Supportive Services for Veteran Families (SSVF) Program HHS Payment Management System & Reporting Requirements Webi

1. Supportive Services for Veteran Families (SSVF) Program HHS Payment Management System & Reporting Requirements Webinar August 2, 2011

2. Welcome & Introductions • Vincent Kane, MSW • Director of National Center on Homelessness Among Veterans 2 2

3. Agenda • Welcome & Introductions • Department of Health & Human Services (HHS) Payment Management System • SSVF Participant Surveys • Recordkeeping & Audits • Quarterly Reports • HMIS • Next Steps • Questions & Answers 3 3

4. II. HHS Payment Management System Anthony Holland, Accountant Program Support Center Financial Management Service 4 4

5. Financial Management ServiceDivision of Payment Management Payment Management SystemCentral Registry & Payment Process

6. PMS Entity Registration GRANTEE FORMS MUST FIRST BE SUBMITTED ELECTRONICALLY TO SSVF@VA.GOV • After SSVF Program Office approves electronic versions, all “original” materials should be forwarded to: VA National Center on Homelessness Among Veterans Supportive Services for Veteran Families Program ATTN: Nicole Nash FY 2011 Grantee Forms 4100 Chester Ave., Suite 201 Philadelphia, PA   19104 Registration documents must include: • Direct Deposit Form (SF1199A) with original signatures • PMS/FFR User Form • All SSVF Program grantees must complete these forms even if you have an existing HHS account.  • NOTE: Organizations should not mail material directly to DPM

7. Registration Process: Required Documentation – SF-1199A • FROM THE DPM WEBSITE:www.dpm.psc.gov • Click on “Grant Recipient Info” • Click on “Forms” • Click on “SF-1199A” • Complete Section 1 and Section 2. • Bank must fill out Section 3 TO ENSURE ACCURACY WHEN COMPLETING DIRECT DEPOSIT FORM: Box 1A: Name must match organization name on notice of Grant award Box 1B: Leave Blank [Note: SF1199A form will be rejected if individual’s name appears] Box 1C: Organization’s taxpayer identification number must be included in this field Original signatures must exist on form COMMON ERRORS Corrections in Depositor Account Number and Bank Routing Number Alternations that appear on original form are not acceptable (i.e. white out, strike overs, cross-outs, etc.) Depositor Account Title not filled in Depositor Account Title does not match Name of Payee No signatures

8. DUNS # _____ x ABC Corporation, Inc. 0 0 0 0 0 1 - 0 0 1 1 123 ABC Street – Suite 123 Anywhere US 00000 123/345-5678, ext. 910 x OSCII - NTHRP ABC Corporation, Inc or Grant Award # or left blank N/A Type/Print 9-Digit Tax ID # ABC Corporation Representative 0-0-00 • Awarding Agency Address Awarding Agency Information 1 2 3 4 5 6 7 8 9 ABC Bank Name 123 Bank Street Bank, US 99999 ABC Corporation, Inc. ABC Bank Name Representative ABC Bank Name Representative 123/475-0987, ext. 14 0-0-00

9. Registration Process: Required Documentation - DPM Payment Management System Access Form New PMS Users will not have a PMS Account Number Existing PMS Users: the new PMS Account Number will be added to your existing profile A form should be submitted for each individual PMS User List all the PMS account numbers to gain access This is the information of the individual that needs access to the Payment Management System Check one in each category (if applicable) Must have signature in order for form to be valid

10. Payment Management SystemAccessing the Site Go to: www.dpm.psc.gov Click on “Payment Management System” Review messages on this page

11. Payment Management SystemAccessing the Site Click on “Payment Management System”

12. Payment Management SystemAccessing the Site User name: Established by DPM (For training: All upper case - e.g. , JPSMITH) Password: Initial password is issued by DPM and must be changed by users. New password must be at least nine alpha-numeric and/or special characters (e.g., #Grantee1) *For first time users, the initial password is provided by DPM.

13. Review for new messages; then click on Click Here for Access to the Payment Management System Payment Management SystemAccessing the Site

14. Grantee On-Line Inquiries 1) Click on “Inquiry” 2) Click on “Adhoc Grantee Inquiry” 3) Select Inquiry Type from the dropdown menu 5) Click on “Continue”

15. Grantee On-Line Inquiries • Account Balance Data • Authorized grant award information, payments made and funds available • Authorization Transactions • Award amount, budget period and date posted in PMS • Payment Data • Payment History including payments deposited and rejected • Summary Grant Data • Grant expenditures will equals payments

16. Payment Management SystemRequesting Payments Payment requests may be made as often as needed:DailyWeeklyMonthlyBi-monthly Monthly drawdowns are encouraged by VA.Remember: Funds must be spent within three business days!

