A. Policies
The Department's policies for contractual programs are contained within the Uniform Grant Agreement and the Program Manual.
Providers who receive administrative funds for program administration are required to submit an annual program budget prior to the receipt of the executed agreement.
The Department will communicate changes and/or clarifications of policy during quarterly Provider meetings and/or in writing.
B. Contract
The contract between the Department and the Provider consists of several parts:
Uniform Grant Agreement containing the standard contract language used for Department contracts.
- Exhibit - Scope of Services
- Exhibit - Deliverables
- Exhibit - Payment Details.
- Exhibit - Contact Information
- Exhibit - Performance Measures
- Exhibit - Performance Standards
- Exhibit - Program Specific Conditions
Program Manual and forms packet containing the program service provisions, forms and instructions for submitting and completing billing, the budget, and other forms.
Amendment Process
The Department will notify the Provider if a modification to the contract is needed:
- increases or decreases the estimated funding amount; and/or
- The Program Manual has been revised.
- It is important to note that when these amendments request Grantee signature, it requires a new signature dated the day of receipt and not the former signature page at initiation. A delegation of authority form is on file in the event the primary contact person responsible for the program is not available. These requests are time sensitive and a delay of signature may delay payment or implementation of contracts.
Exception Request Process
To request a change in the guidelines of the current contract, a Provider must submit a written Exception Request. The request is submitted to the Provider Manager who forwards the request for Administrative review. Upon review, the Provider will be notified of the Department's decision.
The following guidelines apply to each Exception Request:
- request must be submitted to the Provider Manager on the appropriate form;
- include specific contract provision and reasons for requested change, and
- a separate request is required for each program administered, if applicable;
- request may be approved for a limited time period as designated by the Department;
- all exceptions MUST BE approved prior to the implementation of requested change(s);
- an approval does not obligate the Department to approve again as the requests are viewed on a case-by-case basis of presenting circumstances.
