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DINAP BULLETIN NO. 98-15 Text: February 24, 1999 DINAP BULLETIN NO. 98-15 TO: ALL INDIAN AND NATIVE AMERICAN GRANTEES SUBJECT: Summer Youth Plan (SYP) Instructions for the 1999 Summer Youth Program. 1. Purpose. To transmit instructions for completing and submitting the summer youth plan for 1999. 2.References. a. JTPA Regulations at 20 CFR Part 632 b. DINAP Bulletin No. 88-20, Administrative Requirements for DOL Grantees c. DINAP Bulletin No. 92-26, Transition Guidance for the Implementation of the JTPA Amendments of 1992 d. DINAP Bulletin No. 94-3, Implementation of Office of Management and Budget (OMB) Circular A-110 (revised) e. DINAP Bulletin No. 95-29, Amendment to the Job Training Partnership Act (JTPA) Section 401 Program Regulations - 20 CFR 632.70 Waiver of Regulations Under Parts 632 and 636. f. DINAP Bulletin No. 97-16, Instructions, Forms and Reporting Requirements for PY 1998-2000.
3.Background. PY 1999 will be the final year of funding and implementation for the Summer Youth Program under the Job Training Partnership Act (JTPA). This bulletin contains summer youth instructions and forms ONLY and is transmitted to all Native American grantees, however, it only pertains to grantees operating a Title II-B summer youth program. The Workforce Investment Act (WIA) which was enacted on August 7, 1998 will take effect on July 1, 2000. The Comprehensive Annual Plan (CAP) instructions will be transmitted in a separate DINAP Bulletin. NOTE: Please retain the diskette included in this bulletin as it contains the Title IV-A, CAP planning program. A separate disk will NOT be sent out with the CAP planning instructions. a. PY 99 Summer Youth Allocations: The Title II-B funding level remains the same as last year. The FY 1999 JTPA Title II-B funding for the summer youth program is $15.8 million. Preliminary funding allotments for Title II-B are attached to this bulletin (see Attachment 1-A). These allotments do not reflect possible changes in funding amounts due to designation of new or additional grantees. The Grant Officer will issue designation notices by March 1, 1999. b. Relinquishment of Funds: Grantees who choose to relinquish their 1999 Summer Youth II-B funds are asked to immediately notify DINAP in writing. Please see # 6, Action, of this bulletin for the address. 4.Plan Requirements. a.Due date(s): Grantees receiving Title II-B Summer Youth funds must submit a SYP plan postmarked no later than April 9, 1999.SYPs postmarked after the due date will be considered late. Grantees who submit their plans late may experience a delay in plan approval and subsequent availability of funds (Notice of Obligation). Grantees experiencing difficulty in writing the SYP are encouraged to call their DINAP Federal Representative for technical assistance. (Dawn Anderson - East Team 202/219-5504, Athena Brown/Duane Hall - Midwest Team 214/767-2154 and Guy Suetopka/Si Seciwa - West Team 206/553-6195).
