(18-444-80-1444) Community Youth Employment Program (CYEP)NOFO Frequently Asked Questions

  1. What is a NOFO?
    A Notice of Funding Opportunity is similar to a Request for Proposals or Applications. It is a notice that a State Agency intends to fund a program/project. It allows eligible applicants to bid for funding under that notice.
  2. Why is DHS posting a NOFO for the CYEP Program?
    Per 30 ILCS 708, the Grants Accountability and Transparency Act (GATA). Please refer to this public act as well as the Code of Federal Regulations Title 2: Grants and Agreements PART 200 (CFR 200) referenced within GATA. A Notice of Funding Opportunity (NOFO) must be posted as this program/funding source does not qualify for an exception to this requirement.
  3. I was a FY17 Community Youth Employment provider; will I receive a grant agreement / contract for this program in FY18 if I do NOT prepare a response to this NOFO?
    NO. Only applications submitted in response to this NOFO posting will be considered for funding in FY18. Funding is not guaranteed as this is a competitive notice. Applicants must meet or continue to meet the eligibility requirements identified in this NOFO, including the pre-qualification requirements and all applications will undergo a merit based review as described in this NOFO. Applicants must also meet all Application and Submission requirements found in the NOFO.
  4. How many awards are expected?
    The Department anticipates awarding approximately 40 grant awards. This is only an estimate.
  5. Is there a minimum or maximum award amount?
    No. However funding is limited and the merit based review process is designed to ensure that programs are effective and cost efficient.
  6. I represent a provider interested in becoming a CYEP provider/site, however, my agency does not feel it can turn around an application by the due date. Will there be another opportunity to apply for funding later this Fiscal Year?
    While the possibility does exist, it should not be planned for. It is estimated that the number of applications for this program will exceed the funding available. While funding is not the only factor the Department considers when determining to release a NOFO, without available funding, there would not be another opportunity posted this fiscal year.
  7. My organization will be submitting an application to serve one of the Priority Service Areas identified in Appendix J. Will my application automatically receive the priority points listed in the Appendix, or do we need to somehow request those points be applied. Also, is it possible we would receive fewer priority points than what is listed and if so, what would that be based on?
    YES, your application will automatically receive the full points identified in Appendix J. No action is required on your part so long as it is clear that your service area is within one of those identified areas.
  8. Is it acceptable to provide some of the requested information in a table or chart format or is a narrative format required?
    This is at the discretion of the applicant; any of these formats will be accepted. Please understand that these pages, in whatever format, will still be counted within the page limit requirement and must be inserted in the corresponding section and NOT as an attachment.
  9. If my final PDF application document is too large to email can I break it down into smaller PDF files to submit?
    No. Please be sure to follow the instructions provided in the NOFO to submit large documents. This is a very simple process and it should have no trouble accepting your document. If you have trouble with the link or uploading your document, please contact CMS directly or the Program contact identified in this NOFO posting for assistance.
  10. I am an out-of-state agency; can I apply for this grant?
    Yes, provided that you have physical office space somewhere in the State of Illinois and this is the area in which you intend to provide CYEP programming and services to youth.
  11. Can we apply for both in-school and out of school? Or do we have to apply for one or the other?
    YES. However, you will need to clearly distinguish any differences between the two categories. Services, expectations etc.
  12. Also, is the length of the grant only 8 months? What is the beginning and end date?
    While this program is intended to be a year round program, with the current fiscal year partially over, the anticipated length of the award for FY2018 is expected to be from November 1st 2017 through 6/30/2018. The proposed budget should reflect this same time period.
  13. Is there an expected range for the cost per participant?
    No. That said, the Department expects to fund cost effective programs. To this end, the Department will take into account the cost per youth when scoring applications and making funding determinations.
  14. Is it possible that rather than the service provider being the employer of record, can we reimburse an employer for the costs of wages, workers comp, etc. during the designated time frame?
    YES. You will need to make sure that you maintain detailed records of the youth's payroll for documentation of any such reimbursement.
  15. The NOFO mentions three months as the length of employment. So, if the program were to start in November with a three month limit they would have to go off the payroll in January. It would be much stronger to keep them on through the school year. Can employment go longer?
