Appendix F. Timeliness Requirements, continued Chapter Topic Section Description of Timeliness Measure and Page Number (7) The Compliance (6) Reviewing (c) Timeliness of The AVO/VO must review and approve Inspection and VA Form CIR Review the CIR within 5 business days of when Review of the CIR was uploaded by the Agent or Compliance Compliance Compliance Inspector (CI). When the Inspection Reports Inspection final CIR from the CI is received and (CIR) Report approved, indicating that all SAH or SHA related construction is satisfactorily complete, the SAH Agent must complete the Final Field Review (FFR) within 10 business days (7-9). (8) Escrows, Escrow (1) Escrow and (d) When the Escrows are not required if funds are to be Agents, and the When Escrow Escrow Account is released immediately or within 10 Authorization of is Required not Required business days after receipt of the grant Funds check (8-3). To provide expectations for all parties (8) Escrows, Escrow (4) (c) How to Agents, and the Authorization Authorize the Fund involved in the construction and avoid Authorization of to Disburse Release and potential delays, the escrow release Funds Funds When Timeliness letter must be created within 3 business VA is not the Requirements days of the AVO/VO approving the Escrow Agent CIR (8-9). The SAH Agent must communicate the (10) SAH Agent (3) Following (b) Follow-Up Final Field Review Up With the Procedure results of the FFR to the Veteran, builder, Veteran, and CI within 3 business days of Builder, and CI completion and approval. (11-4) (11) (3) (a) When to Perform The final accounting must be completed Accounting Requirements and certified (and the case closed) no later for Closing than 75 business days after the final Final escrow close-out documentation has been Accounting received (11-6). Close the grant when the family/estate (12) Death Cases (3) Processing (e) Documenting the Death Cases Next of Kin Contact does not reply to the Next of Kin (NOK) when and Closing File For letter for 90 days (from the date the NOK Outstanding Lack of Response or letter was sent) (12-4). Expenses were No Expenses Claimed Claimed
Appendix F. Timeliness Requirements, continued Chapter Topic Section Description of Timeliness Measure and Page Number (7) The Compliance Inspection and Review of Compliance Inspection Reports (CIR) (6) Reviewing VA Form Compliance Inspection Report (c) Timeliness of CIR Review The AVO/VO must review and approve the CIR within 5 business days of when the CIR was uploaded by the Agent or Compliance Inspector (CI). When the final CIR from the CI is received and approved, indicating that all SAH or SHA related construction is satisfactorily complete, the SAH Agent must complete the Final Field Review (FFR) within 10 business days (7-9). (8) Escrows, Escrow Agents, and the Authorization of Funds (1) Escrow and When Escrow is Required (d) When the Escrow Account is not Required Escrows are not required if funds are to be released immediately or within 10 business days after receipt of the grant check (8-3). (8) Escrows, Escrow Agents, and the Authorization of Funds (4) Authorization to Disburse Funds When VA is not the Escrow Agent (c) How to Authorize the Fund Release and Timeliness Requirements To provide expectations for all parties involved in the construction and avoid potential delays, the escrow release letter must be created within 3 business days of the AVO/VO approving the CIR (8-9). (10) SAH Agent Final Field Review (3) Following Up With the Veteran, Builder, and CI (b) Follow-Up Procedure The SAH Agent must communicate the results of the FFR to the Veteran, builder, and CI within 3 business days of completion and approval. (11-4) (11) Accounting (3) Requirements for Closing Final Accounting (a) When to Perform The final accounting must be completed and certified (and the case closed) no later than 75 business days after the final escrow close-out documentation has been received (11-6). (12) Death Cases (3) Processing Death Cases when Outstanding Expenses were Claimed (e) Documenting the Next of Kin Contact and Closing File For Lack of Response or No Expenses Claimed Close the grant when the family/estate does not reply to the Next of Kin (NOK) letter for 90 days (from the date the NOK letter was sent) (12-4).