HUD Publishes Integrity Bulletin: Implementing the Five Key Internal Controls


Is this email not displaying correctly? View it in your browser.
U.S. Department of Housing and Urban Development HUD Exchange Mailing List

HUD Integrity Bulletin: Implementing the Five Key Internal Controls


This bulletin provides an overview on how CPD grantees should be implementing internal controls. Internal controls are processes put into place by management to help an organization operate efficiently and effectively to achieve its objectives. Managers often think of internal controls as the responsibility of accountants and auditors. The fact is that management at all levels of an organization is responsible for ensuring that internal controls are set up, followed, and reviewed regularly. The purpose of internal controls are to:
  • Protect assets
  • Ensure that records are accurate
  • Promote operational efficiency
  • Achieve organizational mission and goals
  • Ensure compliance with policies, rules, and regulations 
In administering various HUD Office of Community Planning and Development (CPD) programs, all grantee and subrecipient organizations deal with risks to achieving their organizational and programmatic goals. No rules, bad rules, or failure to follow rules disrupt the effectiveness of the internal controls and, ultimately, mission delivery. This bulletin explains the five internal control standards and ways to implement them effectively. It also provides case examples of deficiencies in internal controls and how those issues could have been avoided through use of internal controls.
View the Integrity Bulletin: Implementing the Five Key Internal Controls.
View all Integrity Bulletins.


October 2016 NCHV Newsletter

NCHV eNewsletter
October 2016
Webinar – Accessing VA Benefits
Thursday, November 3, 2016 at 2:00 pm EDT
The National Veterans Technical Assistance Center (NVTAC) is hosting the webinar “Accessing VA Benefits” on Thursday, November 3 at 2:00 pm EDT.
Homeless veteran service providers, especially HVRP grantees, recognize the critical connection between a viable income and housing stability. Homeless veterans may be rapidly connected to housing, but they are better able to stay in housing when they are earning a livable wage. While placement in competitive employment may be the ultimate goal, service providers can utilize benefits payments to help homeless veterans find stability while they are seeking and even after obtaining employment. This webinar will help local community agencies better connect their homeless veteran consumers to VA benefits. Experts will share strategies for engaging more substantially with your VSO and community partners and navigating the sometimes complicated connection between disability benefits and employment.
This featured guest speakers for this webinar are Gerardo Avila, Deputy Director, Veterans Affairs & Rehabilitation, American Legion and Shurhonda Love, Assistant National Legislative Director, Disabled American Veterans.

TO REGISTER FOR “Accessing VA Benefits”:

Go to https://attendee.gotowebinar.com/register/696093492427550980 and complete the registration form.

