SENIOR COMMUNITY SERVICE EMPLOYMENT PROGRAM
Instructions for Completion of the Grant Application Package
I. Introduction to the Grant Application Package
II. Technical Proposal Instructions
III. Budget Information Instructions
IV. Standard Forms SF-424 and SF-424A
V. Assurances and Certifications
VI. General Special Clauses
VII. Authorized Positions and Funding
VIII. Federal Contacts for State Grantees
Employment and Training Administration
United States Department of Labor
Division of Older Worker Programs
INTRODUCTION TO THE GRANT APPLICATION PACKAGE
In this section we describe the basic instructions and procedures for preparing an application for the State SCSEP grants for Program Year (PY) 2003 (beginning July 1, 2003). The required components of a complete grant package are as follows:
(1) A Project Narrative or Technical Proposal
(2) An Application for Federal Assistance, Standard Form (SF) 424
(1originaland 2 signed copies)
(3) A Budget (the SF-424A form), with a Detailed Budget Breakout
(4) Assurances and Certifications
(5) Special Conditions and Clauses
(a) Recent Audit Report
(b) Corrective Action Plan (if applicable)
Submission Requirements for all SCSEP Applicants
except those Covered by a Unified State Plan:
Submit Standard Form (SF) 424 Only
The State-Designated Single Point of Contact (SPOC). It is advisable to check with the SPOC before sending the SF-424. Some States do not require clearance of SCSEP projects, while others may require multiple copies.
Submit Complete Grant Application
State Agencies on Aging. Applicants that are not State Agencies on Aging (SAoAs) must submit a copy of the grant application to their SAoA. Comments from the SAoA on the grant application should be sent to the applicant and to DOWP prior to July 1. This requirement for consultation is intended to foster cooperation, coordination, and exchange of information.
Area Agencies on Aging. Applicants planning to operate a project in the service area of an Area Agency on Aging (AAoA) must provide the appropriate AAoA with a copy of their grant application. Comments from the AAoA should be provided to the applicant, and the applicant should send a copy to DOWP.
The Division of Older Worker Programs. Applicants must submit a completed and signed grant application package, including copies of any comments received, to DOWP by the date specified in the announcement.
Submission Reqirements for SCSEP Applicants covered by a Unified State Plan
Applicantscovered by a Unified State Plan must modify any such agreement to include the requirements detailed in this grant package.
Technical Proposal and Budget
There are two main parts to the completed application - a project narrative and a proposed project budget:
Part I. Project Narrative. The Project Narrative outlines the applicant's Technical Proposal. In this part, the applicant describes the objectives and needs that the proposed project will meet; the results and benefits expected; the program approach; the geographic areas to be served; and the administrative mechanisms to be used. The SCSEP Project Narrative must be prepared and the program operated in accordance with Title V of the Older Americans Act, the SCSEP Regulations at 20 CFR Part 641 and the administrative guidance provided in Older Worker Bulletins.
Part II. Proposed Project Budget. The budget should be prepared using the SF-424A. Other formats which contain the same information are also acceptable. In addition, all applicants must include a detailed budget breakout with their grant application packages. Administrative costs are limited to 13.5 per cent under the 2000 Amendments to the Older Americans Act at section 502(c)(3). The limit may be raised to 15 per cent of the Federal share if it can be justified. Such requests should be based on the legislative provisions of the 2000 Amendments to the Older Americans Act as delineated atsection 502(c)(3).
Detailed requirements for completing Parts I and II of the grant application are presented in Attachments II and III below.
TECHNICAL PROPOSAL INSTRUCTIONS
This Attachment II contains detailed instructions for the completion of a project narrative. PLEASE READ EACH SECTION OF THE NARRATIVE INSTRUCTIONS CAREFULLY.
