Special And General Grant Provisions

HVRP General and Special Grant Provisions

Are the terms and conditions of the grant award – “the fine print”. Mailed to the grantees along with the grant award documentation. I. Administrative Provisions Where all of the applicable Code of Federal Regulations are referenced.

 

General Provisions – Continued
 

II. Modifications to the Grant Unilateral Grant Modification by Grant Officer (changes in federal statute, regulation, Executive Order, or other federal law). Grant Changes Requiring Grant Officer Approval (changes in scope, budget, grant objectives, 2nd & 3rd year funding).

 

III. Allowable Costs

General Provisions – Continued

Expenditures that are allowable, allocable, and reasonable and in accordance with approved grant award agreement. HVRP funds will not be used for housing or automobile purchasing, leasing, or renting purposes. See “supportive services” definition in glossary of terms.

General Provisions – Continued:
 IV.

Interest Earned from Program Income  Grantees are to maintain HVRP funds in an interest bearing account and are allowed to keep up to $100 in interest earned per year for admin expenses.

 

V. Property Acquisition and Management Prior Grant Officer approval for purchases of equipment with a per unit cost of $5,000 or more. DOL reserves the right to take title of any and all property with a unit acquisition cost of $1,000 or more if purchased with grant funds when the grant terminates or if the property is no longer required.

General Provisions – Continued

General Provisions – Continued

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

General Provisions – Continued
  

Grant Officer may terminate grants for cause or convenience. Cause – grantee failed to comply with terms of the grant award. Convenience – Both parties agree that the continuation of the project would not be beneficial. Grantee may also choose to “withdrawal” if they are unable to perform in accordance to grant agreement.

 VIII.

Encumbrance of Grant Funds  Grant funds may not be encumbered/obligated by the grantee prior to or after the grant period of performance.  Obligations prior to end of grant period may be liquidated (or paid out) after the grant expiration date.

General Provisions – Continued

 IX.

Site Visits  The grantor, through it’s authorized representative (DVET/GOTR/GOTR Designee), has the right, at all reasonable times, to make site visits to review the project accomplishments and management control systems and to provide technical assistance.

General Provisions – Continued

 X.

Order of Precedence

General Provisions – Continued

 Special

Provisions  General Provisions  Applicable Solicitation for Grant Applications  Grantee’s Application for Federal Assistance (SF-424)

I. SCOPE

A. General - The grantee shall conduct a HVRP as described in its application for federal assistance in accordance with all terms and conditions of the grant award. B. Program Requirements – The grantee will provide services in accordance with the Performance goals as described in their proposal and incorporated into the attached grantee Planned Common Measures Quarterly Technical Performance Goals form. HVRP is an “employment focused” program.

I. SCOPE

VWIP Number of participants placed in transitional or permanent housing Number of participants who now receive “fixed financial benefits” as a result of grantee Case Management and referral process (for example: Department of Veterans Affairs (DVA) pension benefits, DVA disability benefits, DVA retirement benefits, Social Security, Social Security Disability Insurance, etc.)

HVRP Number of participants who now receive “fixed financial benefits” as a result of grantee Case Management and referral process (for example: Department of Veterans Affairs (DVA) pension benefits, DVA disability benefits, DVA retirement benefits, Social Security, Social Security Disability Insurance, etc.)

I. SCOPE

VWIP & HVRP Number of participants retaining employment for 90 days after their exit quarter. Number of participants retaining employment for 180 days after their exit quarter. Average hourly wages and number of hours worked per week for all participants placed in employment.

I. SCOPE
VWIP & HVRP  Actual quarterly expenditures (including unliquidated obligations) for participant services expenditures, administrative costs, and Stand Down activity expenditures (if applicable).

Participant Definition
 I.C.1.

Each enrolled HVRP participant must be a veteran and homeless. term “veteran” means a person who served in the United States active military, naval, or air service, and who was discharged or released under conditions other than dishonorable. [38 USC 101(2)].

 The

Participant Definition
 To

be eligible for participating in the Homeless Veterans’ Reintegration Program a veteran, as described in C.1. above, must be homeless as defined in the Homeless Veterans’ Comprehensive Assistance Act of 2001 HVCAA), P.L. 107-95).

