510-CCCP Cook Crisis Counseling Program (24-444-22-3270)

Summary Information

Awarding Agency Name Illinois Department of Human Services
Awarding Division Name Division of Mental Health
Agency Contact

Rob Putnam

DHS.DMHGrantApp@illinois.gov
Announcement Type Non-Discretionary/Exception
Funding Opportunity Title 510-CCCP Cook Crisis Counseling Program
Funding Opportunity Number 24-444-22-3270
Application Posting Date October 18, 2023
Application Closing Date November 17th, 2023, 12:00 PM (Noon) Central Time
Catalog of State Financial Assistance (CSFA) Number 444-22-3270
Catalog of State Financial Assistance (CSFA) Popular Name 510-CCCP Cook Crisis Counseling Program
Catalog of Federal Domestic Assistance (CFDA) Number(s) 97.032
Catalog of Federal Domestic Assistance (CFDA) Number(s) 93.982
Award Funding Source Federal
Estimated Total Program Funding $187,777.00
Anticipated Number of Awards 1
Award Range $187,777.00
Cost Sharing or Matching Requirement No
Indirect Costs Allowed No

* GATA/GOMB offers training for all aspects of the grant cycle, GATA Learning Management System (LMS) if you are interested. It can be accessed as follows: Training & Technical Assistance (illinois.gov)

A. Program Description

  1. Program Summary

    • Due to the significant flooding that impacted the area, a special effort will be made to assist the communities reach pre-flood status, particularly the most vulnerable elderly, youth, unemployed, and disabled populations.

  2. Funding Priorities or Focus Areas

    • IDHS is working to counteract systemic racism and inequity, and to prioritize and maximize diversity throughout its service provision process. This work involves addressing existing institutionalized inequities, aiming to create transformation, and operationalizing equity and racial justice. It also focuses on the creation of a culture of inclusivity for all regardless of race, gender, religion, sexual orientation, or ability.

  3. Authorizing Statutes or Regulations

    • 59 Ill. Admin, Code 132 (Rule 132), Section 132.150g
    • Mental Health Community Services Act (405 ILCS 30/ Section (f))
    • Illinois Administrative Code Part 7000 Grant Accountability and Transparency Act

  4. Scope of Services

    • The Grantee will partner with DMH to implement the Crisis Counseling Program in Cook County. The Grantee will provide individual and group counseling as well as community outreach utilizing social media, fliers, direct mail, and an assortment of other promotional activities that will educate and inform the county residents regarding the Crisis Counseling Program efforts and resources available to them. The Crisis Counseling Program services will include referrals to local resources and will be responsive to needs identified during group discussions. The Crisis Counseling Program teams will utilize surveys developed by FEMA to collect data which will provide information regarding the needs of the towns of Berwyn, Cicero, Stickney, and the Austin community.
    • The Grantee will recruit, hire, and employ 8 full-time crisis counselors, 1 full-time team leader, and 1 full-time data entry specialist for this Crisis Counseling Program. The Crisis Counseling Program staff will expand the ability of the Grantee to provide emotional support, crisis counseling, and a variety of resources for people impacted by the August Flood.

  5. Deliverables

    • Performance Requirements

      • The Grantee will provide and deploy Crisis Counseling Program teams seven days a week as well as the day and evening shifts to reach the maximum number of residents. The Crisis Counseling Program team will develop a referral directory which will be utilized to refer survivors to the myriad of their short term as well as long-term needs. The survivors with long-term needs will be identified during the course of the Crisis Counseling Program and linked with appropriate referral sources. The Grantee will function in partnership and collaborate with the DMH State Disaster Coordinator to provide programming including:
        1. Crisis Counseling
        2. Outreach and Group Counseling Events
        3. Providing Emotional Support
        4. Monitoring and Evaluating Agency Performance and Outcomes
        5. Documentation and billing practices
        6. Monitoring and evaluating outcomes of Crisis Counseling Program
        7. Creating reports if necessary

