HVRP Special Provisions

HVRP General and Special HVRP General and Special Grant ProvisionsGrant Provisions

Are the terms and conditions of the grant award Are the terms and conditions of the grant award – “the fine print”.– “the fine print”.

Mailed to the grantees along with the grant Mailed to the grantees along with the grant award documentation.award documentation.

I. I. Administrative ProvisionsAdministrative Provisions Where all of the applicable Code of Federal Where all of the applicable Code of Federal

Regulations are referenced.Regulations are referenced.

General Provisions – Con’t General Provisions – Con’t II. II. Modifications to the GrantModifications to the Grant

UnilateralUnilateral Grant Modification by Grant Officer Grant Modification by Grant Officer (changes in federal statute, regulation, Executive (changes in federal statute, regulation, Executive Order, or other federal law).Order, or other federal law).

Grant Changes Requiring Grant Officer Approval Grant Changes Requiring Grant Officer Approval (changes in scope, budget, grant objectives, 2(changes in scope, budget, grant objectives, 2ndnd & 3& 3rdrd year funding). year funding).

General Provisions – Con’tGeneral Provisions – Con’t III. III. Allowable CostsAllowable Costs

Expenditures that are allowable, allocable, and Expenditures that are allowable, allocable, and reasonable and in accordance with approved reasonable and in accordance with approved grant award agreement.grant award agreement.

HVRP funds will HVRP funds will notnot be used for housing or be used for housing or automobile purchasing, leasing, or renting automobile purchasing, leasing, or renting purposes. See “supportive services” definition in purposes. See “supportive services” definition in glossary of terms.glossary of terms.

General Provisions – Con’t:General Provisions – Con’t:

IV. IV. Interest Earned from Program IncomeInterest Earned from Program IncomeGrantees are to maintain HVRP funds in Grantees are to maintain HVRP funds in

an interest bearing account and are an interest bearing account and are allowed to keep up to $100 in interest allowed to keep up to $100 in interest earned per year for admin expenses.earned per year for admin expenses.

General Provision – Con’tGeneral Provision – Con’tV. V. Property Acquisition and ManagementProperty Acquisition and Management

Prior Grant Officer approval for purchases of Prior Grant Officer approval for purchases of equipment with a per unit cost of $5,000 or equipment with a per unit cost of $5,000 or more.more.

DOL reserves the right to take title of any and all DOL reserves the right to take title of any and all property with a unit acquisition cost of $1,000 or property with a unit acquisition cost of $1,000 or more if purchased with grant funds when the more if purchased with grant funds when the grant terminates or if the property is no longer grant terminates or if the property is no longer required.required.

General Provisions – Con’tGeneral Provisions – Con’tVII. VII. Suspension and Termination ProceduresSuspension and Termination Procedures

SuspensionSuspension - When a grantee has failed to - When a grantee has failed to comply with the terms, conditions, or standards comply with the terms, conditions, or standards of the grant, the Grant Officer may, on of the grant, the Grant Officer may, on reasonable notice to the grantee, suspend or reasonable notice to the grantee, suspend or withhold further payments.withhold further payments.

General Provisions – Con’tGeneral Provisions – Con’tGrant Officer may terminate grants for cause or Grant Officer may terminate grants for cause or convenienceconvenience..

CauseCause – grantee failed to comply with terms of – grantee failed to comply with terms of the grant award.the grant award.

ConvenienceConvenience – Both parties agree that the – Both parties agree that the continuation of the project would not be continuation of the project would not be beneficial.beneficial.

Grantee may also choose to “Grantee may also choose to “withdrawalwithdrawal” if they ” if they are unable to perform in accordance to grant are unable to perform in accordance to grant agreement.agreement.

General Provisions – Con’tGeneral Provisions – Con’tVIII. VIII. Encumbrance of Grant FundsEncumbrance of Grant Funds

Grant funds may Grant funds may notnot be be encumbered/obligated by the grantee encumbered/obligated by the grantee prior prior to or after the grant period of performanceto or after the grant period of performance..

