Section 1400.130 Grant Application Requirements
A grant application must be submitted in a format prescribed
by the Authority and must include the following information:
a) Identifying information,
including:
1) Organization
name and type, Federal Employer Identification Number, complete address,
telephone number, and e-mail address;
2) The
name and telephone number of the organization's chief executive officer or
executive director;
3) The
name, telephone number and e-mail address of the organization's contact person
for purposes of the grant;
4) A current certificate
of good standing with the Secretary of State;
5) For
non-governmental entities, the applicant's Illinois Charitable Trust
registration number or a statement that the agency is exempt.
b) A Proposal Narrative
that includes:
1) A
description of the applicant's capacity to perform the proposed activities and,
when applicable, a history of past performance of the proposed activities or
similar activities;
2) A
description of the community area and the population to be served or reached by
the proposed activities;
3) A
description of how the applicant will meet grant program requirements as
specified in the RFP for the specific grant program for which the applicant is
requesting funds;
4) A
description of the staffing and management plan associated with conducting the
proposed activities/services, when applicable; and
5) Resumes
of staff to be funded with grant funds or, if the position has not been filled,
a job description.
c) A Proposed Budget that
includes:
1) Line
item costs for personnel services, including a breakdown of fringe benefit
costs, contractual services, supplies, travel and equipment costs for the
proposed activities;
2) The total
cost of the proposed activities and amount requested from the Authority,
including, when applicable, specific costs associated with meeting program
requirements specified in the RFP for the specific grant program for which the
applicant is applying for funds;
3) Sources
and amount of applicant and other funds to be utilized for the proposed
activities;
4) Three
vendor quotations for equipment costs in excess of $1,000; and
5) Budget
justification that details the line item costs and specifies how the costs were
calculated.
d) A
Signed General Assurances Form that certifies and assures compliance with
applicable federal and State laws and general grant requirements.
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TITLE 89: SOCIAL SERVICES
CHAPTER XII: ILLINOIS VIOLENCE PREVENTION AUTHORITY
PART 1400
VIOLENCE PREVENTION GRANTS
SECTION 1400.140 FUNDING CRITERIA
Section 1400.140 Funding Criteria
The Authority shall consider the following criteria in
determining which applications to fund and the amount to be awarded to funded
applicants:
a) The
amount of funds allocated by the Authority for the specific grant program for
which the applicant has submitted an application;
b) The degree to which the
applicant submitted a complete and accurate application;
c) The
extent to which the proposed activities/services meet the specific grant
program requirements for which the applicant has submitted an application, as
specified in the RFP for the specific grant program for which the applicant is
requesting funds;
d) The extent to which
different areas of the State are served or reached; and
e) The
applicant's history of compliance with programming, reporting and accounting
requirements pertaining to grants awarded under this Part or under any other
government program.
SUBPART B: FISCAL AND MONITORING PROVISIONS
| TITLE 89: SOCIAL SERVICES
CHAPTER XII: ILLINOIS VIOLENCE PREVENTION AUTHORITY
PART 1400
VIOLENCE PREVENTION GRANTS
SECTION 1400.200 ACCOUNTING REQUIREMENTS
Section 1400.200 Accounting Requirements
The following requirements pertain to all grantees receiving
Authority grant awards:
a) All grantee
accounting entries must be supported by appropriate source documents, recorded
in books of original entry, and posted to a general ledger on a monthly basis.
b) Each grantee shall maintain all
fiscal records related to the grant for 3 years after the end of each budget
period. In instances involving unresolved issues arising from an audit,
pending litigation or unresolved fiscal reporting issues, records relating to
the unresolved issues must be retained until the issues are resolved if beyond
the 3 year requirement.
c) Grantees
shall expend funds in accordance with the contracted budget or in accordance
with Authority re-allocation procedures pursuant to Section 1400.240.
| TITLE 89: SOCIAL SERVICES
CHAPTER XII: ILLINOIS VIOLENCE PREVENTION AUTHORITY
PART 1400
VIOLENCE PREVENTION GRANTS
SECTION 1400.210 ALLOWABLE EXPENDITURES
Section 1400.210 Allowable Expenditures
Expenditures of Authority grant funds are allowable if they
meet the following criteria and are not specified in Section 1400.220 as a
non-allowable expenditure:
a) Are
necessary and reasonable for proper and efficient administration of the program
and are not a general expense required to carry out the overall
responsibilities of the agency;
b) Are
not allocable to or included as a cost of any other State or federally financed
program in either the current or a prior period;
c) Are net of all
applicable credits;
d) Are
specifically identified with the provisions of a direct service or program
activity;
e) Are
actual expenditures of funds in support of program activities, documented by
check number and/or internal ledger transfer of funds.