  6. Performance Measures

    1. Number of crisis counseling hours provided to stakeholders (consumers, family members, collaborators) by the Crisis Counseling Program teams in Cook County.
    2. Number of resources and/or materials developed, organized, and prepared for use in the current program period by the Crisis Counseling Program teams in Cook County.
    3. Number of crisis counseling hours provided to stakeholders (consumers, family members, collaborators) by the Crisis Counseling Program teams in Berwyn, Cicero, Stickney, and Austin community.
    4. Number of resources and/or materials developed, organized, and prepared for use in the current program period by the Crisis Counseling Program teams in Berwyn, Cicero, Stickney, and Austin community.
    5. Number of people who received services from Crisis Counseling Program Teams in Cook County during the program period.
    6. Number of people who received services from Crisis Counseling Program Teams in Berwyn, Cicero, Stickney, and Austin community [in particular] during the program period.
    7. Number of people who received services from Crisis Counseling Program Teams in Berwyn, Cicero, Stickney, and Austin community [in particular] during the program period.
    8. Number of families who received services from Crisis Counseling Program Teams in Berwyn, Cicero, Stickney, and Austin community [in particular] during the program period.
    9. Number of community activities hosted at schools, churches, community-based organizations, and civic institutions by the Crisis Counseling Program Teams.

  7. Performance Standards

    1. 2,000 or more hours of crisis counseling provided to stakeholders (consumers, family members, collaborators) by the Crisis Counseling Program teams in Cook County.
    2. 25 or more resources and/or materials developed, organized, and prepared for use in the current program period by the Crisis Counseling Program teams in Cook County.
    3. 1,000 or more people received services from Crisis Counseling Program Teams in Cook County during the program period.
    4. 100 or more families received services from Crisis Counseling Program Teams in Berwyn, Cicero, Stickney, and Austin community [in particular] during the program period.
    5. 30 or more community activities have been hosted at schools, churches, community-based organizations, and civic institutions by the Crisis Counseling Program Teams.

B. Funding Information

  1. Total Amount of Funding

    • The Department anticipates the availability of approximately $187,777 in funding.
    • The source of funding for this program is Federal funds.

  2. Number of Grant Awards

    • The Department anticipates funding approximately 1 grant award to provide this program.

  3. Expected Amounts of Individual Grant Awards

    • The Department anticipates that the grant award will be $187,777.

  4. Amount of Funding per Grant Award on average in previous years

    • Not applicable.

  5. Anticipated Start Dates and Periods of Performance for new grant awards.

    • Subject to appropriation, the grant period will begin no sooner than October 14, 2023, and will continue through December 14, 2023.

  6. Renewal or Supplementation of existing projects eligibility.

    • This program will be awarded as a 2-month term agreement.
    • IDHS/DMH does not anticipate there will be renewals.

  7. Type of Assistance Instrument

    • This is a non-discretionary funding opportunity.

  8. Procurement Contract Allowability

  • Subcontract Agreement(s) and budgets must be pre-approved by the Department and on file with the Department. Subcontractors are subject to all provisions of this Agreement. The successful applicant Agency shall retain sole responsibility for the performance and monitoring of the Subcontractor.
  • The release of this funding opportunity does not obligate the Illinois Department of Human Services to make an award.

C. Eligibility Information

  1. Eligible Applicants

    • This non-discretionary funding opportunity is limited to applicants that meet the following requirements:
      • The types of applicants that may apply for the grant award are:
        • Nonprofit Organizations
    • The applicant has met the Prequalification and Mandatory Requirements listed in this funding opportunity.

