X. Grant Agreement Information

A. Contract

The contract between the Department and the Provider consists of several parts:

1. Uniform Grant Agreement (UGA) containing the standard contract language used for all Department contracts.
2. Exhibits - The Contract exhibits further detail services to be provided, deliverables, and outline performance standards and performance metrics in carrying out the program.
3. Payment Exhibit - details payment and the amount of the award and any breakdown between supportive services funds and program administration funds. SNAP funds cannot be swapped, combined or exchanged across the 2 categories of funds: Supportive Services (participant reimbursement) Funds and Administrative Funds.
4. Uniform Grant Budget (UGB) which is the GATA required approved budget for the program costs for the applicable program year.

All of these contract elements can be accessed in the CSA system.

B. Provider Contract Amendment Request Process

1. To request a change in the current contract, a Provider must submit an Exception Request.
2. The request is submitted to the Provider Manager who forwards the request to the Program Manager.
3. Upon review, the Provider will be notified of the Department's decision.
4. The following guidelines apply to each Exception Request:
   1. request must be submitted to the Provider Manager on the appropriate form, and
   2. include specific contract provision and reasons for requested change, and
   3. a separate request is required for each program administered, if applicable.
   4. the request may be approved for a limited time period as designated by the Department.
   5. all exceptions MUST BE approved prior to the implementation of requested change(s).
   6. a response to an exception request can be expected within 5 working days from when the Program Manager receives the request, unless follow up information is needed.

C. Department Contract Amendment Process

1. The Department will initiate a two-party signed amendment when modifications are being added to an existing contract, such as:
   1. Changes to the dates from the original contract dates; and/or
   2. Revisions to the services purchased as shown in the contract Exhibits; and/or
   3. Increases or decreases the estimated funding amount or modifies funding sources for the services.
2. The Department will modify the contract by email notification when it:
   1. Revises the Program Manual due to a change in federal or state law, or other reason as needed

D. Close out Report

At the end of the Agreement period, the Department will issue a Close Out and Reconciliation Report to determine the relationship between total funds disbursed by the Department and actual funds earned and expended by the Provider.

The Department will include costs appropriately earned and/or expended for approved budget line items and supportive services payments issued to customers.

The Provider must reconcile the information contained in the report and certify its correctness. The Department will provide instructions for reimbursing the Department for disallowed costs, if necessary.