You will receive instructions for joining the training when you register. For additional questions, please contact Maddie Goldstein at mgoldstein@nchv.org.
Hill Watch: Congress Funds Government Through Dec. 9
Veteran programs funded for the entire year
On Sept. 28 the House passed H.R. 5325, the legislative vehicle for the funding bill, which had passed the Senate earlier on that same day. The bill provides flat funding for the federal government through the election season and until December 9, 2016 in order to give Congress more time to pass full-year funding bills. Without the passage of H.R. 5325 the government was in danger of shutting down on Thursday, Sept. 30, due to the expiration of spending authorities at the end of the federal fiscal year. This short term spending bill known as a continuing resolution (“CR”) prevents this danger.
H.R. 5325 also contained funding provisions that were not a part of the continuing resolution; this portion of the bill was the text of the Military Construction and Veterans Affairs appropriation bill (MilCon/VA), which funds the operations of the VA for the entire 2017 Fiscal Year. The MilCon/VA bill had previously passed both houses of Congress in slightly different forms, and NCHV has discussed it in past editions of Hill Watch.
The MilCon/VA portion of the bill contained the full presidential request top-line budget numbers for the Medical Services account, which covers VA homeless programs including GPD, SSVF, and the case management portion of the HUD-VASH program. Congress has, since June, agreed upon numbers for these programs: $257 million for GPD, $320 million for SSVF, and $496 million for case management of HUD-VASH vouchers. All of these numbers are higher than last year, and the SSVF and GPD numbers are higher than the President’s Budget requested (by $10 million and $20 million, respectively).
When the President signed the CR the day after passage through Congress, the bill became law. With it, the budget for the Department of Veterans Affairs is set until Sept. 30, 2017. If you would like to call and thank your Congressman for including these higher numbers for veteran homelessness programs, but don’t know how, you can refer to NCHV’s advocacy webinar, accessible here. While you are thanking them, you can also urge them to pass the remaining appropriations bills, with robust funding for HVRP and for new HUD-VASH vouchers!
In the coming months, NCHV will be back to report on the passage of the rest of the federal spending bills. Stay tuned for more.
Open Enrollment for Healthcare Insurance Begins Nov. 1
Marketplace Open Enrollment 2017 guide for veterans from Centers for Medicare and Medicaid Services 
Open enrollment for the healthcare insurance Marketplace begins on Nov. 1, and the Centers for Medicare and Medicaid Services has released a guide for veterans on what steps to take to meet healthcare insurance coverage standards.
The guide includes information on how to enroll for healthcare coverage through the Department of Veterans Affairs, and other options for those not eligible for VA care.
Emerging Populations: Female, OIF/OEF/OND, and Older Veterans
Research brief on population projections and service use patterns from VA National Center on Homelessness Among Veterans
The VA National Center on Homelessness among Veterans has released a new research brief, Emerging Populations: Female, OEF/OIF/OND and Older Veterans. This report provides population projections over the next 10 years for these three sub-populations and characterizes distinct need and use patterns among current users of VA homeless programs within each sub-population.
The brief provides information for policy makers and program planners about the potential demand for services among veterans who will become homeless or face risk for homelessness over the next 10 years as well as potential characteristics of that need so that programming and capacity can be proactively considered.
Hacksaw Ridge: Upcoming Movie Seeks to Raise PTSD Awareness
WW2 film to open in theaters Nov. 4, 2016
NCHV and other national veteran service organizations based in Washington, D.C. were recently invited to attend a screening of the upcoming World War 2 movie, Hacksaw Ridge. The film tells the story of Desmond Doss, the first conscientious objector to receive the Congressional Medal of Honor.
With the movie's release, its producers hope to raise awareness of PTSD and the resources available to veterans in their communities. They are building a webpage with resources to coincide with the release of the film.

For more information on Hacksaw Ridge and how to get involved, visit http://www.hacksawridgeresources.com/.
Funding Opportunities
The Catherine Holmes Wilkins Charitable Foundation was created in trust to provide charitable grants to qualified medical research and social service agencies in the Puget Sound region. Organizations must operate within or significantly affect the residents of the Greater Seattle region: Tacomma to Everett, Seattle, and the Eastside. The Foundation accepts applications throughout the year and makes grant decisions every four months. For more information, click here.
The DTE Energy Foundation is at the core of DTE Energy's commitment to the communities and customers it serves. The DTE Energy Foundation is dedicated to strengthening the fabric of these communities and its connection to customers in three areas: strengthening Michigan’s vitality through economic growth, life-sustaining help to the most disadvantaged members of the community, and education, innovation and the development of inspiring leaders. The next deadlines for applications are Nov. 4, 2016 and Jan. 29, 2017. For more information, click here.

SSVF Program Update October 14, 2016


Hi SSVF Team,

I hope that you are doing well. This was the Program Update from Friday. The information is very, very important. I need you to review the actual update in detail below and to fully understand all of the information that has been shared. If you have questions, please let me know.

I also made a quick chart to help you with the information, but this chart should not replace your thorough read of the Program Update.

Item
Due Date
Submission Process
Resources
Notes
FY17 Grant Resolution
11/14/16 Close of Business
Via GIFTs
SSVF Companion Guide to Grant Resolutions (Includes FY17 Gaps Analysis Tool Overview)(Bullets 4 under SSVF Online Grants Management)

GIFTs
Budgets may not be changed during the resolution process this year. Please see the 10/7 Program Update.

Please review the materials, prep your questions, and then attend the national webinar on 10/20.
Gaps Analysis Tool
11/14/16 Close of Business
Submission via email to Regional Coordinator
Gaps Analysis Tool (Bullets 12 and 13 under SSVF Toolkit)


Please review the materials, prep your questions, and then attend the national webinar on 10/20.

