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Stand Down Guidelines for CGET Training

Stand Down Guidelines for CGET Training. USDOL/Veteran’s Employment and Training Service. What is a Stand Down?. A Stand Down is a local event held usually for one (1) to three (3) days, where a variety of social services are provided to homeless veterans.

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Stand Down Guidelines for CGET Training

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  1. Stand Down Guidelines for CGET Training USDOL/Veteran’s Employment and Training Service

  2. What is a Stand Down? • A Stand Down is a local event held usually for one (1) to three (3) days, where a variety of social services are provided to homeless veterans. • Services include shelter, meals, clothing, employment services, health screenings, and haircuts, legal services, State identification cards and referral to supportive services. • These events are often the “catalyst” that enables homeless veterans to get back into mainstream society. Funding must be used to enhance employment and training opportunities -or- to promote sustenance for homeless veterans.

  3. Stand Down Grant Awards VETS will provide up to $7,000 for one (1) day Stand Down event and $10,000 for events lasting (2) two days or more. • PY 2009 ***$400,000 budgeted for Stand downs

  4. Where to look for Stand down Guidance • Federal Register: announcing the availability of FY funds and information on how to apply for grant awards. • The current Federal Register covers FY 2008, 2009, and 2010. Availability of funds is dependent upon FY Congressional Appropriations. • General Grant provisions • Special Grant Provisions

  5. Technical Operating Procedures • Director’s Memorandum: (DM) Outlines Standard Operating Procedures for Stand Down Activities Technical Assistance Guide (TAG) Provides Technical Assistance for Stand Down Grant Funding

  6. Where to send Stand Down Grant Applications: • Applicant requests are to be sent to the U.S. DOL-VETS State Director (DVET) or GOTR for your State located at the website address below: • http://www.dol.gov/vets/aboutvets/contacts/main.htm

  7. Eligible Applicants for Stand Down Funds • Eligible applicants are … State Workforce Agency; • State and local Workforce Investment Boards; • Veteran’s Service Organizations (VSO’s) • local public agencies; • for-profit/commercial entities; or • non-profit organizations. • Community and Faith based Organizations NOTE: organizations registered w/ IRS as a 501(c)(4) are not eligible.

  8. Grant Applicants Must: • Forward applications to their respective State DVET or GOTR no later than 60 days prior to the event And • No later than July 30th of the current fiscal year • Funds must be obligated prior to September 30th of the current fiscal year

  9. Obtain DUNS and CCR Numbers All Grant Applicants have to obtain a: • Obtain a Dun and Bradstreet Number (DUNS) at website: http://www.dunandbradstreet.com or by phone at 1-866-705-5711 • Register as a vendor with the Central Contractor Registration (CCR) at website: www.ccr.gov or by phone at 1-888-227-2423.

  10. Application Content • Grantee Cover Letter Requesting Funds (original signed in blue ink) • SF 424 (original signed in blue ink) • SF 424A • Program Narrative that describes.. • Stand Down Activities • Timeline for Completion of Activities is required For *** Stand Down Events that occur on or after July 1st, the grant must demonstrate and document all planned activities prior to the end of the Fiscal Year (September 30th). • Budget Narrative

  11. Application Content • Assurances and Certifications Signature Page • Letters of Support (especially DVOP/LVER, DVA, HUD, and Veterans Service Organizations) • Copy of IRS documentation indicating non-profit status…i.e., 501(c)(3), or 501(c)(9) • Copy of CCR Information verifying registration

  12. DVET Application Review • Ensure it is complete, accurate, and prepared according to the directive. • If errors are present, notify applicant and request corrections before sending the application to the RAVET. • Complete Section A of the Stand Down Review Checklist. • Generate a transmittal letter recommending approval/disapproval for funding.

  13. DVET Review (continued) • Ensure DVOP/LVER or One-Stop Career Center Participation in all Stand Down Events. • Forward… • DVET transmittal letter • “original” application • Completed Stand Down Review Checklist …to the appropriate RAVET within 10 calendar days of receipt.

  14. RAVET Application Review • Ensure it is complete, accurate, and prepared according to VETS policy. • If errors are present, notify DVET to request corrections from the applicant before sending it to the National Office. • Complete Section B of the Stand Down Review Checklist. • Generate a transmittal letter recommending approval/disapproval for funding.