I. SCOPE
HVRP C. Special Program Requirements
1. The term “homeless or homeless individual” includes persons who lack a fixed, regular, and adequate nighttime residence. It also includes persons whose primary nighttime residence is a supervised public or privately operated shelter designed to provide temporary living accommodations; an institution that provides a temporary residence for individuals intended to be institutionalized; or a public or private place not designed for, or ordinarily used as, a regular sleeping accommodation for human beings. [42 U.S.C. 11302 (a)]. Inadequate nighttime residence examples include: sleeping in the streets, in the woods, in public parks, in cars, on outside benches, under bridges, in tents, in caves, under a lean-to, etc. Inadequate nighttime residence does not include living with relatives or friends.

I. SCOPE
C. 2. VWIP Special Program Requirements The grantee, or sub-awardee, will provide appropriate orientation and training to outreach staff and other staff to enable them to assist veterans in obtaining employment and training opportunities. HVRP C. Special Program Requirements 4. The grantee, or subawardee, will provide appropriate orientation and training to outreach staff and other staff to enable them to assist veterans in obtaining employment and training opportunities.

Program Coordination

I.C.2 and I.C.12. Grantees shall coordinate their programs with other providers of services for veterans and for homeless individuals. Including: services provided under McKinney Homeless Assistance Act, Stand Down Events, DVOP/LVER, VWIP, DVA, State Workforce Agencies, One-Stop Centers, HUD, HHS, local non-profit organizations including community based and faith based organizations.

Outreach Staff
 I.C.3.

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

I. SCOPE
VWIP C. 3. Participant records (and quarterly VOPAR reporting) will include the number of veterans enrolled and the number of veterans placed who fall into the following subgroups:  Gender: Male and female (that addsup to total participants); HVRP C. 5. Participant records (and quarterly VOPAR reporting) will include the number of veterans enrolled and the number of veterans placed who fall into the following subgroups:  Gender: Male and female (that addsup to total participants);

Participant Records
 I.C.5.

Grantee shall maintain systematic participant enrollment information and participant tracking records. Participant records shall be maintained for a minimum of two (2) years for follow-up purposes.

 I.C.5.

Participant Records – Con’t
 

I.C.5. Individual Employment Plan: Which includes an assessment of barriers to employment including skills deficiencies and service needs as well as strengths; and Specific services and referrals planned and benefits to be achieved as a result of the program participation.

Participant Records – Con’t
     

I.C.5. Participant records shall include: Verification of veteran status (DD214, VA Confirmation Report or VA ID Card). Circumstances of homelessness. Assessments of health and mental health status. Current or previous social, health, or mental health services received. Education and employment history.

I. SCOPE

VWIP Ethnic Background: Caucasian, AfricanAmerican, Hispanic, Native American, other minority (that adds up to total participants); Age groups of participants: 18-19 years old; 20-24; 25-29; 30-34, 3544, 45-54, 55-64, 65 years and over) (that adds up to total participants);

HVRP Ethnic Background: Caucasian, AfricanAmerican, Hispanic, Native American, other minority (that adds up to total participants); Age groups of participants: 18-19 years old; 20-24; 25-29; 30-34, 3544, 45-54, 55-64, 65 years and over) (that adds up to total participants);

I. SCOPE
VWIP

Special Groups (that may not add up to total participants): special disabled, disabled, newly separated veteran (within 36 months of discharge from the military), Campaign Badge Recipients, Operation Iraqi Freedom and/or Operation Enduring Freedom, welfare and/or other public assistance recipients, chronically homeless, and Stand Down participants; and

Special Groups (that may not add up to total participants): special disabled, disabled, newly separated veteran (within 36 months of discharge from the military), Campaign Badge Recipients, Operation Iraqi Freedom and/or Operation Enduring Freedom, welfare and/or other public assistance recipients, chronically homeless, and Stand Down participants; and

HVRP

I. SCOPE

VWIP When did the participant perform their last military service? 0 – 3 years ago; 4 – 7 years ago; 8 – 11 years ago; 12 – 15 years ago; 16 – 19 years ago; 20 or more years ago (that adds up to total participants).

