V. Supportive Housing Program

  1. Purpose and Terminology
  2. Program-specific Requirements:
  3. Policies and Procedures
  4. Provider Responsibilities
  5. Allowable/Unallowable Costs

Purpose and Terminology

Purpose:  The State of Illinois is coordinating agency strategies and investments, partnering with the community to build a strong safety net through permanent housing for Illinoisans facing homelessness and housing insecurity. In coordination with Illinois' Coordinated Plan to Prevent and End Homelessness, the Supportive Housing Services Program ("SHP" or "Program") awards grants to qualified applicants ("Recipients", "Providers", or "Grantees") to provide a holistic mix of required, individually tailored, wrap-around supportive services for formerly homeless individuals and families, those in danger of becoming homeless, and/or people with chronic disabilities ("Participants") of zero to low income. Created in 2009, the overall goal of the Program is to help Participants obtain/retain independent housing in a community-based setting and work toward reasonably increased self-sufficiency.Terminology used in the Supportive Housing Program include the following:

Advocacy is required for all Participants. It means intervening on behalf of participants to assist in the receipt and use of services.

Alcohol Use Disorder: Providing or arranging services for participants to AA (Alcoholics Anonymous) or other programs to address alcohol use disorder.

Case Management is required for all Participants. It means coordinating the acquisition, delivery and use of supportive services. Case management must include individual assessments that are used to develop and evolve individual service plans.

Child Care: Providing or arranging childcare services.

Children's Services: Providing or arranging services for child-specific services, such as child abuse counseling or preschool programs.

Counseling is required for all Participants. It means providing or arranging for individual or group counseling to alleviate physical abuse, mental health issues, substance use issues, and/or familial obstacles that are preventing a return to self-sufficiency. Financial and life skills counseling services are also eligible and encouraged.

Domestic Violence: Providing or arranging services for victims of domestic violence.

Education: Providing or arranging services for participants to complete a course of study leading to a diploma, specific skill, trade, or professional certification in pursuit of future or enhanced employment.

Employment Services: Providing or arranging services for participants to complete job preparation and/or secure job interviews/employment. This may include acquiring special tools or clothing to perform the job in which the participant is placed or received training.

English as an Additional Language: English language services available to persons who seek to improve their English language skills.

Follow-Up: Assessing the need for and/or providing additional services upon completion of and discharge from the program.

Funding Application: The Funding Plan that must be submitted annually and is located in the Illinois Homeless Reporting Portal found at Illinois Homeless Services Reporting Portal - Home or successor.

Physical Health/Dental: Providing or arranging services for participants and assuring use of needed medical and/or dental services.

HIV/AIDS: Supportive services related to the needs of participants diagnosed with HIV/AIDS.

Housing/Location Inspection: Locating and/or initial inspection of rental property on behalf of participants to assure that the housing meets local requirements for decency, adequacy, health and safety prior to occupancy by the program participant.

Legal Service Referrals: Referrals to any legal services which may be needed by participants. Providers are encouraged to maintain formal partnership(s) for this activity.

Mental Health Services: Providing or arranging services that address serious and persistent mental health disorders.

Outreach: Locating and contacting homeless persons in the community and informing them of available services pursuant to an established community outreach plan.

Permanent Housing includes the full array of non-congregate rental housing, such as Single Room Occupancy (SRO) apartments, apartments within a housing complex, scattered site housing units, and all other types of community-based long-term housing that meets local requirements for decency, adequacy, health and safety.

Substance Use Disorder Services: Providing or arranging services for participants to NA (Narcotics Anonymous) or other programs to address substance use disorder issues.

Supportive Housing: Permanent or transitional housing with access to the needed supportive services which enable special needs populations to live as independently as possible.

Transitional Housing: Providing temporary residence for a period not to exceed 24 months, with access to food and supportive services.

Transportation: Transporting or purchasing transportation services, such as bus tokens or taxi fares, for participants to acquire medical care, public assistance, education, training and other services not provided on site.

Program-specific Requirements:

There are two essential Program components: stable housing and supportive services. (1) Providers are required to provide stable housing for their participants as a pre-requisite to funding. (2) Through this program, Providers use at least 85% of grant funds to provide the supportive services necessary to help tenants retain housing and move toward reasonable self-sufficiency. At least 25% of the grant must be matched with other funds.

Stable Housing. Each agency must provide at least one type of supportive housing, which may be (1) permanent housing, or (2) transitional housing where continuous occupancy may not exceed 24 months. Either type must be coupled with required and optional supportive services. Also, Participant rent payments must be restricted to HUD supportive housing rent requirement (i.e., 30% of income). Permanent housing options include the full array of rental housing and are further defined above in "Terminology."

Supportive Services. Required services for all Participants include ongoing Case Management, Advocacy, Counseling, and assisting with application for mainstream public benefits. Other supportive services may include alcohol and substance use counseling; mental health services; job training and education; transportation; childcare; and others selected by the Participant to achieve maximum self-sufficiency. All services must be necessary to enhance Participants' ability to maintain independent living and move toward reasonable self-sufficiency.

NOTE: Access to appropriate equipment and software is required, at minimum, to facilitate enrollment in mainstream public benefit and workforce development programs; manage the CoC Coordinated Entry List; input IDHS electronic budgets, invoices, and reporting; and maintain pre-qualification in GATA.