  15. RAVET Review (continued) • Forward via FedEx or UPS… • DVET transmittal letter • “Original” application • Completed Stand Down Review Checklist …to the Competitive Grants Lead within 10 calendar days of receipt and 45 days prior to the event. Late applications will be handled on a case-by-case basis by the Competitive Grants Lead and Grant Officer.

  16. National Office Application Review • Ensure it is complete, accurate, and prepared according to VETS policy. • If errors are present, notify RAVET and/or DVET to request corrections from the applicant. • Log-in date received and award amount into the O: drive. • Generate a memo recommending approval/disapproval for funding. • Generate funding obligation document.

  17. National Office Review • Forward … • RAVET and DVET transmittal letters • Complete a DL1-490 form (Procurement Review Board Recommendation Request) • “original” application …to VETS Mgmt, Fiscal Mgmt, and Grant Officer.

  18. When funding is not recommended for the event… Competitive Grants Lead will notify unsuccessful applicant (s) in writing; DVET/RAVET will provide to the Competitive Grants Lead reason (s) for recommending disapproval in writing.

  19. When the Stand Down Event is Approved!!! Grantees will receive… • Grant Award letter, Special Grant Provisions, and General Grant Provisions from the Grant Officer • Financial Forms for HHS/PMS electronic payment information from the DOL Procurement Office • DVET/GOTR and RAVET will receive a copy of the Grant Award, Special and General Grant Provisions from VETS National Office Competitive Grants Lead.

  20. If the Grantee asks you to …”Give me the money!” • Grantee is to contact Gene Contee at USDOL Procurement Office at 202-693-4479 to: • Sign-up for and check status of HHS/PMS electronic drawdown capability. • Obtain Financial forms to begin electronic drawdown process. • Instructions on how to electronically drawdown and return funds.

  21. Grantee retrieving funding…(cont’d) • Grantee has until November 30th to electronically withdraw funds from HHS/PMS. • If the grantee was awarded Stand Down Funds previously…. • the new Stand Down Funds will be added electronically to the grantees existing HHS/PMS account. • Corrections to the bank accounts must be sent to HHS/PMS (not DOL).

  22. Grantee’s Reporting Requirements • Stand Down Activity and Expenditure Report… • Due 45 calendar days after the date of the event • Submit report first to the… • DVET/GOTR to approve purchased items /services -they will forward to Competitive Grants Lead • Procurement (Grant Officer)

  23. After Action Report.Grant Officer/Procurement receives … • Grantee cover memo • Original SF269A • A copy of the Signed invoice or list of expenditures (ensure “flexibility” as planned items may have been donated at the last moment) • Stand Down After Action Report requirements are in the… • Special Provisions • Listed as appendices in Federal Register Notice • Listed as attachment in Director’s Memo on SOP for Stand Down Activities.

  24. DVET/GOTR receives… • Original Receipts of items purchased with USDOL-VETS funding (and maintains original receipts for at least 3 years) • Signed list of items purchased with grant funding • Comparison of planned vs. actual activities and expenditures (ensure “flexibility” as planned expenditures may have been donated at the last moment)

  25. DVET/GOTR receives…Cont’d • SF269A that zeros out any un-liquidated obligations • Stand Down After Action Report • Copies of all PSC 272s that were sent to HHS/PMS

  26. DVET/GOTR sends to the RAVETand RAVET sends to the NO … • Specific items from the After Action Report • List of items/services purchased • Comparison of planned vs. actual activities and expenditures • SF269A • Stand Down After Action Report • Copies of all PSC 272s.

  27. When DVET/GOTR doesn’t approve expenditure (s)… • DVET/GOTR is to submit in writing to the grantee: • Explanation of disapproved purchase (s); • Request grantee to return funds to HHS/PMS account within 15 calendar days. • Copy the RAVET and Competitive Grants Lead on all disapproved items.

  28. Disapproved expenditures are.. • Forwarded to the RAVET for concurrence; • Sent to the NO Competitive Grant Lead by the RAVET; -then- • DVET/RAVET to ensure grantee provides documented evidence of funding returned to the HHS/PMS account. • NO Competitive Grants Lead follows-up with VETS OAMB to ensure draw down and approved funding expenditures are equal.

  29. They will not be considered favorably for any future funding from USDOL VETS. When a grantee doesn’t comply with… • General and/or Special Provisions; and/or • Post Event Financial or Programmatic Reporting requirements:

  30. Questions ???? The End

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