NOTE: New Federal regulations are being developed to implement the 2000 Amendments to the Older Americans Act. When final, they may change reporting and/or other requirements. Applicants must abide by the requirements that are in place at the time the grants are awarded. Note, however, that the requirements, including the regulations, may be revised during the grant period. Grantees will be responsible for adhering to any revisions that go into effect during the grant period, including, but not limited to, final regulations.
The text of the project narrative should be double-spaced with one-inch margins at the top, bottom, right and left sides. Pages should be numbered. The use of graphs, maps and tables is permitted. In addition to using the required section headings, applicants are encouraged to use brief topic headings for paragraphs in the text.
The title, "PART I - PROJECT NARRATIVE" should be centered and the section headings and subheadings should be entered at the left-hand margin.
Number all narrative pages and properly label attachments or enclosures.
Content guidelines for the project narrative are discussed in the following five sections. The content must be concise and relevant. Avoid direct reiteration of statutory or regulatory requirements. The grant application must provide an explanation of the proposed project.
Section 1 - State Senior Employment Services Coordination Plan
Applicants must describe briefly how this grant application supports the State Senior Services Coordination Plan. (See Section 503, Title V of the OAA, amended in 2000.)
Section 2 - Technical Approach
This section requires information about the operations of the proposed project and the methods and procedures the applicant will use to implement them. This section must consist of three subsections, each is discussed separately below.
A. Plan of Action. Provide a description of each project function or activity. Applicants must provide adequate descriptions for the reviewer to ascertain how the applicant will implement the project. The following activities must be discussed separately:
(1)Recruitment and selection of participants. Indicate the methods and resources that will be used to recruit project participants. Indicate how eligibility will be determined and documented. Please read the following guidelines carefully.
According to section 516(2) of the OAA, only those individuals who are at least 55 years of age and a member of a family with an income 125 per cent or less of the poverty guidelines are eligible to receive SCSEP services. Priority is to be given to "minority, limited English-speaking, and Indian eligible individuals, and eligible individuals who have the greatest economic need, at least in proportion to their numbers in the State and take into consideration their rates of poverty and unemployment," and to persons who are over the age of 60.
In addition, the Jobs for Veterans Act of November 2002 established priority for veterans in all Department of Labor "qualified" job training programs. As defined at section 2(a)(2)(C) of the JVA, which amends 38 U.S.C. 4215, SCSEP meets the qualifying criteria as a "program or service that is a workforce development program targeted to specific groups." Persons covered by this requirement are defined at section 2(a)(1) of the statute 38 U.S.C. 4215(a)(1) as follows:
- A veteran
- The spouse of any of the following individuals:
- Any veteran who died of a service-connected disability
- Any member of the Armed Forces on active duty, who has been listed for a total of more than 90 days as missing in action, captured in the line of duty by a hostile force, or forcibly detained by a foreign government or power
- Any veteran who has a total disability resulting from a service-connected disability
- Any veteran who died while a disability so evaluated was in existence
The veterans' priority requirements must also be integrated with the special consideration preferences delineated at section 502(b)(1)(M) of the OAA. These preferences apply, to the extent feasible, to the following individuals: (1) those who have incomes below the poverty level; (2) those who have poor employment prospects; and (3) those who have the greatest social and/or economic need and who are eligible minorities, limited English speakers, or Indians. In applying these preferences, grantees are not expected to find such participants; but rather when faced with enrolling several individuals, preference should be given to the individual with these characteristics. If no individual possesses the preference characteristics, then the enrollment must still be based on the age and veteran priorities.
We offer the following examples to demonstrate the practical application of the requirements of both statutes. The examples are divided by age group, in descending order of priority:
- Eligible Individuals Age 60 or Older:
- Veterans and qualified spouses who meet the special consideration criteria (if feasible)
- Veterans and qualified spouses who do not meet the special consideration criteria
- Non-veterans who meet the special consideration criteria (if feasible)
- Non-veterans who do not meet the special consideration criteria
- Eligible Individuals Ages 55-59:
- Veterans and qualified spouses who meet the special consideration criteria (if feasible)
- Veterans and qualified spouses who do not meet the special consideration criteria
- Non-veterans who meet the special consideration criteria (if feasible)
- Non-veterans who do not meet the special consideration criteria.