HVRP When did the participant perform their last military service? 0 – 3 years ago; 4 – 7 years ago; 8 – 11 years ago; 12 – 15 years ago; 16 – 19 years ago; 20 or more years ago (that adds up to total participants).

I. SCOPE
Staff will document in each participant record:  Education, employment history, and marketable skills, licenses, credentials.  Average hourly wages and number of hours worked per week of all participants placed into employment at ninety days and at 180 days after exit quarter.

VWIP & HVRP

I. SCOPE
VWIP & HVRP  Grantees must verify employment retention at 90 and at 180 days after exit quarter through the employer or participant and provide documentation of this verification in the participant file.

Grantee Cooperation

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

I. SCOPE
VWIP 4. Upon request, the grantee will cooperate with the Department of Labor Interagency Council on Homelessness and the Department of Veterans Affairs, and the National HVRP Technical Assistance Center concerning requests for grantee information on performance activities, monitoring activities, and requests for specific data as approved by the Department of Labor, Veterans’ Employment and Training Service. HVRP 6. Upon request, the grantee will cooperate with the Department of Labor Interagency Council on Homelessness and the Department of Veterans Affairs, and the National HVRP Technical Assistance Center concerning requests for grantee information on performance activities, monitoring activities, and requests for specific data as approved by the Department of Labor, Veterans’ Employment and Training Service.

Grantee Responsibilities

     

I.C. 9, 10, 14, & 15 - Grantees shall be responsible for participants being provided or referred to: Employment Services Training Services Health Care Services Counseling Services Rehabilitative Services Housing Assistance

Preliminary Assessment

I.C.11. Grantees shall be responsible for performing a “preliminary assessment” of each participant’s eligibility for Department of Veterans Affairs (DVA) service-connected disability, compensation, and/or pension benefits. Grantees will track progress of DVA claims and report outcomes in case management records.

I. SCOPE
VWIP 14. The grantee will be responsible for providing the Department of Labor with information pertinent to a longitudinal survey for all enrolled participants at 90 and 180 days after the exit quarter see section IV.Reporting Requirements). HVRP 16. The grantee will be responsible for providing the Department of Labor with information pertinent to a longitudinal survey for all enrolled participants at 90 and 180 days after the exit quarter see section IV.Reporting Requirements).

II. PAYMENTS UNDER THE GRANT
VWIP & HVRP Advances/reimbursements will be drawn down by the grantee through the U.S. Department of Health and Human Services Payment Management System (HHS PMS) via personal computer with SMARTLINK capability. If the grantee has an issue or problem or needs to redeposit funds into their HHS/PMS account, please contact Nicole Dunning at (301) 443-0395. All funds transferred electronically.

IV. REPORTING REQUIREMENTS
VWIP & HVRP
A . Financial Reporting Requirements 1. The grantee must data enter into VOPAR/E-grants (when available) a Standard Form (SF) 269A, Financial Status Report, to report outlays, program income, unliquidated obligations, and other financial information.

IV. REPORTING REQUIREMENTS
VWIP & HVRP A. 2. As part of the quarterly reporting requirements, the grantee must electronically submit a SF 269A and all HHS/PMS 272s in lieu of Standard Form 272, Federal Cash Transaction Report no later than 30 calendar days after the ending date of each Federal fiscal year quarter during the active performance period:

IV. REPORTING REQUIREMENTS
   

  

VWIP & HVRP 1st Qtr by no later than October 30th; 2nd Qtr by no later than January 30th; 3rd Qtr by no later than April 30th; 4th Qtr by no later than July 30th; as well as for the follow-up performance period: 5th Qtr by no later than October 30th; 6th Qtr by no later than January 30th; Final Qtr by no later than April 30th;

IV. REPORTING REQUIREMENTS
VWIP & HVRP A.3. All direct cost category revision requests (budget line item deviations) must be requested and approved in writing and include: c. Grantee cover letter with justification(s) for the deviation(s); d. A side-by-side comparison of SF 424A budget line items approved and requested with deviation(s) calculated (see below example);

