SSVF Program Updates August 12, 2016

Hi Team,

Please find the latest SSVF Program Update. As always, please read the information in detail.

Action Items
1.       Please make sure to share this Program Update with your fiscal team.
a.       The webinar on Thursday might be helpful to them as it will discuss close out procedures.
b.      The survey for extensions will also be important. You, as Program Managers, might complete it, but there should be a discussion with your fiscal team.
2.       Please register for the 2 webinars next week.
3.       Please review the information on the extension survey. If your team along with your fiscal team determine that you might need an extension, you need to complete the survey. Only those who complete the survey will receive the requirement.
4.       Please review all of the other great information in detail.

Calendar-Planning Forward
·         8/15 SSVF Program Changes Due
·         8/16 SSVF Educational Series-VAMC Data Sharing and Coordinated Entry @ 2pm
·         8/18 SSVF National Webinar-Requirements and Procedures for Closing Out FY16 @ 2pm
·         8/22 SSVF Extension Survey Due
·         8/31 All Delinquent FFR Reports Due
·         9/2 SOAR Outcomes Due
·         9/26 Comments for SSVF Proposed Rule Due

Thanks so much! Have a great weekend!


From: SSVF
Sent: Friday, August 12, 2016 9:27 AM
Subject: SSVF Program Updates August 12, 2016
Importance: High


1.     SSVF Program Change Requests (FY 16, QTR 4) due by August 15, 2016
2.     Clarification on SSVF Regional Meeting Participation
3.     VA Releases SSVF Proposed Rule for Public Comment
4.     Grantee Action Needed Regarding Outstanding FFR Financial Status Reports (FSR)
5.     Register for the SSVF Education Webinar on August 16, 2016 at 2:00 PM EDT
6.     Register for the SSVF National Webinar on August 18, 2016 at 2:00 PM EDT
7.     SSVF Grantee Survey on Grant Extension Opportunity
8.     SSI/SSDI Outcomes Request – due 9/2/2016

SSVF Program Change Requests (FY 16, QTR 4): Early processing for submissions received by August 15, 2016.  Final deadline is August 31, 2016

This is the final opportunity for SSVF grantees to submit Program Change Requests related to existing grants before the end of the fiscal year.  Grantees are encouraged to assess their progress toward program goals and identify if there is any need to request significant changes related to program operations or final quarter spending.  This includes conducting an assessment of remaining grant funds per HHS subaccount and determining if there is any need to transfer funds among subaccounts.  As a courtesy to grantees with pending requests that have already been submitted, the SSVF Program Office will process all requests received by COB on August 15, 2016.  Grantees will receive notifications of approval or denial by September 1st.  Thank you to those who have already submitted their requests. 

Program Change Requests must be received via the SSVF grants management system (GIFTS).  The online requirement form will remain open until the August 31st for grantees to submit requests, and these will be processed by September 30th.  Do not request grant extensions within the Program Change Request form.  The SSVF Program Office will provide extension details during the National Grantee Webinar on August 18th.  

Clarification on SSVF Regional Meeting Participation
We would like to provide clarification regarding the upcoming set of SSVF Regional Meetings. The Regional Meetings will be held from late August through early October at 10 locations throughout the U.S.  Grantees are assigned to one of these 10 locations and will receive email notification regarding meeting sites and registration details.  Please note that the Regional Meeting is a one-day event that offers SSVF 101 training as well as and practices related to rapid rehousing, Housing First, and homelessness prevention.  Due to space limitations, grantees may register no more than two (2) program staff for this one-day Regional Meeting.  Furthermore, grantee representatives may attend only one of two tracks that will run concurrently at the Regional Meeting: 1) a track targeted for Direct Service staff, or 2) a track targeted for Program Management staff.    
Grantees with more than one SSVF grant award may send up to two (2) representatives per grant award.  Registration for many of the Regional Meetings has opened and assigned grantees have received these notifications.  When you receive the registration email (sent to the primary and secondary contacts within your agency's SSVF grants management account) please be sure to complete registration before it closes.
IMPORTANT:  For those grantees who serve the location (city) in which the regional meeting is being held, VA has added an additional day for grantees and community stakeholders that will focus on community coordination efforts.  These meetings are customized to meet the needs of the local community.  If you have questions, please contact Bobby Thompson at:

