Bureau of Positive Youth Development Program Manual - FY22

  1. Introduction/Definition
  2. Program Services
  3. Applicable Rules and Statutes
  4. Program and Uniform Grant Budget Modifications
  5. Department Responsibilities
  6. Support Services
  7. Grant Funds - Use Requirements
  8. Billing Instructions
  9. Program Monitoring
  10. Program Reporting
  11. CSA Budget Information and Instructions

I. Introduction/Definition

This document serves to provide additional requirements, guidance and forms necessary to implement the programs within the Bureau of Positive Youth Development (BPYD) and serves as the Program Manual to the Illinois Department of Human Services (DHS) Uniform Grant Agreement (UGA), formerly Community Services Agreement, and Uniform Inter-Governmental Agreement (UIGA). This Program manual provides program implementation requirements beyond and in addition to those in the Agreement and applies to the programmatic areas of BPYD.

The Office of Community and Positive Youth Development is responsible for the oversight and administration of the Department's Youth Services System. The Department's Youth Services System is comprised of prevention; intervention; and diversion programs all intended to ensure the safe and healthy growth and the development of Illinois' youth and emerging adults, ages 6 through 24, and their families. Federal, State and General Revenue funded grant programs are implemented in partnership with local and statewide community-based organizations, faith-based organizations, education system partners, county and local government organizations, and various community partnerships.

The Bureau of Positive Youth Development works with local governments, communities, local partnerships, and community-based organizations, to develop and implement prevention focused programs and services that are targeted to at-risk communities and at-risk populations of youth. These programs and services are intended to promote the positive development of youth and to reduce and/or avoid the risky behaviors of youth.

Programs and services are designed:

  • to promote healthy family interactions
  • to promote health & healthy lifestyle choices
    • to prevent teen pregnancy
    • to prevent substance use
    • to prevent delinquent behaviors
    • to prevent obesity
  • to increase the capacity of communities to prevent violence
  • to increase positive adult role models for youth
  • to support and encourage academic achievement
  • to develop/increase the life skills in youth necessary to achieve self sufficiency
  • to develop conflict resolution skills
  • to increase career development & youth employment
  • to increase protective factors in youth, and
  • to decrease risk factors in youth

II. Program Services

The following is an overview of service programs funded within the Bureau of Positive Youth Development (BPYD). The provider will provide the service program(s) specified in the UGA or UIGA in accordance with the UGA or UIGA exhibits, BPYD Program Manual and corresponding Program Application/Plan and Budget.