IV. REPORTING REQUIREMENTS
b. c. d. e. f. g.

VWIP & HVRP An original signed SF 424; SF 424A; Revised budget narrative; Revised Direct Cost Description of Applicants and Sub-Applicants; DVET/GOTR recommendation memorandum; and RAVET recommendation memorandum, if necessary

IV. REPORTING REQUIREMENTS
For example: SF 424A Approved Requested Deviation Personnel $200,000 $190,000 -$10,000 Fringe Benefits $ 50,000 $55,000 +$5,000 Supplies $ 15,000 $10,000 -$5,000 Travel $ 5,000 $10,000 +$5,000 Other $ -0$ 5,000 +$5,000 Total Deviation: $15,000 Total Grant Award:$270,000 $270,000 -0Total Deviation: $15,000 or 5%; which can be approved at the DVET level

IV. REPORTING REQUIREMENTS
We are requesting a budget line item deviation to decrease personnel by $10,000 as it took several weeks to fill the case manager position left vacant on August 1st; increase fringe benefits by $5,000 to accommodate a 2.7% cost of living allowance increase; a $5,000 decrease in supplies; and a $5,000 increase in travel as we forgot to include travel expenses for the annual National Post-Award/Technical Assistance/Training Session to be held in Denver, CO; and $5,000 increase in Other for gas vouchers for participants who provide 90 and 180 day employment retention information.

IV. REPORTING REQUIREMENTS
DVETs/GOTRs will forward copies of the less than 5%/10% grant modification request package and the DVET approval letters to their respective Regional Administrators, who in turn will forward it to the National Office attn: Competitive Grants Lead. The Competitive Grants Lead will review and ensure copies are forwarded to the Grant Officer for the official grant file. DVETs/GOTRs will forward the original more than 5%/10% grant modification request package and the DVET recommendation for approval/disapproval memos to their respective Regional Administrators, who in turn will forward It along with their recommendation for approval/disapproval to the National Office attn: Competitive Grants Lead. Competitive Grants Lead will make their recommendation for approval/disapproval and forward to the Grant Officer for final approval and processing.

IV. REPORTING REQUIREMENTS
VWIP & HVRP A. 4. A grant close out package will be sent to the grantee by the Grant Officer (or E-grants when available) following the expiration of the period of performance. This package will be completed and submitted by the grantee within 30 days of receipt and will include any repayment of unexpended grant funds.

IV. REPORTING REQUIREMENTS
VWIP & HVRP A. 5. All pages of the financial reports will cite the assigned grant number and be submitted as follows: See Section VI B. and C. below for the address and frequency of submitting quarterly financial reports (same address and frequency as quarterly technical performance reports).

Performance Reports

IV.B.1.a. Grantees shall submit on a federal fiscal quarterly basis a comparison of actual accomplishments vs. planned performance levels. (VOPAR) IV.B.1.c. Grantees report other pertinent information, i.e., personnel activity, community activities, admin and programmatic problems with proposed solutions on a quarterly basis to GOTR. An explanation for variances of +/- 15% of planned and/or expenditure goals. The explanation must also include corrective action plan and timetable.

Performance Reports

IV.B.1.b. & IV.B.7. - If there is a deviation of +/- 15% from planned performance levels, a detailed explanation and a Corrective Action Plan (CAP) is to be submitted to GOTR/DVET. NOTE: +/-15% is a general rule of thumb – in some cases +/-15% deviations are good, i.e., more placements than planned, cost per placement less than planned, more training provided than planned, etc.