  2. Prequalification

    • Applicants will not be eligible to apply for a grant until they have prequalified through the Grant Accountability and Transparency Act (GATA) Grantee Portal. For more information see the Grantee Portal New User Guide. Registration and prequalification are required annually. During prequalification, verifications are performed including a check of federal Debarred and Suspended status on the Illinois Stop Payment or the Illinois Debarred and Suspended List and good standing with the Secretary of State. An automated email notification is sent to the entity alerting them of "qualified" status or providing information about how to remediate a negative verification (e.g., inactive UEI, not in good standing with the Secretary of State). A federal Debarred and Suspended status cannot be remediated.
    • For assistance navigating government application prequalification procedure, refer to IDHS GATA Prequalification Assistance.
    • Applicants must be prequalified; therefore, applications from entities that have not prequalified prior to the due date of this application will NOT be reviewed until applicant is prequalified.
    • The following information is required to complete registration:
      • Organization's Unique Entity Identifier (UEI); For additional information on UEI, refer to Section Unique Entity Identifier and System for Award Management (SAM) below;
      • Organization's Federal Employer Identification Number (FEIN);
      • Organization type;
      • Illinois Secretary of State File ID (required for non-profits, for-profits and limited liability corporations);
      • Organization's name;
      • Organization's mailing address;
      • Organization's primary email address;
      • Organization's primary phone number;
      • Organization's fiscal year-end date
    • Successful Applicants will not receive an award if pre-award requirements are not met. See Section D for more information.
    • Funding Restrictions - See Section D for funding restriction impacting eligibility.

  3. Cost Sharing or Match Requirements

    • Providers are not required to participate in cost sharing or provide match.

  4. Indirect Cost Rates

    • Indirect Costs may not be applied to this grant award.

  5. Registration in CSA

    • The CSA Tracking System is the system the IDHS utilizes for approving budgets and issuing grant awards. It is strongly recommended that if an applicant entity is not already registered in the CSA Tracking System, they should begin the registration as soon as possible so they may submit a signed budget in CSA. While registration in CSA is not part of the prequalification process, successful applicants will NOT be issued an award without a fully approved budget in the CSA System.

  6. Limit on Number of Applications

    • More than one application per entity is not permitted.

D. Application and Submission Information

  1. Address to Request Application Package

  2. Content and Form of Application Submission

    • Required Content

      • Applications must include the required documents and demonstrate that the program eligibility requirements have been met. The Department will not contact applicants for missing items listed below. Applicants that do not include all the following documents will be considered substantially incomplete and will not be considered for funding.
      • All Application Materials should be submitted in one email (size permitting), as separate pdf documents:
        • Uniform Application for State Grant Assistance
        • Project Narrative
        • Conflict-of-Interest Disclosure
        • Subcontractor Budgets, if applicable
        • Advance Payment Request Cash Budget Form, if applicable

    • Required Forms

      • The Uniform Application for State Grant Assistance is a three-page document used to formalize organization's request to apply for funding. The document requires the signature and email address of the organization's authorized representative.
      • Page one of the application is pre-populated with the appropriate information. Applicants must not complete anything on Page one. The correct application must be used.
      • On Page three, applicants will need to include the amount for which they are applying and sign.
      • The applicant submission email address will be used for official communication between the Department and the applicant organization for matters regarding this application.

    • Budget Requirements

      • Deadline for submission of the budget, in the CSA Tracking System, is the same as the application deadline.
      • The CSA Tracking System is where the IDHS requires all applicants to enter their GATA Budget information. It is also where IDHS staff will review and take action on the proposed budget. The CSA Tracking system requires that you have different credentials than what you have for the Illinois GATA Grantee Portal.
      • A budget and budget narrative must be completed, electronically signed, and submitted in the CSA tracking system with the status as "GATA Budget signed and submitted to program review". A copy is not to be submitted along with the application packet.
      • There is space when preparing the budget on each line item for the budget narrative. For each line in the budget the applicant will describe why each expenditure is necessary for program implementation and how the amount was determined. Please include cost allocations as necessary. The Budget narrative (including MTDC base exclusions as appropriate) must clearly identify indirect costs, direct program costs, direct administrative costs, and describe how the specified resources and personnel have been allocated for the tasks and activities within each line item. See instructions for the CSA Tracking System and Budget Information. The budget should be prepared to reflect 2 months.
      • A Budget Template can be used as a tool to assist in determining expenses; however, the final budget must be completed in the CSA Tracking System. The pdf budget or paper copy will not be accepted. Applicants will NOT be issued an award without the applicant's fully approved budget in the CSA System.