  1. Teen Pregnancy Prevention-Personal Responsibility Education Program (TPP­ PREP) The Personal Responsibility Education Program (PREP) has a statewide focus, targeting counties and communities with demonstrated risks: high teen birth rates, high rates of sexually-transmitted infections (STIs), and poor socio-economic status. PREP uses many approaches in its effort to reduce teenage pregnancy, STIs and HIV/AIDS. PREP targets two under-represented populations, African American and Hispanic youth 10-19 years of age. The grant program also targets the following vulnerable populations: wards of the state housed in facilities located in the central and southern part of Illinois, homeless and runaway youth under the age of 20, youth who are victims of exploitation and Human Trafficking and youth under the age of 20 in Department of Juvenile Justice centers.
    The program in each setting integrates trauma-informed approaches, including positive youth development and safeguarding inclusivity for LGBTQ, while ensuring the curricula content provides safe and supportive environments.
  2. Tier 1 MAP
    The goal of the Tier 1 MAP program is to have a significant impact on improving optimal health of adolescents and reducing teen pregnancy and sexually transmitted infections (STIs) through saturation of communities with the greatest needs and disparities using systems thinking approach to replicate effective program with fidelity. Providers will work with vulnerable populations ages 13-19 delivering an evidence-based teen pregnancy prevention curriculum in high schools, alternative schools, and community-based settings.
    The providers will develop or participate on community coalitions, plan and implement strategic communication and dissemination activities, participate in research and evaluation to replicate effective programs with fidelity, recruit and develop Youth and Parent Champions to solicit their voices in the planning, implementation, and evaluation of the project, and develop sustainability plans to support youth and their families to achieve optimal health.
  3. Community Youth Services
    The Community Youth Services program is designed to prevent and reduce juvenile delinquency and violence. The program is built on organizing community members into committees and the committees address community conditions effecting youth, young adults and their families. The community committees are independent, autonomous units comprised of community volunteers and youth, at minimum, working towards changing the community environment and improving the lives of all community residents. Through an assessment, issues are identified, and activities are selected to address the issues and conditions. The providers offer direct and advocacy activities in coordination with the community that will benefit the well-being of youth and families. 
  4. The Illinois Youth Investment Program (IYIP)
    (IYIP) is a multi-faceted approach to youth employment that invests in the future of Illinois' at-risk transition-age youth (16-24). This approach to youth employment accounts for the youth's employment barriers as well as the physical, emotional, social, and mental health needs while helping them to secure and sustain long-term and/or career employment thereby ensuring a greater likelihood of success and self-sufficiency.
    The Department has identified four program categories for which it is making grant funding available. Each of the first three categories are designed to take into account various stages of a youth's employment readiness and employment needs. The fourth and final category, addresses the need within the State and local communities to develop additional employer training programs.
    This multi-faceted approach will allow applicants to consider programming and services best suited to meet the needs of youth.
    • Category I - Short-term, Summer Employment
      (Work-based Learning; Career Development Experience; and Pre-Apprenticeship programs)
    • Category II - Targeted Long-term Employment
      (Targeted long-term employment and Youth Apprenticeship programs)
    • Category III - Career Development - Industry-linked Long-term Employment
      (Registered Apprenticeship; Non-Registered Apprenticeship; and Recognized Postsecondary Credentials (Industry-Linked Credentials, Certifications, or Licenses))
    • Category IV - Expansion of Industry-Linked Career Development Opportunities
      (Registered Apprenticeships; Non-Registered Apprenticeships; Youth Apprenticeships; and Recognized Postsecondary Credentials (Industry-Linked Credentials, Certifications, or Licenses))
  5. Special Projects
    Special Project contracts provide services to Illinois citizens when special needs are identified. Programs are negotiated individually. Services may be restricted to target populations, specified communities or geographic areas.


III. Applicable Rules and Statutes

The Provider shall provide services as set forth in the pertinent portions of the FCS Program Manual and shall act in accordance with the all state and federal statutes and administrative rules applicable to the provision of the services, including, but not limited to the following:

  1. Federal Rules
    1. 42 CFR 430 et seq.: Medicaid provisions of Title XIX of the Social Security Act and its rules
    2. 42 CFR Part SO, Subpart C: Policies of General Applicability, Abortions and Related Medical Services in Federally Assisted Programs of the Public Health Service
    3. 45 CFR Part 16: Procedures of the Departmental Grant Appeals Board
    4. 45 CFR 74 and 45 CFR 75: U.S. Department of Health and Human Services provisions regarding Administration of Grants
    5. 45 CFR Part 79: Program Fraud Civil Remedies Act
    6. 45 CFR Part 96: Substance Abuse Prevention and Treatment Block Grant (SAPT) Regulations
    7. 2 CFR Part 225 - Cost Principles for State, Local and Indian Tribal Governments
    8. 45 CFR Part 16 - Procedures of the Departmental Grant Appeals Board
    9. 45 CFR Part 30 - Claims Collection
    10. 45 CFR Part 76 - Debarment and Suspension from Eligibility for Financial Assistance (Non-procurement)
    11. 45 CFR Part 80 - Nondiscrimination Under Programs Receiving Federal Assistance through the Department of Health and Human Services, Effectuation of Title VI of the Civil Rights Act of 1964
    12. 5 CFR Part 81 - Practice and Procedure for Hearings Under Part 80 of this Title
    13. 45 CFR Part 82 - Government wide Requirements for Drug-Free Workplace (Financial assistance)
    14. 45 CFR Part 84 - Nondiscrimination on the Basis of Handicap in Programs and Activities Receiving Federal Financial Assistance
    15. 45 CFR Part 86 - Nondiscrimination on the Basis of Sex in Education Programs and Activities Receiving or Benefiting from Federal Financial Assistance
    16. 45 CFR Part 87 - Equal Treatment for Faith-Based Organizations
    17. 45 CFR Part 91 - Nondiscrimination on the Basis of Age in HHS Programs or Activities Receiving Federal Financial Assistance
    18. 45 CFR Part 92 - Uniform Administrative Requirements for Grants and Cooperative Agreements to State, and Local, and Tribal Governments
    19. 5 CFR Part 93 - New Restrictions on Lobbying
    20. 45 CFR Part 95, Subpart E - Cost Allocation Plans
    21. 2 CFR 200 - Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards
  2. Federal Statutes:
    1. 7 U.S. Code 3007: Farm Security and Rural Investment Act
    2. 20 U.S. Code 1431: Individuals with Disabilities Education Act, Part C
    3. 22 U.S. Code 7102 et seq.: Victims of Trafficking and Violence Protection Act
    4. 42 U.S. Code 290aa et seq.: Public Health Service Act
    5. 42 U.S. Code 5101 et seq.: Child Abuse Prevention and Treatment Act of 1996
    6. 42 U.S. Code Chapter 7, Subchapter V, Section 701: Authorization of Appropriations
    7. 42 U.S. Code 713 - authorizing the Personal Responsibility Education Program (PREP) Section 2935 of the Patient Protection and Affordable Care Act of 2010, new Section 513 to Title V of the Social Security Act
  3. Executive Orders
    1. (https://www2.illinois.gov/government/executive-orders)
    2. Illinois Administrative Code (http://www.ilga.gov/commission/jcar/admincode/titles.html)
    3. ILL Constitution (1970 act. 1, sec. 17, Fair Employment Practices) (http://www.ilga.gov/commission/lrb/con1.htm)
    4. SAMS (Section 11) (pdf) - Expenditure Authority (http://www.apps.ioc.state.il.us/ioc-pdf/SAMSManualMaster.pdf)(pg.392)
    5. SAMS Procedure 15.20.95 (pdf) - Contract Signatures (http://www.apps.ioc.state.il.us/ioc-pdf/SAMSManualMaster.pdf) (pg.665)
  4. State Rules: Title 77 Illinois Administrative Code
    1. Part 2030: Award and Monitoring of Funds
  5. State Rules: Title 89 Illinois Administrative Code
    1. Part 313: Community Services
    2. Part 507: Audit Requirements of DHS
    3. Part 509: Fiscal/Administrative Recordkeeping and Requirements
    4. Part 511: Grants and Grant Funds Recovery
  6. State Statutes:
    1. 5 ILCS 420/1-101 et seq: Illinois Governmental Ethics Act
    2. 5 ILCS 430 et seq: State Officials and Employees Ethics Act
    3. 20 ILCS 405/405-300 Civil Administrative Code of Illinois
    4. 20 ILCS 505/17: Children and Family Services Act
    5. 20 ILCS 1305: Department of Human Services Act
    6. 20 ILCS 1310: Domestic Violence Shelters Act
    7. 20 ILCS 2310/55.05: Civil Admin. Code of Illinois
    8. 30 ILCS 105/9.04: State Finance Act
    9. 30 ILCS 105/15a: State Finance Act
    10. 30 ILCS 50/1-1 et seq: Illinois Procurement Code
    11. 30 ILCS 435/15: Human Services provider Bond Reserve Payment Act
    12. 30 ILCS 500/1-15.60: Illinois Procurement Code
    13. 30 ILCS 500/20-80: Illinois Procurement Code
    14. 30 ILCS 540/1 et seq: State Prompt Payment Act
    15. 30 ILCS 575/0.01 et seq: Business Enterprise Program for Minorities, Females and Persons with Disabilities
    16. 30 ILCS 705/1: Illinois Grant Funds Recovery Act
    17. 225 ILCS 60: Medical Practice Act of 1987
    18. 225 ILCS 460/1: Solicitation for Charity Act
    19. 325 ILCS 5: Abused and Neglected Child Reporting Act
    20. 705 ILCS 405: Illinois Juvenile Court Act
    21. 750 ILCS 60/227: Illinois Domestic Violence Act of 1986
    22. 760 ILCS 55/1: Charitable Trust Act
    23. 805 ILCS 5: Business Corporation Act 


