EMERGENCY FOOD AND SHELTER NATIONAL BOARD …

1 EMERGENCY FOOD AND SHELTER NATIONAL BOARD PROGRAM PHASE 35 RESPONSIBILITIES AND REQUIREMENTS MANUAL 701 North Fairfax Street Alexandria, Virginia 22314 p. 703-706-9660 f. 703-706-9677 Phase 35 1 Table of Contents Program Contact Information .. 6 Notice .. 6 Federal Programs to Help Homeless Individuals .. 6 Publication 6 NATIONAL BOARD Members .. 7 Preamble .. 8 History .. 8 Key Changes and Program Clarifications .. 9 Key Dates for Phase 35 .. 15 NATIONAL BOARD Responsibilities .. 16 NATIONAL BOARD Administration and Secretariat .. 16 Grant Payment Process .. 17 Method of Payment .. 17 First Payments .. 17 Second Payments .. 17 Subsequent Payments .. 18 State Set-Aside Payments .. 18 Client Eligibility .. 18 FEMA Responsibilities .. 19 State Set-Aside Committee Responsibilities .. 20 Basis of State Award .. 20 Deadline .. 20 Selection of SSA Jurisdictions.

2 20 Composition .. 21 Participation of Special Emphasis Groups .. 21 SSA Committee Function .. 21 Administrative Allowance .. 21 Local BOARD Responsibilities .. 22 Composition/Roster .. 22 NATIONAL BOARD Affiliates .. 23 Local BOARD Membership & Voting .. 23 Participation by Homeless, Formerly Homeless or Homeless Advocate .. 24 Phase 35 2 Native American Participation .. 24 Local BOARD Expansion .. 24 Participation of Special Emphasis Groups .. 24 Election of Chair .. 24 Notifications of Changes in Contacts/Addresses .. 24 Local BOARD Participation .. 25 Convening the Local BOARD .. 25 Reconvening the Local BOARD .. 25 Local BOARD 25 Quorum Requirements .. 25 Meeting Minutes .. 26 Local BOARD Plan Deadline .. 26 Advertising .. 26 Disaster Recovery Plan .. 27 Setting Priorities and Selection of LROs .. 27 Funding of LROs Serving Special Emphasis 28 Coordination of Service.

3 28 Client Eligibility .. 29 Notification of Changes in LRO Contact/Address .. 29 Combining Local Boards .. 30 Communication .. 30 Technical Assistance .. 30 Appeals Process .. 31 Local Resource Coordination .. 31 Monitoring LROs .. 31 Interim Report .. 32 Final Report .. 33 Reallocation of Funds .. 33 Reallocation to New Agencies .. 34 Returning Funds for Reallocation .. 34 Reporting Fraud, Theft and Criminal Activity .. 34 End-of-Program .. 35 Record Retention .. 35 Spending Period Extension .. 35 Variances and Changes .. 35 Administrative Allowance .. 36 Local Recipient Organization (LRO) Responsibilities .. 37 Criteria for LROs .. 37 LRO Documentation and Disaster Recovery Plan .. 38 Phase 35 3 LRO/Vendor Relationships .. 38 LRO Requirements .. 38 Knowledge of Requirements .. 38 Use of Funds .. 39 Bank Accounts/Interest Income .. 39 Payment to 40 LRO Reporting .. 40 Final Report.

4 41 Program Compliance Resolution .. 41 Documentation Retention .. 42 Lobbying Prohibition and Reporting Requirements .. 42 Annual Audit Requirement .. 42 Uniform Guidance of the Office of Management & Budget .. 43 Audit Confirmation Request .. 43 Technical Assistance .. 43 Reallocation of Funds .. 43 Fiscal Agent/Fiscal Conduit .. 43 Fiscal Agent/Fiscal Conduit Payments .. 44 Benefitting Agency/Sub Grantee .. 44 Grant Agreement Articles .. 45 Financial Terms and Conditions .. 57 Other Terms and Conditions .. 61 Duplication of Benefits .. 61 Non-Supplanting Requirement .. 61 Hatch Act .. 61 False Claims Act and Program Fraud Civil Remedies .. 62 Debarment and Suspension .. 62 Hotel and Motel Fire Safety Act of 1990 .. 62 Best Practices for Collection and Use of Personally Identifiable Information (PII) .. 62 Program Costs .. 63 Intent of Program .. 63 Questions .. 63 Client Eligibility.

5 63 No Fee Requirement for Services .. 63 Payment to Vendors .. 64 Selection of Vendor .. 64 Client 64 Phase 35 4 Eligible Program Costs .. 65 Food Purchases for Food Banks/Pantries and Other Food Providers .. 65 Transportation for Food Banks/Pantries and Other Food Providers .. 65 Equipment and Consumable Supplies for Food Banks/Food Pantries .. 66 Food Purchases for Mass Feeding .. 66 Transportation for Mass SHELTER /Mass Feeding .. 66 Consumable Supplies for Mass SHELTER /Mass Feeding as Direct Cost .. 66 Equipment Purchases for Mass Shelters/Mass Feeding as Direct Cost .. 67 Minor EMERGENCY Equipment Repairs for Mass Shelters/Mass Feeding as Direct Cost .. 67 Limited First Aid Supplies for Mass SHELTER /Mass Feeding .. 67 Building Code Repairs to Mass SHELTER or Mass Feeding Facilities .. 68 Facility Improvements for the Disabled for Mass SHELTER /Mass Feeding .. 68 Mass SHELTER Expenses.

