Reporting Requirements

1. Reporting Requirements As part of the quarterly reporting requirements, the grantee must electronically submit and down load in E-Grants SF 269A, Financial Status Report and the HHS/PMS 272s, Federal Cash Transaction Reports no later than 30 calendar days after the ending date of each Federal fiscal year quarter during the active performance period:

2. Reporting Requirements Con’t • All grantees will send their quarterly technical performance Report to the following site until further notice.

3. Indirect Charges OMB Circular A-122, Attachment A, Section E-2, Negotiation and Approval of Indirect Rates, states: Note: OMB Circular A-122: http://www.whitehouse.gov/omb/circular/index.html Division of Cost Determination (DCD) main phone number is: 202-693-4106 or http://www.dol.gov/oasam/program/boc/costdeterminationguide/main/htm Grantee Responsibilities – Con’t

4. Indirect Charges “A non-profit organization which has not previously established and indirect cost rate with a Federal agency shall submit its initial indirect cost proposal immediately after the organization is advised that an award will be made, in no event, later that three (3) months after the effective date of the award”. Office of the Cost Determination: 202-693-4100 “Organizations that have previously established indirect cost rates must submit a new indirect cost proposal to the cognizant agency within six (6) months after the close of each fiscal year”. Grantee Responsibilities – Con’t

5. SF 272A Federal Cash Transaction Report

6. SF 269A Financial Status Report

7. Reporting Requirements Modifications a. Grantee cover letter w/justification(s) for deviation(s); b. A side-by Side Comparison of SF 424A budget line items approved and requested w/deviations calculations; c. An original signed SF 424; d. SF 424A; e. Revised budget narrative; f. Revised Direct Cost Description of Applicants and Sub-Applicants; g. Proposed Common Measures Performance Goals h. DVET/GOTR recommendation memorandum; and • RAVET recommendation memorandum, if necessary

8. Budget Line Item Revisions Percentages Modification HVRP & VWIP State and Local Government Grantee: Budget line item deviations that are less than 10% of the total grant award, the DVET/GOTR is authorized to approve. Request that is more than 10% must be sent to the DVET, through Regional and National Office, through the Competitive Lead for Grant Officer approval. -------------------------------------------------------------- For all grantees other than State and Local Government to include non-profits: Budget line item deviations that are less than 5% of the total grant award, the DVET/GOTR is authorized to approve. Request that is more than 5% must be sent to the DVET, through Regional and National Office, through the Competitive Lead for Grant Officer approval.

9. Reporting Requirements Con’t • 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.

10. Reporting Requirements Corrective Action Plan (CAP): 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.

11. Program Failures • When Grantee Fails to meet Goals at the End of the Second Quarter, the GOTR or their Representative should request that the Grantee provide a Corrective Action Plan (CAP)

12. When to Consider • There is no specific format for a CAP, but the Grantee must at a minimum, address the following: • Identify each goal which has not been met (with a +/- 15% deviation). • Describe why they believe that are not meting that goal (provide all reasons why there is a variance) • Provide a specific step-by-step plan on how they will correct the problems; and • Provide time lines (a schedule)for accomplishment of each correction.

13. What to do • The Grantee must complete the CAP, not the GOTR. • The GOTR will review the CAP and ensure that it is obtainable and complete. • The GOTR will write a cover sheet with their recommendation to approve or disapprove the CAP and forward it to the Regional Office. • The Regional Administrator will review the CAP and provide a coversheet recommending to approve or disapprove the CAP and forward the original to the National Office, and place one copy in the Regional Office Grant File and return a copy to the GOTR. • The GOTR will provide a copy of the approval letters to the Grantee and the CAP begins on that date.

14. What to Do (Cont) • The GOTR will explain to the Grantee that they must provide monthly reports while the CAP is in effect. • The Monthly Reports will mirror the Quarterly report minus the financials (unless financials are part of the CAP). • Each Month the Grantee should explain the progress of each goal that was not met previously as will as any goals that are falling behind since the CAP was put in place. • The monthly CAP reports will be provided to the GOTR /No Later Than (NLT) the 5th of each month and the GOTR will review them and provide a Technical Performance Narrative (TPN) ensuring that all areas are addressed and their analysis as to the success or failure of the Grantee for that month. These reports can be electronic.

15. Reporting Requirements 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. • Change of address will be submitted on a new SF 424 • 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.

16. Grant Administration The Director for Veterans’ Employment and Training (DVET) (U.S. Department of Labor --Veterans' Employment and Training Service (VETS) -- Staff Directory) will serve as the Grant Officer's Technical Representative (GOTR) and will monitor performance by the grantee.

17. Grant Administration • 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) • 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.

18. Grant Administration Con’t • DVET or designee 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.

19. 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.

20. DVET/GOTR Responsibilities Con’t • 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.

21. DVET/GOTR Responsibilities Con’t • 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. • 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:

22. DVET/GOTR Responsibilities Con’t • 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.

23. DVET/GOTR Responsibilities Con’t 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.

24. 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 prevailing rate. • No costs will be reimbursed for travel to and from residence to place of work.

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

26. 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.

27. Payment Under the Grant 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.

28. Reporting Requirements Con’t 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

29. 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!