1. Supportive Services for Veteran Families (SSVF) Webinar Series
HHS Payment Management System: Payment Requests
Performance Reporting Requirements: Quarterly, Narrative and Financial Reports
January 30, 2015
Audio can be accessed through the following conference line: 1 (702)
Access code:

2. Webinar Format Webinar will last approximately 1.5 hours
Participants’ phone connections are “muted” due to the high number of callers
Questions can be submitted during the webinar using the chat function
Questions can also be submitted anytime to
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3. How to Submit Questions during the Webinar
Open and hide your control panel
Submit questions and comments via the Questions panel
Note: Today’s presentation is being recorded and will be posted onto SSVF University.
Your Participation
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4. HHS Payment Management System: Payment Requests

5. HHS Payment Management System: Accessing the Site
Go to:
Click on “Payment
Management System”
Review messages on this page

6. HHS Payment Management System: Accessing the Site
Click on
“Payment Management
System”

7. HHS Payment Management System: Accessing 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.

8. HHS Payment Management System: Accessing the Site
Review for new messages; then click on
Click Here for Access to the Payment Management System

9. HHS Payment Management System: Grantee Online Inquiries
1) Click on “Inquiry”
2) Click on “Adhoc Grantee Inquiry”
3) Select Inquiry Type from the dropdown menu
5) Click on “Continue”

10. HHS Payment Management System: Grantee Online 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

11. HHS Payment Management System: Requesting Payments
Payment requests may be made as often as needed: Daily Weekly Monthly Bi-monthly
Monthly drawdowns are encouraged by VA. Remember: Funds must be spent within three business days!

12. HHS Payment Management System: Requesting Payments
1) Click on “Payment”
2) Click on “Request for Payment”
3) Enter your Account Number
5) Click on “Account”

13. HHS Payment Management System: Requesting Payments
Enter DUNS
UPDATE Requestor Information or Click the Check Box If No Changes Are Required
Enter Payment Due Date
Enter Expected Disbursement Amount
Enter Cash on Hand
Enter Payment Request Amount
Click on “Continue”
On the Request for Payment screen, the DUNS field appears under your account number. DUNS stands for data universal numbering system. DUNS numbers are issued by Dun and Bradstreet (D&B) and consist of nine digits. OMB prescribes DUNS numbers for tracking grant money dispersals.
The Request for Payment screen has four required fields:
First is the Payment Due Date. This is the date your requested payment will be deposited in your bank. For standard accounts this is the next business day. For same-day payment it is the day the request is being made. Payment due dates may also be “warehoused” up to 30 days in advance, that is, preset for future payments. Warehousing must be set up through your DPM Liaison Accountant.
Second is the Expected Disbursement Amount. This is the amount of checks being cut to cover grant program expenses or the amount of expenses to be paid using the funds from this drawdown or payment request.
Third is the Cash on Hand. This is the amount of cash in your bank account remaining from previous funds requests. Optimally this number should be zero.
Fourth is the Payment Request Amount. This is the Expected Disbursement Amount minus the Cash on Hand.. We expect accounts to go to, or close to, a zero balance after planned disbursements have been made.
Click Continue.

14. HHS Payment Management System: Requesting Payments
2AA5B

15. HHS Payment Management System: Requesting Payments
2AA5B
2014-CA-400-ADM14 SUBACCT
2014-CA-400-SER14 SUBACCT
2014-CA-400-TFA14 SUBACCT

16. HHS Payment Management System: Requesting Payments
2AA5B
2014-CA-400-ADM14
2014-CA-400-SER14

17. HHS Payment Management System: Requesting Payments
2AA5B
XX-CA-400-ADM14
XX-CA-400-SERVICES14

18. HHS Payment Management System: Requesting Payments

19. HHS Payment Management System
Grantee Changes to HHS User Accounts
Add or change the registered user
Add or change agency information (name change, address)
Add or change agency bank account
Grantees should submit appropriate forms (HHS User Access Form and/or Direct Deposit Form) to HHS Account Liaison:
Mirabelle Ramos (
Forms can be found on SSVF University – Reporting