    • Subcontractor budget(s)

      • If applicant is planning to use a subcontractor, a pdf copy of the subcontractor budget must be submitted as a separate pdf document with the other application materials.
      • Subcontractor budgets shall be submitted on the GATA Uniform Budget Template (GOMBGATU-3002).

    • Grant Fund Use Requirements

      • All applicants will use grant funds according to the guidelines, conditions, and parameters set forth in this funding notice and in compliance with federal statutes, regulations and the terms and conditions of any applicable federal awards.
      • Please refer to 2 CFR 200 - Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, PART 200 Subpart E - Cost Principles to determine the appropriateness of costs.
      • Allowable costs are those that are necessary and reasonable based on the activity(ies) contained in the scope of work, are justified in the Budget Narrative, and are allowable under Subpart E of 2 CFR 200. It is expected that administrative costs, both direct and indirect, will represent a small portion of the overall program budget. Any budget deemed to include inappropriate or excessive administrative costs will not be approved. Program budgets and narratives must detail how all proposed expenditures are necessary for program implementation.
      • Unallowable costs: Please refer to 2 CFR 200 - Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, PART 200 Subpart E - Cost Principles to determine the appropriateness of costs. In addition, and specific to this grant, the following costs will be unallowable without specific prior written approval from IDHS:
        • Entertainment costs, except where specific costs that might otherwise be considered entertainment have a programmatic purpose and are authorized in the approved budget (2 CFR 200.438)
        • Capital expenditures for general purpose equipment, including any vehicle regardless of cost, buildings, and land (2 CFR 200.439)
        • Capital expenditures for improvements to land, buildings, or equipment which materially increase their value or useful life (2 CFR 200.439)
        • Food, and other goods or services for personal use of the grantee's employees, contractors, or consultants of the grantee unless authorized as per diem under the State of Illinois Governor's Travel Control Board (2 CFR 200.445).
        • Deposits for items, services, or space

    • Pre-Award Requirements

      • All applicants are required to complete a risk assessment prior to execution of a grant award. The Internal Controls Questionnaire (ICQ) is the instrument used to assess risk of grantees by identifying an organization's potential weaknesses. The ICQ is accessed through the Grantee Portal.
      • The deadline to submit the ICQ is the same as the application deadline.

  3. Unique Entity Identifiers and SAM Registration

    • Each applicant (unless the applicant is an individual or Federal or State awarding agency that is exempt from those requirements under 2 CFR § 25.110(b) or (c), or has an exception approved by the Federal or State awarding agency under 2 CFR § 25.110(d)) is required to:
      • Be registered in SAM.gov before the application due date.
      • Provide a valid unique entity identifier (UEI) in its application.
      • Continue to maintain an active SAM registration with current information at all times during which it has an active Federal, Federal pass-through or State award or an application or plan under consideration by a Federal or State awarding agency.
      • The Department may not make an award until applicant has fully complied with all UEI and SAM requirements.
      • The Department may determine that an applicant is not qualified if they have not complied with requirements and use that determination as a basis to award another applicant.

  4. Application Submission Dates and Times

    • Application Due Date and Time:

      • The Department must receive the Full Application:
        • Due on November 17, 2023 at Noon Central Time.
      • Applicants must electronically submit the complete application including all required narratives and attachments.
      • Emails into this box are electronically date and time stamped upon arrival. For your records, please keep a copy of your email submission with the date and time it was submitted, along with the email address to which it was sent. The email of the original sender of the application will be used for official communication between the Department and the applicant organization for matters regarding this application.
      • Applicants will receive an email to notify them that the application was received. The email reply will be sent to the original sender of the application materials.
      • The subject line of the email MUST state:
        • Your Entity's name
        • Program 510-CCCP Cook Crisis Counseling Program

  5. Intergovernmental Review

    • This funding opportunity is subject to Executive Order 12372, "Intergovernmental Review of Federal Programs."