IV. Program Plan/Uniform Budget Modifications

If necessary, a provider may request a modification to the approved program plan and/or approved Uniform Grant Budget. Modifications or amendments to the program and/or budget must be submitted by the provider, in writing utilizing the appropriate form below, and are subject to approval by BPYD prior to formally submitting the revision in the CSA system.

Plan and Budget revision requests initiated after May 1st, will NOT be processed.

A revision request will be considered initiated when there is dated, written documentation (including email) that the provider has reached out to program to discuss the need for a revision, AND program staff have responded in writing, giving them permission to move forward with the steps necessary to formally revise their plans/budgets.

Exceptions to the above deadline will be limited, considered on a case-by-case basis, and must be approved in writing by Division leadership. 

  1. Program Plan Modifications - Providers are not allowed to make program plan modifications without pre-approval. Program plan revisions include items such as those that would impact the service delivery model, changes to the specific services offered, numbers of youth to be served, service delivery sites, changes in sub-contractors or their services, deliverables, days open, etc. Modifications not needing pre-approval include staffing changes. 
  2. Uniform Grant Budget Modifications - Providers are allowed to make discretionary line item transfers within their approved budget without pre-approval from the Department (see article 6.3 of the Uniform Grant Agreement). Budget revisions, other than discretionary line item transfers, must be pre-approved by the Department (see article 6.2 of the Uniform Grant Agreement). Once the Department pre-approves the revision request, the provider will enter the proposed revision into the CSA system to be officially approved. Upon approval, DHS staff will then update the "Approved Budget Tab" of their Expenditure Documentation and Certification Form (EDCF) for submission with their next monthly expenditure report.


V. Department Responsibilities

The Department will respond to the needs of the Provider as required within the full scope of the Agreement. 

VI. Support Services

  1. DHS Local Area Offices
    • Providers will develop and maintain collaborative working relationships with local Family and Community Resource Centers (FCRCs). This includes sharing information about employment opportunities and regularly participating in service provider meetings or events.
  2. Utilization of Community Resources - It shall be the responsibility of funded-staff to coordinate the services provided through the project with other sources of care in the community, such as:
    1. Local health departments
    2. Local hospitals
    3. Local law enforcement agencies
    4. Local schools and colleges
    5. Local family support agencies
  3. Other related health and social service agencies:
    1. Comprehensive Community Based Youth Service providers
    2. Local Federally Qualified Health Centers
    3. Local School-based Health Centers
    4. Local Hospitals
    5. Local Family Planning Clinics
      • Please refer to 77 Ill. Adm. Code 630.160 and 630.170; Other Applicable Rules; and to the program-specific Exhibits for additional requirements.


