) • Grantee has completed GIFTS Quarterly Certification form. • Financial Expenditure Report has been prepared (per budgeted line item)

– Excel workbook will be provided to grantees, based on FY16 award amounts. – To be submitted within GIFTS Quarterly Certification form, as an attachment.

• Any outstanding corrective action plans from monitoring visits or FSC audits that have a deadline within FY16 have been completed.

10


FY 2016 Year-End Closing 4TH QUARTER GRANTEE CERTIFICATION (GIFTS Requirement)

• Includes existing areas of quarterly certification • Adds certification that grantee has resolved all audit and

monitoring findings, or has communicated status of corrective action plan to SSVF Compliance

• Adds grantee certification to complete required FFR Financial Status Report (FSR) within HHS PMS within 45 days after end of project period

• Adds grantee certification to conduct independent audit, if applicable (refer to OMB Super Circular A-133)

• Adds grantee certification of proper ratio of RRH TFA to Prevention TFA

11


FY 2016 Year-End Closing Post-closing grant and financial follow-up requirements • OMB SuperCircular A-133, “Audits of States, Local Governments and Non-

profit Organizations” • SSVF grantees that expend $750,000 or more in a year in federal awards

must have an audit conducted • If a grantee expends less than $750,000 per year in federal awards, it is

exempt from the audit requirements for that year • Record-keeping: The grantee must maintain all program records in

compliance with the record retention and access requirements in 38 CFR § 62.72.

– All information and records related to the grantee’s use of SSVF funds must be retained for at least three years after the SSVF activities are completed. Sub-grantees must comply with the record retention requirements. This includes grantees records that may be required for review or audit by VA and/or the U.S. Government Accountability Office (GAO).

12


FY 2016 Year-End Closing Post-closing grant and financial follow-up requirements: • Financial Status Report (FSR) portion of the Federal Financial

Report (FFR) • The SSVF Program Office activated the electronic function of

submitting FFR FSRs in FY 2014. No paper submissions. This is a Federal OBM requirement!

• FSR portion of the FFR is available within the HHS PMS and must be submitted by 12/31/2016.

• The SSVF Program Office reviews and certifies the report submissions and, when necessary, returns to grant recipients for clarification or corrections. 13


Federal Financial Report: (FFR)

• Reminder, it is the FFR Financial Status Report that needs to be completed and NOT the FFR Cash Transaction Report.

14


Federal Financial Report: (FFR)

15


FY 2016 Year-End Closing HHS Payment Management System Sub-Account Transfers • SSVF Program Office will allow for final transfer request leading up to and after the

end of the project period. – These requests will not be processed until after all 4th quarter program changes

have been processed. – The program office’s goal is to have all 4th quarter program change requests

processed by Sept. 1st at which time subaccount transfers will be accepted. • Grantee must send email request to Regional Coordinator with specific information.

– Grant award number, total amounts to be increased/decreased per subaccount. • RC will review and forward to program office via email. • Once approved, the SSVF Program Office will process in HHS PMS in batches. • This process will happen on a bi-weekly basis, due to high volume of grantees and

close-out activity

16


HHS Subaccount Transfer- Template

17


HHS Subaccount Transfers

• You should make sure the disbursements side matches the above final requested amounts. Note: THIS IS THE FINAL ADJUSTMENT and all HHS subaccounts (authorized and disbursed) should match to ensure accurate close out. – The template is provided as an attachment to this

presentation in excel format.

18


FY 2016 Year-End Closing Key Dates • 8/24/16: Extension survey deadline for grantees needing 30 day extension. • 9/1/16-12/15/16: Subaccount transfers accepted and processed bi-weekly.

– Transfers on or after 11/15/16 will only be for grants on extension. • 9/1/16: Requirements for those requesting extensions via survey are activated. • 9/15/16: 30-Day extension requests due within GIFTS • 9/30/16: End of FY 2016 Project Period

– not including P1 grants (P1 grants will not complete FFR or financial report as part normal quarterly certification process).

• 45 Days: All renewal grant have 45 days to complete year-end reports and make final draws within HHS – 11/15/16: Grant WITHOUT extension – 12/15/2016: Grant WITH extension

• 12/31/16: All FY 2016 SSVF Grants Close (including HHS)

19


Additional questions can be sent to:

SSVF Program Office Email: [email protected]

Website: www.va.gov/HOMELESS/ssvf.asp

A recording of this presentation will be provided to webinar registrants and posted at SSVF University.

THANK YOU! 20

Q & A

http://www.va.gov/HOMELESS/ssvf.asp

Supportive Services for Veteran Families (SSVF )�National Grantee WebinarWebinar Format QuestionsPresenters & AgendaProgram UpdatesFY 2016 30-Day Grant ExtensionsFY 2016 30-Day Grant ExtensionsFY 2016 30-Day Grant ExtensionsFY 2016 30-Day Grant ExtensionsFY 2016 Year-End ClosingFY 2016 Year-End ClosingFY 2016 Year-End ClosingFY 2016 Year-End ClosingFY 2016 Year-End ClosingFederal Financial Report:�(FFR)Federal Financial Report:�(FFR)FY 2016 Year-End ClosingHHS Subaccount Transfer- TemplateHHS Subaccount TransfersFY 2016 Year-End ClosingQ & A

supportive services for veteran families (ssvf ) national ......• final hhs transfers have been...

Documents