Very Important: Grantees on Extension-Steps for Ending Extension
Hi Team,
This message is only for grantees that requested an extension. If you did not request an extension, please disregard this email. Please note that some grantees may have rescinded an extension; if you notified us, you can also disregard this email.
Grantees on Extension
· It is understood that grantees may be on extension for a few days, a month or two, or the full 90 days. · This message is particularly important to grantees that are on extension for 30 days or less as some grantees may have completed their extension already or will be completing it soon.
· Grantees who will be extended longer should just read this message to understand the process and then refer back to it when they are closer to closing out.
Process
· When you are finished with your extension, you must send an email to your current Regional Coordinator notifying them that you are done (see sample below). · It is extremely important that you include your grant number in the subject of the email.
· A sample is included below; this is not a required format. However, it may help you in articulating your request.
· Once the email is received, your Regional Coordinator will forward it to the Program Office. The Program Office will then work on activating your new HHS account; please understand that this process is not instantaneous and does take time.
· As a heads up (especially for new grantees who have not done this process before), at some point you will also receive official close out packet from the Program Office that may include information that you need to complete. This is a separate process from your HHS account activation. You should just be aware that your primary and secondary points of contact should be on the look out for an email from the Program Office after your finish your extension.
Sample Email to Send to Regional Coordinator
Subject: Extension Complete: __-__-__ (Grant Number)
Dear SSVF Program Office,
Please accept this email as notification that __________(Agency Name) _______________(Grant Number) has completed the SSVF program extension effective _____________(date). We have completed our final draw in HHS on __________(date) OR We anticipate completing our final draw in HHS on ________(date).
We are aware of the 4th quarter reporting requirements and have referred back to the guidance in the SSVF Update on October 3. Our reports will be submitted to our Regional Coordinator in accordance with this guidance and will be on the correct templates. We understand that we must also complete our FFR report and that additional information will be sent to us regarding the close out process.
Please activate our new HHS subaccounts.
Should you have any questions, please contact us at ___________.
Thanks!
______________(Name and title of person submitting email)