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Supportive Services for Veteran Families (SSVF) Program HHS Payment Management System & Reporting Requirements Webinar August 2, 2011. Welcome & Introductions Vincent Kane, MSW Director of National Center on Homelessness Among Veterans. 2. 2. Agenda. Welcome & Introductions - PowerPoint PPT Presentation
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U.S. Department of Veterans AffairsVeterans Health Administration
Supportive Services for Veteran Families (SSVF) Program
HHS Payment Management System &
Reporting Requirements
WebinarAugust 2, 2011
U.S. Department of Veterans AffairsVeterans Health Administration
222
I. Welcome & Introductions
Vincent Kane, MSWDirector of National Center on Homelessness Among Veterans
U.S. Department of Veterans AffairsVeterans Health Administration
333
I. Welcome & IntroductionsII. Department of Health & Human Services
(HHS) Payment Management SystemIII. SSVF Participant SurveysIV. Recordkeeping & AuditsV. Quarterly ReportsVI. HMISVII. Next StepsVIII.Questions & Answers
Agenda
U.S. Department of Veterans AffairsVeterans Health Administration
444
II. HHS Payment Management System
Anthony Holland, AccountantProgram Support Center
Financial Management Service
Financial Management Service Division of Payment Management
Payment Management SystemCentral Registry &Payment Process
PMS Entity RegistrationGRANTEE FORMS MUST FIRST BE SUBMITTED ELECTRONICALLY TO [email protected]
• After SSVF Program Office approves electronic versions, all “original” materials should be forwarded to:
VA National Center on Homelessness Among VeteransSupportive Services for Veteran Families ProgramATTN: Nicole NashFY 2011 Grantee Forms4100 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
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Registration Process: Required Documentation – SF-1199A
COMMON ERRORSCorrections in Depositor Account Number and Bank Routing NumberAlternations that appear on original form are not acceptable (i.e. white out, strike overs, cross-outs, etc.)Depositor Account Title not filled inDepositor Account Title does not match Name of Payee No signatures
FROM THE DPM WEBSITE: www.dpm.psc.gov1. Click on “Grant Recipient Info”2. Click on “Forms”3. Click on “SF-1199A”4. Complete Section 1 and Section 2.5. 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
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ABC Corporation, Inc.123 ABC Street – Suite 123Anywhere US 00000
123/345-5678, ext. 910ABC Corporation, Inc or Grant Award # or left blank
Type/Print 9-Digit Tax ID #
ABC Corporation Representative
Awarding Agency Information Awarding Agency Address
ABC Bank Name123 Bank StreetBank, US 99999
ABC Bank Name RepresentativeABC Bank Name Representative 123/475-0987, ext. 14
0-0-00
0-0-00
ABC Corporation, Inc.
1 2 3 4 5 6 7 8 9
x0 0 0 0 0 1 - 0 0 1 1
x OSCII - NTHRP
DUNS # _____
N/A
9
Registration Process: Required Documentation - DPM Payment Management System Access Form
This is the information of the individual that needs access to the Payment Management System
List all the PMS account numbers to gain access
Check one in each category (if applicable)
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
Must have signature in order for form to be valid
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Payment Management SystemAccessing the Site
Go to: www.dpm.psc.gov
Click on “Payment Management System”
Review messages on this page
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Payment Management SystemAccessing the Site
Click on “Payment ManagementSystem”
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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 passwordis provided by DPM.
Payment Management SystemAccessing the Site
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Payment Management SystemAccessing the Site
Review for new messages; then click on Click Here for Access to the Payment Management System
Grantee On-Line Inquiries
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1) Click on “Inquiry” 2) Click on “Adhoc Grantee Inquiry”
3) Select Inquiry Type from the dropdown menu5) Click on “Continue”
Account Balance Data Authorized grant award information, payments made and funds available
Authorization TransactionsAward amount, budget period and date posted in PMS
Payment DataPayment History including payments deposited and rejected
Summary Grant DataGrant expenditures will equals payments
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Grantee On-Line Inquiries
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Payment Management SystemRequesting Payments
Payment requests may be made as often as needed:
DailyWeeklyMonthly
Bi-monthly
Monthly drawdowns are encouraged by VA.