IV. REPORTING REQUIREMENTS
VWIP & HVRP B. Reporting of Program Performance In addition, the grantee must report in VOPAR the number of veterans enrolled and the number of veterans placed who fall into the following subgroups: • Gender: Male and female (that adds-up to total participants);

IV. REPORTING REQUIREMENTS
VWIP & HVRP • Ethnic Background: Caucasian, African-American, Hispanic, Native American, other minority (that adds up to total participants); • Age groups of participants: 18-19 years old; 20-24; 25-29; 30-34, 35-44, 45-54, 55-64, 65 years and over) (that adds up to total participants);

IV. REPORTING REQUIREMENTS

VWIP & HVRP Special Groups (that may not add up to total participants): special disabled, disabled, newly separated veteran (within 36 months of discharge from the military), Campaign Badge Recipients, Operation Iraqi Freedom and/or Operation Enduring Freedom, welfare and/or other public assistance recipients, chronically homeless, and Stand Down participants; and

IV. REPORTING REQUIREMENTS
VWIP & HVRP  When did the participant perform their last military service? 0 – 3 years ago; 4 – 7 years ago; 8 – 11 years ago; 12 – 15 years ago; 16 – 19 years ago; 20 or more years ago.

IV. REPORTING REQUIREMENTS
B. 3. Electronic Reporting Please ensure all pages of the reporting documents have the appropriate grant number and an electronic signature, where appropriate. However, hard copy quarterly reports are still required to be mailed to: Department of Labor Procurement Services Center 200 Constitution Avenue NW, Room S-4307 Washington, DC 20210

VWIP & HVRP

IV. REPORTING REQUIREMENTS

IV. B.3. – All grantees will enter their quarterly technical performance and financial status report information into USDOL-VETS Internet-based reporting system “VOPAR”. The following slide is an example of where the grantees would input their information. http://vets.dol.gov/vopar/

VOPAR Reporting

If all grantee financial status reports, technical performance reports, and all required reporting information is entered and attached into the VOPAR system, a hard copy report is not required to be submitted to the GOTR/DVET. However, original hard copies are still required to be mailed to the Grant Officer for official grant files (print outs from VOPAR are acceptable). GOTRs/DVETs/RAVETs/NO staff will review grantee performance data entered into VOPAR.

VOPAR Reporting
 Any

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

The Grantee will submit the following information into VOPAR
 

 

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

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

SF 269(A) Financial Status Report

PSC 272 Federal Cash Transaction Report

Good Narrative Example

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

GOTR/DVET Written Summary Report Grantee Narrative w/ success story(s) SF 269A, Financial Status Report SF 272, Fed. Cash Transaction Rpt. Grantee Fiscal and Technical Performance Report On-Site Review when deemed necessary or no later than the PY 3rd Quarter of the PY.

Grantee Quarterly Report Suspense to DVET/GOTR:
       

Quarterly reports are due 1st Qtr – October 30th 2nd Qtr – January 30th 3rd Qtr – April 30th 4th Qtr – July 30th 90 day final – Oct 31st 180 day follow up – Jan 31st 270-Day “Final” Report - No later than 300 days after the active grant performance period or April 30th the grantee must submit a “final” follow-up/longitudinal report.
VOPAR changes quarters approximately two (2) weeks prior to report due date.

IV. REPORTING REQUIREMENTS

B.4. Between scheduled reporting dates, the grantee shall immediately inform the GOTR/DVET of any significant developments affecting the recipient’s ability to accomplish the work. GOTR/DVET will provide technical assistance to help resolve grantee reported problems and issues, if, when, and where applicable.

IV. REPORTING REQUIREMENTS
VWIP & HVRP B. 5. 90-Day Follow-Up Report: No later than 120 days after the active grant performance period (October 30) the grantee must submit a follow-up report showing results and performance as of the 90th day after the grant active performance period (September 30) and containing the following:

IV. REPORTING REQUIREMENTS
VWIP & HVRP B. 5. (2) Technical Performance Report as described in Section IV.B.1. above, including updated 90 and 180 days after the exit quarter retention in employment data for all participants that entered into employment during active grant performance period.

IV. REPORTING REQUIREMENTS
VWIP & HVRP 6. 180-Day Follow-Up Report: No later than 210 days after the active grant performance period (January 31), the grantee must submit a follow-up report showing results and performance as of the 180th day after the active performance period (December 31), and containing the following:

IV. REPORTING REQUIREMENTS
VWIP & HVRP 6. (2) Technical Performance Report as described in Section IV.B.1. above, including updated 90 and 180 day after exit quarter retention in employment data for all participants that entered into employment during the active grant performance period.

