Supportive Services for Veteran Families (SSVF) Program
Download
1 / 40

Supportive Services for Veteran Families (SSVF) Program HHS Payment Management System & Reporting Requirements Webinar - PowerPoint PPT Presentation


  • 750 Views
  • Uploaded on

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

loader
I am the owner, or an agent authorized to act on behalf of the owner, of the copyrighted work described.
capcha
Download Presentation

PowerPoint Slideshow about 'Supportive Services for Veteran Families (SSVF) Program HHS Payment Management System & Reporting Requirements Webinar ' - roland


An Image/Link below is provided (as is) to download presentation

Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author.While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server.


- - - - - - - - - - - - - - - - - - - - - - - - - - E N D - - - - - - - - - - - - - - - - - - - - - - - - - -
Presentation Transcript
Slide1 l.jpg

Supportive Services for Veteran Families (SSVF) Program

HHS Payment Management System &

Reporting Requirements

Webinar

August 2, 2011


Slide2 l.jpg

2

2


Slide3 l.jpg

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


Slide4 l.jpg

II. HHS Payment Management System

Anthony Holland, Accountant

Program Support Center

Financial Management Service

4

4


F inancial m anagement s ervice d ivision of p ayment m anagement l.jpg

Financial Management ServiceDivision of Payment Management

Payment Management SystemCentral Registry &

Payment Process


Pms entity registration l.jpg
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


Slide7 l.jpg

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


Slide8 l.jpg

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


Registration process required documentation dpm payment management system access form l.jpg
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


Payment management system accessing the site l.jpg
Payment Management SystemAccessing the Site

Go to: www.dpm.psc.gov

Click on “Payment

Management System”

Review messages on this page


Slide11 l.jpg

Payment Management SystemAccessing the Site

Click on

“Payment Management

System”


Payment management system accessing the site12 l.jpg
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.


Payment management system accessing the site13 l.jpg

Review for new messages; then click on

Click Here for Access to the Payment Management System

Payment Management SystemAccessing the Site


Grantee on line inquiries l.jpg
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”


Slide15 l.jpg

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


  • Slide16 l.jpg

    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!


    Slide17 l.jpg

    Making a Payment Request:

    2AA5B

    1) Click on “Payment”

    2) Click on “Request for Payment”

    3) Enter your Account Number

    5) Click on “Account”


    Slide18 l.jpg

    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”


    Slide19 l.jpg

    Making a Payment Request:

    2AA5B

    123456789


    Slide20 l.jpg

    Making a Payment Request:

    2AA5B

    123456789

    SUPPSVC SUBACCT

    ADMSUBACCT


    Slide21 l.jpg

    Making a Payment Request:

    2AA5B

    123456789

    ADM SUBACCOUNT

    SUPPSVC SUBACCOUNT


    Slide22 l.jpg

    Making a Payment Request:

    2AA5B

    ADM SUBACCOUNT

    SUPPSVC SUBACCOUNT



    Slide24 l.jpg

    Grantees are encouraged to make monthly drawdowns

    Per the SSVF Program NOFA, Grantees are subject to the following limitations:

    Payments of SSVF Grants


    Requesting funds reason for denied payments manual review flags l.jpg
    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


    Requesting funds connecting to the payment management system pms l.jpg
    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)


    Slide27 l.jpg

    III. Participant Surveys

    Marnie Gale, Contractor

    27

    27


    Slide28 l.jpg

    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


    Slide29 l.jpg

    IV. Recordkeeping & Auditing satisfaction survey.

    Jeffrey Houser,

    SSVF Compliance Officer

    29

    29


    Slide30 l.jpg

    Recordkeeping satisfaction survey.

    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


    Slide31 l.jpg

    V. Quarterly Reports satisfaction survey.

    Linda Southcott,

    Supervisor Regional Coordinator

    31

    31


    Slide32 l.jpg

    Programmatic Reporting satisfaction survey.

    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


    Slide33 l.jpg

    Financial Reporting satisfaction survey.

    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


    Slide34 l.jpg

    VI. HMIS Requirements satisfaction survey.

    Linda Southcott,

    Supervisor Regional Coordinator

    34

    34


    Slide35 l.jpg

    VI satisfaction survey.. 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


    Slide36 l.jpg

    VII. Next Steps satisfaction survey.

    Jeffrey Houser,

    SSVF Compliance Officer

    36

    36


    Slide37 l.jpg

    VII. Next Steps satisfaction survey.

    • 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)


    Slide38 l.jpg

    VII. Next Steps satisfaction survey.

    • 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


    Slide39 l.jpg

    VIII. Questions & Answers satisfaction survey.

    39

    39


    Slide40 l.jpg

    For More Information satisfaction survey.

    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