Section 1001.10  Purpose

 

This Part provides for administration of, and is applicable only to, general grants from the Board of Higher Education when the Board receives an appropriation or other funds for which there is no specific authorizing statute and only a general purpose is included in the appropriation.

 

Section 1001.20  Definitions

 

"Board" means the Illinois Board of Higher Education.

 

"Designated Grant" means a grant funded by an appropriation or other source which appropriation or other source specifies the recipient of the grant and the purpose of the grant.

 

"GATA" means the Grant Accountability and Transparency Act [30 ILCS 708].  GATA rules are cross-referenced in this Part.

 

"GATA Rule" means 44 Ill. Adm. Code 7000.

 

"GATU" means the Grant Accountability and Transparency Unit within the Illinois Governor's Office of Management and Budget.

 

"Grant Period" or "Period of Performance" means the time during which the awardee may incur new obligations to carry out the work authorized.  The Board will include the start and end dates in the Grant Agreement.  

 

"Non-Designated Grant" means a grant funded by an appropriation or other source that specifies the recipient of the grant but does not specify the purpose of the grant.

 

"Other Sources of Funding" means those grant funds provided through entities outside of State and federal government that are not appropriated (e.g., interagency agreement, foundations, associations, businesses or charities) and are to be allocated to other recipients.

 

"Recipient" means:

 

the institution of higher education or other entity, public or private, that is designated by an appropriation or other source to receive a grant; or

 

a class of institutions that is designated by an appropriation or other source to receive a grant.

 

(Source:  Amended at 44 Ill. Reg. 11400, effective June 24, 2020)

 

Section 1001.30  Grant Amounts and Allocations

 

Grant amounts and allocations shall be made as provided in this Section.

 

a)         When the appropriation or other funding source specifies a specific amount for a recipient or recipients, the grant amount shall be the sum specified by the appropriation or other funding source.

 

b)         When the appropriation appears to leave discretion in the allocation of grant funds to the Board, the Board will determine the intent of the Governor and the General Assembly in passing the legislation and will allocate grants accordingly.  If that intent cannot be determined, the Board will determine eligibility for the grants in accordance with the stated purpose of the grant as specified by the appropriation or other funding source.  The Board will notify all potentially eligible recipients prior to making grants.

 

c)         Determination of Grant Amount

 

1)         In those cases in which the appropriation or other funding source specifies a specific amount for a class of recipients, the grant amounts shall be determined by the method specified by the appropriation or other funding source.

 

2)         If no method is specified, the grant funds shall be allocated equally among all eligible recipients in the class.

 

3)         All recipients shall sign a Grant Agreement.

 

(Source:  Amended at 44 Ill. Reg. 11400, effective June 24, 2020)

 

Section 1001.40  Grant Requirements

 

a)         Board staff shall verify that each recipient is registered with GATU, has completed a prequalification process, and has been determined "qualified" by GATU (see GATA Rule Section 7000.70).

 

b)         Grant funds may not be expended except pursuant to a Grant Agreement.  Disbursement of grant funds without a Grant Agreement is prohibited.

 

c)         The Board shall enter into an agreement with a qualified recipient using the Uniform Grant Agreement provided by GATU (see GATA Rule Section 7000.370) or the Uniform Intergovernmental Grant Agreement (see GATA Rule Section 7000.300).  The intergovernmental agreement should be used when issuing a grant to another governmental entity, such as a State university or State agency. 

 

d)         The Grant Agreement must be executed by the authorized representative of the recipient within 60 days after receipt of the proposed Grant Agreement from the Board.

 

e)         Designated grant funds may not be used to reimburse a recipient for obligations or expenditures prior to the date of the Grant Agreement, except that otherwise eligible expenditures that occur after the effective date of any appropriation may be reimbursed from grant funds.

 

f)         Designated grant funds may be distributed by the Board to a recipient prior to expenditure or obligation by the recipient.

 

g)         Interest earned by the recipient is subject to the Parameters Regarding Interest Earned stipulated by GATU (see GATA Rule Section 7000.120).

 

(Source:  Amended at 44 Ill. Reg. 11400, effective June 24, 2020)

 

Section 1001.50  Post-Award Requirements

 

a)         Recipients are subject to the Auditing Standards stipulated by GATU (see GATA Rule Section 7000.90).

 

b)         The recipient shall not deviate from the budget, project scope, or objectives stated in the Grant Agreement, except with mutual agreement of the Board and the recipient.  (See GATA Rule Section 7000.370(b).)  The Board shall review a request and notify the recipient within 30 calendar days after receipt of a request.

 

c)         The recipient shall file Periodic Performance Reports with the Board on progress made and financial data for the reporting period.  The initial report shall cover the first 3 months after the Board approves the award.  Reports are to be filed using the forms provided by the Board and submitted no later than 30 days after the end of each quarter.  (See GATA Rule Section 7000.410.)

 

d)         The awardee shall take the following actions to complete grant closeout at the end of the period of performance.  (See GATA Rule Section 7000.440.)

 

1)         Promptly refund any balances of unobligated cash that the Board paid in advance and that are not authorized to be retained by the awardee for use in other projects.  Refunds shall be returned to the Board within 45 days after the end of the period of performance.

 

2)         Expend any encumbered grant funds during a lapse period of 60 days past the end of the period of performance.  Any encumbered but unexpended grant funds remaining at the end of the lapse period shall be returned to the Board within 45 days.

 

3)         Submit, no later than 60 days after the end date of the grant period, a statement of costs and revenues signed by the institution's authorized representative.

 

4)         Deadlines may be extended at the discretion of the Board.  Extensions shall be issued only in extraordinary circumstances not in the control of the awardee.

 

(Source:  Amended at 44 Ill. Reg. 11400, effective June 24, 2020)