F UND F OR VE T E RANS’ ASSI ST ANCE GRANT RE PORT I NG T RAI NI NG Ashle y Ho lc o mb E la ine Za va la F VA Gra nt Offic e rs
AGRE E ME NT • Gra nt Pro visio ns • Artic le 2.01 - Re imb urse me nt Gra nt • Artic le 5 – Re po rting a nd Mo nito ring o f Pro g ra m Pe rfo rma nc e • E xhib its 2/15/2013 2
GRANT PROVI SI ONS I NI T I AL PAYME NT • 10% o f to ta l g ra nt a wa rd pro vide d upo n re c e ipt o f e xe c ute d a g re e me nt • T his a mo unt must b e fully e xpe nde d b e fo re a ny re imb urse me nts will b e ma de 2/15/2013 3
GRANT PROVI SI ONS RE PORT I NG DAT E S 2/15/2013 4
ART I CL E 2.01 RE I MBURSE ME NT GRANT T VC re imb urse s g ra nte e fo r a c tua l c o sts • suppo rte d b y a de q ua te do c ume nta tio n (Una llo wa b le c o sts will no t b e re imb urse d) Sub mitte d mo nthly •
ART I CL E 5: RE PORT I NG & MONI T ORI NG OF PE RF ORMANCE • Mo nthly - Pe rfo rma nc e a nd E xpe nditure s – Due 15 th o f the mo nth fo llo wing e nd o f re po rting mo nth • Qua rte rly - Pro je c t Na rra tive – Due 15 th o f the mo nth fo llo wing e nd o f re po rting q ua rte r • F ina l Pe rfo rma nc e a nd E xpe nditure Re po rt – Due 60 da ys a fte r g ra nt pe rio d c lo se s 2/15/2013 6
E XHI BI T S • E xhib it A – Sta te me nt o f Wo rk a nd Pe rfo rma nc e Me a sure s • E xhib it B – Appro ve d Budg e t a nd Budg e t Na rra tive 2/15/2013 7
MONT HL Y PE RF ORMANCE AND E XPE NDI T URE RE PORT (MPE R) • T a b 1 – Summa ry & Be nc hma rks • T a b 2 – Pe rfo rma nc e Re po rt • T a b 3 – Qua rte rly Na rra tive • T a b 4 – E xpe nditure Re po rt • T a b 5 – E xpe nditure De ta il 2/15/2013 8
MONT HL Y PE RF ORMANCE AND E XPE NDI T URE RE PORT (MPE R) • Sub mit MPE R a nd do c ume nta tio n to re po rts@ tvc .te xa s.g o v • I nc lude c o ntra c t numb e r in the sub je c t o f the e ma il 2/15/2013 9
‘ SUMMARY’ T AB Fill in Report Period and Report Type 2/15/2013 10
SUMMARY: BE NCHMARK S Grant Period Elapsed Performance Benchmark Expenditure Benchmark 25% 15% 15% 50% 40% 40% 75% 70% 70% 100% 100% 100% Calculated based on cumulative totals 2/15/2013 11
‘ SUMMARY’ T AB The shaded boxes will populate from Enter the Grant other tabs Period Elapsed % here Check whether Provide an or not you are explanation in meeting the the text boxes if performance you are not benchmark as meeting referenced benchmarks above 12 2/15/2013 12
‘ SUMMARY’ T AB Print this page and sign at the bottom after all tabs are completed 2/15/2013 13
PE RF ORMANCE Re po rt the numb e rs se rve d fo r the mo nthly • re po rting pe rio d – UNDUPL I CAT E D Ve te ra ns, de pe nde nts, a nd/ o r surviving spo use s se rve d – No t pre vio usly re po rte d Use a syste m to tra c k yo ur c lie nts • E lig ib ility do c ume nts/ c a se file s must b e a c c e ssib le • to F VA sta ff 2/15/2013 14
‘ PE RF RPT ’ T AB Enter the number of • unduplicated Veterans, dependents and/or surviving spouses served that month that have also not been previously reported 2/15/2013 15
QUART E RL Y NARRAT I VE • T o b e c o mple te d e ve ry q ua rte r o f Gra nt Pe rio d – Pa rt 1 - Upda te o n pro je c t a c tivitie s – Pa rt 2 - Co nc e rns re g a rding yo ur pro je c t – Pa rt 3 - Suc c e ss sto rie s – Pa rt 4 - Additio na l info rma tio n 2/15/2013 16
‘ QT R NAR’ T AB Provide narratives within the text boxes at the end of each quarter 2/15/2013 17
E XPE NDI T URE S • Use c urre nt E xhib it B: Budg e t & Budg e t Na rra tive • No ne g a tive a mo unts • Sub mit c o mple te do c ume nta tio n • Within g ra nt pe rio d 2/15/2013 18