(2)Continued Eligibility for Enrollment in the SCSEP. All sponsors are required to recertify the income of each participant at least once each program year. Indicate the schedule for certifying participants and action, if any, to be taken on behalf of those found to be ineligible. Indicate where eligibility records will be maintained. See OW Bulletins 95-5 and 96-5. (Bulletin 98-31 will be rescinded.) Please note that the $500 income exclusion is not permitted under the 2000 Amendments.
(3) Physical Examinations. Describe the arrangements that will be made to offer initial physical examinations and annual physical examinations to participants. These examinations are a service to participants -- a fringe benefit of participation -- and are not to be used as an eligibility criterion. Providing the results of the examination to the grantee is optional for the participant. If provided, they should not be included in the participant file. They should be maintained in a secure file to maintain confidentiality. Participants are not required to have an examination, but there should be documentation of an offer to provide an examination. If through their own efforts participants obtain a medical examination or if they have just had one, this will meet the intent of the requirement. Grantees are required to offer annual physical examinations to participants. If a participant waives the exam this fact should be documented. Please see OW Bulletin No. 97-34 for more details.
(4) Orientation. Describe participant and host agency orientation procedures. The description should include mention of participant and agency responsibilities, permissible political activities, grievance procedures, etc.
(5) Assessment. Describe procedures for assessing the job aptitudes, job readiness, and job preferences of participants, as well as their potential for transition into unsubsidized employment. Training and supportive service needs of participants should also be addressed as part of this assessment, which must be administered upon enrollment and at least once each year thereafter. The assessment must also be considered in the formation of each participant's Individual Employment Program (IEP).
(6) Individual Employability Plan (IEP). Describe how the assessment will be used to develop the participant's IEP - a plan that includes an employment goal and an appropriate reasonable sequence of services for the participant based on the assessment. The participant must be an active partner in the development of the IEP. The IEP should be reviewed and updated at least once every 12-month period. More successful projects generally update the IEP more frequently - i.e., on a continuing or as-needed basis.
(7) Placement into Subsidized Employment. Describe how participants will be placed into subsidized employment. Include such factors as:
(a) Types of community service activities that will be emphasized in assigning participants to subsidized jobs and how they were chosen
(b) Methods used to match participants with subsidized jobs
(c) Extent to which participants will be placed in work assignments involving the administration of the project itself
(d) Types of host agencies to be used and the procedures and criteria for selecting work assignments
(e) Average number of hours in participant work weeks
(f) Average participant wage rate
(g) Participant fringe benefits (if offered)
(h) Procedures for assuring participants are given adequate work site supervision.
(8) Training during community service employment and for other employment. Describe the training that will be provided to participants. Training must be related to the participant assessment and to the IEP. It may be related to the SCSEP job duties, or it may be developmental (i.e., the skills developed will enhance the participant's unsubsidized employment opportunities). Grantees are reminded that, without a waiver, the number of paid hours of allowable training is limited to 500 hours.
Under the 2000 Amendments to the Older Americans Act, 502(e) private sector set-a-side is no longer authorized from general SCSEP funds, and grantees are not permitted to use their community service funding for these private sector projects. In order to compensate, grantees should consider other ways to provide participant training. Creative approaches to participant training can be accomplished within the regulatory requirements. Classroom training, lectures, seminars and individual instruction singularly and in combination with other activities are allowable. Job search and job club activities are allowable in combination with other activities. Although the availability of SCSEP training funds is limited because of limitations on the basic cost categories, at least 10% of the Federal SCSEP funding can be used for training.
NOTE: A separate Older Worker Bulletin on creative training is being developed and will be released soon.
