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Stand Down Guidelines for CGET Training

USDOL/Veteran’s Employment and Training Service

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What is a Stand Down?

A Stand Down is a local event held usually for one (1) to three (3) days, where a variety of social services are provided to homeless veterans.

Services include shelter, meals, clothing, employment services, health screenings, and haircuts, legal services, State identification cards and referral to supportive services.

These events are often the “catalyst” that enables homeless veterans to get back into mainstream society. Funding must be used to enhance employment and training opportunities -or- to promote sustenance for homeless veterans.

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Stand Down Grant Awards

VETS will provide up to $7,000 for one (1) day Stand Down event

and

$10,000 for events lasting (2) two days or more.

PY 2009

***$400,000 budgeted for Stand downs

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Where to look for Stand down Guidance

Federal Register: announcing the availability of FY funds and information on how to apply for grant awards.

The current Federal Register covers FY 2008, 2009, and 2010. Availability of funds is dependent upon FY Congressional Appropriations.

General Grant provisions Special Grant Provisions

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Technical Operating Procedures

Director’s Memorandum: (DM) Outlines Standard Operating Procedures for Stand

Down Activities

Technical Assistance Guide (TAG)

Provides Technical Assistance for Stand Down Grant Funding

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Where to send Stand Down Grant Applications:

Applicant requests are to be sent to the U.S. DOL-VETS State Director (DVET) or GOTR for your State located at the website address below:

http://www.dol.gov/vets/aboutvets/contacts/main.htm

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Eligible Applicants for Stand Down Funds

Eligible applicants are …

State Workforce Agency; State and local Workforce Investment Boards; Veteran’s Service Organizations (VSO’s) local public agencies; for-profit/commercial entities; or non-profit organizations. Community and Faith based Organizations

NOTE: organizations registered w/ IRS as a 501(c)(4) are not eligible.

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Grant Applicants Must:

Forward applications to their respective State DVET or GOTR no later than 60 days prior to the event

And

No later than July 30th of the current fiscal year

Funds must be obligated prior to September 30th of the current fiscal year

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Obtain DUNS and CCR Numbers

All Grant Applicants have to obtain a:

Obtain a Dun and Bradstreet Number (DUNS) at website: http://www.dunandbradstreet.com or by phone at 1-866-705-5711

Register as a vendor with the Central Contractor Registration (CCR) at website: www.ccr.gov or by phone at 1-888-227-2423.

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Application Content Grantee Cover Letter Requesting Funds (original signed

in blue ink) SF 424 (original signed in blue ink) SF 424A Program Narrative that describes..

Stand Down Activities

Timeline for Completion of Activities is required For *** Stand Down Events that occur on or after July

1st, the grant must demonstrate and document all planned activities prior to the end of the Fiscal Year (September 30th).

Budget Narrative

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Application Content

Assurances and Certifications Signature Page

Letters of Support (especially DVOP/LVER, DVA, HUD, and Veterans Service Organizations)

Copy of IRS documentation indicating non-profit status…i.e., 501(c)(3), or 501(c)(9)

Copy of CCR Information verifying registration

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DVET Application Review Ensure it is complete, accurate, and prepared according to

the directive.

If errors are present, notify applicant and request corrections before sending the application to the RAVET.

Complete Section A of the Stand Down Review Checklist.

Generate a transmittal letter recommending approval/disapproval for funding.

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DVET Review (continued)

Ensure DVOP/LVER or One-Stop Career Center Participation in all Stand Down Events.

Forward… DVET transmittal letter “original” application Completed Stand Down Review Checklist

…to the appropriate RAVET within 10 calendar days of receipt.

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RAVET Application Review

Ensure it is complete, accurate, and prepared according to VETS policy.

If errors are present, notify DVET to request corrections from the applicant before sending it to the National Office.

Complete Section B of the Stand Down Review Checklist.

Generate a transmittal letter recommending approval/disapproval for funding.

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RAVET Review (continued)

Forward via FedEx or UPS…

DVET transmittal letter “Original” application Completed Stand Down Review Checklist

…to the Competitive Grants Lead within 10 calendar days of receipt and 45 days prior to the event. Late applications will be handled on a case-by-case basis by the Competitive Grants Lead and Grant Officer.