    It is the expectation of the Department for providers to get youth placed in actual jobs/employment, not qualified work experience programs. Therefore it is our expectation that these youth will continue to be employed past 3 months. The limit of 3 months per youth refers only to the provider's ability to subsidize wages for that employment. Providers may place youth on work experience projects that will lead to actual employment, however, the grant may not be used to pay youth wages for that work experience, only to subsidize actual employment. The grant may be used to fund everything related to work experience projects, except for paying a wage.
  16. The Notice mentions that payroll should be done biweekly. If we do payroll semi-monthly (twice per month) will that be acceptable?
    YES
  17. The Notice mentions that the immediate supervisor should be employed by the employer, not the provider. The youth employment programs we have run in the past we have used our staff are the supervisors. Will we be able to continue this practice?
    While provider staff may be involved in the supervision of youth if this is agreed to with the employer and the specifics surrounding that are detailed in the agreement, it is critical that the ACTUAL employer supervise the youth they are employing. Ultimately it is the employer and not the provider's staff that will determine if the youth will remain employed past any probationary period.
  18. If youth employment programs have to take a majority of their youth as referrals from FCRCs, it may create a bottleneck in terms of getting youth into the programs. It would be important that non-FCRC youth be able to be recruited.
    It is not the expectation of the Department for ALL or even a majority of the youth served come into the program as referrals from the FCRCs. However, it is very important for the relationships to be built between the FCRC staff and the program as a vast majority of the youth that will be served in this program will either already be FCRC clients or they will eligible to receive benefits available through the FCRCs. This relationship will help to ensure that the provider and DHS are working together to best serve our young people and their families.
  19. The NOFO states that non-FCRC referred youth, 18 and older, are encouraged to apply through ABE - what is ABE?
    Application for Benefits Eligibility.
  20. Will payroll documentation have to be submitted for each payroll?
    YES. Instructions will be provided to successful applicants once agreements are in place.
  21. Will there be a uniform way for documenting service delivery in order to document proof of completion of required activities and proof of work readiness, career awareness training, supportive services received and assessment documentation.
    Much of this will be documented through Illinois WorkNet on line activities. Guidance will be provided to successful applicants once agreements are in place.
  22. FCRC referrals will be made to youth programs. But, will a majority of program participants have to be FCRC referrals?
    No.
  23. If I read this right, for in-school students, the two measures will be grade level promotion or attainment of a high school diploma or GED?
    Yes, but those are not the only measures, there are education related measures and there are several measures related to part-time employment for in-school youth. While those are two critical measures related to education, this is a youth employment program and all youth served in the program are expected to be employed.
  24. Does the performance measure that looks at nine months of employment include three months of subsidized employment and six months of other employment that is not subsidized?
    The expectation is that youth will be placed in employment, we will measure retention. What is being described in the question appears to be 2 separate jobs, one 3 months in length and one or more adding up to 6 months in length. This would not qualify as nine months. Now if it was 9 months in the same job with three months of that being subsidized and 6 not, then yes it would meet 9 months.
  25. Will subcontract agreements have to be preapproved by the Department?
    YES. If these subcontracts are submitted along with the application, the Department will be able to approve them, or not, along with the application. If a provider wishes to enter into a new subcontract following the award, then that proposed agreement will need to be submitted to the Department for pre-approval.
  26. Will the workNet activities and career readiness and job readiness etc. be included as work time?
    No.
  27. What is the minimum number of youth to be served?
    There is not a minimum requirement.
  28. Will there be any advance funds for organizations to get their programs started or is it all reimbursement? If it is all reimbursement, then that would present a hardship for many organizations to apply for and operate these programs. We understand that one of the eligibility requirements is that an organization has the administrative and fiscal capacity to implement the program on a reimbursement basis. This may be doable after a program is up and running, and if the State pays its obligations on schedule. But, 100% reimbursable seems very unfair.
    Successful applicants will receive an advance payment. While maintaining an advance, the Department will reconcile reported monthly expenditures. The award payment terms will detailed in Exhibit C of the Uniform Grant Agreement.
  29. I am contacting you to better understand Attachment 5 Employer Agreements/Commitments of the application. The RFP describes these agreements as a requirement once youths are hired. What do we actually have to submit for proposal?