IV. REPORTING REQUIREMENTS
VWIP & HVRP 7. 270-Day “Final” Report: No later than 300 days after the active grant performance period or April 30th the grantee must submit a “final” follow-up/longitudinal report showing results and performance as of the 270th day after the active performance period or March 31st, and containing the following: (1) “Final” Financial Status Report SF269A; and

IV. REPORTING REQUIREMENTS
VWIP & HVRP 7. (2) Technical Performance Report as described in Section IV.B.1. above, including updated 90 and 180 day after the exit quarter retention in employment data for all participants that entered into employment during the active grant performance period and containing the following:

IV. REPORTING REQUIREMENTS
VWIP & HVRP 7. b. The number of veterans still employed after the 180th day after exit quarter follow-up period; e. Average hourly wage at placement and number of hours worked per week during the follow-up period;

IV. REPORTING REQUIREMENTS
VWIP & HVRP 7. f. An explanation regarding why those veterans placed in employment during the grant period, but not employed at the end of the 180th day after the exit quarter follow-up period, are not so employed; and

IV. REPORTING REQUIREMENTS
VWIP & HVRP 8. Corrective Action(s): All +/-15% deviations from the planned goals, that have a negative impact on the grantee’s ability to accomplish planned goals, must be fully explained in the grantee's quarterly technical report and a CAP is to be initiated, developed, and submitted by the grantee to the DVET/GOTR for approval. Please note that the CAP approval process is being programmed into the VOPAR system and is expected to be functioning shortly.

IV. REPORTING REQUIREMENTS
VWIP & HVRP 8. A. 1. The original Financial Status Report, SF 269A (short form) for each reporting quarter and each Quarterly Technical Performance Report (a print-out of the VOPAR overview report will suffice) to: U.S. Department of Labor Procurement Services Center Room S-4307 200 Constitution Avenue, N.W. Washington, D.C. 20210

IV. REPORTING REQUIREMENTS
VWIP & HVRP 8. A. 2. Electronically attach in VOPAR all signed and dated Financial Status Reports, SF 269A (short form), Quarterly Technical Performance Reports including a Corrective Action Plan when necessary, and a copy of the HHS-PMS 272 draw down reports.

IV. REPORTING REQUIREMENTS
8. B. Grantee Change of Address  Grantee has two weeks or fourteen calendar days from effective date of change of address to notify DVET/GOTR in writing.

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

V. GRANT ADMINISTRATION

VWIP & HVRP A. The Director for Veterans’ Employment and Training (DVET) ( U.S. Department of Labor --Veterans' Emp ) will serve as the Grant Officer's Technical Representative (GOTR) and will monitor performance by the grantee.

V. Grant Administration

B. GOTRs can approve State and Local Government grantee requests for budget line item deviations up to 10% of the total grant award (re: 29 CFR Part 97.30) B. GOTRs can approve all other grantee requests (including non-profit organizations) for budget line item deviations up to 5% of the total grant award (re: 29 CFR Part 95.25) Budget line item deviations of approved SF 424A object class categories: personnel, travel, equipment, supplies, etc. GOTR/DVET is required to send copies of budget line item deviation requests and approvals to RAVET, National Office Competitive Grants Manager, and Grant Officer.

V. Grant Administration

DVET serves as the Grant Officer Technical Representative (GOTR). GOTR monitors grantee performance and provides technical assistance. GOTR recommends approval of technical performance reports, financial status reports, Corrective Action Plans, requests for payment, and grant modifications requests.

DVET/GOTR Reporting Responsibilities

A quarterly DESK REVIEW is accomplished by reviewing the grantee’s quarterly technical performance report. A DESK REVIEW can:
 

Identify potential or existing problem areas Provide background information concerning program design, operational procedures and previous monitoring activities Identify the priorities/activities to be reviewed during an ON-SITE visit.

DVET/GOTR Responsibilities Continued:

 

Each PY Qtr the GOTR’s desk review will include an assessment of the Quarterly Technical Performance Report, including the grantee’s expenditures. The GOTR will compare the SF269 to the quarterly HHS 272 Any discrepancies +/- 15% are noted on the desk review packet and are addressed during the on-site review.

