Announcement of Stand Down Grants

VPL 01-23 Attachment 1 Stand Down Application Review and Post-Event Reporting Submission Guide

Stand Down Application
Review and Post-Event
Reporting Submission Guide
VPL 01-23
Attachment #1
United State Department of Labor
Veterans’ Employment and Training Service

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Title: Stand Down Application Review and Post-Event Reporting Submission
Guide
Location: Stand Down | U.S. Department of Labor (dol.gov)
Update Schedule: On or before September 30, 2025, or as needed.
To Report Updates: VETS Office of National Programs, Office of Grants and Training
Revisions
12-19-2017 Initial release through Veterans’ Program Letter 02-18
12-23-2020 Updated and released via Grants.gov
12-23-2022 Current release through Veterans’ Program Letter 01-23
Attachment 1 Veterans’ Employment and Training Service 2
Revised December 2022

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U.S. Department of Labor Application
Stand Down Grant Guide
Table of Contents
I. The Purpose of this Guide.................................................................................................... 4
II. Eligibility ............................................................................................................................. 4
III. Grantee Transmittal Memorandum ...................................................................................... 4
IV. Program Narrative ................................................................................................................ 4
V. Standard Form 424 (SF-424), Application for Federal Assistance ...................................... 5
VI. Standard Form 424A (SF-424A), Budget Information for Non-Construction Programs .... 5
VII. Budget Narrative (use whole dollar amounts) ..................................................................... 5
VIII. System for Award Management (SAM) Confirmation ....................................................... 8
IX. Letter(s) of Support .............................................................................................................. 8
X. Application Submission ....................................................................................................... 9
XI. Application Review ............................................................................................................. 9
XII. Agency Contacts .................................................................................................................. 9
XIII. Grant Award......................................................................................................................... 9
XIV. Stand Down After-Action Report ........................................................................................ 9
XV. Final FFR and Grant Closeout ............................................................................................. 10
XVI. Additional Resources ........................................................................................................... 10
Attachment 1 Veterans’ Employment and Training Service 3
Revised December 2022

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U.S. Department of Labor Application
Stand Down Grant Guide
I. The Purpose of this Guide
To establish procedures for interested parties on how to apply for Stand Down (SD)
funding, the process for submitting required post-event reports, and to ensure compliance
with Veterans’ Program Letter (VPL) 01-23 and applicable laws, regulations, and
policies.
II. Eligibility
The following entities may apply for SD grant funding: State and Local Workforce
Development Boards, Veteran Service Organizations, local public agencies, tribal
governments, and non-profit organizations including community and faith-based
organizations. Note: Organizations registered with the Internal Revenue Service as
501(c)(4) entities are ineligible to apply for this funding opportunity.
III. Grantee Transmittal Memorandum
Applicants must provide a Transmittal Memorandum (TM) signed by an individual
authorized to enter into an agreement with the U.S. Department of Labor (USDOL or
DOL). The same individual must sign the SF-424, Application for Federal Assistance.
The TM should verify the anticipated dates of the SD, the amount requested for the SD
event, and other relevant information regarding the planned event.
IV. Program Narrative
SD applicants must submit a Program Narrative (PN) providing Veterans’ Employment
and Training Services (VETS) with key information justifying the need for the award. SD
applicants must tailor the anticipated services to the needs of veterans experiencing
homelessness in their community.
The PN should provide an itemized list of services and must include the five required
services outlined below:
A. Health screenings/examinations.
B. Housing/shelter referral.
C. Mental health services.
D. DOL employment and job training assistance.
1. Applicants should coordinate with their local American Job Center (AJC)
for employment and training services.
2. Services can be provided by AJC employment specialist(s), ideally a
Disabled Veteran Outreach Program (DVOP) specialist when available, to
actively participate and provide employment services at the SD event.
E. Veterans benefit counseling, ideally provided by the U.S. Department of Veterans
Affairs.
In addition to these five required services, the PN must also contain clear and concise
descriptions of the following areas:
A. The need for the event by outlining:
Attachment 1 Veterans’ Employment and Training Service 4
Revised December 2022

