12 Pa. Code § 141.191 - Grantees
Grantees shall adhere to the requirements for program management listed in this section and § 141.192 (relating to monitoring by Department). The Department will periodically issue program directives that provide additional guidance to certain requirements listed in paragraphs (1)-(15):
(1)
Grant
agreements. Grantees will be required to enter into a separate grant
agreement for a grant award by the Department. Subparagraphs (i) and (ii) apply
to FFY 1985 and thereafter:
(i) A county shall
enter into a separate grant agreement for each entitlement grant administered
on behalf of an entitlement entity within the county.
(ii) Requirements in this subpart shall be
executed for each separate entitlement grant and agreement administered by an
entitlement entity.
(2)
Environmental review certification. A grantee shall comply
with the environmental review policies and procedures specified in §
141.141 (relating to environmental
review). A grantee cannot drawdown project activity funds prior to the proper
completion of those requirements.
(3)
Financial management.
Grantees shall adhere to cost principles set forth in Office of Management and
Budget Circular A-87 (Cost Principles Applicable to Grants and Contracts with
State and Local Governments), and financial management requirements set forth
in Attachment G of Office of Management and Budget Circular A-102 (Uniform
Administrative Requirements for Grants-in-Aid to State and Local Governments).
When grantee funds are administered under contract by a nonprofit organization,
the organization shall comply with Office of Management and Budget Circular
A-110 (Uniform Administrative Requirements for Grants and Agreements with
Institutions of Higher Education, Hospitals, and Other Nonprofit Organizations)
and Office of Management and Budget Circular A-122 (Cost Principles for
Nonprofit Organizations).
(4)
Planning and administration. Planning activities, as specified
in 24 CFR
570.205 (relating to eligible planning and
policy-planning- management-capacity-building activities), and administrative
costs, as specified in 24
CFR 570.206 (relating to eligible
administrative costs), may not together exceed 18% of total grant funds. The
Department will maximize the amount of funds available for eligible projects
and, therefore, planning and administrative costs shall be accounted for
separately from other grant funds. Planning and administrative funds shall be
accounted for on a grant-by-grant basis, regardless of how many grants may be
administered concurrently. The Department will encourage cost-effective
administration at the local level through the creation of local staff capacity
subparagraphs (i) and (ii) apply to FFY 1985 and thereafter:
(i) The Department will evaluate the planning
and administrative needs of each grant applicant to determine reasonable
planning/administrative costs.
(ii)
The Department will require that counties which administer entitlement grants
clearly justify the amount of administrative/planning funds to be used in
relationship to each grant administered.
(5)
Property management.
Grantees shall adhere to the property management requirements set forth in
Attachment N of Office of Management and Budget Circular A-102. This includes
proper control and record procedures, as well as the disposition of property
purchased in whole or part with grant funds.
(6)
Procurement and
contracts. Grantees shall adhere to the requirements for procurements
and contracts contained in Attachment O of Office of Management and Budget
Circular A-102, and applicable State statutes.
(7)
Disbursements. A grantee
may not, except for its initial drawdown of administrative funds, invoice the
Commonwealth for program funds in amounts of less than $4,000 per invoice, per
grant agreement. Invoiced amounts shall be to reimburse costs incurred by the
grantee. The total amount of an invoice is limited to the extent that the
drawdown does not result in an excessive fund balance held by the grantee. An
excessive fund balance includes either of the following:
(i) A balance that cannot or may not be
disbursed within 3 business days of receipt.
(ii) A balance of $4,000 or less that may not
be disbursed within 30 days from receipt.
(8)
Budget and program revisions and
amendments. Grantees shall follow Attachment K of Office of Management
and Budget Circular A-102 with respect to budget amendments. Grantees shall
also follow the requirements in paragraph (14)(iii) pertaining to citizen
participation and notification provided to the Department with regard to
substantial budget amendments. The grantee shall obtain prior Departmental
approval before implementing budget revisions or program amendments, or
both.
(9)
Lump sum
drawdowns. Grantees, who establish approved revolving loan funds for
the purpose of financing rehabilitation activities, shall conform to section
104(g)(1) of Title 1 of the Housing and Community Development Act of 1974
(42 U.S.C.A. §
5304(g)(1)) which specifies
certain time limits for the start and substantial disbursement of the
funds.
(10)
Reporting. Grantees shall be required to provide to the
Department periodic financial and performance reports for a grant administered
as prescribed by the Department.
(11)
Monitoring. A grantee
shall adequately monitor its own performance and maintain adequate records
regarding the monitoring efforts. A grantee will be assessed, on a pro
rata basis, for monitoring and technical assistance.
(12)
Records. A grantee is
required to develop and maintain a grant record system for a grant
administered. These records shall be open to public access and Departmental
monitoring efforts. Records shall be retained by the grantee for a period of 3
years from official grant closeout by the Department.
(13)
Required documentation.
Grantees shall comply with certain Federal requirements, related to civil
rights and equal employment opportunities under §§
141.141-141.157 (relating to Federal and
State statutes and regulations). Title VI of the Civil Rights Act of 1964
(42 U.S.C.A. §§
2000d-2000d-4) requires that grantees
maintain documented evidence of nondiscrimination compliance. To satisfy this
requirement, grantees shall develop and maintain data records as follows:
(i)
Population. Demographic
data by census tract or smaller geographic area. The data shall include
prevailing population characteristics relating to race, ethnic group, sex, age
and head of household.
(ii)
Employment. Data which record affirmative action in equal
employment opportunity. These data shall include, but are not be limited to,
employment, upgrading, demotions, transfers, recruitment or recruitment
advertising, layoffs or terminations, pay or other compensation and selection
for training.
(iii)
Section
3 employment and business opportunity. Data which record special
efforts to identify, train and hire lower-income residents of the project area
and to utilize business concerns which are located in or owned in substantial
part by persons residing in the area of the project.
(iv)
Minority business participation
and minority equity utilization. Data which record special efforts to
identify, solicit bids from, and provide contracting and investment
opportunities to minority businesses.
(v)
Program beneficiaries.
Individual and site-specific beneficiary data on the racial, ethnic or gender
characteristics which show the extent to which minorities, nonminorities, women
and handicapped persons have participated in, or benefited from programs and
activities. Numerical data shall be maintained by project, program and
activity.
(14)
Citizen participation. A grantee shall:
(i) Provide open and reasonable access to
grant records to citizens upon proper request.
(ii) Provide adequate and timely responses to
citizen inquiries and complaints about grant implementation by the grantee.
Complaints shall be recorded and filed, along with the grantee's documented
response to the complaints. These complaints and grantee responses shall be
reported to the Department within 30 days of the initial receipt of the
complaint.
(iii) If a major
revision is made to the project grant, provide a public notice of the revisions
and provide the opportunity for public comments.
(15)
Program income. Income
earned through activities assisted by a program grant may be retained by the
grantee but only as conditioned by section 104(i) of Title I of the Housing and
Community Development Act of 1974 (42 U.S.C.A. §
5304(i)).
State regulations are updated quarterly; we currently have two versions available. Below is a comparison between our most recent version and the prior quarterly release. More comparison features will be added as we have more versions to compare.
No prior version found.