SSP FY24 Application Worksheet – Allocated.xlsx

Introduction

FY 2024 Shelter and Services Program (SSP) Application Worksheet Introduction

As part of the FY 2024 SSP application process, applicants must complete a formal application worksheet that addresses the evaluation criteria specified in the NOFO and provides additional information and certifications. SSP is authorized in the Consolidated Appropriations Act, 2024, Pub. L. No. 118-47.

The Federal Emergency Management Agency (FEMA) has developed guidelines that help ensure that submissions are organized in a consistent manner while addressing key data requirements. This application worksheet must be used by applicants to complete and submit their application. Failure to address these data elements in the prescribed format could potentially result in the rejection of the application worksheet from review consideration.

Applicants that are applying with subapplicants known at the time of submission must ensure their applications are inclusive of all subapplicant information that they wish FEMA to review and must be submitted by the deadline. All applicants are encouraged to review the FY 2024 SSP NOFO for details on the application submission process. Applications will be submitted through the FEMA Grants Outcomes (FEMA GO) System. Applicants should use this worksheet to prepare their application materials and as a reference guide throughout the application process. All pre-application materials, including this worksheet, should be completed prior to beginning an application in FEMA GO.

OMB No. 1660-0163 Expiration: 9/30/2024

PAPERWORK BURDEN DISCLOSURE NOTICE

Public reporting burden for this data collection is estimated to average 36 minutes per response. The burden estimate includes the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and submitting this form. You are not required to respond to this collection of information unless a valid OMB control number is displayed on this form. Send comments regarding the accuracy of the burden estimate and any suggestions for reducing the burden to: Information Collections Management, Department of Homeland Security, Federal Emergency Management Agency, 500 C Street. SW, Washington, DC 20472-3100, Paperwork Reduction Project (1660-0156) NOTE: Do not send your completed form to this address.

PRIVACY NOTICE

GENERAL: This information is being collected for the primary purpose of determining eligibility and administration of SSP and to ensure compliance with existing laws and regulations regarding SSP.

AUTHORITY: The collection of this information is authorized by the Consolidated Appropriations Act, 2023 and 2 CFR Part 200.

USES AND SHARING: FEMA will not share the information collected from POCs, including personally identifiable information, outside of the collecting agency. Further information regarding FEMA’s use and sharing of information can be found within the DHS/FEMA/PIA-013 Grant Management Programs Privacy Impact Assessment. The Department’s list of Privacy Impact Assessments can be found on the Department’s website at https://www.dhs.gov/privacy-impact-assessments.

EFFECTS OF NONDISCLOSURE: The disclosure of information on this form is voluntary; however, failure to provide the information requested may delay or prevent the organization from receiving grant funding.

End of Sheet

&G

Tab 1 Applicant Checklist Expiration: 1-31-2024

Tab 2 Budget Guidance

Primary and secondary service costs must be entered into FEMA GO. However, due to system limitations, budget summary line items have field names in FEMA GO that are different from the primary and secondary service categories that are defined in the Notice of Funding Opportunity (NOFO).

The following crosswalk and guidance are supplemental to the FEMA GO instructions listed below and should be referred to only when an applicant is entering in their budget information into FEMA GO. Please note that construction costs should NOT be entered as Construction Costs but as Other > Renovations/Modifications (see Table 1: Crosswalk below).

All secondary services will be grouped under “Other” and must specify the relevant allowable activity category in the “Project Name” and “Project Description” in Step 3. See Appendix A of the NOFO for allowable activity categories (such as "Outreach information" or "Clothing," etc.).

Using Tab 3B Budget Worksheet, provide a detailed budget breaking out each cost item describing covered allowable activities. Please be as specific as possible with your descriptions to justify how each total was developed. Make sure to include this information directly in the FEMA GO application budget item Description field (i.e., steps 3 & 5). For example, in the budget item field for Shelter, you may describe costs by stating: "We will use 10 congregate shelters to house migrants," and you may demonstrate costs by showing a calculation such as: 435 beds x $12.50 x 6 months x 30 days = $978,750. Again, please briefly describe each budget Item and demonstrate how each budget Item was calculated in the Description field. Each item should be captured on Tab 3B of this Application Worksheet and then input into the FEMA GO system. For items being funded to subrecipients, please identify the name of the Subrecipient, followed by the line item details to denote which items are being funded for each subrecipient. (Example: "Subrecipient XYZ - Linen Sheets, QTY 50 per month, Funded for 6 months, subtotal: $3,000.00")

After completing Tab 3B Budget Worksheet, you should use the below instructions to enter that information into the FEMA GO system.

FEMA GO Instruction link: https://www.fema.gov/grants/guidance-tools/fema-go/startup

Table 1: Crosswalk

Tab 3B: Budget Worksheet has included the appropriate FEMA GO crosswalk fields for each category in addition to the reference below

Primary Services (NOFO service category) Primary Services (FEMA GO Term)

II. How to Enter Primary Services Costs into FEMA GO

Step 1. Please select “No” in the “Grant request details” section pictured below. Note: select "No" even if you have Renovations/Modifications.

Step 2. Once selected, click the blue box titled "Add activity." A new dialog box will open, then select "Project" and click on the blue "Add this activity" box.

Step 3. Please then specify which primary service cost in the "Project name" field and input the "Project description" as appropriate.

Step 4. Once completed, select the “+ Add an item” box and a new dialog box will open with the crosswalked terms from Table 1 in the drop-down menu. Please select the appropriate primary service cost from the associated term in the drop-down menu below (e.g., “Shelter” costs = “Contractual”).

Step 5. Once selected, a new dialog box will open. Appropriately update the “Quantity” and “Unit Price” fields. The total will automatically calculate in the “Unit total” field. Once completed, then select the blue “Add this item” box.

Step 6. Please then verify that the line item is correct in the next subsection titled "Overall Budget Summary".

Once verified, repeat steps 3–6 for the remaining primary service costs referring to Table 1 to appropriately crosswalk the NOFO service categories with FEMA GO terms.

III. How to Enter Secondary Services and Management & Administration Costs into FEMA GO

To enter both secondary services and management & administrations costs into FEMA GO:

Step A. Go back to “Project activity narrative” under the “Activity: Project” section.

Step B. Click “Add an item,” and select “Other” for all secondary services. In “Description,” describe which secondary service category you are adding. For example, select “Other” and then list in the description “Outreach information” and provide a summary of the cost items as appropriate. Select “Other” for “budget class” and fill in the quantity and unit price. Select “Add this item” to include it in your application.

Once verified, repeat steps A–B for the remaining secondary service costs, referring to Table 1 to appropriately crosswalk the NOFO service categories with FEMA GO terms.

End of Sheet

Tab 3A Example Budget Worksheet

Please also ensure that the Service, Service Sub-Type are inputted and the Budget Narrative has sufficient detail.

Shelter Nights of Lodging in an overnight congregate facility Onward Destination Transportation is defined as transportation from a shelter and services provider to a noncitizen migrant’s final destination/point of contact (cannot exceed 10% of the total funding requested by the applicant).

Long distance transportation includes air, bus, or train expenses to move families and individuals within 45 days of their release by DHS to another city or state.

Only coach class fares are eligible when providing long distance transportation.

If tickets are purchased for individuals, airfare cannot exceed $700 per ticket.

(do not alter)