    In this Attachment, you would include any agreements that you may already have in place, you may include draft agreements, you may explain that you do not have any current agreements and instead discuss your anticipated agreements. In Attachment 8 (Appendix E) you will be able to provide more specific information regarding those current or anticipated employers and at the bottom you will indicate if you have included an agreement or a draft agreement.
  30. What are the chances for agencies and organizations not currently funded by DHS for other Youth Programs?
    As long as your organization meets the criteria in Section C "Eligibility Information" you have as good a chance as anyone else. This is an open competitive application process. Priority points are only given based on the service area as described in the Notice.
  31. At this time, we have tentative employers in mind who could be confirmed quickly upon grant award. Appendix E and Appendix G request information on employers. Is it permissible to include tentative employers on these documents?
    YES. Just indicate that in those documents.
  32. If the applicant does not have any financial resources that have been secured to off-set the costs associated with youth wages for the proposed employment placements, does the applicant still have to provide an Attachment 5 for this request?
    In your application narrative (part j) you should explain that you do not have any financial resources that have been secured to off-set the costs associated with youth wages and indicate if you have any plans to do so - or not. You should include Attachment 5 - even if it simply states that you do not have any resources and you have no plans to secure any. This way the reviewer will know that you did in fact address this piece of the application. You should include Attachment 5 because it provides other important information (see question 29.)
  33. What kind of supporting documentation is acceptable as Attachment 10 for recent performance and outcomes achieved operating similar employment programs for transition-age youth?
    You may provide as much or as little as you would like here - however, a description and a summary of the performance and outcomes will be sufficient. If the information/data is based on an evaluation or some other type of analysis, it is sufficient to simply reference and describe that evaluation /analysis and the results - you do NOT need to - PLEASE do NOT attach the actual evaluation/analysis as proof. We can always request it from you if necessary.
  34. I understand the FY18 CYEP grant agreement period will run from November 1, 2017 until June 30, 2018 and allows pre-award costs with proof of services. Will Pre-Award costs come from the estimated $11 Million available to fund providers or is there a separate appropriation for that?
    The available appropriation to fund CYEP providers is the same appropriation that will be used to fund pre-award costs. The total funding available to fund providers AND pre-award costs is the estimated $11 Million.
  35. Will there be a Bidders Conference, and if so, how can my organization attend?
    Yes, there will be a Bidders Conference. Information about how to attend the CYEP Bidders Conference can be found at: http://www.dhs.state.il.us/page.aspx?item=97990.
  36. How can I register to use the CSA system?
    Information on registering to use the CSA system can be found in Appendix L of the NOFO application. Note that the Chief Financial Officer or equivalent and the Executive Director or equivalent must not only have registered, but must also have subsequently requested and been granted access rights to approve budgets in the CSA system. Otherwise, your organization will not be able to submit your budget as required in the NOFO. Processing CSA access requests can take some time, so it's recommended that you begin this process right away.
  37. The NOFO states that "youth applications must be entered in Illinois Worknet...", that each "employer is to complete the Illinois Worknet Worksite Evaluation for each participant...", and that "the Grantee must submit payroll documentation to the Department using Illinois Worknet...". Will there be a mechanism in place via Illinois Worknet that will allow Worknet users to identify as CYEP participants, and thus connect both to managing staff at agencies that are grant providers, as well as to worksite managers who are expected to complete assessments on behalf of participants?
    Yes. The workNet should be fully functional for the CYEP in FY18. The Illinois workNet will provide training to successful applications on how to use the workNet.
  38. I am seeking clarification on an eligibility component for this NOFO. In order to be eligible does the applicant need experience operating a state youth employment program or can it be any kind of youth employment program?
    The source of funding for such a program is not relevant to eligibility. 
  39. Is there a formula to calculate reasonable grant amounts for the CYEP?
    No
  40. Is there an "average" or general amount that typically is awarded?
    No
  41. How do I find out whether my service area youth are high users of SNAP benefits?
    DHS cannot recommend a particular source of data. There are many possible sources from which data pertaining to financial need in a potential service area may be obtained. Please know that the funding notice does not require that local SNAP data be provided.