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U.S. Department of Labor Application
Stand Down Grant Guide
1. The importance of the event based on current local circumstances.
2. A description of the geographic area to be served.
3. The most recent data for sheltered and unsheltered homeless
veterans referenced from a local, state, or national source.
4. The expected number of homeless male and female veterans the
event anticipates serving.
5. The expected number of non-veteran and/or non-homeless
participants the event anticipates serving. Note: VETS SD funding
may only be used for eligible participants. If non-homeless and/or
non-veterans attended the event, then a cost share calculation must
be applied.
B. The services and activities are planned for the event by outlining a description of
goods and services to be provided to veterans experiencing homelessness, in
addition to the AJC services described in section V.A.2 above, that take place
during the SD event. Note: Activities planned but not provided must be addressed
during the after-action reporting process.
C. How the applicant will provide accountability and tracking by outlining:
1. Participant registration, homelessness verification, goods and services
provided, food consumed, and cost distribution of allowable items.
2. How the SD event will enhance employment and training opportunities, or
promote the self-sufficiency, of veterans experiencing homelessness.
V. Standard Form 424 (SF-424), Application for Federal Assistance
In order to receive a federal award, all SD applicants must complete a SF-424. The SF-
424 must be signed by an authorized representative who assumes responsibility to ensure
proper implementation of the SD award. Refer to the checklist attached to this Guide, for
more details when completing the SF-424.
VI. Standard Form 424A (SF-424A), Budget Information for Non-Construction
Programs
All SD applicants must complete a SF-424A. Applicants must provide narrative
justification, and cost methodology, to support the content of the SF-424A within the
Budget Narrative (BN). The SF-424A provides general budget information that must add
up to the total amount applied for in the SF-424 and must crosswalk with the BN.
VII. Budget Narrative (use whole dollar amounts)
The BN must clearly provide a description of costs associated, and cost methodology,
with each cost category on the SF-424A. Per 2 C.F.R. § 200.403, factors affecting
allowability of costs, except where otherwise authorized by statute, must meet the
following general criteria in order to be allowable under federal awards. They must be:
Attachment 1 Veterans’ Employment and Training Service 5
Revised December 2022

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U.S. Department of Labor Application
Stand Down Grant Guide
A. Necessary for the performance of the award.
B. Reasonable.
C. Allocable.
SD costs are considered necessary when the expenditure would enhance participants’
opportunities securing employment and training, promoting the self-sufficiency of
veterans experiencing homelessness, and benefits as many veterans as feasible. Examples
of typical SD expenditures are:
A. Purchase of hygiene supplies (toothbrushes, toothpaste, soap, combs,
mouthwash, etc.).
B. Purchase of clothing (underwear, socks, coats, boots, shoes, trousers, etc.).
C. Purchase of outdoor gear for individual use (backpacks, tents, sleeping bags).
D. Rental of transportation (bus, van, car, taxi, etc.).
E. Rental of tents or canopies, folding tables and chairs, generators, and portable
toilets.
F. Transportation vouchers (bus passes) or gift cards for food or gasoline. Note:
Gift cards for food and/or gasoline must be restricted to cards that can only be
used to purchase these items. Budgets that include gift cards must describe
measures taken to ensure gift cards are compliant with SD policy.
G. Advertisement.
H. Security personnel.
I. Non-prescription reading glasses.
J. Food items.
K. Cups, plates, trash bags.
L. COVID supplies.
SD funding is provided to support the planned event only. Durable goods such as
generators, tents, canopies, tables, chairs, or other items that might be retained by the
grantee and used for other events are not to be purchased but should be rented.
SD applicants anticipating participants other than veterans experiencing or at-risk of
homelessness must include a fair share calculation applicable to expenditures shared
among homeless veteran participants and non-homeless veteran participants. DOL SD
funds may only be used for homeless veterans and veterans at risk of homelessness.
Below is an example reflecting the concept of fair-share calculations:
Attachment 1 Veterans’ Employment and Training Service 6
Revised December 2022

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U.S. Department of Labor Application
Stand Down Grant Guide
Item Full Cost 40% 60%
Anticipated Veterans Anticipated
Experiencing or Other Participants
At risk of Homelessness
Security $1,000 $400 $600
Tents $2,000 $800 $1,200
Chairs $500 $200 $300
Food $2,200 $880 $1,320
Sleeping Bags $600 $240 $360
Generators $1,000 $400 $600
Backpacks $500 $200 $300
Hygiene Kits $300 $120 $160
Portable toilets $1,000 $400 $600
Winter coats $1,500 $600 $900
Total $10,600 $4,240 $6,360
Total Requested
from SD Applicant: VETS SD Funds: $4,240
Note: If a SD event will exclusively serve veterans experiencing homelessness or those
veterans at risk, no cost-sharing is necessary. Applicants must clearly demonstrate how
they will screen participants to ensure only these veterans have access to the event.
Title 2 C.F.R. § 200.404 provides the following regarding reasonable costs: A cost is
reasonable if, in its nature and amount, it does not exceed that which would be incurred
by a prudent person under the circumstances prevailing at the time the decision was made
to incur the cost. Advertising costs must not exceed 20 percent. When determining if a
planned expenditure is reasonable – refer to the following below:
A. The cost is a type generally recognized as ordinary and necessary for
the operation and efficient performance of the federal award.
B. The requirements imposed by factors such as: sound business practices;
laws and regulations; and terms and conditions of the federal award.
C. Market prices for comparable goods or services for the geographic area.
D. Individuals concerned acted with prudence in the circumstances
considering their responsibilities to the non-federal entity. The non-federal
entity significantly deviates from its established practices and policies
regarding the incurrence of costs.
E. Stand Down expenditures should benefit as many homeless veterans as
possible. Expenditures that benefit only one or a few homeless veterans are
considered unreasonable.
Attachment 1 Veterans’ Employment and Training Service 7
Revised December 2022