b. SYP on Disk: The previous two program years, grantees were given the option of submitting Summer Plans on disk. Once again, grantees will be given the option of submitting their SYP on diskette using the "DINAP Planning Disk" version 2.0. included in this bulletin, or in the traditional paper document format (hard copy). The DINAP planning disk is easy to use, insures that all SYP requirements are completed and detects common errors. Grantees must submit their plans either in the traditional paper format (hard copy) or on diskette, do not send both. Refer to Attachment 1 for specific instructions on use of the Planning Program Disk. c.SYP Narratives: All grantees with Title II-B funds are required to complete SYP narrative(s) for FY 1999. The SYP narrative must address the items in the "SYP NARRATIVE FORMAT" (see SYP 99-2 included in this bulletin). d.Required SYP Items: Grantees should reference the SYP checklist (see Attachment No. 3) to ensure that all required forms and documents are properly completed and included in the plan package. All required forms are labeled sequentially SYP 99-1 thru SYP 99-4 . Any page labeled with this identifier in the upper righthand corner must be submitted with the summer plan. e. Number of Copies to Submit: The original and two copies of the SYP must be submitted to DINAP with a completed and signed Grant Signature Sheet (SYP 99-1). Grantees requesting a copy of the SYP with an original signature for their files must provide an original signature on each of the copies (29 CFR 97.10(b)(2)). f. Carry-in Policy: Carry-in funds from PY 1998 to PY 1999 are allowable. However, it is recommended that grantees utilize the total amount of available funds for the year in which funds were allotted to help the immediate employment and training needs of the Native American community. 5.Information. a.Regulations: Section 401 grantees will continue to use and comply with the existing regulations at 20 CFR Part 632 and 636, the mandatory provisions in the 1992 amendments to JTPA referenced in DINAP Bulletin No. 92-26 and DINAP Bulletin 95-29. b.General Waiver Provision: A request can be made for a waiver to any regulatory or program requirement not contained in the JTPA (20 CFR 632.70 Waiver of Regulations under Parts 632 and 636). DINAP Bulletin 95-29 provides specific instructions on how to request waivers to the regulations and other program requirements. Note: Grantees may submit a waiver request and SYP documents at the same time; however,the request must be separate from the SYP documents and not included in the SYP narrative. This is to ensure that any delay in approving a waiver request does not delay the approval of the SYP. Although it is preferable to have an approved waiver effective the beginning of a summer program, grantees may submit a request for a waiver at any time during the summer. c. Requests for Acquisition of Real Property and Equipment: Grant Officer approval is required prior to the acquisition of all real property including equipment, which has a useful life of more than one year and an acquisition cost of $5,000 or more per unit pursuant to OMB Circulars A-102 [29 CFR 97.32] and A-110 [20 CFR 95.2(n)]. The actual request must be submitted separately from the SYP even if the grantee indicates their intention to purchase equipment in the SYP documents. This is to ensure that any delay in approving real property or equipment purchase requests does not delay the SYP approval process. d. "477"Grantees: Section 401 grantees with approved 477 plans that have included their Title II-B, summer youth funds in the plan are NOT required to submit a FY 99 SYP. FY 99 funds will be transferred to the Bureau of Indian Affairs. 6.Action. Grantees must submit their Title II-B Summer Youth plans, postmarked no later than April 9, 1999. U.S. Department of Labor
Note: Plans should be sent only to the address listed above. Only a United States Postal postmark or Express Mail service tracking label with pertinent delivery information are acceptable (i.e., Federal Express, Airborne Express, etc.) Privately owned or leased metered mail postmarks are NOT acceptable (i.e., Pitney Bowes meter machine, etc.). 7.Inquiries. Questions should be directed to your Federal Representative Team. (East Team 202/219-5504, Midwest Team 214/767-2154 and West Team 206/553-6195).
Attachments. (Do Not Return these Attachments with SYP Plan) No.1 Instructions for Completing the SYP No.1-A Grantee title II-B FY 1999 Allotments No.2 Common Terms and Definitions No.3 SYP 1999 Checklist SYP-99 Forms (Grantees Must Submit all Pages Marked SYP 99) SYP 99-1 Summer Youth Program Signature Sheet SYP 99-2 Narrative SYP 99-3 Budget Information Summary (BIS) SYP 99-4 Program Planning Summary (PPS) Attachment No. 1 INSTRUCTIONS FOR COMPLETING SUMMER YOUTH PLAN (SYP) 1. Purpose. To provide Native American grantees with guidance in preparing a summer youth plan. The SYP should describe the services to be provided to eligible youth under Title II-B of JTPA. 2.Program Startup The program's operating year is the same as the Federal fiscal year beginning October 1 through September 30. However, summer youth participants may not participate in summer youth activities prior to the close of the school year. Hiring of staff (planners, work site developers, intake specialists, etc.), and other program development costs are allowable beginning October 1 and must be charged as administrative expenses. Except for the 45 days prior to the beginning of the summer program and 45 days after the summer program, all staff costs and other program development costs may be charged pursuant to 632.38. 3.Termination Date for the Summer Program Summer youth participants may not be enrolled in the summer program beyond September 30 or beyond the date they resume school full-time, whichever occurs earlier (see regulations at 20 CFR 632.262). 4.SYP Components. The total SYP package includes the following which must be submitted as part of the plan: SYP 99-1 - Grant Signature Sheet
SYP 99-2 - SYP Narrative Format
SYP 99-3 - Budget Information Summary (BIS) SYP 99-4 - Program Planning Summary (PPS) 5.Specific SYP Instructions. In developing the plan, grantees must adhere to the requirements at 20 CFR 632, Subpart I. Three copies of the SYP must be submitted by April 9, 1999. The Grant Signature Sheet (SYP 99-1) attached to this bulletin must be used to transmit the Summer Youth Plan. Grantees with sufficient funding levels are encouraged to consider a literacy training component as a SYP goal. Since this is a goal and not a mandate it will not affect designation or other grant decisions.