(9) Supportive services. Describe the supportive services - designed to help participants get and keep an unsubsidized job - that will be provided to participants. Identify the source(s) of these services.
(10) Participant transportation. If applicable, describe the arrangements that will be made to provide transportation assistance to participants. Define the reimbursement rate for transportation. (Transportation expenditures should be for the purpose of providing a benefit to participants; they are not to be used to support other programs or services.)
(11) Placement into unsubsidized employment. Describe the steps that will be taken to move or place participants into unsubsidized employment. Include the cooperative measures that will be taken with the Workforce Investment Act and One-Stop career centers. Under the current regulations, follow-up is required at 30-, 90-, and 180-day (6-month) intervals in order to satisfy program standards. Please tell us how this follow-up will be done and who will do it. Grantees that were unable to place the number of participants that equals at least 20 per cent of their annual authorized positions into unsubsidized employment in the prior year (2002) must submit a plan of action for addressing the goal in the forthcoming year, which will be made part of the special clauses for such grantee. If an applicant has already exceeded the goal for the current year, a corrective action plan is not required.
(12) Maximum Duration of Enrollment. Maximum duration of enrollment is an optional provision of the regulations and, as such, sponsors may elect not to exercise this option. For those grantees who wish to exercise this option, please refer to OW Bulletin No. 96-12. Describe the efforts taken to ensure that this option is applied equitably and uniformly. What will be the specified time limitation under this option? Describe efforts to ensure that participant rights are safeguarded.
(13) Individual Employability Plan-Related Terminations. Termination of a participant based on his/her IEP is an optional provision of the regulations. Because of that, grantees may elect not to exercise this option. For those grantees wishing to exercise this option, please refer to OW Bulletin No. 96-11. Describe efforts to provide adequate notification of this option to participants. Indicate the relationship between this option and the IEP. Describe efforts to ensure that this policy is applied equitably and uniformly. Define the kinds of referrals and numberthat must be refused in order to implement the IEP-related termination. Indicate situations that would exempt the participant from this policy. Describe how the grievance procedures will be related to the IEP related terminations, including corrective action letters and documentation.
(14)Participant Complaint Resolution. Describe fully the system of due process that will be used in cases where an adverse action is contemplated against a participant or in cases where an applicant for enrollment wishes to dispute an unfavorable determination of eligibility. Attach an example of the written explanation of the due process system that is given to each participant.
(15) Over-Enrollment. Describe the utilization of participants when there is over-enrollment, and the anticipated number of participants that could be employed above the number of authorized positions. Describe how participants will be notified of their short-term status, and how the short-term status of participants will be identified in participant records. Because of possible changes in national grantees, it is conceivable that some temporary participants will lose their SCSEP positions. Because of that, state grantees are encouraged to enroll such participants if they have the capability to do so.
(16) Maintenance of Effort. Describe steps to be taken to ensure compliance with the Maintenance of Effort provision. The maintenance strategy "will result in an increase in employment opportunities which would otherwise be available; will not result in the displacement of currently employed workers (including partial displacement, such as a reduction in the hours of non-overtime work or wages or employment benefits; and will not impair existing contracts or result in the substitution of Federal funds for other funds in connection with work that would otherwise be performed; will not employ or continue to employ any eligible individual to perform work the same or substantially the same as that performed by any other person who is on layoff." See OAA Amendments Sections 502 (b)(1)(F) and 501(b)(1)(G).
B. Performance Goals. Specify:
(1) The number of authorized community service employment positions under the program
(2) The number of unsubsidized placements to achieve at least a 20% rate during the funding period
(3) The number of participants to be served during the program year
The Department will negotiate the performance goals to be achieved by grantees during the program year. The goals and their results will be posted on the SCSEP website.
As a result of the new regulations, we anticipate that new performance measures will become effective beginning in Program Year 2004. Grantees will be advised of changes and will be asked to collect data on additional performance measures during the PY 2003 grant period. The addition of new performance measures will impact the collection of information and the use of staff resources, both in terms of program operations and data collection. Implementation of new measures will result in the need to train states and subgrantees. Please be advised that ETA plans to provide some software system assistance to smooth the transition to new reporting requirements.