Obligations prior to end of grant period Obligations prior to end of grant period may be liquidated (or paid out) after the may be liquidated (or paid out) after the grant expiration date.grant expiration date.

General Provisions – Con’tGeneral Provisions – Con’tIX. IX. Site VisitsSite VisitsThe grantor, through it’s authorized The grantor, through it’s authorized representative (DVET/GOTR/GOTR representative (DVET/GOTR/GOTR Designee), has the right, at all reasonable Designee), has the right, at all reasonable times, to make site visits to review the times, to make site visits to review the project accomplishments and project accomplishments and management control systems and to management control systems and to provide technical assistance.provide technical assistance.

General Provisions – Con’tGeneral Provisions – Con’tX. X. Order of PrecedenceOrder of Precedence

Special ProvisionsSpecial ProvisionsGeneral ProvisionsGeneral ProvisionsApplicable Solicitation for Grant Applicable Solicitation for Grant

ApplicationsApplicationsGrantee’s Application for Federal Grantee’s Application for Federal

Assistance (SF-424)Assistance (SF-424)

Special Provisions Special Provisions I.A. I.A. GeneralGeneral - The grantee shall conduct a HVRP - The grantee shall conduct a HVRP as described in its application for federal as described in its application for federal assistance in accordance with all terms and assistance in accordance with all terms and conditions of the grant award.conditions of the grant award.

I.B. I.B. Program RequirementsProgram Requirements – the grantee shall – the grantee shall provide services in accordance with the goals as provide services in accordance with the goals as described in their proposal.described in their proposal.

HVRP is an “employment focused” program.HVRP is an “employment focused” program.

Participant DefinitionParticipant DefinitionI.C.1. Each enrolled HVRP participant must be a I.C.1. Each enrolled HVRP participant must be a veteran veteran andand homeless. homeless.

The term “veteran” means a person who served The term “veteran” means a person who served in the active military, naval, or air service, and in the active military, naval, or air service, and who was discharged or released under who was discharged or released under conditions other than dishonorable. [38 USC conditions other than dishonorable. [38 USC 101(2)].101(2)].

Homeless DefinitionHomeless DefinitionI.C.1. Includes persons who lack a fixed, regular, I.C.1. Includes persons who lack a fixed, regular, and adequate nighttime residence. It also and adequate nighttime residence. It also includes persons whose primary nighttime includes persons whose primary nighttime residence is either supervised public or private residence is either supervised public or private shelter designed to provide temporary living shelter designed to provide temporary living accommodations or a private place not designed accommodations or a private place not designed for regular sleeping accommodations for human for regular sleeping accommodations for human beings.beings.

Program Coordination Program Coordination I.C.2 and I.C.12. Grantees shall coordinate their I.C.2 and I.C.12. Grantees shall coordinate their programs with other providers of services for veterans programs with other providers of services for veterans and for homeless individuals.and for homeless individuals.

Including: services provided under McKinney Homeless Including: services provided under McKinney Homeless Assistance Act, Stand Down Events, DVOP/LVER, Assistance Act, Stand Down Events, DVOP/LVER, VWIP, DVA, State Workforce Agencies, One-Stop VWIP, DVA, State Workforce Agencies, One-Stop Centers, HUD, HHS, local non-profit organizations Centers, HUD, HHS, local non-profit organizations including community based and faith based including community based and faith based organizations.organizations.

Grantee Cooperation Grantee Cooperation I.C.6 Grantees shall also cooperate with the I.C.6 Grantees shall also cooperate with the Department of Labor, Department of Veterans Department of Labor, Department of Veterans Affairs, and the Inter-Agency Council on Affairs, and the Inter-Agency Council on Homelessness concerning requests for specific Homelessness concerning requests for specific data, as approved by DOL-VETS.data, as approved by DOL-VETS.I.C.13. Grantees shall network with the I.C.13. Grantees shall network with the Veterans’ Service Organizations (DAV, VFW, Veterans’ Service Organizations (DAV, VFW, American Legion, AMVETS, VVA, etc.)American Legion, AMVETS, VVA, etc.)