  6. Funding Restrictions

    • Pre-Award Costs

      • Pre-Award Costs are allowed subject to the discretion, review, and prior approval of the IDHS Budget Committee. Pre-Award Costs must be identified as such in the IDHS Uniform Grant Budget Narrative.  See Section F4. Payment Terms (Pre-Award Costs) for additional information.
      • IDHS grants are governed by 2 CFR. Part 200, Subpart E-Cost Principles and 30 ILCS 708 which include information on allowable costs, audit requirements, and financial records.

  7. Other Submission Requirements

    • Electronic Submission

      • Applications must be submitted electronically to DHS.DMHGrantApp@illinois.gov.  
      • Documents must NOT include a password nor be encrypted.
      • Contact DHS.DMHGrantApp@illinois.gov in the event of technical difficulties.
      • IDHS/DMH is under no obligation to review applications that do not comply with the above requirements.

  8. Grantee Conflict of Interest Disclosures

  • Every grantee and subcontractor must disclose in writing any actual or potential Conflict of Interest as part of the grant application packet using the Grantee Conflict of Interest Disclosure Form IL444-5205.
  • Grantee Conflicts of Interest include, but are not limited to:
    • Grantee has an employee, board member, trustee, or immediate family member who:
      • Holds an elected or appointed office in Illinois.
      • Holds a seat in the Illinois General Assembly.
    • Is an officer or employee of any State board, commission, authority, or holds an elected or appointed position or is employed in any of the offices or agencies of State government.
    • Grantee has a financial interest, including ownership of stocks or bonds, in a firm which is a vendor or contractor.
    • Grantee has outstanding financial commitments to any vendor or contractor.
    • Grantee has a close personal relationship. such as a spouse, dependent child, or member of the technical advisor's household, that may compromise or impair the fairness and impartiality of the technical advisor and grants officer during the solicitation development, proposal evaluation, award selection process, and management of an award.
    • Grantee has any negotiation of employment with current or potential subcontractor or vendor.
  • Additional examples of Grantee Conflicts of Interest can be found in the Grant Accountability and Transparency Act (GATA) Website Resource Library.

E. Application Review Information

  1. Project Narrative

    • A Project Narrative is required to support the Uniform Application for State Grant Assistance (GA) for non-competitive grants. The purpose of the Project Narrative is to describe the organization's program activities and design for implementing and administering the program for the upcoming State Fiscal Year (SFY). This Project Narrative will include information that is specific to your organization's proposed program services and be considered part of your grant agreement. Submission of this Project Narrative is required to fulfill contractual obligations.

  2.  Simplified Acquisition Threshold - Federal Awards

  • Potential grantees under this funding announcement may receive an award in excess of the Simplified Acquisition Threshold, currently $250,000 (Refer to 2 CFR 200.1). Therefore, the grantee is subject to Simplified Acquisition Threshold.
  • (From 2 CFR 200 Definitions): Simplified acquisition threshold means the dollar amount below which a non-Federal entity may purchase property or services using small purchase methods (see § 200.320). Non-Federal entities adopt small purchase procedures in order to expedite the purchase of items at or below the simplified acquisition threshold. The simplified acquisition threshold for procurement activities administered under Federal awards is set by the FAR at 48 CFR part 2, subpart 2.1. The non-Federal entity is responsible for determining an appropriate simplified acquisition threshold based on internal controls, an evaluation of risk, and its documented procurement procedures. However, in no circumstances can this threshold exceed the dollar value established in the FAR (48 CFR part 2, subpart 2.1) for the simplified acquisition threshold. Recipients should determine if local government laws on purchasing apply.