Please note that there will only be one submission per CoC, similar to the community planning updates that we have required in the past. Please read the instructions/participate in the webinar for more information.
P1 Grantees Only:
FY16 Quarter 4 Certification
See date assigned in the requirement in GIFTs
Via GIFTS
GIFTs
The requirement will be available later this afternoon in GIFTs.
P2 Grantees:
FY16 Close Out

See date assigned in the requirement in GIFTs
Via GIFTs
GIFTs

Financial expenditures excel workbook will be sent via email.

End of Year Financial Expenditures Report Companion Guide (Bullet 5 under SSVF Online Grants Management)
The requirement will be available later this afternoon in GIFTs.


HHS Final Subaccount Transfers
·         Please read the detailed information below.

Grantees on Extension: Notification to SSVF When Extension is Complete
·         Please see below on the process and what is required.

SSVF National Webinar
·         The national webinar is this Thursday. Please register using the link below. Please prepare for the webinar by reviewing the FY17 Grant Resolution Guidance and Gaps Analysis Tool.

Regional Meetings
·         Thanks for attending the regional meeting. It was so great to see you. Please see below for the link to the materials. I know that many grantees wanted to use the materials with their own work, and I expect those participants who joined us at the meeting to share the information with their team.

Thanks so much!

Adrienne

From: Foley, Sandra
Sent: Friday, October 14, 2016 3:59 PM

Subject: SSVF Program Update October 14, 2016

Topics:

1.            Grantee Action Required in GIFTS: FY 2017 Grant Resolution and SSVF Gaps Analysis Process
2.            Grantee Action Required in GIFTS: FY 2016 Quarter 4 Certification for P1 Grantees and FY 2016 Grant Closeout for Renewal Grantees
3.            Register for SSVF National Webinar on October 20, 2016 at 2PM EDT
4.            SSVF REGIONAL MEETING SUCCESS! 


1.       Grantee Action Required in GIFTS: FY 2017 Grant Resolution and SSVF Gaps Analysis Process

Grantees can now access the FY 2017 Resolution Requirement form within their GIFTS user account.  Please refer to the Grant Resolution Companion Guide at http://www.va.gov/homeless/ssvf/index.asp?page=/official_guide/reporting_and_monitoring_requirements under the GIFTS section of the webpage.  This guide provides grantees with details on each section of the online requirement form, as well as the instructions for completing the SSVF Gap Analysis Tool.  Deadline for submission is close of business on Monday, November 14, 2016.

Grantees must complete the Resolution requirement form within GIFTS and are expected to work with their community partners to complete an SSVF Gap Analysis Tool for each CoC with SSVF providers.    Please contact your Regional Coordinator if you have questions or concerns.  Access the SSVF GIFTS portal at https://www.grantrequest.com/SID_2115/?SA=AM.

The Gaps Analysis Tool is also posted in the SSVF Toolkit section of SSVF University: http://www.va.gov/homeless/ssvf/index.asp?page=/ssvf_university/community_coordination_and_plans.

*Please note that the SSVF National Grantee Webinar on October 20th at 2:00 PM Eastern Time will provide an overview of the Resolution process and the SSVF Gaps Analysis Tool.

2.       Grantee Action Required in GIFTS: FY 2016 Quarter 4 Certification for P1 Grantees and FY 2016 Grant Closeout for Renewal Grantees

NOTE:  Priority 1 Grantees are not required to complete grant close out activities.  Instead, they are required to complete the FY 16 4th Quarter Certification requirement form in GIFTS, as grantees have done in the past.  These online requirement forms are currently active within the account of the GIFTS account holder.  Please refer due date assigned within the requirement form.  Access the SSVF GIFTS portal at https://www.grantrequest.com/SID_2115/?SA=AM.