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U.S. Department of Labor Application
Stand Down Grant Guide
Title 2 C.F.R. § 200.405 provides the following regarding allocable costs: A cost is
allocable to a particular federal award, or other cost objective, if the goods or services
involved are chargeable or assignable to that federal award or cost objective in accordance
with relative benefits received. Some costs are not allowed by federal regulation and,
therefore, cannot be chargeable or assigned to the SD award. For additional information
refer to 2 C.F.R. § 200.421 et seq. for a description of the allowability of certain costs.
Examples of unallowable costs include, but are not limited to:
A. Healthcare expenditures.
B. Housing expenditures.
C. Pocket knives or other weapons.
D. T-shirts, hats, or other clothing items for volunteers, pen sets, military and
veteran type patches/medals, memento gifts for staff members, visitors, or
volunteers.
E. Food for volunteers
If you have a question regarding the allowability of costs, please consult with the DVET.
VETS reviews proposed expenditures based upon the above criteria and may, at its
discretion under 2 .CF.R. § 200.458, grant written approval allowing certain expenditures
prior to the SD event. According to 2 C.F.R. § 200.458, pre-award (or pre-event) costs
are those incurred prior to the effective date of the federal award where such costs are
necessary for efficient and timely performance of the scope of work. Such costs are
allowable only to the extent they would have been allowable if incurred after the date of
the federal award, and only with the written approval of the federal awarding agency. If
pre-event costs are anticipated, please ensure this is clearly articulated in the SD
application. Note that financial obligations against SD funds are not allowed after period
of performance (PoP) ends.
In circumstances of a major disaster or federal emergency declaration, VETS may
accept applications up to $50,000 to conduct SD events in those impacted areas.
DVETs must provide technical assistance to ensure compliance with VPL 01-23. There
may be expenditures unique to natural disasters. To ensure compliance with allowable
expenditures, per 2 C.F.R. § 200.403 and to avoid potential delays, DVETs must
provide technical assistance prior to submitting the SD application, for continued
departmental review.
VIII. System for Award Management (SAM) Confirmation
All SD applicants must have an active SAM registration in order to receive federal
funding. The SAM registration must be current and not expire before or during the
proposed SD PoP date(s). Verification of an entity’s SAM may be conducted by visiting
the United States Federal Contractor Registration’s website.
IX. Letter(s) of Support
All SD applicants are highly encouraged to submit a letter of support from the AJC that
will support the SD event. Other letters of support from community resources are
encouraged.
Attachment 1 Veterans’ Employment and Training Service 8
Revised December 2022

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U.S. Department of Labor Application
Stand Down Grant Guide
X. Application Submission
Once all required documents have been completed and the application is ready for
submission, the application should be emailed to the DVET within the state the SD event
is planned no later than 90 days prior to the event date. Applicants are strongly
encouraged to share their draft applications with the DVET in an editable format (i.e.,
Microsoft Word) prior to submitting a final application.
XI. Application Review
Grantees should anticipate a thorough review and analysis of SD applications. Once the
DVET completes their review, they will either contact the applicant to provide any
necessary technical assistance, or finalize the submission and send it forward for
continued processing. Please be advised additional amendments may be needed
depending on any continued findings as processing continues.
XII. Agency Contacts
Questions regarding SD grants and applications should be sent to the DVET within the
state a SD event is planned. Contact information for your respective DVET can be found
on the DOL/VETS website.
XIII. Grant Award
The authorizing official identified in the application will receive the Notice of Award.
Grantees must follow all aspects of the award’s terms and conditions. Questions
regarding the award should be directed to the DVET.
XIV. Stand Down After-Action Report
Grantees must submit a VETS-703, Stand Down After-Action Report (SDAAR) to the
GOTR no later than 30 days after the end of the quarter during which the SD was held.
Quarter during which the SD was held Oct-Dec Jan-Mar Apr-Jun Jul-Sep
Report due to DVET NLT Jan 31 Apr 30 July 31 Oct 31
The DVET should verify the following:
A. Compare services provided at the event to the planned services in the application.
If anticipated services/activities were not provided as planned, the grantee must
provide an explanation on the SDAAR outlining what prevented those
services/activities from being provided. Advise the grantee that depending on the
circumstances, funding allocated for any planned services not conducted may be
deemed unallowable.
B. Was the date and location of the SD event entered?
C. Did the grantee indicate the number of male and female veterans experiencing
homelessness that attended the event?
D. Is the certifying official’s contact information and signature present?
Attachment 1 Veterans’ Employment and Training Service 9
Revised December 2022

