FISCAL YEAR (FY) 25 DAY PROGRAM RECRUITMENT AND RETENTION GRANT FUNDING
The Department of Human Services (DHS), Division of Developmental Disabilities (DDD) is excited to announce the Governor's signed FY25 budget includes the reappropriation of the FY24 funding for the Day Program Recruitment and Retention Grant, which includes Community Day Services (CDS), Developmental Training (DT), and Supported Employment (SEP) providers. The reappropriation allows for 1) IDHS to process payments for reimbursement to provider agencies with executed FY24 grant agreements for approved FY24 expenses; 2) provider agencies, who did not submit a budget proposal for the funding in FY24, to submit a budget proposal for FY25 eligible costs; and 3) provider agencies who submitted a budget proposal that was less than their allowable amount, to submit a new FY25 budget up to their full award amount.
Budget Submission:
The budget submission and approval process will follow the same process as the FY24 submissions. Please see the original communication on this opportunity, IDHS: DDD Communication Day Program Recruitment and Retention Grant Program March 11, 2024 (state.il.us).
If a provider submitted an approved budget in FY24 and they want to amend the previously approved budget, they will be able to do so after July 1, 2024. The grantee will submit a message through the portal indicating the desire to revise the approved budget. A budget revision template will be pre-populated with the approved budget information and sent to the grantee. The grantee will enter the requested adjustments and submit the document back through the portal. Budget revisions will require DHS approval. The total and cumulative line-item transfers are capped at $50,000 and limited to 10% of the total award, whichever is less.
Expenditure Request:
DHS is offering one large expenditure request window for providers to submit your request to be reimbursed for expenses. Providers will be required to submit a completed Periodic Financial Report (PFR) along with an Invoice Form. Providers are limited to a total of 2 expense submissions due to the lengthy review and approval process of the expense requests. Providers are required to submit all supporting documentation with the expenditure request (PFR for FY24 and Invoice for FY25). Supporting documentation should include, receipts, photos of billboards, agreements/contracts, screenshots, links for websites/job postings, etc.
If a provider has already submitted a PFR for FY24 spending, you don't need to submit an Invoice Form at this time.
Timeline:
- Budgets must be submitted and approved by August 31, 2024
- Uniform Grant Agreements (UGAs) must be signed by September 15, 2024
- Expense Period - September 1 - October 15, 2024
Please review the following guidance regarding the different budget tabs, based on how we applied decisions for the FY24 budget submissions.
Personnel: Please explain how your agency determined the bonus amount. It could be an equal amount across the board, based on hours worked, based on position, based on years of service, etc.
*Please remember, the purpose of this grant is only for Day Program (CDS, DT, SEP) employees.
For agencies who provide residential or other waiver services, the employees who only work in the residential or other waiver services and not at least partly in a Day Program are not in scope of this grant. Additionally, if an employee works in both residential and Day Program settings, the provider must determine what percentage of their time is spent in the Day Program, and the bonus should be based on this percentage. For executive and administrative staff who also spend time as a DSP or QIDP, the same methodology applies. The grant will not cover costs required by rule, statute or policy, such as Paid Leave or the required pay increases.
Fringe Benefits: Unemployment Insurance, Workman's Compensation, or employer related costs are not covered by this grant. For health, dental, vision, life, disability, etc. insurance premiums, we will only approve the employee portion of the premium.
The fringe benefit funding is intended to cover the tax liabilities for the employee, to ensure they receive the entire bonus amount.
Advertising: Advertising expenses only apply to positions in scope of this grant. Agencies may be required to provide supporting documentation of the approved advertising expenses (pictures, links, etc.).
Travel: Travel applies to staff who are traveling for recruitment and retention trips, or staff who are traveling to an approved seminar, conference, or training, for the professional development of the staff. This section also covers per diem costs for travel.
Per Diem must be in line with your agency's travel policies.
Normal staff travel, for completing their regular work tasks, is not covered by this section.
Contractual Services and Subaward: Contractual services specifically apply to recruitment and retention activities for agency staff. This does not include operational contracts, that apply to the regular operation of the agency or the agency's customers.
Consultant: Consultants specifically apply to recruitment and retention activities for the agency staff. This does not include operational contracts, that apply to the regular operation of the agency or the agency's customers.
Training and Education: Funding for this grant applies to training that goes beyond training required by rule, statute, or policy. Covered training is for the staff of the agency only.
Example - onboarding and required annual training is outside the scope of the grant.
Learning Management Systems (LMS) such as Relias, because these LMS programs generally provide training that meets program requirements, will not be approved with this funding. If an agency purchases a module that goes beyond the required training, we will consider it in the proposal.
The grant will not cover the cost of shutting down the operation of the day program for a day while you conduct annual training. This is an operational decision which is outside the scope of the grant.
Other and Miscellaneous Costs: Items that do not fit within the previous categories should be proposed in the Miscellaneous category.
Staff meals will not be accepted as part of this grant unless it's part of your agency's per diem policy when staff are attending an approved conference, seminar, etc.
Additional Information: The grant funding will not cover equipment for customers or expenditures that are considered part of the regular operation of the program.
Items that are considered personal use will not be approved. This can include gift cards, baskets, candy, giveaway items (swag), clothing such as t-shirts or sweatshirts (outside of required uniforms), or any other personal use item.
Capital Expenditures are not allowed expenses for this funding.
If you have questions beyond what is outlined above, please contact DHS.DDDComments@illinois.gov.
The information contained herein should not be considered a substitute for the appropriate official statutes, rules, regulations, or the advice of legal counsel.
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