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<br />Page | 12 <br />(DSHS) so homeless housing grantees can access the Benefits Verification System (BVS) to confirm HEN <br />program eligibility. The BVS can also be used to confirm benefits and financial eligibility for homeless <br />housing programs. <br /> <br />Lead grantees manage BVS User access for their staff and subgrantees. Upon approval by Commerce, <br />lead grantees may also appoint another agency as the BVS lead for their county. <br /> <br />BVS leads are responsible for the following: <br /> Review User requests to confirm requesting agency is a subgrantee and staff have a business <br />need to access the BVS system. <br /> Confirm that each User request includes a signed DSHS Non-Disclosure form. <br /> Retain all signed DSHS Non-Disclosure forms. <br /> Maintain an Excel spreadsheet identifying current and past BVS Users. Spreadsheet must be in <br />format designated by Commerce. <br /> Report to Commerce within one business day when User no longer require access to BVS. <br /> Provide access to DSHS Non-Disclosure forms and User spreadsheet for inspection within one <br />business day of request by Commerce or DSHS. <br /> <br />BVS leads are also responsible for the following, annually: <br /> Require Users to re-sign DSHS Non-Disclosure form. <br /> Review BVS User spreadsheet for accuracy and notify Commerce of any changes. <br /> Notify Commerce via email upon completion of annual requirements . <br />2.2 Grant Management <br /> Changes to Guidelines <br />Commerce may revise the guidelines at any time. All lead grantees will be sent revised copies. Lead <br />grantees are responsible for sending revisions to subgrantees in a timely manner. <br /> Commerce Monitoring <br />Commerce will monitor lead grantees’ grant activities, including coordinated entry. Lead grantees will <br />be given a minimum of 30 days’ notice unless there are special circumstances that require immediate <br />attention. The notice will specify the monitoring components. <br /> Subgrantee Requirements <br />The Grant General Terms & Conditions Section 32 or 15 identifies subgrantee requirements. In <br />addition, all subgrantee agreements must be time-limited and have defined roles and responsibilities <br />for each party, detailed budgets and performance terms. Commerce reserves the right to directly <br />contact subgrantees at any time for data quality, monitoring, fiscal and other issues. <br /> <br />Lead grantees may enter into an agreement with any other local government, Council of Governments, <br />Housing Authority, Community Action Agency, nonprofit community or neighborhood -based <br />organization, federally recognized Indian tribe in the state of Washington, or regional or statewide <br />nonprofit housing assistance organizations who operate programs to end homelessness within a <br />defined service area. <br /> <br />Lead grantees must provide Commerce with copies of subgrant agreements (upon request) and notify <br />Commerce if subgrants are terminated during the grant period.