2. Notification of Guidance Regarding SSVF Travel Costs Related to Training
3. Important Update: VA Ability to Recoup Unused SSVF Grant Funds
4. Reminder: VA's Guidance Regarding Read Only and Direct Entry Access to HMIS
Community Plans Updates Are Posted on SSVF Website
Thanks to all grantees who submitted the community plan updates in January. The plans are now available in the Community Coordination and Planning section of the SSVF University. They can be viewed by state: http://www.va.gov/homeless/ssvf/?page=/ssvf_university/community_coordination_and_plans
Notification of Guidance Regarding SSVF Travel Costs Related to Training
As a reminder to grantees, travel is allowable as a direct program cost when such travel will provide direct benefit to the SSVF program and grant award. Travel costs, including the reason and scope, have a high audit profile and is routinely examined by auditors and other government stakeholders. We ask that grantees continue to be prudent with costs and perception. The grantee/traveler should document in their files how the travel directly benefits/relates to the SSVF grant and project.
Beginning immediately, grantees must request approval from the SSVF Regional Coordinator prior to travel related to training with a combined total of $200 or more. The request can be submitted via email and should include the following:
· For SSVF mentoring, a defined purpose, goals and agenda should be reviewed and approved by the Regional Coordinator.
· For other training, the scope, purpose and direct benefit to the employee and SSVF program should be included and approved by the Regional Coordinator.
Important Update: VA Ability to Recoup Unused SSVF Grant Funds
VA regularly reviews grantee expenditures to ensure that funds are being used in a manner consistent with programs goals and regulations. It is expected that grantee spending will be consistent across quarters as significant variance, particularly lower than expected spending, may indicate either a lower demand for services or difficulty in managing funds. If during the course of the grant year the VA determines that grantee spending is not meeting the level expected at key milestones indicated below, VA may elect to recoup projected unused funds in order to be reprogrammed to address homelessness in other, higher need areas.
i. By the end of the first quarter of the grantee's supportive services annualized grant award period, the grantee's cumulative requests for supportive services grant funds is fewer than 15% of total supportive services grant award.
ii. By the end of the second quarter of the grantee's supportive services annualized grant award period, the grantee's cumulative requests for supportive services grant funds is fewer than 40% of total supportive services grant award.
iii. By the end of the third quarter of the grantee's supportive services annualized grant award period, the grantee's cumulative requests for supportive services grant funds is fewer than 65% of total supportive services grant award.
Funding sweeps are not automatic and will be based on VA reviews of spending patterns and service delivery so that sweeps may not occur if spending plans are consistent with the overall goals and stipulations of the grant agreement. Grantees are strongly encouraged to examine their rate of spending and ensure that HHS accounts accurately reflect the current expenditures for the SSVF grant.
Reminder: VA's Guidance Regarding Read Only and Direct Entry Access to HMIS
In September 2015, VA's Homeless Program Office released national guidance regarding VAMC staff seeking read only and/or direct entry access to a CoC's HMIS. Please review the guidance that was shared with SSVF grantees in the SSVF Program Update from September 3, 2015: https://www.va.gov/HOMELESS/ssvf/docs/VA_Releases_Guidance_on_HMIS.pdf
SSVF Program Office