For all other SSVF grantees with renewal grant terms that ended on 9/30/16, including extended grants, the online GIFTS requirement form is now available to begin completing the final close out activities for the FY 16.  Grantees will complete the Grant Closeout requirement form, which is similar to the Quarterly Certification form that has been completed in the past.  However, the Grant Closeout requirement form has additional elements related to closeout activities.  Grantees will be asked to certify compliance with the Federal Financial Report FSR, their intent to complete the single audit within the established timeframe, and grantees will also be required to attach their final FY 16 Financial Expenditures Report to the form.  A Companion Guide for completing the End of Year Financial Expenditures Report is available at http://www.va.gov/homeless/ssvf/index.asp?page=/official_guide/fiscal_administration.

It is important to note that the SSVF Program Office will provide grantees with a customized Financial Expenditures Report workbook (Excel) via email.  The email will include the Companion Guide and links to fiscal administration close out material.  Please note the due dates assigned within your grant program's online requirement form.  If you have questions, please contact SSVF@va.gov.  Access the SSVF GIFTS portal at https://www.grantrequest.com/SID_2115/?SA=AM.

FINAL HHS SUBACCOUNT TRANSFERS
Please be reminded that HHS Subaccount Transfers will be processed on the 1st and 15th of October, November and December 2016. Grantees that require a final transfer of funds among the HHS subaccounts in order to complete the grant close must use HHS Subaccount Template to prepare the transfer request.  Submit this form to your Regional Coordinator for review and processing.  Please do not submit to the SSVF general inbox.  To avoid denials of the subaccount transfer requests, please access your HHS grant account within the Payment Management System and carefully review the authorized subaccount balances, as any Program Changes granted throughout the year may have resulted in changes to these authorized balances.  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.  The template is available at http://www.va.gov/homeless/ssvf/index.asp?page=/official_guide/fiscal_administration.

NOTIFYING VA WHEN YOUR FY 2016 EXTENSION IS COMPLETE:  For grantees currently on a 30-day extension for their FY 2016 grant, the SSVF Program Office will activate FY 2017 subaccounts in HHS on November 1, 2016.  If your agency completes the FY 2016 program goals prior to October 31, you must notify your Regional Coordinator of the date your extension ends.  It is essential that both the grantees and the SSVF Program Office document the specific day the FY 16 grant extension ends, for future auditing purposes.  This will also allow for the timeliness of completing final payment requests of FY 16 funds and activating the FY 17 funds. Your agency must draw all of the FY 16 funds in order for the FY 17 funds to be activated.  Grantees who will have a remaining balance of FY 16 funds to be returned to VA must confirm this with their request to activate FY 17 subaccounts in HHS.   

3.       Register for SSVF National Grantee Webinar on October 20, 2016 at 2PM EDT

Topic:  SSVF FY 2017 Program Planning

The SSVF National Grantee Webinar will review the FY 2017 Resolution Process, the SSVF Gaps Analysis Tool, and provide updates related to the SSVF Program Guide. 

After registering, you will receive a confirmation email containing information about joining the webinar.

4.       SSVF REGIONAL MEETING SUCCESS! 
Thank you to all of the grantees who participated in the FY 16 Fall Regional Meetings over the last several weeks and helped make these events a success.  The materials provided at the meetings are now available on SSVF University at http://www.va.gov/homeless/ssvf/index.asp?page=/ssvf_university/program_launch_regional_meeting_materials.   


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.

Sandra Foley LCSW
Supervisory Regional  Coordinator
US Dept of Veteran Affairs
Supportive Services for Veteran Families
151 Knollcroft Road
Builidng 57 Room 242
Lyons, NJ, 07939
908 647 0180  Ext 6476
908 413 6660 (BB)

