supportive services for veteran families (ssvf) program hhs payment management system & ...

U.S. Department of Veterans AffairsVeterans Health Administration

Supportive Services for Veteran Families (SSVF) Program

HHS Payment Management System &

Reporting Requirements

WebinarAugust 2, 2011


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I. Welcome & Introductions

Vincent Kane, MSWDirector of National Center on Homelessness Among Veterans


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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


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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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mailto:[email protected]

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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

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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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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.


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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”


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2AA5B123456789


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2AA5B123456789

ADMSUBACCT SUPPSVC SUBACCT


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2AA5B123456789

ADM SUBACCOUNTSUPPSVC SUBACCOUNT


22

2AA5B

ADM SUBACCOUNTSUPPSVC SUBACCOUNT


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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


End of 3rd Qtr of Grant Award Period


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)

http://www.psc.gov/one-dhhs


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III. Participant Surveys

Marnie Gale, Contractor


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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


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IV. Recordkeeping & Auditing

Jeffrey Houser, SSVF Compliance Officer


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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.


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V. Quarterly Reports

Linda Southcott, Supervisor Regional Coordinator


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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


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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


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VI. HMIS Requirements

Linda Southcott, Supervisor Regional Coordinator


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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


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VII. Next Steps

Jeffrey Houser, SSVF Compliance Officer


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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)


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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

http://www.va.org/homeless/SSVF.asp


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VIII. Questions & Answers


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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

http://www.va.gov/homeless/SSVF.asp

mailto:[email protected]

supportive services for veteran families (ssvf) program hhs payment management system & ...

Documents

payment management systemlist

original form

existing hhs account

pms account numbers

depositor account number

form8 abc corporation

representativeabc bank

sf1199a form