a.Grant Signature Sheet (SYP 99-1) The Grant Signature Sheet is the required transmittal form used for submitting grant documents. THE GRANT SIGNATURE SHEET MUST BE COMPLETED, SIGNED AND SUBMITTED WITH THE SYP DOCUMENTS. Grantees who utilize the DINAP planning disk option may use either the Grant Signature Sheet (SYP 99-1) included with this Bulletin or print out the Grant Signature Sheet from the planning disk. Three copies, one with original signature must be submitted with the planning disk. b. SYP Narrative (SYP 99-2) The narrative should be brief and follow the outline below: 1.) Program Components. Identify and briefly describe the services to be provided and program activities in which summer participants will be involved, including the types of occupations. All work site agreements must include work site standards required by the regulations at 20 CFR 632.260(a). 2.) Participant Reimbursement System. It is very important that youth enrolled in the summer program be paid timely, efficiently and only for actual hours of participation. In this section, describe the procedures to be used to insure prompt payroll payment and to verify and certify time and attendance. The narrative must also describe policies and/or procedures for each of the following: absenteeism, tardiness, holidays, leave, unexcused absences and recordkeeping. . c. Budget Information Summary (BIS) and Program Planning Summary (PPS), (SYP 99-3 and SYP 99-4) Because summer participant activities cover only a 3-4 month period, only the fourth quarter column is used to account for the SYP funds and participants enrolled. Otherwise, the forms and instructions in DINAP Bulletin No. 97-16 are to be used. Administrative costs for the SYP cannot exceed 15% of total funds available which is calculated by dividing total administrative costs by total funds available. 6. SYP Checklist (Attachment No. 3) Grantees should use the checklist to ensure that all forms have been completed properly to avoid possible delays in processing the SYP. 7. Number of Copies to be Submitted. An original and two copies of the SYP are to be submitted to DINAP. Each submission must have a completed and signed signature sheet. If the grantee wishes to receive a copy of the SYP with an original signature for its files, an original signature must be on each of the copies submitted. 8. Program Planning Disk: The DINAP Planning Disk Program version 2.0, dated February 1999 serves two functions; 1) permits grantees to do a complete install of the Program for those grantees who do not have the program currently loaded on their computers, or 2) upgrades the current version 2.0 with updated database tables. NOTE: Upgrading the program will not change or delete existing data entered for a prior year SYP. During installation follow the instructions as prompted on screen. The program will be installed on the C: drive (hard drive), which automatically assigns the directory name of \DINAP, with an additional subdirectory for the database files. Grantees should download their completed Summer Plan onto a separate diskette, clearly labeled "1999 Summer Plan, Grantee Name and Number." The program can be installed on WINDOWS 3.XX, 95, 98, or NT (version 4) as follows: For WINDOWS 3.XX: - insert the installation disk into the floppy drive; For WINDOWS 95, 98, or NT (version 4):
This updated version of the Planning Disk Program can also be obtained from the following
FTP site -- ftp://doleta.gov/pub/dinap/. Review the site instructions for downloading the
program by clicking on "read_99.me". Starting the Program:
Please refer to the DINAP Planning Disk instructions issued with DINAP Bulletin 97-10 for additional information. A copy of these instructions can also be found on the DINAP home
page in the DINAP Resource Library. Contact your Federal Representative for additional help regarding the program. Attachment No. 1 For a current copy of the Title II-B Preliminary Allotment Estimates. Please hold the shift key & click here for a