F. Award Administration Information

  1. State Award Notices

    • Applicants recommended for funding under this non-discretionary opportunity will receive a Notice of State Award (NOSA). This notification is sent to the main contact listed in the Grantee Portal; therefore, it is important to keep contact information in the Grantee Portal updated. The NOSA shall include:

      • Grant award amount
      • The terms and conditions of the award
      • Specific conditions, if any, assigned to the applicant based on the fiscal and administrative risk assessment (ICQ).
    • Note: The Department cannot issue a NOSA until the successful applicant has an approved budget entered into CSA. The applicant shall receive the NOSA through the Grantee Portal. The NOSA must be Accepted or Declined by the grants officer (or equivalent). This acceptance of the NOSA effectively accepts the state award amount and all conditions set forth within the notice. This accepted NOSA is the document authorizing the Department to proceed with issuing a grant agreement. The NOSA must be Accepted or Declined through the Grantee Portal. A hard copy is not required.
    • The NOSA is NOT an authorization to begin performance (to the extent that it allows charging to State awards of pre-award costs at the non-State entity's own risk).
    • After the Uniform Grant Agreement is published in the CSA Tracking System, it must be signed, and the signature page submitted to the Office of Contract Administration at DHS.DHSOCA@Illinois.gov.  
    • An award is NOT considered to be fully executed until both parties have signed the grant agreement. IDHS/DMH is not obligated to reimburse applicants for expenses or services incurred prior to the complete and final execution of the grant agreement and filing with the Illinois Office of the Comptroller.

  2. Administrative and National Policy Requirements

    • The agency awarded funds shall provide services as set forth in the IDHS grant agreement and shall act in accordance with all state and federal statutes and administrative rules applicable to the provision of the services.
    • You can find a sample of the FY24 grant agreement at IDHS Uniform Grant Agreement.

  3. Reporting

    • Upon execution of the grant agreement, reporting shall be in accordance with the requirements set forth in the Uniform Grant Agreement and related Exhibits which includes, but is not limited to the following:
      • Time Period for Required Periodic Financial Reports. Unless a different reporting requirement is specified in Exhibit D, Grantee shall submit financial reports to Grantor pursuant to Paragraph 10.1 and reports must be submitted no later than 30 days after the quarter ends.
      • Time Period for Close-out Reports. Grantee shall submit a Close-out Report pursuant to Paragraph 10.2 and no later than 30 days after this Agreement's end of the period of performance or termination.
      • Time Period for Required Periodic Performance Reports. Unless a different reporting requirement is specified in Exhibit D, Grantee shall submit Performance Reports to Grantor pursuant to Paragraph 11.1 and such reports must be submitted no later than 30 days after the quarter ends.
      • Time Period for Close-out Performance Reports. Grantee agrees to submit a Close-out Performance Report, pursuant to Paragraph 11.2 and no later than 30 days after this Agreement's end of the period of performance or termination.
    • Grantee shall submit these reports) to the appropriate email address listed below. Reported expenses should be consistent with the approved annual grant budget. Any expenditure variances require prior Grantor approval in accordance with Article VI of the UGA to be reimbursable.
    • DMH reporting templates and detailed instructions for submitting reports can be found in the Provider section of the IDHS website.

  4. Payment Terms

  • Grantees will receive payment by one of the three payment methodologies (Advance Payment, Reimbursement or Working Capital Advance). Grantees will automatically be paid via Reimbursement Method unless a request for Advance Payment Method or Working Capital Advance Method is made using the IDHS Advance Payment Request Cash Budget Template (Cash Budget).