  42. You noted that about 40 grants will be awarded. Were there 40 providers last year or in previous years?
    There were 27 Providers funded in FY18.
  43. Would you anticipate funds being available, realistically, for new projects?
    Please refer to question 30 above.
  44. The Notice of Funding Opportunity says that DHS anticipates awarding $11 million in CYEP grant funds, but the GATA website shows $11.25 million. Which is correct?
    $11.25 million. Sorry for any confusion.
  45. As we design our implementation timeline, it would be very helpful to know the expected turn-around time for the grant award notifications, if possible. With proposals due to the State on October 20th, when might we realistically expect to find out if our agency is a CYEP award recipient?
    DHS staff will be working diligently to review and score applications as they are submitted. The anticipated program start date for successful applicants is November 1, and each successful applicant will receive a Notice of State Award (NOSA) on or before that date.
  46. Will a no-cost extension be allowed for any reason?
    No.
  47. Is the performance period only 6 months long?
    The anticipated grant period is 8 months. Programs are expected to begin serving youth no later than December 1, 2017. Program performance will be measured throughout the entire grant period and beyond.
  48. Is the opportunity an entirely new bid or will it be a renewal application for past awardees?
    Please refer to question 3 above.
  49. Is a letter of intent required? I did not see anything about it.
    No. For a list of documents required to be included in your single PDF submission, see section D6B of the NOFO document.
  50. Is there a bidders conference and when?
    Yes. The bidder's conference information can be found at the following link: http://www.dhs.state.il.us/page.aspx?item=97990
  51. Can you provide an estimate of the average amount of time it will take youth to complete each of the required work readiness tools through Illinois workNet? These are: the Employment 101 Curriculum (including the pre-assessment, educational activities, and post-assessment), the Career Cluster Inventory, and the NOCTI 21st Century Skills Assessment.
    The NOCTI 21st Century Skills exam is estimated to take about 3 hours to complete. This can be done in one sitting or multiple sittings. The Career Cluster inventory is estimated to take between 5 and 25 minutes to complete. The Employment 101 pre and post-assessments are each estimated to take about 15 to 20 minutes to complete. The length of time needed to complete the Employment 101 Activities will vary from participant to participant. For more information on the required workNet assessments, please see the following link: http://www.illinoisworknet.com/partners/Pages/Assessments.aspx
  52. This program is described as a year-round program, yet the funding is only for the period of 11/1/2017-6/30/2018. Is there any provision or stop-gap funding available for program activities that begin prior to 6/30/2018 but are not completed until after that date? (For example, to allow a youth who began the program in April to continue to receive supportive services after 6/30/2018.)
    No. The current Notice of Funding Opportunity will only cover expenses incurred through June 30, 2018. This program is designed as a year-round program with the expectation that funding will be appropriated each fiscal year. As with any General Revenue funded program, future funding cannot be guaranteed in advance. However, successful programs in good standing that are in compliance with the program/grant deliverables and performance measures that continue to meet eligibility requirements may be eligible for a grant renewal IF sufficient funding is appropriated.
  53. Will this grant be renewable for FY2019?
    See question #52 above.
  54. Is there a suggested length of time in this program for youth from enrollment to case closure?
    No. However, every youth participant in FY18 should have a transition plan in place which should detail the transition out of the CYEP, leading to case closure.
  55. Should indirect costs be calculated based on the total budgeted amount or the total direct costs?
    Any indirect costs should be calculated using a base and a rate. If you elect to use the De Minimis Indirect Cost Rate of 10%, your base is your Modified Total Direct Costs (MTDC) which are spelled out in the NOFO and in 2 CFR § 200.68. If you have a Negotiated Indirect Cost Rate Agreement (NICRA), your base and rate will be specified in your NICRA.
  56. Is there a specific liaison at the FCRC?
    There is no specific liaison at the FCRC.
  57. Is there a particular place on the Illinois WorkNet to upload case plan documents and recommendations?
    Yes. The Illinois WorkNet will have that functionality.
  58. Are stipends to Youth allowable costs under the CYEP?
    No. Youth may receive stipends, however not with CYEP grant funds.