20. QUESTIONS… Your Submit questions and comments via the Questions panel
Maribelle Ramos
DPM Account Liaison

21. Performance Reporting Requirements:
Quarterly Narrative and Financial Reports

22. Quarterly Performance Reports (QPR)
Two components:
Narrative/Qualitative/Programmatic
Financial
Must use VA templates for both
Due 20 calendar days after the end of each quarter
Submit to Regional Coordinator
Additional information:
“Companion Guide to Quarterly Reports – FY 2015” on SSVF University

23. Quarterly Performance Reports (QPR)
Question 1:
Alert the SSVF Program Office to any problems that have arisen during the quarter. Share any positive/noteworthy events for which your program should be recognized.
Note: Consider addressing the following questions: --Where are you in terms of the number of households served? --How are you doing with rapid re-housing? --Where are you with coordination/community planning? --Are you on target to reach functional zero by December 2015?
Question 2:
Describe any issues/topics for which you would benefit assistance from the SSVF Program Office. Include ongoing issues that you have been working on and identify specific technical, training, and/or reporting assistance that is needed because this will be helpful in developing future national/regional training sessions.
Note: Send an to your Regional Coordinator for support as the need arise (prior to the end of the quarter).
Question 3:
Identify the types of places where you conduct outreach (specific shelter names, addresses, etc., are not necessary). The SSVF Program Office is seeking high level category names only.
Note: Describe why you chose these locations, identify trends, and share your adapted outreach strategy based from past quarters.

24. Quarterly Performance Reports (QPR)
Question 5
Identify those organizations from whom you are receiving a substantial number of referrals (>5%).
Specific shelter/org & names/addresses are not necessary.
Note: The SSVF Program Office is seeking high level category names only.
Question 7
Select directly/indirectly/both from drop down boxes to specify which supportive services your program provided directly, indirectly (using referrals only) or both directly and indirectly (using SSVF grant funds).
List any additional approved supportive services provided either directly or via referrals using SSVF grant funds.
Note: Approved services are listed on your Resolution Form or authorized Program Change throughout the year.
Please do not list Temporary Financial Assistance (TFA) types of services.
See #9 to include TFA types of services.
Question 8
Include three supportive services offerings.
Note: Please be as specific as possible (e.g., TFA for rental arrears, referrals for legal services, etc., that are most popular among your participants).
Note: TFA is considered one kind of service. Briefly explain how they are provided.
Do not list three types of TFA.

25. Quarterly Performance Reports (QPR)
Question 9
Select the boxes of those other Temporary Financial Assistance (TFA) services that your program provided.
Include any approved “Other” TFA services not specifically mentioned in the table and Select “Yes”.
Note: Approved services are listed on your Resolution Form or authorized Program Change throughout the year. Please do not add non-TFA supportive services.
Question 10
Describe any instances in which participant safety was a concern.
Note: Cite if a Critical Incident Report has been submitted to SSVF Program Office via
Note: Do not include any identifiable participant info.
Question 11
Highlight notable participant cases from this quarter.
Note: Do not include any identifiable participant info. Consider including something related to rapid re-housing or innovative in your community.
Question 12
Confirm that all participant data from the Homeless Management Information System (HMIS) has been exported and uploaded to the SSVF Data Repository on a monthly basis.
Note: Please provide a specific explanation of situation, including any relevant documentation from your HMIS System, for unsuccessful monthly uploads.