Outreach StaffOutreach StaffI.C.3. Preference in hiring outreach staff, I.C.3. Preference in hiring outreach staff, or staff with direct participant contact, such or staff with direct participant contact, such as case managers or counselors, whose as case managers or counselors, whose salaries are paid for out of HVRP funds salaries are paid for out of HVRP funds shall be given to veterans who have shall be given to veterans who have experienced homelessness.experienced homelessness.

Participant RecordsParticipant RecordsI.C.5. Grantee shall maintain systematic I.C.5. Grantee shall maintain systematic participant enrollment information and participant enrollment information and participant tracking records.participant tracking records.

I.C.5. Participant records shall be I.C.5. Participant records shall be maintained for a minimum of two (2) years maintained for a minimum of two (2) years for follow-up purposes.for follow-up purposes.

Participant Records – Con’tParticipant Records – Con’tI.C.5. I.C.5. Participant records shall includeParticipant records shall include::

Verification of veteran status (DD214, VA Verification of veteran status (DD214, VA Confirmation Report or VA ID Card).Confirmation Report or VA ID Card).

Circumstances of homelessness.Circumstances of homelessness. Assessments of health and mental health status.Assessments of health and mental health status. Current or previous social, health, or mental Current or previous social, health, or mental

health services received.health services received. Education and employment history.Education and employment history.

Participant Records – Con’tParticipant Records – Con’tI.C.5. I.C.5. Individual Employment Plan:Individual Employment Plan:

Which includes an assessment of barriers to Which includes an assessment of barriers to employment including skills deficiencies and employment including skills deficiencies and service needs as well as strengths; and service needs as well as strengths; and

Specific services and referrals planned and Specific services and referrals planned and benefits to be achieved as a result of the benefits to be achieved as a result of the program participation.program participation.

Preliminary AssessmentPreliminary Assessment I.C.11. Grantees shall be responsible for I.C.11. Grantees shall be responsible for

performing a “preliminary assessment” of each performing a “preliminary assessment” of each participant’s eligibility for Department of participant’s eligibility for Department of Veterans Affairs (DVA) service-connected Veterans Affairs (DVA) service-connected disability, compensation, and/or pension disability, compensation, and/or pension benefits.benefits.

Grantees will track progress of DVA claims and Grantees will track progress of DVA claims and report outcomes in case management records.report outcomes in case management records.

Carry-Over RegistrantsCarry-Over RegistrantsNew for PY 2005 – in VOPAR July 1stNew for PY 2005 – in VOPAR July 1st

Carry-Over Registrants from one program year Carry-Over Registrants from one program year into the next program yearinto the next program year

Do Do notnot re-register carry-over registrants re-register carry-over registrants

Add carry-over registrants to enrolled Add carry-over registrants to enrolled participants for all performance statsparticipants for all performance stats

See glossary of terms “carry-over registrants”.See glossary of terms “carry-over registrants”.

Grantee ResponsibilitiesGrantee ResponsibilitiesI.C.9, 10, 14, & 15 - Grantees shall be I.C.9, 10, 14, & 15 - Grantees shall be responsible for participants being provided or responsible for participants being provided or referred toreferred to::

Employment ServicesEmployment Services Training ServicesTraining Services Health Care ServicesHealth Care Services Counseling ServicesCounseling Services Rehabilitative ServicesRehabilitative Services Housing AssistanceHousing Assistance

Payments Under the GrantPayments Under the GrantII. All advances/reimbursements shall be drawn II. All advances/reimbursements shall be drawn down “just in time” by the grantee through the down “just in time” by the grantee through the U.S. Department of Health and Human Services U.S. Department of Health and Human Services Payment Management System (HHS PMS) via Payment Management System (HHS PMS) via personal computer with SMARTLINK capability.personal computer with SMARTLINK capability.All funds transferred electronically.All funds transferred electronically.HHS/PMS Problems – Grantees are to call Gene HHS/PMS Problems – Grantees are to call Gene Contee direct at (202) 693-4479. Contee direct at (202) 693-4479.