  • Advance Payment Method (Advance and Reconcile)

    • An initial payment will be processed in an amount equal to the first two months' cash requirements as reflected in the Advance Payment Requirements Forecast (Cash Budget) Form submitted with the Grantee's application. The initial payment will be processed upon execution of the grantee's Uniform Grant Agreement.
    • Grantees must submit monthly invoices in the format and method prescribed in the Grantee's executed Uniform Grant Agreement. Invoices must be submitted no later than 15 days following the end of any respective monthly invoice period, or as indicated in their UGA Exhibit F - Payments. Invoices must include only allowable incurred costs that have been paid by the Grantee. For programs that have Grantee matching requirements, allowable costs are only reimbursable when matching costs have also been incurred.
    • Subsequent monthly payments will be based on each monthly invoice submitted by Grantee to Grantor, and will be adjusted up or down, based on a comparison of actual cumulative expenditures to cumulative advance payments, to date.
    • Grantees that do not expend all advance payment amounts by the end of the Award term or that are unable to demonstrate that all incurred costs were necessary, reasonable, allowable, or allocable as approved in their respective budget, must return the funds within 45 days.
    • Grantees may be required to submit supporting documentation for their requests at the request of and in a manner prescribed by the Grantor.
    • Failure to abide by advance payment governance requirements may result in grantee losing their right to advance payments.

  • Reimbursement Method

    • IDHS will disburse payments to Grantee based on actual allowable costs incurred as reported in the monthly financial invoice submitted for the respective month, as described below.
    • Grantees must submit monthly invoices in a format prescribed by Grantor. Invoices must include all allowable incurred costs for the first and each subsequent month of operations until the end of the Award term. Invoices must be submitted no later than 15 days following the end of any respective monthly invoice period, or as indicated in their UGA Exhibit F - Payments. As practicable, Grantor shall process payment within 30 calendar days after receipt of the invoice, unless the State awarding agency reasonably believes the request to be improper.
    • Grantees may be required to submit supporting documentation for their requests at the request of and in a manner prescribed by the Grantor.

  • Working Capital Advance Method

    • IDHS Grant Program Managers will advance working capital payments to the grantee to cover their estimated disbursement needs for an initial period not to exceed two months of grant expenses. Startup costs may be approved if determined by IDHS Grant Program Managers to be allowable.
    • Grantees must submit monthly invoices for each of the one or two months covered by the Working Capital Advance in the format and method prescribed by the Grantor. Invoices must be submitted no later than 15 days following the end of any respective monthly invoice period, or as indicated in their UGA Exhibit F - Payments. Invoices must include only allowable incurred costs that have been paid by the grantee. For grant programs that have grantee matching requirements, allowable costs are only reimbursable when matching costs have also been incurred.
    • Grantees may be required to submit supporting documentation for their requests at the request of and in a manner prescribed by the Grantor.
    • Working Capital Advance Payments are limited to a single occurrence per grant term.
    • Following the initial working capital advance payment, grantees will be paid via advance or reimbursement method as appropriate.
    • Grantees selecting the Advance Payment Method, or the Working Capital Advance Payment Method must complete the Advance Payment Request Cash Budget Template as described in the procedures above. In addition, please note: If you will be submitting the Advance Payment Request Cash Budget, it must be submitted with the application materials as a separate document.