  59. Can gift cards or transportation cards be purchased and given to youth to use for allowable support services?
    Yes, however all costs including support costs must be reasonable and necessary, and must be supported by detailed documentation. Such documentation must show that costs were used for allowable purchases under the grant. It is the responsibility of the grantee to document that all expenditures were in fact expended as authorized under the grant or they will be considered unallowable. Therefore, for example, if a $50 Walmart gift card is provided to a participant to purchase work boots for his/her job, you will need to be able to provide proof that work boots were in fact purchased with the gift card and that the gift card was not misused for some other un-allowed purpose.
  60. Would it be allowable to contract with an instructor for an Anger Management class for a group of youth participants?
    Yes.
  61. In the past we were able to pay youth $9.00 per hour regardless of the applicable minimum wage? Is this still the case?
    No. The subsidy may not be more than the applicable minimum wage. The grantee will be required to document the applicable minimum wage and ensure that the youth's hourly wage is not less than the applicable minimum wage and the at the subsidized portion, if any, is not more than the applicable minimum wage. The youth may be paid more than minimum wage, but the grant cannot subsidize more than the minimum wage.
  62. If the local minimum wage exceeds the State or Federal minimum wage, how much should the subsidy be?
    The subsidy may not be more than the applicable minimum wage where the youth is actually employed. So if the local minimum wage is higher, then you can subsidize up to the local minimum wage.
  63. Are Providers required to provide a subsidy to every CYEP participant?
    No. The Youth wage must be at least the minimum wage but no portion of the youth's wage is required to be subsidized by the grant.
  64. Is food for participants allowable?
    Yes, all expenditures for food for youth should be reasonable, necessary and thoroughly documented. Please remember that food for staff is an unallowable cost.
  65. Should we apply for pre-award costs in a separate budget?
    No. Pre-award costs must be included in the applicant's Uniform Grant Budget, but must be listed separately from expenses expected to be incurred during the grant period. A detailed explanation and justification of any budgeted pre-award costs must be included in the narrative section of the Uniform Grant Budget. Each pre-award expenditure and corresponding justification MUST be preceded by "PRA-"
  66. Can the Provider specify a background check policy to the worksite employer partner in the worksite agreement?
    Yes, the Provider and the work site may enter into any agreement they choose however the Provider is ultimately responsible for insuring that the worksite is in compliance with background check requirements in the agreement.
  67. Can we pay for background checks with CYEP funds?
    Yes, for youth if required for employment, for any program staff that may come in contact with youth, and worksite supervisors on a case by case basis if extenuating circumstances exist.
  68. Is there a required minimum or maximum percent of services or funding that must be spent on supportive services, personnel, or youth wages etc.?
    No.
  69. For the Uniform budget is there any way for agencies to test CSA prior to submission?
    Yes you will be able to enter the budget information into the CSA system prior to submitting the budget. It is critical that you get registered in the system ASAP - Particularly if you have never been a DHS grantee.
  70. Do the CEO and the CFO need to be present to electronically sign the budget?
    As long as the CEO and CFO have been granted budget approval access rights in the system, they can sign the budget electronically from any location from which they can access the internet and CSA system online.
  71. In the CSA budget are we required to detail how we plan to spend indirect costs?
    No, indirect costs are budgeted based on your indirect cost rate and the base.
  72. One of the performance measures tracks employment after 9 months but the grant period is only 8 months, does DHS expect us to track data beyond the end of the grant period?
    Yes. Please refer to the Employer Agreements section on page 7 of the funding notice. Employer agreements include a commitment on the part of the employer to provide employment verification and status information for program youth to the provider at 3, 6 and 9 month intervals following the youth's completion of the program.
  73. The CYEP requires that eligible applicants previously received "state grant funding". What counts as state funding?
    There are two separate requirements: 1) to have previously received a State grant and 2) to have previously operated a Youth Employment program. Any grant from a state agency that was managed by the applicant agency in the recent past would count - regardless of funding source or program/project. Previously operated youth employment program is a separate requirement and again is regardless of funding source.
  74. Is there a minimum or maximum number of youth that can be served or a minimum or maximum cost per youth served?
    No. However there is an expectation that applicants will serve youth in a cost efficient and effective manner.
  75. Is the bidder's conference required?
    No but recommended.