Financial ReportingFinancial ReportingIV.A.1. Grantees are to submit a SF-269A Financial Status IV.A.1. Grantees are to submit a SF-269A Financial Status Report–Short Form for the period ending each federal fiscal Report–Short Form for the period ending each federal fiscal quarter and 120 days after the expiration of the grant (final quarter and 120 days after the expiration of the grant (final report). This form is a fillable document found at: report). This form is a fillable document found at: http://www.whitehouse.gov/omb/grants/sf269a.pdfhttp://www.whitehouse.gov/omb/grants/sf269a.pdf. DO NOT . DO NOT HANDWRITE PRIOR TO UPLOADING INTO VOPAR.HANDWRITE PRIOR TO UPLOADING INTO VOPAR.

IV.A.2. Grantees shall also submit a quarterly HHS-PMS 272 IV.A.2. Grantees shall also submit a quarterly HHS-PMS 272 Federal Cash Transaction Report to the GOTR/DVET no Federal Cash Transaction Report to the GOTR/DVET no later than 15 days after receipt. The GOTR reviews and later than 15 days after receipt. The GOTR reviews and compares the (SF-269a) with the quarterly HHS 272. Any compares the (SF-269a) with the quarterly HHS 272. Any discrepancies (+/- 15% variance) between planned and discrepancies (+/- 15% variance) between planned and actual expenditures should be noted on the monitoring actual expenditures should be noted on the monitoring instrument as part of the desk review.instrument as part of the desk review.

Performance ReportsPerformance ReportsIV.B.1.a. Grantees shall submit on a federal fiscal IV.B.1.a. Grantees shall submit on a federal fiscal quarterly basis a comparison of actual accomplishments quarterly basis a comparison of actual accomplishments vs. planned performance levels. (VOPAR)vs. planned performance levels. (VOPAR)

IV.B.1.c. Grantees report other pertinent information, i.e., IV.B.1.c. Grantees report other pertinent information, i.e., personnel activity, community activities, admin and personnel activity, community activities, admin and programmatic problems with proposed solutions on a programmatic problems with proposed solutions on a quarterly basis to GOTR.quarterly basis to GOTR.

An explanation for variances of +/- 15% of planned An explanation for variances of +/- 15% of planned and/or expenditure goals. The explanation must also and/or expenditure goals. The explanation must also include corrective action plan and timetable. include corrective action plan and timetable.

Performance ReportsPerformance ReportsIV.B.1.b. & IV.B.7. - If there is a deviation of +/- 15% IV.B.1.b. & IV.B.7. - If there is a deviation of +/- 15% from planned performance levels, a detailed explanation from planned performance levels, a detailed explanation and a Corrective Action Plan (CAP) is to be submitted to and a Corrective Action Plan (CAP) is to be submitted to GOTR/DVET.GOTR/DVET.

NOTENOTE: +/-15% is a general rule of thumb – in some : +/-15% is a general rule of thumb – in some cases +/-15% deviations are good, i.e., more placements cases +/-15% deviations are good, i.e., more placements than planned, cost per placement less than planned, than planned, cost per placement less than planned, more training provided than planned, etc.more training provided than planned, etc.

Performance ReportsPerformance ReportsIV.B.4. Between scheduled reporting dates, the IV.B.4. Between scheduled reporting dates, the grantee shall grantee shall immediatelyimmediately inform the inform the GOTR/DVET of any significant developments GOTR/DVET of any significant developments affecting the recipient’s ability to accomplish the affecting the recipient’s ability to accomplish the work. work.

GOTR/DVET will provide technical assistance to GOTR/DVET will provide technical assistance to help resolve grantee reported problems and help resolve grantee reported problems and issues, if, when, and where applicable.issues, if, when, and where applicable.