6 68 Option 1: Mass SHELTER /Direct Cost .. 69 Option 2: Per Diem Allowance .. 69 Mass Feeding Expenses .. 69 Option 1: Mass Feeding/Direct Cost .. 69 Option 2: Per Meal Allowance .. 70 Other SHELTER Assistance (Off-Site Lodging Hotel/Motel).. 70 Rent/Mortgage Assistance/Eviction Prevention .. 70 First Month s Rent Payment .. 71 Utility Assistance .. 72 Metered Utility Verification Form .. 73 Diapers .. 73 Feminine Hygiene Items .. 74 Charging Back Expenditures .. 74 Ineligible Program 75 Administrative Allowance .. 77 Required Documentation .. 79 Who Must Submit Documentation .. 81 Required Forms .. 83 Annex 1: Spreadsheets .. 83 Served Meals .. 85 Other Food .. 86 Mass SHELTER .. 86 Other SHELTER .. 87 Supplies and Equipment .. 88 Phase 35 5 Rehabilitation ( EMERGENCY Repairs/Building Code) .. 88 Rent/Mortgage .. 89 Utilities .. 89 Administration .. 90 Mileage .. 91 Annex 2: Local BOARD Plan Certification.

7 92 Annex 3: Local Recipient Organization (LRO) Certification .. 93 Annex 4: Fiscal Agent/Fiscal Conduit Agency Relationship Certification .. 94 Annex 5: Lobbying Certification .. 95 Sample Forms, Letters and Guidance .. 96 Annex 6: Metered Utility Verification Form .. 97 Annex 7: Sample Rent/Mortgage Documentation .. 98 Annex 8: Sample Food Voucher .. 99 Annex 9: Sample Daily Per Diem 100 Annex 10: Sample Daily Per Meal Schedule .. 101 Annex 11: Sample Mileage Log .. 102 Annex 12: Audit/Review and Audit/Documentation Retention Responsibilities .. 103 Annex 13: Documentation Retention Responsibilities and Other Review/Audit Responsibilities .. 105 Annex 14: Utility Documentation Guidelines .. 107 Annex 15: Sample Advertisement .. 109 Publicizing/Advertising Elements .. 109 Sample Advertisement .. 109 Annex 16: Sample Application Elements .. 111 Application 111 Glossary of EFSP Terms.

8 112 Index .. 114 Phase 35 6 Program Contact Information EMERGENCY Food and SHELTER NATIONAL BOARD Program 701 North Fairfax Street Alexandria, Virginia 22314 Phone: 703-706-9660 Fax: 703-706-9677 Email (Inquiries): Email (Document Submission): For all emails, please include your EFSP ID Number. Website: Catalogue of Federal Domestic Assistance (CFDA) No. Notice This manual contains changes from previous manuals issued to guide implementation of the EMERGENCY Food and SHELTER Program. This manual must be carefully studied prior to administering the program, giving any information to the public, or making any grant award. Matters of interpretation must be referred to the NATIONAL BOARD staff. This manual is intended for use by Local Boards and Local Recipient Organizations administering and providing services under the EMERGENCY Food and SHELTER NATIONAL BOARD Program.

9 This manual is not intended for individuals seeking services. Federal Programs to Help Homeless Individuals For information on other Federal programs to help homeless individuals, including programs funded under the McKinney-Vento Homeless Assistance Act, contact the Interagency Council on Homelessness, Federal Center SW Building, 409 Third Street, SW, Suite 310, Washington, DC 20024, (202) 708-4663. Publication Statement This publication was produced with administrative funds provided under the EMERGENCY Food and SHELTER NATIONAL BOARD Program grant which was awarded to the NATIONAL BOARD by the Department of Homeland Security s Federal EMERGENCY Management Agency. While DHS/FEMA supports the EMERGENCY Food and SHELTER NATIONAL BOARD Program, the statements in this publication do not necessarily reflect DHS/FEMA s views. Phase 35 7 NATIONAL BOARD Members MICHAEL LEE, CHAIRF ederal EMERGENCY Management Department of Homeland SecuritySupervisory EMERGENCY Management Specialist 500 C Street, SWWashington, DC 20024 LINDSEY COPELANDN ational Council of the Churches of Christ in the USAL utheran Services in AmericaDirector, Public Policy and Advocacy100 Maryland Avenue, NE, Suite 500 Washington, DC 20002 WILIAM DAROFFThe Jewish Federations of North AmericaVice President for Public Policy & Director of the Washington Office1720 I Street, NW, Suite 800 Washington, DC 20006 DAWN LATHAMA merican Red CrossDirector, Government Relations431 18th Street, NWWashington, DC 20006 BRIAN CORBINC atholic Charities USAS enior Vice President for Social Policy2050 Ballenger Avenue, Suite 400 Alexandria, VA 22314LT.

10 COLONEL ARDIS FUGEThe Salvation ArmyNational Social Services Secretary615 Slaters LanePost Office Box 269 Alexandria, VA 22313 DARLENE SLAUGHTERU nited Way WorldwideVice President Chief Diversity Officer701 North Fairfax StreetAlexandria, VA 22314 Phase 35 8 Preamble The EMERGENCY Food and SHELTER Program (EFSP) was created in 1983 to supplement and expand the work of local social service agencies, both nonprofit and governmental, to help people with economic emergencies (not disaster-related [ , fires of any kind, floods, tornadoes, etc.] emergencies). Therefore, EFSP funds are not to be used to provide EMERGENCY assistance for circumstances that are the immediate result of a disaster situation. EFSP funds may be used to provide economic assistance in the long term, even if the current circumstances may have been impacted by an earlier disaster occurrence.