Remember: Funds must be spent within three
business days!
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1) Click on “Payment” 2) Click on “Request for Payment” 3) Enter your Account Number5) Click on “Account”
2AA5B
Making a Payment Request:
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1. Enter DUNS2. UPDATE Requestor Information or
Click the Check Box If No Changes Are Required
3. Enter Payment Due Date4. Enter Expected Disbursement Amount5. Enter Cash on Hand6. Enter Payment Request Amount7. Click on “Continue”
Making a Payment Request:
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2AA5B123456789
Making a Payment Request:
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2AA5B123456789
ADMSUBACCT SUPPSVC SUBACCT
Making a Payment Request:
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2AA5B123456789
ADM SUBACCOUNTSUPPSVC SUBACCOUNT
Making a Payment Request:
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2AA5B
ADM SUBACCOUNTSUPPSVC SUBACCOUNT
Making a Payment Request:
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Making a Payment Request:
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Payments of SSVF Grants
• Grantees are encouraged to make monthly drawdowns• Per the SSVF Program NOFA, Grantees are subject to the following limitations:
Time Period Limitation on Cumulative Requests for Grant Funds
During 1st Qtr of Grant Award Period
May not exceed 35% of the total grant award without written approval by VA
End of 2nd Qtr of Grant Award Period
May not exceed 60% of the total grant award without written approval by VA
End of 3rd Qtr of Grant Award Period
May not exceed 75% of the total grant award without written approval by VA
End of 4th Qtr of Grant Award Period
May not exceed 100% of the total grant award
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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
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Internet AccessDivision of Payment Management Home Page
www.dpm.psc.gov
Hours of OperationMonday 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 DeskToll Free Telephone Number 1-877-614-5533
E-Mail: [email protected] Service: www.psc.gov/one-dhhs
Hours: Monday – Friday 7:00 AM to 9:00 PM EST (except Federal holidays)
Requesting Funds: Connecting to the Payment Management System (PMS)
U.S. Department of Veterans AffairsVeterans Health Administration
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III. Participant Surveys
Marnie Gale, Contractor
U.S. Department of Veterans AffairsVeterans Health Administration
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III. SSVF Participant Surveys
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
U.S. Department of Veterans AffairsVeterans Health Administration
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IV. Recordkeeping & Auditing
Jeffrey Houser, SSVF Compliance Officer
U.S. Department of Veterans AffairsVeterans Health Administration
303030
IV. Record Keeping & Audits
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.
U.S. Department of Veterans AffairsVeterans Health Administration
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V. Quarterly Reports
Linda Southcott, Supervisor Regional Coordinator
U.S. Department of Veterans AffairsVeterans Health Administration
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V. Quarterly ReportsProgrammatic 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
1. Best practices2. HMIS data entry3. Notable cases
• Grant agreement compliance
U.S. Department of Veterans AffairsVeterans Health Administration
333333
V. Quarterly Reports(continued)
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
1. Current caseload2. New participants served3. New participants served by category of “occupying
permanent housing”4. Target populations of new participants served
• Non-VA funding sources used for SSVF program
U.S. Department of Veterans AffairsVeterans Health Administration
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VI. HMIS Requirements
Linda Southcott, Supervisor Regional Coordinator
U.S. Department of Veterans AffairsVeterans Health Administration
3535
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
U.S. Department of Veterans AffairsVeterans Health Administration
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VII. Next Steps
Jeffrey Houser, SSVF Compliance Officer
U.S. Department of Veterans AffairsVeterans Health Administration
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VII. Next StepsRequired 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)
U.S. Department of Veterans AffairsVeterans Health Administration
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VII. Next StepsTrainings & Conferences• Visit www.va.org/homeless/SSVF.asp to view SSVF
Grantee Introduction Webcast (mandatory)• Webinar: SSVF Key Program Start-Up Decisions on
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
U.S. Department of Veterans AffairsVeterans Health Administration
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VIII. Questions & Answers
U.S. Department of Veterans AffairsVeterans Health Administration
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For More Information
For general information about the SSVF Program, please visit:
http://www.va.gov/homeless/SSVF.asp Email: [email protected] or
Call (toll-free) 1-877-737–0111