C. New Performance Standards. Describe plans for implementing the new performance standards and new reporting requirements in PY 2004. Describe how existing staff resources will be augmented to meet the increased data collection and reporting needs.
D. Equitable Distribution. Section 508 of the 2000 Amendments to the OAA provides that States must submit an Equitable Distribution Report at the beginning of each fiscal year, or October 1 of each year. The report must include the names and geographic locations of all projects assisted under this program and are carried out in the State. It must also indicate funding amount allocated to each project.
According to section 508 of the 2000 Amendments to the OAA, Equitable Distribution Reports are due at the beginning of each fiscal year, or October 1. Although States are required to submit an Equitable Distribution report by October 1, 2003, we encourage States to begin using the data as soon as available and to work with the national grantees that will be providing services in their States beginning on July 1, 2003. As a result, describe current slot imbalances and the steps your organization is proposing to correct such inequities in conjunction with other selected SCSEP grantees. (Please see OWB 03-03.)
NOTE: We are working with the Census Bureau to obtain 2000 Census data for a variety of demographic factors cited in the 2000 Amendments to the OAA. We are hopeful that the county-by-county distribution information of persons age 55 and over with incomes below 125 per cent of the poverty level will be available for grantee use by June. At that time, this information must be used to develop new equitable distribution reports and determine what will be the impact on the State Senior Employment Coordination Plans. While it may be too late for grantees to incorporate the new information into their PY 2003 grant applications, they are encouraged to describe any plans they have to accommodate the new information and the impact it may have on the distribution of positions in their states.
Section 3 - Geographic Areas to be Served
List the cities and counties where the project and its subprojects will be conducted. Include the number of SCSEP authorized positions to be established in each jurisdiction. For those applicants with a project located in a city but also serving surrounding counties (or other jurisdictions), the authorized positions for the surrounding counties/jurisdictions should be listed as well. Please indicate where authorized positions have been changed from the prior year.
Section 4 - Program Administration
A. Organizational Structure. Describe the organizational structure of the project, including an explanation of the mission and function of each unit connected with the project.
B. Subproject Management. In completing this section grantees need not provide specific information on their subgrantees or contractors. The Department is interested only in general procedures and practices utilized by the grantee to manage and select their subproject operators. Grantees must describe how they will assure that subgrantees, affiliates, contractors, or other entities receive adequate resources to effectively operate local projects. (See OAA Section 502(b)(1)( R).
C. Training of Subproject (Local) Staff. Describe the training that will be provided to increase the skills, knowledge, and abilities of local staff. Where applicable include a description of the proposed staff training with dates, content, and potential participants.
D. Project Monitoring. Explain the methods and procedures to be used to monitor and evaluate project activities, subgrantees, and contractors to determine whether the project is being administered in accordance with Federal guidelines and regulations and whether project goals and timetables are being met. Respond to the following issues:
(1) Frequency of monitoring/evaluation visits to local projects
(2) Person(s) responsible for monitoring and evaluation
(3) Criteria used to monitor and evaluate project activities
(4) Methods for prescribing remedial action when necessary
(5) Follow-up procedures to ensure that any identified problem has been remedied
(6) Validation of sub-project reports
In general, local projects should be monitored no less than once each grant period. All written monitoring reports and subsequent follow-up actions must be made a part of the permanent files.
E. Financial Monitoring. Describe how the financial management system of local subprojects will be monitored. The following issues should be addressed:
(1) Person(s) responsible for monitoring subgrantee expenditures
(2) Frequency of monitoring of expenditures
(3) Follow-up procedures to be used
(4) Validation of financial reports
All written monitoring reports and subsequent follow-up actions must be made a part of the permanent files.
