supportive services for veteran families (ssvf ) national ......• final hhs transfers have been...
TRANSCRIPT
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Requirements and Procedures for the
FY 16 Year End Closing
Supportive Services for Veteran Families (SSVF ) National Grantee Webinar
August 18, 2016
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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
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Questions
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Submit questions and comments via the Questions panel
Your Questions
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VETERANS HEALTH ADMINISTRATION
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
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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
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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”
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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
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https://www.surveymonkey.com/r/SSVFExtension
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FY 2016 30-Day Grant Extensions Online GIFTS Requirement Form for Extensions
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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.
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mailto:[email protected]
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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
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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.
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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
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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).
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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
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Federal Financial Report: (FFR)
• Reminder, it is the FFR Financial Status Report that needs to be completed and NOT the FFR Cash Transaction Report.
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Federal Financial Report: (FFR)
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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
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HHS Subaccount Transfer- Template
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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.
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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)
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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