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U.S. Department of Labor Application
Stand Down Grant Guide
XV. Final FFR and Grant Closeout
The Final Standard Form (SF) 425 financial report is due no later than 120 days after the
PoP ends and must be submitted in the Payment Management System (PMS).
DOL will contact the authorized representative and the point of contact identified on the
applicant’s SF-424 within 15 days prior to the end of the PoP with instructions for
submitting the remainder of the closeout package.
Grantees must complete all closeout requirements ensuring totals on all documents and
reports are accurate and that a signature is provided where requested.
DVETs must review and certify an analysis of the grantee’s reported expenditures per
2 C.F.R.§ 200.344. This certification confirms:
A. The grantee did not exceed the cost limitation requirement.
B. Costs were expended in accordance with VETS approved budget.
C. The grantee complied with the terms and conditions of the award.
Liquidation: Per 2 C.F.R. § 200.344 “Closeout” (b), “Unless the Federal awarding agency
or pass-through entity authorizes an extension, a non-Federal entity must liquidate all
obligations incurred under the Federal award not later than 120 calendar days after the
end date of the PoP as specified in the terms and conditions of the Federal award.”
Therefore, unless the DOL VETS Grant Officer has granted an extension, Grantees must
liquidate all obligated funds within the 120-day liquidation period (also known as
“closeout” period). Per 2 C.F.R. § 2900.15, “the only liquidation that can occur during
closeout is the liquidation of accrued expenditures for goods and/or services received
during the grant period.” No new obligations can be made after the PoP.
If a grantee must return funds, either through inadvertent overdraws or costs
deemed unallowable by the DOL, refer to the U.S Department of Health and
Human Services Payment Management System (HHS-PMS) Program Support
Center website on returning funds for instructions. The grantee’s verification of payment
must accompany the financial report.
Grant closeout training is available through the National Veterans’ Training Institute
(NVTI) . Grantees should expect DVETs to conduct a review of a grantee’s reported
expenditures and will provide technical assistance as needed.
The Office of Grants Management (OGM) will proceed with closeout once the
certification is completed and forwarded. For questions regarding closeout process,
contact the VETS Office of National Programs, Office of Grants and Training at
hvrp@dol.gov.
XVI. Additional Resources
The following resources may assist you with your application and award oversight:
A. The National Veterans’ Technical Assistance Center (NVTAC).
B. National Veterans’ Training Institute (NVTI) SD Training.
Attachment 1 Veterans’ Employment and Training Service 10
Revised December 2022

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U.S. Department of Labor Application
Stand Down Grant Guide
C. Homeless Court: Taking the Court To Stand Down, a Collaborative Effort to
Assist Homeless Veterans, Strengthen Communities and Maximize Court
Resources. Prepared by the American Bar Association Commission on
Homelessness and Poverty and the National Coalition for Homeless Veterans.
D. U.S. Interagency Council on Homelessness (USICH), Housing Solutions
Information
E. U.S. Department of Housing and Urban Development (HUD) Continuum of
Care Program information: The Continuum of Care (CoC) Program is designed
to promote communitywide commitment to the goal of ending homelessness;
provide funding for efforts by nonprofit providers, state, and local
governments to quickly rehouse homeless individuals and families. For
additional information regarding CoCs, please contact NVTAC.
F. U.S. Department of Housing and Urban Development-VA Supportive
Housing (HUD-VASH) Program
G. U.S. Department of Veterans Affairs programs, including:
1. U.S. Department of Veterans Affairs Homeless Veterans - Grant and
Per Diem Program: Provider Website
2. U.S. Department of Veterans Affairs Homeless Veterans - Veterans
Justice Outreach Program: The goal of the Veterans Justice Outreach
(VJO) program is to avoid the unnecessary criminalization of mental
illness and extended incarceration among Veterans by ensuring that
eligible, justice-involved veterans have timely access to Veterans
Health Administration (VHA) services, as clinically indicated. VJO
specialists provide direct outreach, assessment, and case management
for justice-involved Veterans in local courts and jails and liaison with
local justice system partners.
3. Supportive Services for Veteran Families (SSVF) housing services
4. Veteran Readiness and Employment (VR&E)
5. Homeless Veteran Community Employment Services (HVCES).
Attachment 1 Veterans’ Employment and Training Service 11
Revised December 2022

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VPL 01-23 Attachment 2 Stand Down Application Review and Post-Event Reporting Submission Checklist for DVETs and Grantees

Stand Down Grant Application and
Post-Event Report Submission Checklist
for DVETs and Grantees
VPL 01-23
Attachment #2
United State Department of Labor
Veterans’ Employment and Training Service