F. Audits. Describe audit coverage including plans to audit local projects as well as plans to audit the headquarters activities. To the extent feasible, provide dates, possible audit firms and selection procedures for future audits. Provide specific references to the most recent audit. Include the name of the audit firm and the date, and attach a copy.
Section 5. Contingency Plan for Participants:
Grantees should describe how on-board participants will be transferred to new grantees if a grantee loses all or some of its positions. Such losses may occur if there are position reductions resulting from competition, swaps, new Census data, or reductions in funding. In this section, please address the following issues:
(1) How and when the participants will be notified
(2) Records, if appropriate, that will be turned over to the new grantee
(3) Efforts to place program participants into other employment and training opportunities
(4) Services that will be provided to ease the transition
(5) How final payroll payments will be made
By accepting this grant, the grantee agrees to carry out the transition plan, should that be necessary.
BUDGET INFORMATION INSTRUCTIONS
Part 2 of the proposal should be titled "PART II - PROPOSED PROJECT BUDGET." The applicant must prepare the proposed budget using Standard Form 424A (available in MS Word format at www.wdsc.doleta.gov/seniors/other_docs/SF424a.doc) or a comparable format.
Sections A, B, C, and D of the Budget Information Form should include budget estimates for the entire grant period. In Sections A and B require information on the four basic grant functional areas: (1) Administration; (2) Local Administration; (3) Participant Wages and Fringe Benefits; and (4) Other Participant Costs. Costs attributable to these functional areas are described in the regulations (also see OW Bulletin No. 97-26). Applicants must ensure that the proportional distribution of the Federal funds among these functional areas meets the program requirements.
The following instructions are intended to clarify the process of completing the SF-424 grant application and the SF-424A budget form. The current regulations at 20 CFR sections 641.401-407 should be reviewed as well as such bulletins as OW Bulletin No. 97-26, Classification of Other Participant Costs; OW Bulletin No. 00-20 Allocation of Indirect Costs; and OAA, Sections 502(b)(3) and (b)(4). Local Administration includes estimated sums associated with the administration of state and Local SCSEP project activities including subgrantees, subcontractors, or other affiliates. (Older Americans Act Amendments of 2000 Section 502(b)(1)(R)).
Clarifying Instructions for Standard Form 424
If additional space is needed to complete an item, insert an asterisk and use an extra sheet of paper. For the most part, this form is self-explanatory. Complete all applicable items.
Item 12. List the counties with the number of authorized positions to be placed in each one. If the space on the form is not sufficient, please continue on a separate page.
Item 15. The Federal funding for Program Year 2003 for all State grantees is listed in Attachment VI or may be obtained by calling the Grant Officer's Technical Representative (GOTR) in DOWP.
Clarifying Instructions for Standard Form 424-A
Section A - Budget Summary
Lines 1 - 4, Columns (a) and (b).
Under Column (a), enter the following:
Line 1 - "Administration"
Line 2 - "Local Administration"
Line 3 - "Participant Wages and Fringe Benefits (EW/FB)"
Line 4 - "Other Participant Costs (OEC)"
Under Column (b) on Line 1, enter "17.235".
Lines 1 - 4, Column (c) through (g).Leave Columns (c) and (d) blank. For each line entry under Column (a), enter in Columns (e) (Federal), (f), (Non-Federal) and (g) the appropriate amounts of funds needed to support the project for the grant period.
Line 5. Show totals for all columns of the non-Federal funds. The non-Federal share must be no less than 10 per cent of the total cost of the project. The legislative requirement is found in OOA of 2000 Section 502(c)(1). Rules regarding States and non-Federal funds are found in the administrative regulations, 29 CFR Part 97. Please indicate as a remark (on Line 23) the specific source(s) of any non-Federal funds and include this information in the detailed cost breakout.