VII. Grant Funds - 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.

  1. Allowable 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. Funding allocated under these grants is intended to provide direct services to youth. 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.
  2. 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 DHS:
    1. 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)
    2. Capital expenditures for general purpose equipment, including any vehicle regardless of cost, buildings, and land (2 CFR 200.439)
    3. Capital expenditures for improvements to land, buildings, or equipment which materially increase their value or useful life (2 CFR 200.439)
    4. 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).
    5. Deposits for items, services, or space
  3. Limitation of Use of Award funds for Employee Compensation: With respect to any award over $250,000, recipients may not use federal funds to pay total cash compensation to any employee that exceeds 110% of the maximum annual salary payable to a member of the Federal Government's Senior Executive Service (SES) at an agency with a Certified SES Performance Appraisal System for that year. A salary table is available at the U.S. Office of Personnel Management website https://www.opm.gov/policy-data-oversight/pay-leave/salaries-wages/salary-tables/pdf/2020/ES.pdf
  4. Indirect cost requirements
    In order to charge indirect costs to this grant, the applicant organization must have a Federal or State annually negotiated indirect cost rate agreement (NICRA) or must elect to use the De Minimis Rate.
    Every organization that receives a FY2020 state award must make an indirect cost rate proposal or election in the Crowe Activity Review System (CARS), including organizations that are choosing not to claim payment for indirect costs. You can log into the CARS at Centralized Indirect Cost Rate System.
    1. Indirect Cost Rate Election:
      1. Federally Negotiated Rate. Organizations that receive direct federal funding may have an indirect cost rate that was negotiated with the Federal Cognizant Agency. Illinois will accept the federally negotiated rate.
      2. State Negotiated Rate. The organization must negotiate an indirect cost rate with the State of Illinois by completing an indirect cost rate proposal in the CARS system if they do not have Federally Negotiated Rate or elect to use the De Minimis Rate.
      3. De Minimis Rate. An organization that has never received a Federal or State Negotiated Rate may elect a de Minimis rate of 10% of modified total direct cost (MTDC). Once established, the de Minimis rate may be used indefinitely. The State of Illinois must verify the calculation of the MTDC annually in order to accept the de Minimis rate. If programs elect to use the De Minimis rate, it is critical that program budgets accurately calculate the MTDC base. (see 2 CFR § 200.68)
        • 2 CFR § 200.68 Modified Total Direct Cost (MTDC).
          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.
      4. "No Rate": Grantees have discretion not to claim payment for indirect costs. Grantees that elect not to claim indirect costs cannot be reimbursed for indirect costs. The organization must record an election of "No Indirect Costs" into CARS.
    2. Crowe Activity Review System (CARS).
      CARS will allow your organization to document your already established federally approved indirect cost rate, complete an indirect cost rate proposal (see State Negotiated Rate above), elect to charge the De Minimis rate (10%) of modified total direct costs (MTDC), or select that no reimbursement of indirect costs will be requested. Submission requirements are located on page 2 of the Uniform Budget Template as well as 2 CFR 200 Appendices IV, V & VII.
      1. Organizations which have not previously made an indirect cost rate election must submit an election (and indirect cost rate proposal, if necessary) immediately and no later than 3 months after receiving an award notification or invitation to the CARS system.
      2. Organizations that have previously established an indirect cost rate election must submit a new indirect cost rate election immediately and no later than 6 months after the close of their organization's fiscal year.
      3. Every organization must make an indirect cost rate election in CARS even if the organization is choosing De Minimis Rate or "no rate". Organizations that do not make an election or submission inside the CARS system within the required timeframes will not be allowed to claim indirect cost reimbursement.
    3. Administrative costs
      It is expected that administrative costs, both direct and indirect, will represent a small portion of the overall program budget. Program budgets and narratives will detail how all proposed expenditures are directly necessary for program implementation and will distinguish between Indirect/Direct Administrative and Direct Program expenses. Any budget deemed to include inappropriate or excessive administrative costs will not be approved. At no time may the approved NICRA be exceeded under this agreement. Documentation will be required to verify the approved NICRA.
      • Some grant programs have a CAP on indirect costs. Please refer to the Program Exhibits found in the UGA.


VIII. Billing Instructions

Billing Instructions
The Provider will submit monthly, quarterly, and final Periodic Financial Reports (PFRs) in the format prescribed by the Department. The monthly, quarterly and final Periodic Financial must be submitted no later than the 30th of each month for the preceding month by email to: DHS.YouthServicesInfo@illinois.gov with the Program Name/Acronym; Contract number and Month in the Subject Line. If there are any questions, please contact the Bureau at: 217-557-2943.

The Provider shall use the following methodology to document the use of these funds:

  • The Provider shall provide summary documentation by line item of actual expenditures incurred for the purchase of goods and services necessary for conducting program activities. The Provider shall use generally accepted accounting practices to record expenditures and revenues as outlined in 89 Ill. Adm. Code 509, DHS Fiscal Administrative Recordkeeping and Requirements.
  • Expenditures shall be recorded in the Provider's records in such a manner as to establish an audit trail for future verification of appropriate use of Agreement funds. Expenditure documentation forms shall be submitted in a format, defined by FCS, Bureau of Positive Youth Development. 