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Contents
STAND DOWN GRANT APPLICATION and POST-EVENT REPORTING SUBMISSION
CHECKLIST for DVETs and GRANTEES ................................................................................................. 3
Stand Down Application General Information ............................................................................3
Required Documents/Actions (Applicant submitting to the DVET) ...........................................3
Grantee Transmittal Memorandum ..............................................................................................4
Program Narrative Contents ........................................................................................................4
SF-424, Application for Federal Assistance ................................................................................5
SF-424A, Budget Information .....................................................................................................7
Budget Narrative Contents ...........................................................................................................8
STAND DOWN AFTER-ACTION REPORT (SDAAR) VETS-703 SUBMISSION: ................................ 9
Final FFR and Grant Closeout ...................................................................................................10
Attachment 2 2

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STAND DOWN GRANT APPLICATION and POST-EVENT REPORTING
SUBMISSION CHECKLIST for DVETs and GRANTEES
[This checklist is a suggested tool for internal use by applicants/grantees and DVETs. It is not
necessary to include with any SD applications or post-event reports.]
Stand Down Application General Information
Director, Veterans’ Employment and Name/Date/Amount/Comments
Training (DVET) and State:
Applicant Name: -
Date Stand Down (SD) Submitted to DVET: -
Date(s) of Event: -
Timely submission? -
(No later than 90 days from the event start
date):
Amount Requested: -
NOTE: Up to $7,000 for a single-day event
and up to $10,000 for a multi-day event.
Greater amounts, not to exceed $50,000, are
possible depending upon disaster/emergency
declaration scenarios/areas according to the
Stafford Act.
APPLICATION PROCESS:
Required Documents/Actions (Applicant submitting to the DVET)
Included with Stand Down application? Yes/No/Comments
Grantee Transmittal Memorandum (TM) -
Program Narrative (PN) -
SF-424 – Application for Federal Assistance -
SF-424A – Budget Information for Non- -
Construction Programs
Budget Narrative (BN) -
Current System for Award Management -
SAM/Unique Entity ID (UEI)
Applicants not registered for their SAM/UEI
will need to complete this process through
SAM.gov
Letter(s) of support from local American Job -
Center (AJC) or other supporting agencies
(highly encouraged but not required)
Attachment 2 1

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Grantee Transmittal Memorandum
Does the Letter of Memorandum (LOM) Yes/No/Comments
contain, at a minimum:
• A statement by the Authorized -
Representative (individual that signed
the SF-424) stating they are authorized
to enter into an agreement with the U.S.
Department of Labor (DOL)
• Amount requested for the SD
• Date(s) of the SD
• Any other information deemed relevant
to the application process and SD event
(Validated e-signature or handwritten
signature acceptable)
Program Narrative Contents
Does the PN contain the following? Yes/No/Comments
Description of the following five required -
services:
• Health screenings/examinations
• Housing/shelter referral
• Mental health services
• DOL employment and job training
assistance
• Veterans’ benefits counseling, ideally
provided by the U.S. Department of
Veterans Affairs
Description of suggested services: -
• Social and community services
• Legal advice and services
• Personal care/hygiene items or kits
• Clothing (cold weather, underwear, or
boots)
• Food (lunch/dinner/snacks/drinks)
Other
Does the PN describe: -
• The need for the SD event?
• The geographic area to be served?
• Data for the number of homeless
veterans in the area?
• Expected number of homeless male and
female veterans to be served?
Attachment 2 2

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Does the PN contain the following? Yes/No/Comments
• Expected number of other individuals to
be served?
Does the PN relay: -
• A description of services to be provided
to veterans experiencing homelessness,
in addition to the AJC services, to take
place at the SD event? See Veterans’
Program Letter (VPL) 01-23 section
V.A.2.
• A listing of activities that will take place
during the SD event?
Does the PN describe plans for -
accountability, such as:
• Description of how the grantee will
perform participant registration,
homeless verification, control access to
goods and services provided, food
consumed, and cost distribution of
allowable items?
• Description of how the SD event will
enhance employment and training
opportunities or promote the self-
sufficiency of homeless veterans?
SF-424, Application for Federal Assistance
SF-424, Application for Federal Assistance Yes/No/Comments
Is the SF-424 current (check expiration date)? -
Item 1: Is “Application” checked? -
Item 2: Is “New” checked? -
Item 3: The date the application was received -
by the DVET (entered by DVET, applicant
leaves blank)
Item 8: Are the items below filled out -
correctly?
a) Legal name
b) Employer/Taxpayer Identification
Number (EIN/TIN)
c) System for Award Management (SAM)
Unique Entity ID (UEI)
d) Address
e) Organizational unit (if applicable)
f) Name and contact information of person
to be contacted on matters involving this
application
Attachment 2 3