TEXT version, You will need to print the TEXT version in a landscape format, if you need assistence call 1-800-452-2961 ext. 112 or Contact your Federal Representative for additional help. Attachment No. 2 Section 401 Common Terms and Definitions Budget Information Summary (BIS) - provides projections of Summer Youth obligations and expenditures by Cost Category and Program Activity, with all amounts on the BIS rounded to the nearest dollar. Classification of costs are stated in 20 CFR 632.38. Because actual summer youth participation is limited to the summer months, the fourth quarter column is the only column to be completed. Note: Instructions for completing this form can be found in DINAP Bulletin 97-16. Carry-In Funds - is the difference between the Total Funds Available and Total Funds Expended from the previous Summer Program. Grantees should include these carry-in funds on the Budget Information Summary. Code of Federal Regulations (CFR) - is the body of Federal administrative law developed to implement and administer various Acts, Executive Orders, Court Orders, or other official direction. The CFRs are numbered according to the agency proposing the regulations. Most Department of Labor regulations are found at 20 CFR and 29 CFR. Current section 401 program regulations are encoded at 20 CFR Part 632, with certain administrative requirements found at 20 CFR Part 636. Department of Labor (DOL) - is one of the cabinet level departments of the administrative branch of the Federal Government. Also referred to as "the Department," it currently has responsibility for most employment and training programs, enforcing various worker protection legislation, and collecting various data on wages, prices, and the work force. Designated Service Area - means that area of States, counties, and/or reservations which a section 401 grantee is funded to serve under JTPA. This area is determined once every two years as part of the designation process. With the exception of Oklahoma and Hawaii, section 401 grantees are designated to serve (or provide equal access to service to) all eligible Indians and Native Americans residing in their designated service area. Also referred to as "Service Area" or as "Geographic Service Area" . Division of Acquisition and Assistance (DAA) - is the administrative entity within the DOL's Employment and Training Administration which approves grants and/or contracts with section 401 grantees and other recipients. The Grant Officer is located in DAA. Division of Indian and Native American Programs (DINAP) - is the administrative entity within the DOL's Employment and Training Administration which has as its primary responsibility the operation of section 401 programs under JTPA. DINAP is often referred to as the "program office", to distinguish it from the functions of the Grant Officer, which are primarily financial. Employment and Training Administration (ETA) - is a major Department of Labor subdivision which is responsible for various employment and training activities and their related endeavors, including DINAP. Attachment No. 2 (Cont'd) Fiscal Year (FY) - is the twelve-month period from October 1 to September 30 referred to as the Federal fiscal year. The title II-B Summer Youth Program is funded on a fiscal year basis, although the annual allocations are usually not issued until the spring of the year in which the Summer Program operates. Financial Status Report (FSR) - Form ETA 8602, is submitted to the DINAP office upon completion of the summer youth program to record all costs charged to the program covering the period, October 1 through September 30. The report is due 45 days after the end of the summer program or postmarked no later than November 15th. Note: Instructions for completing this form can be found in DINAP Bulletin 97-16. Geographic Service Area - see "Designated Service Area" definition above. Grant Officer's Technical Representative (GOTR) - is another name for the Federal Representative assigned to provide technical assistance to the grantee for the JTPA grant. Job Training Partnership Act (JTPA) - refers to the current Act (Pub. L. 97-300) which authorizes most Indian and Native American Employment and Training programs. Indian and Native American Employment and Training Programs are authorized under section 401 of JTPA. The JTPA underwent a major amendment on September 7, 1992 (Pub. L. 102-367) with some statutory changes affecting both section 401 grantees and Title II-B. These legislative changes took effect on July 1, 1993. Notice of Obligation (NOO) - when signed by the Grant Officer, the NOO obligates the Department to make the funds indicated available to the grantee under the terms of the grant agreement, and is returned to the grantee with a copy of the signed SYP. The NOO states the grant number, grant period, funding period, type of funds, year of funds (usually program or fiscal year), and any special conditions which may be placed upon the funds. Office of Cost Determination (OCD) - is the unit within the Department's Office