VOPAR ReportingVOPAR Reporting

IV. B.3. – All grantees will enter their quarterly IV. B.3. – All grantees will enter their quarterly technical performance and financial status technical performance and financial status report information into USDOL-VETS Internet-report information into USDOL-VETS Internet-based reporting system “VOPAR”.based reporting system “VOPAR”.

The following slide is an example of where The following slide is an example of where the grantees would input their information. the grantees would input their information.

http://vopar.heitechservices.com/login.cfmhttp://vopar.heitechservices.com/login.cfm

VOPAR ReportingVOPAR Reporting

Any type of file can be attached into Any type of file can be attached into VOPAR for a specific grant at all levels - VOPAR for a specific grant at all levels - grantee, DVET/GOTR, RAVET, and grantee, DVET/GOTR, RAVET, and National Office.National Office.

The Grantee will submit the following The Grantee will submit the following information into VOPARinformation into VOPAR

SF 269(a) ~ Financial Status Report (short SF 269(a) ~ Financial Status Report (short form).form).HHS-PMS 272 in lieu of a SF 272, Federal Cash HHS-PMS 272 in lieu of a SF 272, Federal Cash Transactions Report (15 days after receipt)Transactions Report (15 days after receipt)Quarterly Technical Performance Report Quarterly Technical Performance Report (cumulatively reported with information cited (cumulatively reported with information cited from previous quarters).from previous quarters).Narrative of quarter with success storiesNarrative of quarter with success storiesThe following slide shows what this section of The following slide shows what this section of VOPAR looks like. VOPAR looks like.

View under the “Grant Performance Tab” where all forms can be View under the “Grant Performance Tab” where all forms can be uploaded.uploaded.

DVET/GOTR Reporting DVET/GOTR Reporting ResponsibilitiesResponsibilities

A quarterly A quarterly DESK REVIEWDESK REVIEW is accomplished by is accomplished by reviewing the grantee’s quarterly technical reviewing the grantee’s quarterly technical performance report. performance report. A A DESK REVIEWDESK REVIEW can: can:– Identify potential or existing problem areasIdentify potential or existing problem areas– Provide background information concerning program Provide background information concerning program

design, operational procedures and previous design, operational procedures and previous monitoring activitiesmonitoring activities

– Identify the priorities/activities to be reviewed during Identify the priorities/activities to be reviewed during an an ON-SITEON-SITE visit. visit.

DVET/GOTR Responsibilities DVET/GOTR Responsibilities Continued:Continued:

Each PY Qtr the GOTR’s desk review will Each PY Qtr the GOTR’s desk review will include an assessment of the Quarterly include an assessment of the Quarterly Technical Performance Report, including the Technical Performance Report, including the grantee’s expenditures. grantee’s expenditures.

The GOTR will compare the SF269 to the The GOTR will compare the SF269 to the quarterly HHS 272quarterly HHS 272

Any discrepencies +/- 15% are noted on the Any discrepencies +/- 15% are noted on the desk review packet and are addressed during desk review packet and are addressed during the the on-siteon-site review. review.

SF 269(A) Financial Status ReportSF 269(A) Financial Status Report

PSC 272 Federal Cash Transaction ReportPSC 272 Federal Cash Transaction Report

Good Narrative ExampleGood Narrative Example

DVET/GOTR Responsibilities DVET/GOTR Responsibilities ContinuedContinued

The quarterly grant review performed by the The quarterly grant review performed by the GOTR isn’t complete until the GOTR prepares GOTR isn’t complete until the GOTR prepares the Quarterly Grant Summary (QGS), a written the Quarterly Grant Summary (QGS), a written summary of the progress and problems (if any) summary of the progress and problems (if any) of the grant program. of the grant program. - Vets’ Guide to Competitive and Discretionary - Vets’ Guide to Competitive and Discretionary Grants, April 2003.Grants, April 2003.