‘ E XP RPT ’ T AB • F ill in ‘ Pre vio usly Re po rte d E xpe nditure s’ c o lumn • E nte r ‘ Curre nt Pe rio d E xpe nditure s’ fo r I ndire c t Co sts 2/15/2013 19
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‘ E XP DE T AI L ’ T AB • I nse rt e xtra line s first in e a c h c a te g o ry a s the y will a dd to the to p • L ist e a c h ite m unde r c a te g o ry na me • I nc lude pa g e numb e rs 2/15/2013 21
Insert Item 2/15/2013 22
DOCUME NT AT I ON & E XPE NSE S • Suppo rting Do c ume nta tio n • F ina nc ia l Assista nc e • I ne lig ib le E xpe nse s 2/15/2013 23
SUPPORT I NG DOCUME NT AT I ON • Pe rso nne l – E mplo ye e L ist – Sa la rie s, wa g e s, a nd b e ne fits pe r e mplo ye e – Amo unt o f c he c k – Allo c a tio n to the g ra nt 2/15/2013 24
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SUPPORT I NG DOCUME NT AT I ON • Pe rso nne l - Sa la rie s a nd wa g e s: pa y c he c k stub o r dire c t de po sit re po rt - Be ne fits: list o f fring e b e ne fits pe r e mplo ye e AND invo ic e s a nd pa yme nts to the ve ndo rs 2/15/2013 26
SUPPORT I NG DOCUME NT AT I ON • Pe rso nne l Ac tivity re po rts o r time she e ts must b e ke pt a t yo ur o rg a niza tio n 2/15/2013 27
PE RSONNE L ACT I VI T Y RE PORT 2/15/2013 28
SUPPORT I NG DOCUME NT AT I ON Suppo rt do c ume nta tio n sho uld b e • I n the sa me o rde r a s o n the de ta il ta b o Co mple te , a c c ura te , le g ib le , a nd we ll o o rg a nize d Numb e re d a nd c ro ss-re fe re nc e d to o e xpe nse s o n the de ta il ta b 2/15/2013 29
SUPPORT I NG DOCUME NT AT I ON • E a c h e xpe nse must ha ve : Pro o f a c ha rg e wa s inc urre d o Pro o f o f pa yme nt to ve ndo r o A re c o rd o f the a llo c a tio n o f the o e xpe nse to T VC (if a pplic a b le ) 2/15/2013 30
SAMPL E OF AL L OCAT I ON 2/15/2013 31
SUPPORT I NG DOCUME NT AT I ON • Re nt o r le a se pa yme nts must inc lude c o py o f a g re e me nt o r le tte r fro m la ndlo rd with mo nthly a mo unt 2/15/2013 32
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SUPPORT I NG DOCUME NT AT I ON • No pe rso na l ide ntific a tio n do c ume nts • No pe rso nne l a c tivity re po rts • Only ite ms in the b udg e t na rra tive • Suffic ie nt suppo rt do c ume nta tio n 2/15/2013 34
F I NANCI AL ASSI ST ANCE • A situa tio n tha t po sse sse s AL L o f the fo llo wing : o I t a ro se une xpe c te dly o Cre a te d a n imme dia te ne e d fo r fina nc ia l a ssista nc e o T he situa tio n wa s no t a re sult o f the a pplic a nt’ s o wn misc o nduc t 2/15/2013 35
E XAMPL E S I NE L I GI BL E I T E MS • Ca b le / Sa te llite T V • Pe rso na l lo a ns • Pe rso na l ta xe s • F ine s, fe e s, tra ffic tic ke ts, c o urt c o sts • Ba nkruptc ie s • Child suppo rt pa yme nts • Cre dit c a rd b ills 2/15/2013 36
UNAL L OWABL E E XPE NSE S Sa le s ta x • T ips • Gift c a rds Ca pita l • • le a se s/ e xpe nditure s T o b a c c o / liq uo r • (e xc e pt H4T xH) F o o d fo r g ra nte e Vo lunta ry re tire me nt • • pla ns e mplo ye e s No fe e s pe rta ining to • T o ll c ha rg e s • c rimina l de fe nse 2/15/2013 37
RE SOURCE S • Unifo rm Gra nt Ma na g e me nt Sta nda rds (UGMS) • OMB Circ ula rs 2 CF R 230 (A-122) a nd 2 CF R 225 (A-87) • F VA Co st Princ iple s Side -b y-Side 2/15/2013 38
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CONT ACT I NF ORMAT I ON F VA Ma in L ine (512) 463-1157 g ra nts@ tvc .te xa s.g o v http:/ / www.tvc .te xa s.g o v/ F und-fo r- Ve te ra ns-Assista nc e .a spx 2/15/2013 40
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