U.S. Department of Veterans Affairs Veterans Health Administration Supportive Services for Veteran Families (SSVF) Program Grantee National Call “Closing Out PY 2011” August 16, 2012 at 2 PM EST Primary Dial-In: (218) Passcode:

U.S. Department of Veterans Affairs Veterans Health Administration 2 I.Program Office Updates John Kuhn, VA SSVF Director II.100% Expenditure Tips Marge Wherley, Abt Associates, Inc. III.PY2011 Q4 Transition to PY 2012 Q1 Linda Southcott, VA SSVF Supervisor Regional Coordinator IV.The Art of Closing Out Jay Baldwin, VA Financial Services CenterAgenda

U.S. Department of Veterans Affairs Veterans Health Administration Enrolled Veteran Families Roll-over into PY 2012 Do not exit and re-enroll clients. Do not count (duplicate) the existing clients served in the monthly/quarterly reporting after 9/31/2012. They remain in current caseload. Grantees may serve returning clients in PY 2012 and count these persons as re-enrollees, not as new referrals (adhering to SSVF guidelines for providing TFA) Expend PY 2011 grant funds for services provided through 9/31/2012. Expend PY 2012 grant funds for services provided from 10/1/2012, regardless of client entry date. Transition to PY

U.S. Department of Veterans Affairs Veterans Health Administration Quarter 4 (Year End) and Monthly Reports Quarterly Reports are due November 15, Coversheets / Dashboards are due October 5, Repository Uploads within first 6 days of October. HHS Payment Requests / Draws PY 2011 HHS accounts will close November 15, Payment requests for costs incurred prior to 10/1/2012 must be submitted by November 15, HHS will include a new grant account for draws and payment requests incurred under PY Subaccounts for TFA will be have 40% cap for Prevention. Transition to PY

Closeout Guidelines for SSVF Grant Recipients Department of Veterans Affairs Financial Services Center August 16, 2012 By: Joseph “Jay” Baldwin

SSVF recipients should be aware of the following requirements to properly close out their grant according to federal regulations:  SSVF Requirements: 38 CFR Part  Recipients must return any unobligated resources that has not been approved for retention no later than 45 days after the date of completion.  Recipients must submit all financial and performance reports required by VA to closeout the SSVF grant. Closeout must be completed within the SSVF timeline allotted (45 days) after the date of completion. SSVF may authorize extensions only when requested.  Uniform Administrative Requirements: 2 CFR  The recipient shall account for any real and personal property acquired with Federal funds or received from the Federal Government in accordance with § through §  SSVF has the right to recover an appropriate amount after considering the recommendations on disallowed costs once the final audit (A-133) is complete.  OMB A-133 Requirements  Non-Federal entities that expend $500,000 or more of Federal Awards annually shall have a single audit or program-specific audit conducted for year of execution  Must be submitted to the Federal Clearinghouse no later than 9 months after the end of the Grantees’ fiscal year The Art of Closing Out

Uniform Administrative Requirements: 2 CFR Financial records, supporting documents, statistical records, and all other records pertinent to an award shall be retained for a period of three years from the date of submission of the final expenditure report. It is critical for recipients to create and maintain a clean audit trail when expending federal funds. Records should include but not limited to: SSVF grant application SSVF Award documents/agreement Invoices, Paid Bills, Sales Slips, Deposit Slips, Cancelled Checks, Safety and/or Inspection reports Quarterly and annual fiscal reports Consolidated Financial Records Operational Supporting documentation Lease agreements, contracts, property reports Regional Coordinator monitoring reports Administrative correspondence like Grant adjustment notices, changes in scope, site changes, budget changes, etc… The Art of Closing Out - Records Retention

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