| TITLE 89: SOCIAL SERVICES
CHAPTER XII: ILLINOIS VIOLENCE PREVENTION AUTHORITY
PART 1400
VIOLENCE PREVENTION GRANTS
SECTION 1400.220 NON-ALLOWABLE EXPENDITURES
Section 1400.220 Non-Allowable Expenditures
Non-allowable costs include, but are not limited to:
a) Alcoholic beverages;
b) Bad debts or debt
retirement;
c) Contingencies or
provision for unforeseen events;
d) Contributions or
donations;
e) Entertainment, exclusive
of incentives to encourage target group participation;
f) Fines and penalties;
g) Gratuities;
h) Indirect cost plan
allocations when the fiscal agent is also the applicant;
i) Interest and financial
costs;
j) Legislative and lobbying
expenses; and
k) Real property payments
or purchases.
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CHAPTER XII: ILLINOIS VIOLENCE PREVENTION AUTHORITY
PART 1400
VIOLENCE PREVENTION GRANTS
SECTION 1400.230 GRANT AGREEMENTS
Section 1400.230 Grant Agreements
a) The
Grant Agreement serves as the formal statement of mutual expectations between
the Authority and the grantee. The Grant Agreement includes an attached budget
and specifies the term of the agreement, the grant award amount and payment
schedule, and the program and fiscal reporting schedule.
b) The
portion of the grantee's application that describes the services to be provided
is incorporated in the Grant Agreement by reference.
| TITLE 89: SOCIAL SERVICES
CHAPTER XII: ILLINOIS VIOLENCE PREVENTION AUTHORITY
PART 1400
VIOLENCE PREVENTION GRANTS
SECTION 1400.240 MODIFICATION OF PROGRAM AND BUDGET
Section 1400.240 Modification of Program and Budget
a) The grantee
shall not change, modify, revise, alter, amend or delete any part of the
services or activities it has agreed to provide in the Grant Agreement without
written approval of the Authority.
b) The grantee
has the responsibility to identify instances in which funds cannot be used in
accordance with the Grant Agreement budget and must seek reallocation of these
funds utilizing Authority forms and the following procedures:
1) The grantee
may reallocate up to $1,000 of grant funds or up to 2% of the total annual
budget, whichever is greater, to existing line items in the approved Grant
Agreement budget. The grantee must note the reallocation in the fiscal
reporting forms.
2) If
the grantee wishes to reallocate amounts less than $1,000 of the grant funds or
up to 2% of the total annual budget, whichever is greater, to an expense that
creates a new line item in the approved budget, the grantee must submit to the Authority
a written request and explanation for reallocation.
3) If
the grantee wishes to reallocate amounts of $1,000 or more of grant funds or up
to 2% of the total annual budget, whichever is greater, the grantee must submit
to the Authority a written request and explanation for the reallocation.
4) The
Authority shall grant a reallocation of funds when it determines that funds
will be used for allowable expenses consistent with the funded services.
5) The
Authority shall inform the grantee within 30 days after receipt of a request,
if the request is not approved.
| TITLE 89: SOCIAL SERVICES
CHAPTER XII: ILLINOIS VIOLENCE PREVENTION AUTHORITY
PART 1400
VIOLENCE PREVENTION GRANTS
SECTION 1400.250 PROGRAM AND FISCAL REPORTING
| TITLE 89: SOCIAL SERVICES
CHAPTER XII: ILLINOIS VIOLENCE PREVENTION AUTHORITY
PART 1400
VIOLENCE PREVENTION GRANTS
SECTION 1400.260 INSPECTION OF RECORDS AND ON-SITE VISITS
Section 1400.260 Inspection of Records and On-Site
Visits
a) The grantee
shall permit agents of the Authority to inspect the financial records of the grantee
as they relate to the Grant Agreement.
b) The grantee
shall permit agents of the Authority to enter the premises of the grantee to
observe the operation of the grantee's program and to conduct a site visit for
general monitoring purposes. The Authority shall give the grantee reasonable
notice of intent to enter the premises for purposes of observing and/or
conducting a site visit.
AUTHORITY: Implementing and authorized by Section 15 of the Illinois Violence Prevention Act [20 ILCS 4027/15].
SOURCE: Adopted at 34 Ill. Reg. 11627, effective July 22, 2010.
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