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SF-424, Application for Federal Assistance Yes/No/Comments
Item 9: Type of application – this will, most -
often, be code “M” for nonprofits with 501C3
IRS status.
Note: Refer to the form’s instructions for
additional options.
Item 10: Is “DOL/VETS” entered? -
Item 11: Is CFDA number “17.805” entered? -
Is CFDA Title “Homeless Veterans’
Reintegration Program” entered?
Item 12: Is Funding Opportunity Number -
“VPL 01-23” entered?
Is “SD Application and After-Action Report
Submission Guidance” entered?
Item 14: Areas affected – list here or -
attachment can be included with the SF-424
outlining the service delivery area
Item 15: Is a descriptive title of applicant’s -
project entered?
Item 16: Congressional Districts entered for: -
a) Applicant?
b) Program/Project?
Item 17: Proposed project [dates] -
a) Start date
b) End date
Note: Needs to match the dates in the PN.
Item 18: Estimated Funding -
a) Federal
Note: Do not include matching funds
TOTAL will automatically calculate.
Item 19: Is the appropriate selection made -
with items a, b, or c? Most often applicants
will select “c”.
Note: Refer to the form’s instructions for
additional options.
Item 20: If the applicant selects “Yes” they -
will need to provide an explanation as an
additional attachment or within their PN
Attachment 2 4

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SF-424, Application for Federal Assistance Yes/No/Comments
Item 21: Is the entire section filled out by the -
Authorized Representative and is “I AGREE”
marked?
Note: The Authorized Representative must
sign the SF-424 and sign the TM (validated e-
signatures or handwritten signatures are
acceptable)
SF-424A, Budget Information
Does the SF-424A contain: Yes/No/Comments
Do the totals in the SF-424A match the total -
in the SF-424 and BN?
Section A, Page 1 – Budget Summary: -
• Row 1(a): Is “SD” entered?
• Row 1(b): Is “17.805” entered?
• Row 1(c), (d), and (f): Are these left
blank?
• Row 1(e): Is the total federal award
requested entered?
• Note: Row 1(g) and Row 5(g) will auto-
calculate and should match the total
federal award requested on the SF-424
block 18 (a) and (g).
Section B, Page 2 – Budget Categories: -
• Do the Object Class Categories Item 6,
Row 1 (a) – (h) match the BN?
• Are any indirect charges listed in Item 6,
Row 1 (j)?
Note: Item 6, Row (i) will auto-calculate
Rows (a) – (h). Item 6, Row (k) will auto-
calculate Rows (i) and (j).
Section C, Page 3 – Non-Federal Resources: -
Do not utilize this section on the SF-424A
Section D, Page 3 – Forecasted Cash Needs: -
• Item 13: Are the total federal funds
requested entered in the federal fiscal
quarter during which the event will be
held?
• Item 14: Leave blank.
Note: For multiple-day events, this could be
more than one quarter.
Attachment 2 5

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Does the SF-424A contain: Yes/No/Comments
Note: Totals for 1st Year, Row 13(a) and Row -
15(a) and (b) will auto-calculate.
Section E – Budget Estimates of Federal -
Funds Needed for Balance of the Project:
• Item 16(a): Is SD entered?
• Item 16(b) First: Is the federal funds
request entered?
• Item 20(b)First: Is the total amount of
federal funds requested entered? This
should match the total federal award
requested on the SF-424 block 18 (a)
and (g)
Section F- Other Budget Information -
• Item 21: Is the total for direct charges
entered?
• Item 22: If there are Indirect Charges,
list amount here.
Note: Totals for Items 21 and 22 should
match the total in line 20 and the total federal
award requested on the SF-424 block 18 (a)
and (g).
Budget Narrative Contents
Does the BN address the following? Yes/No/Comments
Are costs proportional to the percentage of -
beneficiaries who are homeless veterans?
Are advertising costs capped at 20 percent? -
Note: If advertising costs are greater than 20
percent the applicant will be asked to
reevaluate and reallocate those funds.
Does the methodology behind cost estimates -
calculate correctly and match the SF-424 and
line items of the SF-424A?
Does the narrative reflect whether items will -
be purchased or rented?
Does the narrative reflect whether items will -
be used by veterans experiencing
homelessness versus event volunteers?
Are anticipated costs allowable? -
Note: SD funding is provided to support the
planned event only. Durable goods such as
Attachment 2 6