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National Office Application Review

Ensure it is complete, accurate, and prepared according to VETS policy.

If errors are present, notify RAVET and/or DVET to request corrections from the applicant.

Log-in date received and award amount into the O: drive.

Generate a memo recommending approval/disapproval for funding.

Generate funding obligation document.

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National Office Review

Forward … RAVET and DVET transmittal letters Complete a DL1-490 form (Procurement Review

Board Recommendation Request) “original” application

…to VETS Mgmt, Fiscal Mgmt, and Grant Officer.

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When funding is not recommended for the event…

Competitive Grants Lead will notify unsuccessful applicant (s) in writing;

DVET/RAVET will provide to the Competitive Grants Lead reason (s) for recommending disapproval in writing.

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When the Stand Down Event is Approved!!! Grantees will receive…

Grant Award letter, Special Grant Provisions, and General Grant Provisions from the Grant Officer

Financial Forms for HHS/PMS electronic payment information from the DOL Procurement Office

DVET/GOTR and RAVET will receive a copy of the Grant Award, Special and General Grant Provisions from VETS National Office Competitive Grants Lead.

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If the Grantee asks you to …”Give me the money!”

Grantee is to contact Gene Contee at USDOL Procurement Office at 202-693-4479 to:

1. Sign-up for and check status of HHS/PMS electronic drawdown capability.

2. Obtain Financial forms to begin electronic drawdown process.

3. Instructions on how to electronically drawdown and return funds.

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Grantee retrieving funding…(cont’d)

Grantee has until November 30th to electronically withdraw funds from HHS/PMS.

If the grantee was awarded Stand Down Funds previously…. the new Stand Down Funds will be added

electronically to the grantees existing HHS/PMS account.

Corrections to the bank accounts must be sent to HHS/PMS (not DOL).

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Grantee’s Reporting Requirements

Stand Down Activity and Expenditure Report… Due 45 calendar days after the date of the event Submit report first to the…

DVET/GOTR to approve purchased items /services

-they will forward to Competitive Grants Lead

Procurement (Grant Officer)

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After Action Report.Grant Officer/Procurement receives …

Grantee cover memo Original SF269A A copy of the Signed invoice or list of expenditures

(ensure “flexibility” as planned items may have been donated at the last moment)

Stand Down After Action Report requirements are in the…

Special Provisions Listed as appendices in Federal Register Notice Listed as attachment in Director’s Memo on SOP for Stand

Down Activities.

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DVET/GOTR receives…

Original Receipts of items purchased with USDOL-VETS funding (and maintains original receipts for at least 3 years)

Signed list of items purchased with grant funding

Comparison of planned vs. actual activities and expenditures (ensure “flexibility” as planned expenditures may have been donated at the last moment)

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DVET/GOTR receives…Cont’d

SF269A that zeros out any un-liquidated obligations

Stand Down After Action Report

Copies of all PSC 272s that were sent to HHS/PMS

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DVET/GOTR sends to the RAVETand RAVET sends to the NO …

Specific items from the After Action Report List of items/services purchased Comparison of planned vs. actual activities and

expenditures SF269A Stand Down After Action Report Copies of all PSC 272s.

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When DVET/GOTR doesn’t approve expenditure (s)…

DVET/GOTR is to submit in writing to the grantee: Explanation of disapproved purchase (s); Request grantee to return funds to HHS/PMS

account within 15 calendar days. Copy the RAVET and Competitive Grants

Lead on all disapproved items.

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Disapproved expenditures are..

Forwarded to the RAVET for concurrence; Sent to the NO Competitive Grant Lead by the RAVET;

-then- DVET/RAVET to ensure grantee provides documented

evidence of funding returned to the HHS/PMS account. NO Competitive Grants Lead follows-up with VETS OAMB

to ensure draw down and approved funding expenditures are equal.

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They will not be considered favorably for any future funding from USDOL VETS.

General and/or Special Provisions; and/or Post Event Financial or Programmatic

Reporting requirements:

When a grantee doesn’t comply with…

Questions ????