DVET/GOTR Responsibilities Continued

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

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

DVET/GOTR Responsibilities Continued:

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

A summary of any actions taken to rectify the issue, i.e. request for Corrective Action Plan. An indication of whether or not a CAP will be required by the grantee An assessment of whether or not a Grant Modification might be necessary Any additional information required to explain and/or document fully the situation A description of the problem or potential problem. (The GOTR submits the Summary to the RAVET for review, who then forwards the Summary to the National VETS Office where it is reviewed and becomes part of the grantee’s file.)

DVET/GOTR Responsibilities Continued:
ON SITE VISITS: Regular evaluation visits are completed in the 2nd to 3rd quarter of the program year and are intended to review the operation of the entire program. A special monitoring visit is typically completed to investigate one particular aspect of a grant program, and may take less time than the regular evaluation visit.” – Vet’s Guide to Competitive and Discretionary Grants, April 2003

VI. Travel

Travel allowances (per diem) shall be reimbursed in accordance with grantee policy but shall not exceed the current Federal travel regulations. Travel performed with privately owned automobiles (POV) currently at 48.5 cents per mile. No costs will be reimbursed for travel to and from residence to place of work.

VII. PRINTING AND DUPLICATING
VWIP & HVRP C. Printed Materials: In all circumstances, the following must be displayed on printed materials prepared by the grantee while in receipt of DOL grant funding:  “Preparation of this item was funded by the United States Department of Labor under Grant No. [insert the appropriate grant number].”

VII. PRINTING AND DUPLICATING

VWIP & HVRP All printed materials must also include the following notice: “This document does not necessarily reflect the views or policies of the U.S. Department of Labor, nor does mention of trade names, commercial products, or organizations imply endorsement by the U.S. Government.”

VII. PRINTING AND DUPLICATING
D. Public references to grant: When issuing statements, press releases, requests for proposals, bid solicitations, and other documents describing projects or programs funded in whole or in part with Federal money, all grantees receiving Federal funds must clearly state:  The percentage of the total costs of the program or project, which will be financed with Federal money;

VII. PRINTING AND DUPLICATING
VWIP & HVRP  The dollar amount of Federal financial assistance for the project or program; and  The percentage and dollar amount of the total costs of the project or program that will be financed by non-governmental sources.

VII. PRINTING AND DUPLICATING
VWIP & HVRP E. Use of USDOL Logo: Prior to the use of the USDOL Logo, the Grant Officer or Grant Officer Technical Representative must approve such use. In addition, once approval is given the following guidance is provided:

VII. PRINTING AND DUPLICATING

VWIP & HVRP The USDOL logo may be applied to USDOLfunded material prepared for distribution, including posters, videos, pamphlets, research documents, national survey results, impact evaluations, best practice reports, and other publications of global interest. The grantee(s) must consult with USDOL on whether the logo may be used on any such items prior to final draft or final preparation for distribution.

VII. PRINTING AND DUPLICATING
VWIP & HVRP In no event will the USDOL logo be placed on any item until USDOL has given the Grantee permission to use the logo on the item. All documents must include the following notice: “This documentation does not necessarily reflect the views or policies of the U.S. Department of Labor, nor does mention of trade names, commercial products, or organizations imply endorsement by the U.S. Government.”

VIII. Sub Awards
 Grantees

must request prior written approval to sub-award, transfer, or contract out any of the work under the grant award agreement. provision does not apply to the purchase of supplies, material, equipment, or general support services.

 This

IX. Salary Payments

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

X. Limitations on Administrative Costs

Costs for administration shall not exceed 20% for HVRP and 10% for VWIP of the total grant award. Admin costs consists of all direct and indirect costs associated with the management of the program. For HVRP purposes, all indirect costs are considered a part of administrative costs, therefore, shall not exceed 20% of the total grant award.

Special and General Provisions

Please put the correct grant award number and electronic signature, where appropriate, on all pieces of correspondence. Please call or e-mail your GOTR if you have any problems, questions, or concerns. End of Presentation – Thank you!