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Does the BN address the following? Yes/No/Comments
generators, tents, canopies, tables, chairs or
other items that might be reused by the
grantee may be rented but not purchased.
Are there any questionable costs the DVET -
should verify?
Is there a request approval for pre-award costs -
under 2 C.F.R. § 200.458?
The BN should clearly outline any fair share -
calculations. Refer to Attachment 1, Section
V, Budget Narrative.
If potential unallowable costs are identified – -
the applicant must provide added justification
for consideration or remove the planned
expenditure from the narrative.
STAND DOWN AFTER-ACTION REPORT (SDAAR) VETS-703 SUBMISSION:
Grantees must submit a SDAAR (VETS-703) to the GOTR no later than 30 days after the end
of the quarter during which the SD was held. Due dates are listed in the table below.
SD was held during the months of: Oct-Dec Jan-Mar Apr-Jun Jul-Sep
Report due to DVET NLT Jan 31 Apr 30 July 31 Oct 31
Note: If the due date falls on a weekend or holiday, the report is due on the last workday prior.
SDAAR Activities Yes/No/Comments
Complete the SDAAR – VETS-703 and send -
to the DVET by the due date.
If any anticipated services/activities were not -
provided as relayed in the SD application –
was an explanation provided on the SDAAR
VETS-703 outlining what prohibited those
services/activities from being provided?
Grantee certifies financial expenditures using -
the SF-425, Federal Financial Report (FFR),
within the PMS system and notifies the
DVET the certified report is ready to review
and accept.
Email SDAAR VETS-703 to the DVET and -
inform them the certified FFR is ready for
their review in PMS.
Attachment 2 7

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Final FFR and Grant Closeout
Grantees must use the Payment Management System (PMS) for financial reporting.
The final Standard Form (SF) 425 financial report is due no later than 120 days after the Period
of Performance (PoP) ends and must be submitted in the PMS system. DOL will contact the
authorized representative and the point of contact identified on the applicant’s SF-424 within
15 days prior to the end of the PoP with instructions for submitting the remainder of the
closeout package.
Additional closeout information is referenced in Attachment 1 in section XV.
CLOSE-OUT: Comments
Grantee completes final FFR in PMS and -
verifies that the totals in 10a, 10b, and 10g
match PMS, and ensures 10c and 10f reflect
$0.00?
Grantee certifies close-out FFR in PMS and -
notifies the DVET the FFR is ready for their
review.
DVET accepts certified closeout report. -
Grantee receives and completes close-out -
documents and follows the instructions from
the Office of Grants Management (OGM)
Note: Ensure grant numbers within the
documents and monetary totals are correct
and that signatures are present where
required.
Upon completion of the closeout documents -
and concurrence with the DVET, grantee
responds to OGM, via email, with relevant
closeout documents and Cc’s the DVET.
If a grantee must return funds, refer to -
U.S. Department of Health and Human
Services (HHS-PMS) Program Support
Center website on returning funds for
instructions.
Attachment 2 8

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VPL_01-23_Announcement_of_Stand_Down_Grants

U.S. Department of Labor Veterans’ Employment and Training Service
Washington, D.C. 20210
VETERANS’ PROGRAM LETTER NO. 01-23
TO: ALL STAND DOWN APPLICANTS AND GRANTEES
ALL VETERANS’ EMPLOYMENT AND TRAINING SERVICE STAFF
FROM: JAMES D. RODRIGUEZ, MA
Assistant Secretary
SUBJECT: Announcement of Stand Down Grants
I. Purpose:
To provide guidance to applicants on the submission of Stand Down (SD) grant applications
and to provide guidance to grantees on the post-event reporting process.
II. References:
A. 38 United States Code (U.S.C.) Section 2021, Homeless Veterans Reintegration
Programs
B. Title 2, Code of Federal Regulations (2 C.F.R.) Part 200, Uniform Administrative
Requirements
C. 2 C.F.R. Part 2900, Department of Labor (DOL)-Specific Uniform Administrative
Requirements, Cost Principles, and Audit Requirements for Federal Awards
D. Public Law 111-22, Division B, Homelessness Reform – Homeless Emergency
Assistance and Rapid Transition to Housing (HEARTH) Act
E. 38 U.S.C. Section 101(2): Definition of a Veteran
F. 42 U.S.C. Section 11302(a) and (b): General Definition of Homeless Individual
G. 2 C.F.R. § 200.344, Closeout
III. Rescission:
Veterans’ Program Letter (VPL) 02-18, Announcement of Stand Down Grants
IV. Background:
The Veterans’ Employment and Training Service (VETS) supports local SD events that assist
veterans experiencing homelessness by providing a wide variety of employment, social, and
health services. Stand Down is a military term referring to an opportunity to achieve a brief
respite from combat. Troops assemble in a base camp to receive new clothing, hot food,
support services, and a relative degree of safety before returning to combat action. A U.S.
Department of Labor’s (DOL) VETS-funded SD event serves a similar purpose; however, it
is intended for veterans experiencing or at-risk of homelessness.