IX. Program Monitoring

The Provider will provide the Department with requested monitoring and evaluation information and understands that the Department will monitor, audit, and evaluate service and records. Reporting will be as required by the Bureau and will be conducted to ensure compliance with all applicable Laws, Rules etc. as well as contract requirements. Particular attention will be paid to service delivery and program specific performance measures/standards. Please refer to the program specific "Exhibits" in the UGA/UIGA for additional detail. Monitoring may include but is not limited to:

  1. On site visits to providers including inspection of client files, fiscal records, and interviews with  program staff, contractors, probation staff, county and municipal law enforcement, judges etc..
  2. Telephone monitoring of service via contacts with providers and a sample of youth and families receiving service.
  3. Compliance and Performance Measure reviews.
  4. Periodic audits.
  5. Unannounced visits.
  6. Desk Reviews.


X. Program Reporting

  1. Program Reports
    1. Pursuant to Paragraph 13.1 and 13.2 the Provider will submit monthly, quarterly, and final Periodic Financial Reports (PFRs) in the format prescribed by the Department. Unless a difference reporting requirement is specified in Exhibit G. The monthly, quarterly, and final Periodic Financial Reports must be submitted no later than the 30th of each month for the preceding month or quarter by email. The final year-end report (July1-June30th) will be due on or before July 30th or no more than 30 days following grant termination.
    2. Pursuant to Paragraph 13.1 and 13.2 the Provider will submit quarterly and final Periodic Performance Reports (PPRs) in the format prescribed by the Department. Unless a different reporting requirement is specified in Exhibit G. Quarterly and Final Periodic Performance Reports are due no later than the 30th of each month for the preceding quarter by email. Quarter 1 (July1-September 30th) due October 30th, Quarter 2 (October 1st- December 31st) due January 30th, Quarter 3(January 1st- March 31st) due April 30th, and Quarter 4 (April 1st- June 30th) due July 30th). The final year-end report (July 1-June 30th) will be due on or before July 30th or no more than 30 days following grant termination.
    3. If the State share of any State award is more than $500,000 over the period of performance, successful applicants must adhere to the post award reporting requirements reflected in Title 45 Part 67 Appendix XII CFR - Award Term and Condition for Recipient Integrity and Performance Matters, available at https://edfr.io/Title-45/Part-75/Appendix-XII 
  2. Additional Program Specific Required Reports 
    The following programs are required to enter continuous client/program and service specific data into the Web-based Prevention Hub through the Center for Prevention Research Development. Please refer to the program specific "Exhibits" of the UGA/UIGA for more detailed instructions and timelines. The Prevention Hub programs are: Personal Responsibility Education Program (PREP).
    The "Box" programs are: Tier 1 MAP
    The above program providers are also required to ensure that staff utilizing the Prevention Hub and Box system must have access to a computer with the following minimum specifications:
    • Windows XP or Windows 7
    • 300 MHZ processor or faster
    • At least 128 MB of RAM
    • At least 1.5 gigabytes (GB) of available space on the hard disk
    • Requirements not related to the operating system include: Internet Explorer 8; Internet access, preferably high-speed; Email capability; Microsoft Word & Microsoft Excel.
    • In addition, programs are required to stay current with all new software releases, service packs and updates. 
  3. Annual Program Application/Plan
    All programs within BPYD are required to submit an Annual Program Application/Plan each year. For programs not exempt under 30 ILCS 708 (GATA) the Annual Plan or Application will be made available through a competitive Notice of Funding Opportunity (NOFO). Annual Program Plans for Programs exempt from 30 ILCS 708 (GATA) will be due in April/May of each year for the upcoming program year. Annual Program Application/Plan guidance and submission instructions will be made available to providers through the same process as the NOFO posting and will be posted 30 days prior to the submission due date each year. Please refer to the program specific "Exhibits" for additional program content.
  4. Uniform Grant Budget
    All programs within BPYD are required to submit a Detailed Uniform Grant Budget each year along with their Program Application/Plan. The Uniform Grant Budget will be due on the same timelines as the Program Application/Plan above. Please refer to the program specific "Exhibits" for additional instruction regarding the program Uniform Grant Budget. Providers agree to establish and utilize a budget approved by the Provider's Board of Directors. Please refer to CSA Budget Information and Instructions below.