October Local Lead Ledger

LOCAL LEAD LEDGER
Social Security Administration Revises Medical Criteria for Evaluating Mental Disorders
The Social Security Administration (SSA) published new rules updating how they will evaluate mental disorders. This means some changes are coming to how we organize and present SOAR applications, particularly the functional information in the Medical Summary Report. As SOAR Local and State Team Leads you may receive questions from SOAR-trained case managers in your community about how these changes will affect their applications.  The SOAR TA Center is here to help and prepare you!
Background: SSA has not fully revised the medical criteria for evaluating mental disorders in the Listings of Impairments (listings) since 1990. SSA began working on these proposed rule changes in 2010. The changes reflect learnings from program experience, advances in medical knowledge (e.g. updates to the Diagnostic & Statistical Manual of Mental Disorders, 5th Edition (DSM-5), recommendations from a commissioned report, and public comments. The new rules will go into effect on January 17, 2017. 
 Key revisions include:
  • Updates, name changes, and additions to the mental health listings
  • Revised areas of functioning:
       - Understand, remember, or apply information
       - Interact with others
       - Concentrate, persist, or maintain pace
       - Adapt or manage oneself
  • Updated criteria for the evaluation of intellectual disorders
  • New listings for neurodevelopmental disorders, eating disorders and trauma- and stressor- related disorders 
  • New emphasis on the importance of social workers, case managers, and outreach workers in providing longitudinal evidence about functional impairments
The SOAR TA Center will bring you up to speed on all the changes and prepare you to implement them in your community. We will be holding a national webinar in mid-November to provide additional guidance.  We will also be releasing comprehensive training materials via the SOARWorks website, SOAR Online Course, and SOAR Fundamentals materials.
 If you have any questions about these changes, please reach out to Jen Elder at jelder@prainc.com
Monique Venning – Charleston, South Carolina
Monique Venning is the Disability & Benefits Coordinator at One80 Place, the largest provider of homeless services in South Carolina. In addition, Monique serves as the SOAR Local Lead for a seven county area served by the Lowcountry Homeless Coalition. These counties include Charleston, Dorchester, Berkeley, Colleton, Jasper, Beaufort and Hampton.
One80 Place had been submitting SSI/SSDI claims using the SOAR techniques, however, after participating in the SOAR Leadership Academy in San Diego, Monique restructured the SOAR process to align with the national SOAR model.  
At One80 Place, Monique helps clients navigate the SSI/SSDI disability application process to quickly obtain income and insurance through SOAR. In addition, she is responsible for assisting shelter guests and clients to enroll in other benefit programs such as dental, vision and health insurance; prescription assistance; and specialty medical services. Guided by the organization's mission - to provide food, shelter and hope to end homelessness and hunger, one person at a time, one family at a time - Monique is dedicated to ending homelessness for the clients with whom she works.  
Monique truly believes in the benefits of the SOAR process and works diligently to educate the community and other homeless service providers on the impact SOAR can have on the lives of so many. In her role as SOAR Local Lead, Monique facilitates SOAR quarterly meetings attended by representatives from SSA, DDS, and other community providers. Monique also represents the Charleston Area at SOAR State meetings.
Webinar Announcements – Coming in November! (Dates coming soon)
  • Revisions to the Social Security Mental Health Listings
  • Yes You Can Work! Employment and SOAR
New Resources
  • The recent SOAR webinar on Rural Homelessness has been posted. During this webinar, held on October 12, 2016, the SOAR TA Center and SOAR leaders discussed the challenges and successes implementing and sustaining SOAR in their rural areas.
  • A new article has been posted about Appointed Representative Services. Online access to SOAR applicants' electronic folders or eFolders (EFs) is now available for Appointed Representatives with ALJ hearing and Appeals Council level cases.
  • The Social Security Administration (SSA) may ask the applicant to complete an SSA-821 Work Activity Report if he/she continued to work after the alleged date of onset. This article provides additional information and tips for assisting applicants with this form:  https://soarworks.prainc.com/article/ssa-821-work-activity-report
SOAR Leadership Academies
Now accepting applications for all Leadership Academies. Contact your SOAR TA Center liaison with any questions.
  • December 6-8, 2016, Washington, D.C. (Apply soon!)
  • February 7-9, 2017, Des Moines, Iowa
  • May 2-4, 2017, Portland, Maine
  • August 29-31, 2017, Detroit, Michigan
The SOAR TA Center is sponsored by the Substance Abuse and Mental Health Services Administration, U.S. Department of Health and Human Services

Disclaimer: The SOAR Technical Assistance Center develops and distributes the Local Lead Ledger with support from SAMHSA, HHS. Its contents are solely the responsibility of the authors and do not necessarily represent the official view of HHS or SAMHSA..