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SD grantees partner with federal, state, tribal, and local entities and businesses, along with
veteran, community, social, and faith-based organizations to organize and hold SD events for
veterans experiencing or at risk of homelessness. The critical services provided at SD events
are often the catalyst that enables those individuals to reenter the workforce.
VETS awards SD grants up to $7,000 for one-day events and up to $10,000 for multi-day
events. In the event of a federal disaster declaration, VETS will accept applications up to
$50,000 to conduct SD events in the impacted areas. The following entities may apply for SD
grant funding:
A. Nonprofit organizations with or without 501(c)(3) status with the IRS
B. Small businesses, defined, for this purpose, as:
1. U.S. Territory or Possession.
2. Native American Tribally Designated Organization.
3. Faith-Based Organizations.
4. Other State and Local Government Agencies.
5. State and Local Workforce Development Boards (SWDBs/LWDBs
established under the Workforce Innovation and Opportunity Act (WIOA).
C. For profit organizations other than small businesses.
D. Federally recognized Native American tribal governments.
E. Native American tribal organizations other than those federally recognized.
F. Public housing authorities/Indian housing authorities.
G. State, county, city, township, or special district governments.
H. Private institutions of higher education.
I. Public and State controlled institutions of higher education.
Organizations registered with the Internal Revenue Service as 501(c)(4) entities are ineligible
to apply for this funding opportunity.
V. Stand Down Application Content:
The required content for SD application submissions is further defined in the attachments to
this VPL. Applications must describe:
A. How the applicant will conduct the SD grant and provide these five required services
to veterans experiencing or at risk of homelessness on the day(s) of the event:
1. Health screenings/examinations.
2. Housing/shelter referral.
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3. Mental health services.
4. DOL employment and job training assistance.
a. Applicants must coordinate with their local American Job Center (AJC)
for employment and training services.
b. Services can be provided by AJC employment specialist(s), ideally a
Disabled Veteran Outreach Program (DVOP) specialist, when available,
to actively participate and provide employment services at the SD event.
5. Veterans’ benefit counseling, ideally provided by the U.S. Department of
Veterans Affairs.
B. If the applicant will provide other suggested goods or services to veterans experiencing
and at risk of homelessness on the day(s) of the event such as:
1. Social and community services.
2. Legal advice and services.
3. Personal care/hygiene services such as showers, haircuts, etc.
4. Clothing (cold weather, underwear, boots, etc.).
5. Outdoor gear for individual use (backpacks, tents, sleeping bags).
6. Food (lunch/dinner/snacks/drinks).
7. Other goods or services.
C. The need for the event by outlining:
1. The importance of the event based on current local circumstances.
2. A description of the geographic area to be served.
3. The most recent data for sheltered and unsheltered veterans experiencing
homelessness referenced from local, state, or national sources. Applications
must cite data source and date referenced.
4. The expected number of male and female veterans experiencing or at risk of
homelessness to be served at the event.
5. The expected number of non-veteran/or non-homeless participants the event
anticipates serving, if any.
D. The services and activities planned during the event.
E. How the applicant will maintain accountability of SD funds, and goods and services,
by outlining:
1. The participant registration process, homelessness verification, controlled
access to goods and services provided, food consumed, and cost distribution of
allowable items (if applicable).
2. How the SD event will enhance employment and training opportunities, or
promote the self-sufficiency, of veterans experiencing or at risk of homelessness.
3

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VI. Stand Down Post-Event Reporting:
The timing and required content for SD post-event reports are further defined in the
attachments to this VPL.
1. The VETS Stand Down After-Action Report (SDAAR) using the VETS-703 form.
Any activities not provided must be addressed on the SDAAR.
2. The grantee’s financial expenditures using the Federal Financial Report SF-425,
which is to be completed in the Payment Management System.
VII. Actions Required:
Applications may be submitted at any time, but awards are contingent upon the availability
of funds. All applications must be submitted to the appropriate State Director for Veterans’
Employment and Training Service (DVET) no less than 90 days prior to the event. The
contact information for your state’s DVET is located on the VETS website.
Applicants and DVETs must follow the process outlined in Attachment 1, the Stand Down
Application Review and Post-Event Reporting Submission Guide. Applicants are strongly
encouraged to share their draft applications with the DVET in an editable format (i.e.,
Microsoft Word) prior to submitting a final application. This informal step will allow for
DVETs to provide technical assistance and feedback which may expedite the approval process.
The use of Attachment 2, Stand Down Application Review and Post-Event Reporting
Submission Checklist for DVETs and Grantees, is also strongly encouraged. It provides
detailed information on required elements for each step of the application and post-event
reporting process.
VIII. Inquiries:
Questions regarding this guidance should be referred to your state’s DVET.
IX. Effective Date:
This guidance is effective as of the date of this publication.
X. Expiration Date:
This VPL will be reviewed for relevance on or before September 30, 2025. It shall remain in
effect until rescinded or superseded.
XI. Attachments:
Attachment 1: Stand Down Application Review and Post-Event Reporting Submission Guide
Attachment 2: Stand Down Application Review and Post-Event Reporting Submission
Checklist for DVETs and Grantees
4