  76. I was unable to attend the bidder's conference, will the information be available?
    Yes. Questions and answers from the call will be captured and will be made available on the website under the Questions & Answers link. Redundant questions and those previously answered in the Q&A will be eliminated so as not to unnecessarily clutter the list.
  77. What is considered full or part time employment?
    The federal fair labor standards act does not define full or part time employment. Full time and part time employment hours will be agreed to by the Provider and the employer in the worksite agreement.
  78. Is active participation in post-secondary education considered "in-school"?
    Yes.
  79. If a student attends an alternative school will that suffice as documentation that the youth meets the participant eligibility requirement?
    Yes. Students in an alternative school could be considered at-risk of educational failure and/or at-risk of involvement or further involvement in the justice system. Individual youth may also meet other eligibility criteria.
  80. What if an in-school youth participant disengages in education (completion of high school diploma or equivalency) during the program? Should they be removed from the program?
    Possibly. Providers should make adequate efforts to reengage the youth in education before termination. Participants should know that refusing to reengage in education means refusing to participate in CYEP.
  81. How will I know where my local Family Community Resource Center (FCRC) is?
    This information will be supplied to successful applicants in November following funding notification.
  82. Are the required assessments on the workNet free and do they provide accommodations for examinees?
    Yes. For more information on the required workNet assessments, please see the following link: http://www.illinoisworknet.com/partners/Pages/Assessments.aspx
  83. Is ISTEP web-based?
    Yes. It is part of a suite of tools available through the Illinois workNet.
  84. Is the CYEP grant paid from General Revenue funds?
    Yes, CYEP funds are paid from General Revenue. However, please note that they may be used by DHS as TANF MOE thereby effectively making these Federal fund. This would them mean that the applicant would not be able to use these funds to match other federal grants.

  85. *****For minor homeless youth, is parental/legal guardian consent required? *****
    YES. Parental/legal guardian consent is required and efforts to obtained consent must be documented for minor youth. The participating minor must understand that if they provide false information or fail to provide sufficient information to make contact, the youth will not be eligible for services. Homeless minor youth not living with a member of their family should be referred to the local CCBYS provider or law enforcement organization. The local CCBYS provider may be able to assist with obtaining consent.
  86. May support services be provided to youth during training?
    Yes, support services may be provided to the youth anytime while they are enrolled in the program and as necessary.
  87. Can services such as mental health and substance abuse be paid for by the grant?
    Treatment services will not be paid for by the grant although referrals should be made as necessary. Preventive services, counseling services, etc. may be provided by the grant as necessary.
  88. Why are we requiring the employer to complete a participant employment termination report?
    The goal of CYEP is long term unsubsidized employment. If a youth participant's employment is terminated within 9 months of the initial job placement, it is helpful to know why, so that the CYEP can work to address those reasons and identify potential patterns with individual employers.
  89. When would we require the completion of the participant employment termination report?
    The employment termination report should be completed any time a job placement is terminated within 9 months of the placement's start date.
  90. Is subsidized employment different than unsubsidized employment?
    Yes. With subsidized employment, the provider uses CYEP funds to pay a portion of the youth participant's wage for a temporary period of time. With unsubsidized employment, the youth participant's wage is paid directly by the employer.
  91. Who is responsible for verifying that the youth is paid at least minimum wage? Does DHS make that determination?
    The employer is legally required to ensure that employees, including youth CYEP participants, are paid at least the applicable minimum wage. CYEP providers are responsible for ensuring that any CYEP worksites are in compliance with minimum wage laws. This should be reiterated in the worksite agreement.
  92. Where in the budget do we included administrative costs?
    Administrative costs should usually be budgeted as either indirect costs, or as direct administrative costs. Please see 2 CFR §§ 200.412, 200.413, and 200.414. The following is an excerpt from 2 CFR 200 § 413(c)
    The salaries of administrative and clerical staff should normally be treated as indirect (F&A) costs. Direct charging of these costs may be appropriate only if all of the following conditions are met:
    1. Administrative or clerical services are integral to a project or activity;
    2. Individuals involved can be specifically identified with the project or activity;
    3. Such costs are explicitly included in the budget or have the prior written approval of the Federal awarding agency; and
    4. The costs are not also recovered as indirect costs.
  93. Do sub-contractor budgets get entered into the CSA system?
    No. Only the applicant's budget should be entered into the CSA system. Subcontractor budgets should be completed using the FY18 Uniform GATA Budget template available at: https://www.illinois.gov/sites/GATA/Documents/Resource%20Library/GOMBGATU-3002.pdf. Any subcontractor budget(s) should be signed by the subcontractor's CEO and CFO, and should be included in the single PDF application submission.