The (QGS) is typically no more than one or two The (QGS) is typically no more than one or two pages unless the GOTR has concerns about pages unless the GOTR has concerns about grantee progress or performance. If there are grantee progress or performance. If there are problems:problems:

DVET/GOTR Responsibilities DVET/GOTR Responsibilities Continued:Continued:

Concerns with progress or performance of the Grantee are Concerns with progress or performance of the Grantee are addressed by stating in the summary:addressed by stating in the summary:

– A summary of any actions taken to rectify the issue, i.e. request for A summary of any actions taken to rectify the issue, i.e. request for Corrective Action Plan.Corrective Action Plan.

– An indication of whether or not a CAP will be required by the An indication of whether or not a CAP will be required by the granteegrantee

– An assessment of whether or not a Grant Modification might be An assessment of whether or not a Grant Modification might be necessarynecessary

– Any additional information required to explain and/or document fully Any additional information required to explain and/or document fully the situationthe situation

– A description of the problem or potential problem.A description of the problem or potential problem. (The GOTR submits the Summary to the RAVET for review, who (The GOTR submits the Summary to the RAVET for review, who

then forwards the Summary to the National VETS Office where it is then forwards the Summary to the National VETS Office where it is reviewed and becomes part of the grantee’s file.)reviewed and becomes part of the grantee’s file.)

DVET/GOTR Responsibilities DVET/GOTR Responsibilities Continued:Continued:

ON SITE VISITSON SITE VISITS:: Regular evaluation visits are completed in Regular evaluation visits are completed in

the the third program quarterthird program quarter of the program of the program year and are intended to review the year and are intended to review the operation of the entire program. A special operation of the entire program. A special monitoring visit is typically completed to monitoring visit is typically completed to investigate one particular aspect of a grant investigate one particular aspect of a grant program, and may take less time than the program, and may take less time than the regular evaluation visit.” regular evaluation visit.” – Vet’s Guide to Competitive and – Vet’s Guide to Competitive and Discretionary Grants, April 2003Discretionary Grants, April 2003

Grantee Qtrly Report Suspense Grantee Qtrly Report Suspense to DVET/GOTR:to DVET/GOTR:

Quarterly reports are dueQuarterly reports are due11stst Qtr – October 30 Qtr – October 30thth

22ndnd Qtr – January 30 Qtr – January 30thth

33rdrd Qtr – April 30 Qtr – April 30thth

44thth Qtr – July 30 Qtr – July 30thth

90 day final – Oct 31st90 day final – Oct 31st180 day follow up – Jan 31st180 day follow up – Jan 31stVOPAR changes quarters approximately two (2) VOPAR changes quarters approximately two (2) weeks prior to report due date. weeks prior to report due date.

VOPAR ReportingVOPAR ReportingIfIf all grantee financial status reports, technical all grantee financial status reports, technical performance reports, and all required reporting performance reports, and all required reporting information is entered and attached into the VOPAR information is entered and attached into the VOPAR system, a hard copy report is system, a hard copy report is notnot required to be required to be submitted to the GOTR/DVET.submitted to the GOTR/DVET.

However, original hard copies are still required to be However, original hard copies are still required to be mailed to the Grant Officer for official grant files (print mailed to the Grant Officer for official grant files (print outs from VOPAR are acceptable).outs from VOPAR are acceptable).

GOTRs/DVETs/RAVETs/NO staff will review grantee GOTRs/DVETs/RAVETs/NO staff will review grantee performance data entered into VOPAR.performance data entered into VOPAR.

Summary: The PY Quarterly Report Summary: The PY Quarterly Report Package should include:Package should include:

GOTR/DVET Written Summary ReportGOTR/DVET Written Summary Report

Grantee Narrative w/ success story(s) Grantee Narrative w/ success story(s)

SF 269A, Financial Status ReportSF 269A, Financial Status Report

SF 272, Fed. Cash Transaction Rpt.SF 272, Fed. Cash Transaction Rpt.

Grantee Fiscal and Technical Performance Grantee Fiscal and Technical Performance ReportReport

On-Site Review when deemed necessary or On-Site Review when deemed necessary or no later than the PY 3no later than the PY 3rdrd Quarter of the PY. Quarter of the PY.