26. Program Change Requests

27. Program Change Requests
Grantees compile all program change request materials.
Grantees submit requests directly to the Program Office via
Please CC Regional Coordinator on submission
Grantees can submit up to 30 days prior to the end of each quarter
Ex: deadline for Q2 is 3/1/2015
Program Office reviews and provides response to Grantees within 30 days prior to the end of quarter.
Need for changes: streamlined to Program Office review and processing

28. New for FY 2015
Request types are limited to major program changes and budget modifications.
Regional Coordinators can give contingent approval for certain changes.
Financial QPR workbook now includes:
One budget modification template per quarter.
HHS Subaccount Transfer Forms are linked to the quarterly budget modification template.
No changes to Tab 1 of the QPR will be made by the Program Office.
Placeholder line items included instead.

29. Program Change Form
MS Excel Form required for all changes or notifications
Based on changes selected, the “Grantee Submission Checklist” on page 2 automatically indicates necessary supportive materials.

30. Program Change Form
Example:

31. Budget Modifications
Grantees may only submit one budget modification per quarter.
SSVF Budget Modification Templates are linked to Tab 2 of the QPR; allowing Grantees to make modifications by line item and provide a detailed explanation of changes to each line item.
Grantees must provide an explanation for any requested changes to line items.

32. Budget Modification Template

33. Budget Modifications
Enter any increases/decreases and provide explanations for any line item change.

34. Budget Modifications
To add line new items to “Personnel” or “OTNP”:

35. Budget Modifications
The bottom section shows the total amounts for each column in the template:
If there are any errors in the budget submission the template will show a “Denied” message in the SSVF Program Office Response box:
Otherwise it will say “Pending Review”:

36. Budget Modifications
Once the Program Office has approved your request, you will receive an updated QPR template with the “SSVF Program Office Response” section of the budget modification changes to “APPROVED”.
The changes will then be reflected in the budget modification template for the next quarter.

38. HHS Subaccount Transfer Requests
Grantees no longer need to complete a separate HHS Subaccount Transfer Form with their program change request.
The template is now included in the Financial QPR and linked to the respective quarterly budget modification template.
Therefore grantees are limited to one HHS subaccount transfer per quarter.
The template is locked and cannot be modified by the grantee.
The only way to make a change to HHS subaccounts is to modify the corresponding quarterly budget modification form.
The SSVF Program Office will process the HHS Forms along with the Budget Modifications.
Once an “APPROVED” budget modification is received the HHS subaccounts automatically update for the following quarter.

39. HHS Subaccount Transfer Requests
Example:

40. Common Submission Issues from FY14
Not submitting to
Missing or incomplete explanations for all budget increases and decreases
Missing signed versions of letters
Missing signed MOUs for new subcontractors
Budget modifications that resulted in >50% TFA and/or >10% Admin.

41. Subcontractor Changes
Terminating a subcontractor
Explain how this change will not affect continuation of services for SSVF clients.
Change in subcontractors must not disrupt services designated in your grant agreement.
Provide signed MOU for replacement subcontractor
If not replacing a subcontractor, include a budget modification designating where the costs will be absorbed within the budget.

42. Regional Coordinator Contingent Approval
RCs can provide contingent approval for the following types of changes:
Addition/Termination of Subcontractor,
Service Area Expansion,
Supportive Services Addition/Removal, or
Budget modifications that include the addition of a new line item (e.g. personnel changes).
Changes approved by the Regional Coordinator will be effective the day the Coordinator provides written approval.
Still required to submit a change request packet to the Program Office for final approval.
Contingent Approvals will be issued sparingly on a case by case basis.

43. Program Change Requests
The SSVF Program Office processes a high volume of program change requests each quarter.
It is the responsibility of the grantee to ensure the change request packet is accurate and complete prior to submission.
Include Regional Coordinator on all submissions.

44. Additional Resources
Refer to the “Companion Guide to Program Changes – FY 2015” on the SSVF University.
Questions / Feedback:
Rico Aiello at
Lindsay Hill at

45. QUESTIONS…
Submit questions and comments via the Questions panel
Your

46. Additional Questions? SSVF Program Office Email:
Website:
Thank You!