Form FEMA Form FF-008-F FEMA Form FF-008-F Shelter and Services Program (SSP) Application Worksheet

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Overview

Introduction
Tab 1 Certifications
Tab 2 Budget
Tab 3 Subapplicant Information

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Sheet 1: Introduction

FY 2023 Shelter and Services Program (SSP) Application Worksheet Introduction

This application worksheet is available to SSP grant applicants who are seeking funding for costs to provide shelter and other eligible services to noncitizen migrants who have been encountered and released by DHS. Applications will be submitted through FEMA's Grants Outcomes System (FEMA GO). 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.

Tab 1: Certifications

This tab needs to be completed by the applicant and is a worksheet to review and confirm the required certifications for the SSP application in FEMA GO. Each applicant needs to sign the applicable certifications by marking an "X" in column B, next to each certification.

Tab 2: Budget Summary

This tab provides instructions for entering primary and secondary costs into FEMA GO. All information is entered directly into FEMA GO, not in this tab. Due to system limitations, budget summary line items have field names in FEMA GO that are different from the primary and secondary cost terms that are defined in the Notice of Funding Opportunity (NOFO). This tab provides an explanation of the terms used in the FEMA GO system.

Tab 3: Subapplicant Info

This tab needs to be completed by each subapplicant. Only those applicants with Subapplicants need to complete this section. This worksheet collects the necessary Subapplicant information. PAPERWORK BURDEN DISCLOSURE NOTICE Public reporting burden for this data collection is estimated to average 2 hours 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

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Sheet 2: Tab 1 Certifications

SSP Application Certifications	[Threaded comment] Your version of Excel allows you to read this threaded comment; however, any edits to it will get removed if the file is opened in a newer version of Excel. Learn more: https://go.microsoft.com/fwlink/?linkid=870924 Comment: Can "X" count legall as a signature? Enter "X" to verify			SSP Application Certifications	Enter "X" to verify
1. I certify that all entities represented by this application have internal controls and processes in place to clearly identify migrants who have been processed and released from DHS apart from other populations served.				1. I certify that all entities represented by this application have internal controls and processes in place to clearly identify migrants who have been processed and released from DHS apart from other populations served.
2. I certify that all entities represented by this application are only providing services funded by the SSP to noncitizen migrants within 30 days of their release from DHS custody.				2. I certify that all entities represented by this application are only providing services funded by the SSP to noncitizen migrants within 45 days of their release from DHS custody.
3. For reimbursement funding: I certify that all entities represented by this application have actually seen the paperwork that lists noncitizen migrant A numbers and release dates for any A numbers being submitted with this application.				3. For reimbursement funding: I certify that all entities represented by this application have verified status and release dates of served noncitizen migrants by Alien Registration Number (A-number) or evidence of DHS processing (e.g., I-94, I-385, I-860, I-862) for any A-numbers being submitted with this application.
4. For advanced funding: Specify the process by which all entities represented by this application will collect and track A numbers and release dates for all noncitizen migrants served by SSP funding.				4. For advanced funding: Specify the process by which all entities represented by this application will collect and track A numbers or evidence of DHS processing (e.g., I-94, I-385, I-860, I-862) and release dates for all noncitizen migrants served by SSP funding.

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Sheet 3: Tab 2 Budget

FEMA GO Budget Summary Entry Instructions

I. Applicant Information

Primary and secondary costs must be entered into the FEMA GO system. However, due to system limitations, budget summary line items have field names in FEMA GO that are different from the primary and secondary services cost terms that are defined in the Notice of Funding Opportunity (NOFO). The following crosswalk and guidance are supplemental to the FEMA GO instructions and should be referred to only when an applicant is entering in their budget information into FEMA GO. Please note that construction costs should be entered normally according to FEMA GO guidance without any alterations. The instructions below refer only to non-construction costs. All secondary services will be grouped under “Other” and must specify the relevant NOFO term in the “Project Name” and “Project Description” in Step 3.

Table 1: Crosswalk

Primary Services (NOFO Definition)

Primary Services (FEMA GO Definition)

Shelter

Contractual

Food

Equipment

Transportation

Fringe Benefits

Acute Medical Care

Personnel

Personal Hygiene Supplies

Supplies

Labor for Primary Services

Travel

Secondary Services (NOFO Definition)

Secondary Services (FEMA GO Definition)

Renovations/Modifications

Other

Clothing

Other

Outreach Information

Other

Translation Services

Other

Labor for Secondary Services

Other

II. How to Enter Primary Services Costs into FEMA GO

Step 1. Please select “No” in the “Grant request details” section pictured below:

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 desciption" 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 costs referring to Table 1 to appropriately crosswalk the NOFO terms with FEMA GO.

III. How to Enter Secondary Services Costs into FEMA GO

To enter secondary services 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 you are adding. For example, select “Other” and then list in the description “Renovations/modifications” 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 costs, referring to Table 1 to appropriately crosswalk the NOFO terms with FEMA GO.

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Sheet 4: Tab 3 Subapplicant Information

Subapplicant Information

Subapplicant

Unique Entity Identifier (UEI): (12 digit numeric)

Legal Name of the Organization (e.g., A1 Nonprofit)

POC Name (e.g., John Doe)

Street (List facility address where services will be provided to noncitizen migrants) (e.g, 123 Main Street, suite 456)

City (e.g., Springfield)

State (e.g., Missouri)

Zip Code (e.g., 12345)

County (e.g, Brown)

If Mailing Address is Different than Facility Address, Input to the right

Mailing Address (e.g., PO Box 12345)

City

State

Zip Code

County

Entity Type

Subapplicant 1

Subapplicant 2

Subapplicant 3

Subapplicant 4

Subapplicant 5

Subapplicant 6

Subapplicant 7

Subapplicant 8

Subapplicant 9

Subapplicant 10

Subapplicant 11

Subapplicant 12

Subapplicant 13

Subapplicant 14

Subapplicant 15

Subapplicant 16

Subapplicant 17

Subapplicant 18

Subapplicant 19

Subapplicant 20