Participant Follow-UpParticipant Follow-UpI.B. and I.C.5. Grantees, at a minimum, I.B. and I.C.5. Grantees, at a minimum, are to perform and report follow-up are to perform and report follow-up activities activities for each participantfor each participant at: at:

90 days after placement into employment; 90 days after placement into employment; and and

180 days after placement into 180 days after placement into employment. employment.

90 Day Final Report90 Day Final ReportIV.B.5. No later than 120 days after the IV.B.5. No later than 120 days after the grant expiration date, the grantee must grant expiration date, the grantee must submit a final financial and programmatic submit a final financial and programmatic report showing the results and report showing the results and performance as of the 90performance as of the 90thth day after the day after the grant period.grant period.

Enter 90 Day Final Report in VOPAR.Enter 90 Day Final Report in VOPAR.

180 Day Follow-Up Report180 Day Follow-Up ReportIV.B.6. No later than 210 days after the IV.B.6. No later than 210 days after the grant expiration date, the grantee must grant expiration date, the grantee must submit a follow-up report showing results submit a follow-up report showing results and performance as of the 180and performance as of the 180thth day after day after the grant period.the grant period.

Enter 180 Day F/U Report in VOPAR.Enter 180 Day F/U Report in VOPAR.

180 Day Follow-Up Report180 Day Follow-Up ReportFinal Narrative Report IdentifyingFinal Narrative Report Identifying::Total Placements into Employment.Total Placements into Employment.# of Vets Still Employed @ 180 days.# of Vets Still Employed @ 180 days.If vets are still employed at same or similar job, If vets are still employed at same or similar job, and if not, why not?and if not, why not?Was training received applicable to jobs held?Was training received applicable to jobs held?Average Hourly Wage At Placement.Average Hourly Wage At Placement.Why, if a veteran was placed into employment, Why, if a veteran was placed into employment, are they not still employed?are they not still employed?Program recommendations. Program recommendations.

Where to Submit ReportsWhere to Submit ReportsGrantees submit the quarterly financial and Grantees submit the quarterly financial and performance reports toperformance reports to::

USDOL (original)USDOL (original) Procurement Services CenterProcurement Services Center Room N-5416Room N-5416 200 Constitution Avenue, NW,200 Constitution Avenue, NW, Washington, DC 20210Washington, DC 20210

If not entered into VOPAR – copy to respective If not entered into VOPAR – copy to respective GOTR/DVETGOTR/DVET

Grantee Change of AddressGrantee Change of Address IV.D. Grantee Change of AddressIV.D. Grantee Change of AddressGrantee has two weeks or fourteen calendar days from Grantee has two weeks or fourteen calendar days from effective date of change of address to notify effective date of change of address to notify DVET/GOTR in writing.DVET/GOTR in writing.

DVET/GOTR will forward the grantee change of address DVET/GOTR will forward the grantee change of address notification to the Regional and National Office – notification to the Regional and National Office – Competitive Grants Manager, and the Grant Officer.Competitive Grants Manager, and the Grant Officer.

Grant Officer modifies the grant award agreement with Grant Officer modifies the grant award agreement with new address.new address.

Special Provisions – Con’tSpecial Provisions – Con’t V. V. Grant AdministrationGrant Administration

DVET serves as the Grant Officer Technical DVET serves as the Grant Officer Technical Representative (GOTR).Representative (GOTR).

GOTR monitors grantee performance and provides GOTR monitors grantee performance and provides technical assistance.technical assistance.

GOTR recommends approval of technical performance GOTR recommends approval of technical performance reports, financial status reports, Corrective Action Plans, reports, financial status reports, Corrective Action Plans, requests for payment, and grant modifications requests.requests for payment, and grant modifications requests.