  94. What is excluded from the indirect cost base? Are participant support costs excluded? Are youth wages considered participant support costs?
    What is excluded from the indirect costs base will depend on what the indirect costs base is. If an applicant has an approved state or federal NICRA, it will specific what may be included or excluded in the base. If an applicant chooses to use the de minimis rate, the base will be the budget's Modified Total Direct Costs (MTDC). According to 2 CFR § 200.68:
    • MTDC means all direct salaries and wages, applicable fringe benefits, materials and supplies, services, travel, and subawards and subcontracts up to the first $25,000 of each subaward or subcontract (regardless of the period of performance of the subawards and subcontracts under the award). MTDC excludes equipment, capital expenditures, charges for patient care, rental costs, tuition remission, scholarships and fellowships, participant support costs and the portion of each subaward and subcontract in excess of $25,000. Other items may only be excluded when necessary to avoid a serious inequity in the distribution of indirect costs, and with the approval of the cognizant agency for indirect costs.
    • If you have a NICRA, your base may or may not exclude participant support costs. However, if you use the de minimis rate, your base is MTDC, which does exclude participant support costs. Participant Support Costs are defined in 2 CFR § 200.75. For the purposes of this program, youth wages, travel allowances, and other supportive services for youth are considered participant support costs.
  95. Where in the budget do we capture participant support costs? For example bus passes, child care, clothes, etc.
    Supportive services should be budgeted in the Miscellaneous Costs line item of the uniform budget. Youth wages and benefits should be budgeted in the Grant Exclusives line item of the uniform budget.
  96. How is contractual services agreement different than a sub-contract?
    A subcontract is legal instrument by which the grantee purchases contractual services needed to carry out the CYEP.
  97. How will we be paid under the grant?
    Grantees will receive prospective monthly payments reconciled each month to actual reported expenditures - provided that expenditures are allowable expenditures that were included in their approved budget.
  98. Do students who participate in four years of special education classes and receive a certificate of completion need to show that they are working towards a GED to qualify to participate in this program or will the certificate of completion suffice?
    I do not understand this question. A youth participant is not required to have a GED or equivalent. The only youth not eligible to participate in the program (that meet all other eligibility criteria) is the youth that does not have a GED or equivalent AND is not willing to re-engage in the pursuit of a GED or equivalent.
  99. Please assist me being access to the CSA system, so our budget for the CYEP grant can be submitted at the time of our application. It appears the budget should be submitted through your CSA system. I registered for the system and received the following messages: 1) An invitation key to the CSA Tracking System; 2) Your application has been accepted. Once your application has been processed, you will receive another email with instructions on how to access your contracts; and 3) We do not have a provider in the system with the name or FEIN number provided.
    If you are a new provider, you will need to contact the name on the NOFO to enter your provider information into CSA before you are approved access. I would appreciate instructions on how to submit the budget when applying for the CYEP grant, including any links to budget templates.
    If you receive this information, please email dhs.youthservicesinfo@illinois.gov indicate "CSA - NOFO Access Help" in the subject line. Please give us your phone number and we will return your call ASAP during normal business hours.
  100. Is it possible for DHS to provide a sample of an approved worksite agreement? While the specific details may vary based on the employer, it would still be helpful to see how such agreements have been structured in the past.
    Because these agreements do in fact vary based on the specific terms and conditions agreed to between the employer and the provider, we believe that providing a sample may be somewhat misleading to folks.
  101. Can the NOCTI assessment be given early on in the program to assist with case planning or is it intended to be used as a summative assessment?
    Yes it can and should be done early on to inform the case plan.

This is the LAST Q & A for this CYEP Funding Notice.

GOOD LUCK!!!!!!!