of the Assistant Secretary for Administration and Management (OASAM) which negotiates indirect cost rates with those section 401 grantees for which DOL is cognizant, i.e. provides the largest single funding source on a regular basis. Many non-tribal (private non-profit) section 401 grantees with multiple funding sources will negotiate their indirect cost rates with the appropriate DCD Regional Cost Negotiator. Office of Management and Budget (OMB) - is the agency in the Administrative Office of the President which sets standards of operation for all Federal agencies. OMB issues "circulars" containing mandatory guidance on subjects such as cost classification, audits, and administrative requirements. In DOL's system, OMB Circulars A-102 and A-110 (administrative requirements) are applicable to section 401 grantees via the regulations at 29 Attachment No. 2 (Cont'd) CFR Part 97 and 29 CFR Part 95, respectively. Audit requirements promulgated in OMB Circulars A-133 are covered in DOL regulations at 29 CFR Part 96. Section 403 of JTPA makes the "charging of costs" under section 401 programs directly subject to OMB Circulars A-87 and A-122 (cost principles), which are currently not codified in the CFR. Program Planning Summary (PPS) - is submitted as part of the SYP and details the planned participant activities for the funding period. Although summer youth participants may not begin participation in the summer youth program prior to the close of the school year, the reporting period must match the period in which funds were authorized. Therefore the PPS reporting period covers the period, October 1 through September 30. Because actual summer youth participation is during the summer months, the fourth quarter column is the only column that must be completed. Note: Instructions for completing this form can be found in DINAP Bulletin 97-16. Program Status Summary (PSS) - Form ETA 8603, is Submitted to the DINAP office upon completion of the summer youth program to record participant program activities. Although summer youth participants may not begin participation in the summer youth program prior to the close of the school year, the reporting period must match the period in which funds were authorized. Therefore the PSS reporting period covers the period, October 1 through September 30 and the report is due 45 days after the end of the summer program or postmarked no later than November 15th. Note: Instructions for completing this form can be found in DINAP Bulletin 97-16. Program Year (PY) - The program year for the summer youth program matches the Federal fiscal year, October 1 through September 30. Title II-B - Part B of Title II of JTPA (sections 251 through 256) authorizes training services for disadvantaged youth during the summer months. With the exception of a few non-profit entities, Title II-B funds are awarded to federally recognized Tribes. Title II-B serves Native American individuals from ages 14 through 21, who are economically disadvantaged. Workforce Investment Act (WIA) - refers to the Act (Pub. L. 105-220) enacted on August 7, 1998 and will take effect on July 1, 2000. Indian and Native American Employment and Training Programs are authorized under section 166 of WIA.
PY 1999 SYP CHECKLIST Three copies of each page numbered with a SYP 99 in the upper right-hand corner must be returned to DINAP, post-marked no later than April 9, 1999.
SYP 99 - 2 SYP NARRATIVE FORMAT Use the following outline in completing the Title II-B SYP narrative. A. Program Components Identify and describe the type of services and program activities to be provided summer participants, for each of the following: a. Work Experience b. Classroom Training c. Supportive Services d. Training Assistance including occupation types (20 CFR 632.253). All agreements must include worksite standards required by the regulations at 20 CFR 632.260. For each of the following activities to provided, describe each of the following program activities
B. Participant Reimbursement System Describe each of the following in the plan: a. Policy and Procedure to insure prompt payroll payment, which must include procedures to verify and certify time and attendance; b. Policy and Procedure regarding absenteeism c. Policy and Procedure regarding tardiness d. Policy and Procedure on holidays e. Policy and Procedure regarding leave f. Policy and Procedure on unexcused absences g. Policy and Procedure on record keeping. ANNA W. GODDARD
Attachments: See Above |
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