17. Making a Payment Request: 2AA5B 1) Click on “Payment” 2) Click on “Request for Payment” 3) Enter your Account Number 5) Click on “Account”

18. Making a Payment Request: Enter DUNS UPDATE Requestor Information or Click the Check Box If No Changes Are Required Enter Payment Due Date Enter Expected DisbursementAmount Enter Cash on Hand Enter Payment Request Amount Click on “Continue”

19. Making a Payment Request: 2AA5B 123456789

20. Making a Payment Request: 2AA5B 123456789 SUPPSVC SUBACCT ADMSUBACCT

21. Making a Payment Request: 2AA5B 123456789 ADM SUBACCOUNT SUPPSVC SUBACCOUNT

22. Making a Payment Request: 2AA5B ADM SUBACCOUNT SUPPSVC SUBACCOUNT

23. Making a Payment Request:

24. Grantees are encouraged to make monthly drawdowns Per the SSVF Program NOFA, Grantees are subject to the following limitations: Payments of SSVF Grants

25. Requesting Funds: Reason for Denied Payments / Manual Review Flags • Agency Restriction • Awarding agency has the authority to restrict grant funding and payment requests • Agency Approval - Awarding agency will review and approve

26. Requesting Funds: Connecting to the Payment Management System (PMS) Internet Access Division of Payment Management Home Page www.dpm.psc.gov Hours of Operation Monday through Friday: 5:00 a.m. until 11:00 p.m. EST* Saturday and Sunday: 9:00 a.m. until 9:00 p.m. EST* *Requests for payment submitted after 5:00 p.m. EST will be processed as if received on the next business day. One-DHHS Help Desk Toll Free Telephone Number 1-877-614-5533 E-Mail: PMSSupport@psc.hhs.gov On-line Service: www.psc.gov/one-dhhs Hours: Monday – Friday 7:00 AM to 9:00 PM EST (except Federal holidays)

27. III. Participant Surveys Marnie Gale, Contractor 27 27

28. Grantees are required to provide each participant with a satisfaction survey. Survey Form Postage paid and include self-addressed envelope for direct mailing to SSVF Program Office Scantron format: photocopies are not eligible for distribution Survey Distribution Distribute within 45 to 60 days of participant’s entry into SSVF Program Distribute again within 30 days of participant’s pending exit from SSVF Program III. SSVF Participant Surveys 28 28

29. IV. Recordkeeping & Auditing Jeffrey Houser, SSVF Compliance Officer 29 29

30. Recordkeeping Grantees must verify and document participant eligibility and housing category upon entry into SSVF Program and at least once every 3 months thereafter. Grantees must maintain confidentiality of participant records. Records must be maintained for at least 3 years and produced at VA request. Audits VA’s Financial Services Center will perform fiscal audits for a certain percentage of the SSVF grantees.  Audits will include an evaluation of costs according to OMB circulars and recommendations for increased consistencies in reporting.  IV. Record Keeping & Audits 30 30

31. V. Quarterly Reports Linda Southcott, Supervisor Regional Coordinator 31 31

32. Programmatic Reporting Significant events that have occurred within program during quarter Assistance required from SSVF Program Office Locations where outreach has been conducted List of organizations/entities referring >5% of Veteran families Copy of participant screening form being used # of ineligible participants screened Types of supportive services provided Most requested supportive services (top 3) Types of temporary financial assistance provided Any participant safety issues that arose Program goals and outcomes Best practices HMIS data entry Notable cases Grant agreement compliance V. Quarterly Reports 32 32

33. Financial Reporting Actual expenditures during quarter (compared to estimated costs) Explanation of any variances Subcontractor expenses Total funding drawn down compared to total funds expended Number of participants served Current caseload New participants served New participants served by category of “occupying permanent housing” Target populations of new participants served Non-VA funding sources used for SSVF program V. Quarterly Reports (continued) 33 33

34. VI. HMIS Requirements Linda Southcott, Supervisor Regional Coordinator 34 34

35. VI. HMIS Requirements Homeless Management Information System • Grantees are required to enter data into HMIS • Data will be exported to VA system on a regular basis • HMIS data elements provide client level data regarding types of supportive services provided • Grantees must certify HMIS data upload in the SSVF Quarterly Reports • VA contractor will offer separate training webinar at later date, more information to follow 35

36. VII. Next Steps Jeffrey Houser, SSVF Compliance Officer 36 36

37. VII. Next Steps • Required Forms • Grantees must submit required HHS forms and signed Grant Agreement (please do not date) to SSVF Program Office by August 5, 2011 • 3 Step Process: • 1: Electronic submission to Program Office • 2: Program Office approval • 3: Postal mailing of hard copies - originals • Timeline • Grantees will receive grant agreement with final budget after VA leadership signs • Grantees are expected to have programs operational within 30 days of grant agreement execution • Grantees cannot drawdown or expend funds until day 1 of grant agreement (you will not be reimbursed for costs incurred prior to the start grant agreement term)

38. VII. Next Steps • Trainings & Conferences • Visit www.va.org/homeless/SSVF.asp to view SSVF Grantee Introduction Webcast (mandatory) • Webinar: SSVF Key Program Start-Up Decisionson August 11, 2011 at 1 PM EDT (mandatory) • SSVF Post Award Conference on September 20-21, 2011 in San Diego, CA (mandatory) • VA Homeless Prevention Conference (optional) • August 15-16: Los Angeles, CA • August 18-19: Philadelphia, PA • Register by August 5th

39. VIII. Questions & Answers 39 39

40. For More Information For general information about the SSVF Program, please visit: http://www.va.gov/homeless/SSVF.asp Email: SSVF@va.gov or Call (toll-free) 1-877-737–0111