Special Provisions – Con’tSpecial Provisions – Con’tV.A.3. GOTRs can approve State and Local Government grantee requests V.A.3. GOTRs can approve State and Local Government grantee requests for budget line item deviations up to for budget line item deviations up to 10%10% of the total grant award (re: 29 of the total grant award (re: 29 CFR Part 97.30)CFR Part 97.30)

V.A.3. GOTRs can approve all other grantee requests (including non-profit V.A.3. GOTRs can approve all other grantee requests (including non-profit organizations) for budget line item deviations up to organizations) for budget line item deviations up to 5%5% of the total grant of the total grant award (re: 29 CFR Part 95.25)award (re: 29 CFR Part 95.25)

Budget line item deviations of approved SF 424A object class categories: Budget line item deviations of approved SF 424A object class categories: personnel, travel, equipment, supplies, etc.personnel, travel, equipment, supplies, etc.

GOTR/DVET is required to send copies of budget line item deviation GOTR/DVET is required to send copies of budget line item deviation requests and approvals to RAVET, National Office Competitive Grants requests and approvals to RAVET, National Office Competitive Grants Manager, and Grant Officer.Manager, and Grant Officer.

Special Provisions – Con’tSpecial Provisions – Con’tVI. VI. TravelTravelTravel allowances (per diem) shall be reimbursed in Travel allowances (per diem) shall be reimbursed in accordance with grantee policy but shall not exceed the accordance with grantee policy but shall not exceed the current Federal travel regulations.current Federal travel regulations.

Travel performed with privately owned automobiles Travel performed with privately owned automobiles (POV) currently at 44.5 cents per mile.(POV) currently at 44.5 cents per mile.

No costs will be reimbursed for travel to and from No costs will be reimbursed for travel to and from residence to place of work. residence to place of work.

Special Provisions – Con’tSpecial Provisions – Con’tVII. VII. Printing and DuplicatingPrinting and Duplicating

Grantees may duplicate up to a maximum Grantees may duplicate up to a maximum of 5,000 copies of one page or a of 5,000 copies of one page or a total of total of 25,00025,000 copies of multiple pages. copies of multiple pages.

Special Provisions – Con’tSpecial Provisions – Con’tVIII. VIII. Sub AwardsSub Awards – Grantees must request prior – Grantees must request prior written approval to sub-award, transfer, or written approval to sub-award, transfer, or contract out any of the work under the grant contract out any of the work under the grant award agreement. award agreement.

This provision does This provision does notnot apply to the purchase of apply to the purchase of supplies, material, equipment, or general supplies, material, equipment, or general support services.support services.

Special Provisions – Con’tSpecial Provisions – Con’tIX. IX. Salary PaymentsSalary PaymentsFull-time or part-time staff whose salary is paid Full-time or part-time staff whose salary is paid for by these funds can only charge actual time for by these funds can only charge actual time worked.worked.Under no circumstances can the grantee charge Under no circumstances can the grantee charge staff time for more than 100% of their time staff time for more than 100% of their time worked for this and any other grant (example: worked for this and any other grant (example: single staff person / working on 2 grants = no single staff person / working on 2 grants = no more than 100% time charged between 2 more than 100% time charged between 2 grants). grants).

Special Provisions – Con’tSpecial Provisions – Con’tX. X. Limitations on Admin CostsLimitations on Admin CostsCosts for administration shall not exceed 20% of Costs for administration shall not exceed 20% of the total grant award.the total grant award.Admin costs consists of all direct and indirect Admin costs consists of all direct and indirect costs associated with the management of the costs associated with the management of the program.program.For HVRP purposes, all indirect costs are For HVRP purposes, all indirect costs are considered a part of admin costs, therefore, shall considered a part of admin costs, therefore, shall not exceed 20% of the total grant award.not exceed 20% of the total grant award.

Special ProvisionsSpecial ProvisionsPlease put the correct grant award number and Please put the correct grant award number and electronic signature, where appropriate, on electronic signature, where appropriate, on allall pieces of correspondence.pieces of correspondence.

Please call or e-mail your Please call or e-mail your GOTRGOTR if you have any if you have any problems, questions, or concerns.problems, questions, or concerns.

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