VA Releases SSVF Proposed Rule for Public Comment

The VA has released proposed changes to the SSVF Final Rule, which is open for public comment until September 26, 2016.  The link to the proposed rule can be found at:

Grantee Action Needed Regarding Outstanding FFR Financial Status Reports (FSR)

This is a reminder to grantees that they must close any outstanding (FY 14 and FY 15) FFR Financial Status Reports in the HHS Payment Management System.  It is a Federal requirement that all SSVF grantees submit the Financial Status Report portion of the Federal Financial Report (SF-425). Grantees must complete this report for all subaccounts within the HHS Payment Management System no later than 45 days after the end of the grant term, or at the end of an approved grant extension.

IMPORTANT:  Effective August 31, 2016, any failure to complete this process will cause a suspension of your HHS SSVF accountYour HHS account will remain frozen until this delinquency is resolved.  Please note that all SSVF grant accounts associated with that grantee's banking will be frozen.

Instructions can be found within the HHS website:

Please note that only the FFR Financial Status Report (FSR) is required and the FFR Cash Transaction Report is NOT required.

SSVF Education Webinar on August 16, 2016 at 2:00 PM EDT

Topic:  VAMC Data Sharing and Integration into Coordinated Entry Systems
The SSVF program office has reviewed the most recent community plan submissions and we recognize that many communities have requested technical assistance related to sharing data.  Please join SSVF providers and their respective Continuum of Care leads from Houston, Los Angeles, and Austin to learn how these communities implemented successful practices for data sharing and VA program integration within their coordinated entry systems. This peer-to-peer learning opportunity is optional for those who would like to improve coordination in their communities. 

SSVF National Webinar on August 18, 2016 at 2:00 PM EDT

Topic:  Requirements and Procedures for Completing the FY 16 Year End Closing

This webinar will review key requirements for completing the SSVF FY 16 closing.  Information will be provided by the SSVF Program Office related to required performance and expenditure reports, final requests for program changes, HHS subaccount transfers, and 30-day grant extension opportunities.  Join this informative webinar to learn how long grantees have to submit final reports and which online systems will be used to meet each requirement. Additionally, a detailed overview of the Financial Status Report (FSR) portion of the Federal Financial Requirement (FFR) will be provided. 

SSVF Grantee Survey on Grant Extension Opportunity

As this grant year comes to a close, the program office would like for grantees to provide feedback on grant extension opportunities.  After conducting an internal review of your agency's progress toward the SSVF grant goals, as well as expenditures, grantees are asked to complete a brief survey regarding a 30-day grant extension. The following link is a brief questionnaire and the responses will be used to identify which SSVF grantees will be contacted with instructions for submitting an official extension request within the GIFTS grants management system.  More detailed information will be provided on the national webinar on August 18th, so please be sure to register.

The deadline for the survey is Monday Aug 22nd.  If there is no response from an agency by that deadline, then the online requirement will not be available in GIFTS. Please take the time to review your grant progress and expenditures in advance of this deadline.

SSI/SSDI Outcomes Request – due 9/2/2016

The SAMHSA SOAR TA Center is requesting data from grantees that assisted with SSI/SSDI applications using the SOAR model between July 1, 2015 and June 30, 2016. This data is important in telling the story of the great SOAR work that is happening across the U.S.  including the excellent work that grantees are doing with SOAR.

How to Report

1.       If you use the Online Tracking Application (OAT), please update your data by the 9/2 deadline here:

2.       If your state/area uses OAT, but you haven't registered or reported data previously, register and enter data by 9/2 here:

3.       If your state doesn't use OAT and you haven't entered data (or aren't sure if you have), contact your state team lead to ensure your data is counted by the 9/2 deadline here:

Grantees can also be in touch with their SOAR TA Center Liaison, who is working to help collect data from their states with any questions or requests for assistance here:

Thank you,

SSVF Program Office

NOTE:  If you are receiving this email in error, please disregard.  We request your patience as the SSVF Program Office continues to address system issues with the grants management database.