Frequently Asked Questions - Honor Guard Grant Program

Q1: Who is eligible to apply for the Honor Guard Grant Program? 

A1: Veteran service organizations (VSOs) registered with the Secretary of State and who meet the criteria outlined in Section 3 of the manual are eligible to apply. 

Q2: Can we apply for multiple grants in one fiscal year? 

A2: Organizations can submit multiple applications, but the total maximum liability per organization is $7,500.

Q3: What is the grant application, and is it mandatory? 

A3: The grant application is a crucial document that formally initiates your organization's request for grant funds. It is mandatory for funding as it provides TDVS with essential information about your organization, including its name, contact details, the scope of honor guard activities, and the estimated amount of funding required. This application is the basis for eligibility assessment and subsequent contract execution.

Q4: Do we need to be set up as a vendor in Edison before applying? 

A4: Vendor setup in Edison is required before you can receive reimbursements. This should be completed after your grant application approval and before the grant period starts. 

Q5: What if our organization is not a § 501(c)(19)? 

A5: Only organizations that are § 501(c)(19) or federally chartered veteran service corporations are eligible. Refer to Section 3 for complete eligibility criteria. 

Q6: How are grant recipients selected? 

A6: All applications go through a review process by TDVS. Awards are subject to available funds and are at the discretion of TDVS. 

Q7: How will we know if our application is approved or rejected? 

A7: You will be notified via the contact information provided in your application. 

Q8: Can we appeal if our application is rejected? 

A8: The guidelines for appeals are outlined in the 'Conflict Resolution' section 8 of the manual. 

Q9: Are there penalties for late submissions for applications or required documentation? 

A9: Late submissions may not be considered for grant awards or reimbursements. It's essential to adhere to the timelines specified in the manual.

Q10: What are the funding limits per organization? 

A10: The total allocation cap is $7,500, with sub-limits for training, transportation, food, and equipment expenses. Refer to Section 6.1 of the manual for specific caps. 

Q11: What documents are needed for reimbursement? 

A11: Original itemized receipts or invoices, service agreements or contracts, and photographic or video proof, if applicable. More details can be found in Section 6.3 of the manual. 

Q12: Can funds be used for administrative or overhead costs? 

A12: No, the grant funds are strictly for offsetting expenses related to providing honor guard burial details. These include costs for training, transportation, food, equipment, and supplies. 

Q13: How do we calculate transportation and food costs for reimbursement? 

A13: Transportation costs are reimbursed based on the federal allowance rates. Ensure your organization's address is registered correctly with the IRS and Secretary of State, as these rates will be calculated based on that address. Food and travel costs are covered under the per diem of $50 per individual.

Q14: What forms of proof are acceptable for reimbursement? 

A14: Original itemized receipts or invoices, service agreements or contracts, and photographic or video proof, if applicable, are required for reimbursement. 

Q15: What happens if we use only some of the grant funds? 

A15: All grant funds should be used for expenses directly incurred in performing honor guard services or related training. This grant is on a first come first serve basis of up to $7,500 per grantee.

Q16: Are there any restrictions on the equipment and supplies that can be purchased? 

A16: Equipment and supplies must be directly related to the honor guard services. For a detailed list, refer to Section 6.1 of the manual. 

Q18: Are there any reporting requirements? 

A18: Yes, monthly status reports are required. Additional details are in Section 7.3 of the grant manual. 

Q19: What are the consequences of non-compliance? 

A19: Non-compliance with the grant's terms and conditions may result in termination of the grant, return of disbursed funds, and exclusion from future grant cycles. 

Q20: How do we report our grant usage? 

A20: Monthly status reports are required under Monitoring and Controlling, as Section 7.3 of the manual outlines. 

Q21: How often are compliance checks conducted? 

A21: Compliance checks are conducted randomly by TDVS. 

Q22: How long does it take to process a reimbursement? 

A22: The standard processing time is 30 business days.

Q23: What happens if we encounter issues or conflicts during the grant period? 

A23: For conflicts or challenges, consult the Tennessee Department of Veterans Services Commissioner for resolution as outlined in Section 9 of the grant manual. 

Q24: How do we know if we've been selected for a financial audit?

A24: You will be notified by the Tennessee Comptroller if your organization is selected for an audit. Audits are performed by the Comptroller’s audit team, as explained in Section 7.2 of the grant manual. 

Q25: What happens if laws or regulations change? 

A25: Amendments to the manual will be made as necessary to comply with new laws or regulations. Stakeholders will be notified as outlined in Section 10 of the grant manual. 

Q26: Who do we contact for more information? 

A26: For any questions or clarifications, please get in touch with HGGP staff. The official contact email is TN.Veterans@tn.gov, as specified in the grant manual. 

Q27: What's the process for amendments to the grant, such as budget changes? 

A27: For any amendments, consult the grant manual's 'Amendments and Updates' section (Section 10) for the proper procedure and notification requirements. 

Q28: Can one organization apply for multiple grants? 

A28: An organization can submit reimbursement requests once per month, but the total allocation cap per organization per fiscal year is $7,500. 

Q29: Who can we contact for technical issues during the application process? 

A29: For any technical issues, contact HGGP staff email at TN.Veterans@tn.gov. 

Q30: What should we do if there are changes in our organization's contact information? 

A30: Any changes in contact information should be promptly updated in the Edison system and communicated to TDVS.