Section B - Budget Categories
In the column headings at Line 6 titled "Object Class Categories" (1) through (4), enter the titles of the grant functional areas (Administration, Local Administration, EW/FB, and OEC) shown on Lines 1 - 4, Column (a), Section A. For each functional area fill in the total funds needed (Federal plus non-Federal) by object class categories. The object class categories are those listed in lines 6(a) through 6(k) including totals.
Lines 6a through 6h. Show the estimated amount (include the combined Federal and non-Federal share) for each direct object class category under each column used. All costs to be incurred under contracts or subgrants should be reflected in line 6f (Contractual). The costs to be incurred under individual contracts or sub-grants must be properly attributed among the three basic functional areas (i.e., Administration, Local Administration, EW/FB, and OEC). Under the EW/FB column (Participant Wages and Fringe Benefits), entries may be made in three object class categories: "Personnel" (Participant Wages), "Fringe Benefits" (Participant Fringe Benefits), or "Contractual" (when funds for participant wages and fringe benefits are to be included in contracts or subgrants).
Line 6i. Show the total of entries made for lines 6a through 6h in each column.
Line 6j. Show the amount of indirect costs. A copy of the current indirect cost rate agreement must be sent with the application. If it is not available please provide an explanation and an estimate as to when it will be available.
Line 6k. Enter the totals of the amounts indicated on lines 6i and 6j. For all applications, the total amount in Column (5), Line 6k, should be the same as the total amount shown in Section A, Column (g), Line 5.
Line 7. Enter the estimated amount of income, if any, expected to be generated from this project. Do not add or subtract this amount from the total project amount. Under the project narrative statement describe the nature and source of such income. Remember: Income generated by SCSEP projects must be used for SCSEP activities.
Section C - Source of Non-Federal Resources
Line 8.Enter amounts of non-Federal resources that will be used in the grant.
Column (a). On Line (8) Column (a) only, enter "SCSEP" (Senior Community Service Employment Program). A breakdown by functional areas is not necessary. Use Line (8) for entries under all columns.
Column (b). Enter the amount of applicant cash and/or in-kind contributions to be made.
Column (c). Enter the State(s) contribution if the applicant is nota State or State agency. Applicants that are State agencies should leave this column blank.
Column (d). Enter the amount of cash and/or in-kind contributions to be made from all other sources.
Column (e). Enter totals of Columns (b), (c), and (d). The amount under Column (e) should be equal to the amount on Line 5, Column (f), Section A.
Line 12. Under each column enter the same figure entered in Line (8).
Section D - Forecasted Cash Needs
Make no entries.
Section E - Budget Estimates of Federal Funds Needed for Balance of Project
Make no entries.
Section F - Other Budget Information
Line 21 - Direct Charges. In the space provided type "A Detailed Cost Breakout is Attached."
A Detailed Cost Breakout is required with the Grant Application Package.All grantees should prepare this and have available for inspection the basis for their estimated costs by line item (including the detail for the "Other" line item). The cost breakout should reflect the SF-424 so that totals match for both the form and the detailed breakout. Information should be presented by line item and category. Grantees are encouraged to describe any extraordinary item such as planned conferences, travel, and unusual expenses.
It is important that the cost breakout demonstrate how costs are distributed vertically as well as horizontally, showing costs that occur at the local levels. The detailed cost breakout should also indicate the specific kind of non-Federal resources; for instance, the provision of office space or the salaries of project staff.
The applicant may consult with the Grant Officer's Technical Representative (GOTR) regarding the needed level of detail. In categorizing costs and their applicability, all sponsors must follow OAA 2000 Section 502(c) and the Regulations at 20 CFR Part 641 Subpart D, sections 641.401 - 641.407. Please also see the discussion of administrative costs in the One-Stop Comprehensive Financial Management Guide at http://wdsc.doleta.gov/sga/pdf/FinalTAG_August_02.pdf, pages II-5-3 to II-5-6.
Other considerations: Grantees are expected to attend regulation and performance measures training and should prepare their budgets accordingly. It may also beuseful to budget amounts for training and software related to new reporting requirements.