XI. CSA Budget Information & Instructions

For information regarding CSA. http://www.dhs.state.il.us/page.aspx?item=61069

  1. How to register for the CSA Tracking System
    1. You will need a functioning Illinois.gov ID and password
    2. If you do not have an Illinois.gov ID you will need obtain one online. 
      • Please note: Choose General Public (Not employed by the State of Illinois) [EXTERNAL] even if you are a State of Illinois employee. Your CSA registration will not be validated if you choose Other Employees [SPS].
      • If you do not have a State of Illinois driver's license, please email your request to DHS.DHSOCA@illinois.gov with the following information: Name, Company, Address, Phone #DUNS #, FEIN # and email address.
    3. The address for the CSA Tracking System Registration Site is: https://csa.dhs.illinois.gov/gtrpublic/gtr
    4. You will need to input an Invitation Key Code in order to submit your request for CSA Tracking System access. If you do not have an Invitation Key Code, send an email to DHS.DHSOCA@illinois.gov to receive your Invitation Key Code.
      • Please register only once with your Illinois.gov ID. IDHS Grantee-Providers may have more than one employee register for the CSA Tracking System access. Once your registration is processed by the Office of Contract Administration personnel you will receive instructions on how to log into the Provider Access Area. After you successfully log in to the CSA Tracking System there may be a facilities page that will appear (if you are a new IDHS Provider) where you will need to enter your facilities information into the CSA Tracking System.
      • Please note: In order to access your IDHS Uniform Grant Agreements/EEC Contracts you will also need to ensure your organization has registered for access to the Centralized Repository Vault (CRV). If your organization has not registered for CRV access you will not be able to view your contracts. Please use the following web link to access the CRV Registration web page:
        Central Repository Access (CRV)
      • Confidentiality Notice - The Grantee-Provider shall comply with applicable State and Federal statutes, Federal regulations and Department administrative rules regarding confidential records or other information obtained by the Provider concerning persons served under this Agreement. The records and information shall be protected by the Provider from unauthorized disclosure.
    5. After registering for CSA, you must submit a budget for period designated in the Funding Notice. Your budgets can be entered at this link https://csa.dhs.illinois.gov/gtpsecure/gtd.
    6. If you have any questions about your budget you can email DHS.YouthServicesInfo@illinois.gov.
  2. How to create a budget in CSA
    To access the IDHS Training Manual for use of the Budget Templates in the CSA Tracking System.
  3. Uniform Grant Budget
    Complete the Uniform Grant Budget in the CSA system. For more information about how to access the CSA system, see http://www.dhs.state.il.us/page.aspx?item=61069 . For instructions about how to enter a budget into the CSA system see the Training Manual for use of the Budget Templates in the CSA System.pdf. For EACH cost item listed in the budget worksheet, a detailed justification must be included in the narrative section. This justification should describe specifically how the budgeted amount was derived. The justification must also directly correlate the expenditure to the grant program - why/how it is necessary under the grant. Items being cost allocated must be fully detailed as to the method utilized. The Budget and Budget narratives should be prepared to reflect a budget period as required by the funding notice. The Budget should be electronically signed and submitted in the CSA system. The budget must be electronically signed by the applicant's Chief Executive Officer and or Chief Financial Officer. See http://www.dhs.state.il.us/page.aspx?item=95350 for more information about requesting CSA budget signoff authority.
  4. Sub-Contractor PDF Uniform Grant Budget Forms
    Complete the PDF version of the Uniform Grant Budget for Sub-Contractor budgets ONLY! Include completed Sub-Contractor Budgets requested from DHS.YouthServicesInfo@illinois.gov.