  • Pre-Award Costs

    • DMH will review the grantee budget and associated budget narrative inclusive of Pre-Award Costs and will provide the grantee with a Pre-Award Cost Authorization Letter prior to any expenses being incurred.
      • Limitations: On a program-by-program basis, IDHS may allow Pre-Award Costs for grantees and subrecipients, considering the following factors:
        • No Pre-Award Costs are allowed for a previous fiscal year.
        • Entities selected to receive a grant award may request Pre-Award Costs by completing and submitting a Uniform Grant Budget to the respective awarding program point of contact.
          • The budget must contain all estimated costs for each cost line item and a supporting narrative that describes why the Pre-Award Costs are necessary.
          • Awarding grant program personnel will review the Pre-Award Cost budget to determine if the costs are:
            • Necessary,
            • Reasonable,
            • Allowable, and
            • Allocable.
          • If the proposed costs are supported by the narrative to meet the conditions stated in 2(a-b); the costs may be approved.
        • Pre-Award Costs must be part of the final approved program budget. Grantees must submit a uniform grant budget to the grant program manager. Budget must be reviewed and approved prior to incurring Pre-Award Costs. Only Pre-Award Costs that are in the final budget and emergent, reasonable, necessary, allocable, allowable, and in furtherance of the purpose of the grant award shall be reimbursed. For Pre-Award Costs to be allowed, it must be clearly stated in the NOFO or the CSFA Program Listing.
        • Pre-Award Costs should generally not be allowed for costs to be incurred more than 60 days prior to the grant agreement.
        • Pre-Award Costs must be charged to the first grant monthly invoice unless IDHS grants an exception. 2 CFR 200.458. IDHS's Chief Accountability Officer and General Counsel or their designees must approve all such exception requests.
        • IDHS has the right and obligation to review supporting documentation for all Pre-Award Costs that are submitted for reimbursement on the initial grant monthly invoice. Grantees and subrecipients who expend Pre-Award Costs without prior written approval bear the risk that IDHS will find that the costs are not allowable.
        • If Pre-Award Costs are authorized, the granting program manager will issue the written approval on IDHS form name and number, Pre-Award Cost Authorization Letter IDHS Form IL444-5141.
      • Procedure for Disbursing Pre-Award Costs
        • Grantees must seek reimbursement for Pre-Award Costs by including such costs on the first Monthly Grant Invoice.
        • The grantee must submit the appropriate backup documentation such as receipts, bank records, and other materials which document that the Pre-Award Costs have been incurred and paid by the grantee.
        • Upon receipt of the backup documentation, the Grant Program Manager will review the materials to assure that the Pre-Award Costs expended are consistent with final approved grant budget.
        • Upon completion of the review, the Grant Program Manager will advise the grantee if any Pre-Award Costs are disallowed. Only those costs that were pre-approved will be allowed.
        • Payment for approved expenses will be vouchered per the payment processing policy.
        • All approved and paid Pre-Award Costs will be reported on the first quarterly PFR.
      • Subrecipients and Pre-Award Costs
        • If IDHS allows the grantee to incur Pre-Award Costs, grantees may allow subrecipients to incur Pre-Award Costs and reimburse for those costs after the subgrant agreement is fully executed.
        • Grantees that elect to allow subrecipients to incur Pre-Award Costs must follow the same Pre-Award Cost review and approval process as IDHS and, upon request, must demonstrate implementation of the subaward Pre-Award Cost review and approval process.
        • Grantees must determine the period of performance for their subrecipients.
        • If a sub-grantee is allowed to incur Pre-Award Costs the grantee must review the backup documentation, require any necessary corrections, and submit it to their IDHS Grant Specialist for final approval. If Pre-Award Costs are paid by the grantee to the sub-grantee without final approval from IDHS, the grantee is at risk that these costs could ultimately be disallowed, and consequently not reimbursed to the grantee. For questions and concerns regarding the allowability of Pre-Award Costs to sub-grantees, the grantee should contact the IDHS Grant Specialist for technical assistance.
  • The Monthly Invoice IL444-5257 Template must be used for all DMH programs and submitted no later than 15 days after the end of the month. All invoices shall be HIIPA compliant and encrypted utilizing DHS approved encryption software and emailed to DMH at the email address listed above.
  • Invoice and PFR Email Address for General Grants: DHS.DMHQuarterlyReports@illinois.gov  
  • Invoice and PFR Email Address for Williams Consent Decree: DHS.DMHWilliamsInvoices@Illinois.gov  
  • Invoice and PFR Email Address for Colbert Consent Decree: DHS.Colbert.Invoices@illinois.gov

  • Payment Forms

G. State Awarding Agency Contact(s)

H. Other Information

I. Mandatory Forms