When sponsors divide costs between the "Administration" and "Other Participant Costs" Categories for the same cost item (such as a local project director), they should describe the basis for that division and include mention of any surveys used to determine the allocations. The Department of Labor reserves the right to require additional information on any budget line item or cost category.
Line 22 - Indirect Charges. Enter the type of indirect rate (provisional, predetermined, final, or fixed) that will be in effect during the grant period, and the nature and the amount of the base to which the rate is applied, and the total indirect charges. Include a copy of your agency's approved indirect cost rate agreement. It should cover the entire grant period. If not, state that a new one will be provided when available.
Applicants that have not previously used an indirect cost rate but wish to do so must contact the Grant Officer, who will advise the grant applicant of the documents and materials that must accompany the grant application in support of the request. Where indirect charges are approved, the terms and conditions relating to the payment of indirect costs, which are subject to negotiation by the Department, will be specified in the grant document.
Line 23 - Remarks. Provide any other explanations or comments deemed necessary, such as specific sources of non-Federal funds. It is also suggested that the words "See Attached Detailed Cost Breakout" be entered in this section.
NOTE:Applicants should have current computer technology and ensure that their organizations have the capability to link to the internet. Reporting will be done via the Internet.
ASSURANCES AND CERTIFICATIONS
The Assurances and Clauses are found in this Part. Please review them carefully and affix proper signatures.
THE GRANT CONDITIONS AND CLAUSES WILL BE PROVIDED TO GRANTEES BY THE DIVISION OF FEDERAL ASSISTANCE (GRANT OFFICER) ALONG WITH A GRANT SIGNATURE SHEET AND PACKAGE FOR THE GRANTEE'S SIGNATORY OFFICIAL PRIOR TO JULY 1, 2003. SHOULD THERE BE ANY INCONSISTENCY BETWEEN THE CONDITIONS AND THE GRANTEE'S PROPOSAL, THE CONDITIONS SHALL GOVERN. FURTHER, IF THERE SHOULD BE SUCH INCONSISTENCY BETWEEN THE CONDITIONS AND THE SPECIAL CLAUSES, THE SPECIAL CLAUSES SHALL GOVERN.
GENERAL SPECIAL CLAUSES
(1) Website information must be updated on a regular basis, as necessary.
(2) SCSEP reports must be submitted accurately and on a timely basis.
(3) Attendance is required at any significant training to be held during the program year.
(4) Any grantee that did not meet the 20 percent performance goal for unsubsidized placements must attach a corrective action plan.
STATE FUNDING LEVELS AND
FEDERAL CONTACTS FOR STATE GRANTEES
Region 1 - Massachusetts, Rhode Island, Connecticut, Maine, Vermont, New Hampshire, New York, New Jersey, Virgin Islands, Puerto Rico
Region 2 - Pennsylvania, West Virginia, Virginia, Delaware, Maryland, DC
Mina Johnson (and also Technical Assistant)
Region 3 - Kentucky, Tennessee, North Carolina, South Carolina, Georgia, Alabama, Mississippi, Florida, Guam
Region 4 - Texas, New Mexico, Oklahoma, Arkansas, Louisiana, Montana, North Dakota, South Dakota, Wyoming, Utah, Colorado, American Samoa
Region 5 - Minnesota, Wisconsin, Michigan, Iowa, Nebraska, Kansas, Missouri, Illinois, Indiana, Ohio
Region 6 - Washington, Oregon, Idaho, California, Nevada, Arizona, Hawaii, Alaska, Marianas Islands
Adriana Barsotti-Kaplan 202-693-3740 firstname.lastname@example.org
Karen Davis 202-693-3761 email@example.com
Bob Lunz 202-693-3762 firstname.lastname@example.org
Gale Gibson 202-693-3758 email@example.com
David Richardson 202-693-3757 firstname.lastname@example.org