Match Requirements: All contracts approved for funding under the Supportive Housing Program must be matched by at least 25% from other sources. Of the 25% match, at least one-half must be matched with cash (e.g., fund raising, donations, ESG, United Way, HUD, FEMA). The remaining one-half may be matched with cash, in-kind services or property from sources other than the funds granted through the Supportive Housing Program. Volunteer services at $10.00 per hour and other in-kind contributions may be applied toward meeting the match requirement. If a Provider chooses to apply volunteer services and in-kind contributions toward the match requirement, the minimum records to document the contributions are:

  • For volunteer services, the name and address of the volunteer and documentation of the dates, hours of service, and services provided.
  • For contribution of personal or real property, whether in title or in usage, a written description of the property and the value of the property. The contribution will be valued at fair market value at the time of the contribution.

Policies and Procedures

Policies. Providers will adhere to key financial and programmatic policies, as described on the IDHS Website under IDHS: Post-Award Requirements and Resources and here. In particular, the following Provider policies are key:

  • Personnel: IDHS: Personnel Policies Overview
    • Generally, the provider must maintain written job descriptions of employee's duties and responsibilities. as well as policies concerning the hiring, termination, evaluation and discipline of staff. Also, the provider must have policies on non-discrimination in hiring, employment, and sexual harassment, at a minimum. Accounting: IDHS: Accounting Policies Overview
    • Providers must have an established financial management system which provides complete, separate, and accurate accountability of funds, as further described in "Fiscal Management" below. 
  • Recordkeeping: IDHS: Recordkeeping
    • Policies Overview Records related to the grant award must be retained for a standard period of five (5) years from date of submission of final expenditure report and are further described under "Records" below.
    • Equitable Program Access. All agencies must provide open access to program services for eligible applicants on a non-discriminatory basis. The Community Outreach Plan and CoC coordinated waitlist entry system will be employed for all intake to effectuate equitable program delivery. 
    • Publications. In the event that grant funds are used in whole or in part to produce any written publications, announcements, reports, flyers, brochures or other written materials, the Provider must obtain prior approval from Program staff for the use of those funds (2 CFR 200.467) and must include in these publications, announcements, reports, flyers, brochures and all other such material, the phrase "Funding provided in whole or in part by the Illinois Department of Human Services."
  • Procedures - Annual Funding. Funding is contracted annually through an initial award with two one-year renewal periods, each subject to satisfactory Provider performance as determined by IDHS. The initial grant term will be for a period of twelve months, from July 1 to June 30.
  • Annual Funding Plan. An annual electronic Funding Application must be submitted by each Provider each fiscal year. The following items are required in the web-based Funding Application defined and linked above in "Terminology:"
    • Legal Name of Provider
    • Project Plan Narrative o Copy of current fire/safety inspection
    • The projected number of participants to be served, characteristics, eligibility requirements
    • Number of units
    • Intake/assessment forms o Program plan forms and all other forms that are used to assist program participants
    • Provider Name and Address pf the organization on the contract
    • Contract total, Budget, Funding Sources, Identification of Direct Service Personnel
    • Type of entity governing the provider (i.e., County, Public Housing Authority, Board of Directors)
    • A summary of the supportive services o Population served/target population
    • Description of staffing pattern and hours of operation.
    • County or counties of service delivery
    • 9-digit Federal Employer ID Number (FEIN)
    • Contact Person for the program with telephone and email
    • Type(s) of Program: Transitional Housing or Permanent Housing.
    • Proposed Budget Summary, Personnel, Detail Summary and Program Funding Sources.
    • Emergency Phone Numbers
    • Verification of 25% matching
    • Service Funds Plan
    • Identify Sub-contractors, if applicable
    • Supportive Housing Program Budget: The annual program budget for Supportive Housing establishes how funds will be used in program implementation during the fiscal year. At least eighty-five percent (85%) must be used for Direct Service Costs. Direct Service Costs are those directly related to service provision, such as staff salaries for assessment, training and counseling. Direct Program Costs cannot exceed fifteen percent (15%) of the direct costs of the grant. Both are described in greater detail below under "Allowable Costs."
    • Providers are required to identify the relevant funding sources, and the percent of funding used in each budget category. Providers are required to isolate and track all IDHS funds by program and budget line item.
  • Procedures - Renewal. Providers will submit the annual Funding Application and updated budget as described above prior to each renewal term for review and approval by IDHS. Typically, renewal Funding Applications are distributed in the spring of each year with contracts distributed in June. Renewal terms will be from July 1 to June 30. Providers must be GATA Pre-qualified upon application to be eligible for renewal.
    • Evaluation. For renewals, the Department will incorporate the following performance criteria to determine the amount and conditions of the renewal; where multiple criteria below are not met, the Department may adjust the renewal amount to a level in keeping with demonstrated capacity.
    • Grantee has met at least 80% of anticipated performance outcomes during the prior grant term(s) under this Program;
    • Grantee has met at least 85% of fund utilization goals during the prior grant term(s) under this Program;
    • All required reports have been submitted on time, unless a written exception has been provided by the Division/Department. Where this condition is not met, the Applicant will be required to submit a detailed workflow and plan for improved performance as alternate documentation for consideration by the Department/Division; and
    • Provider has no outstanding corrective action.
  • IDHS will annually evaluate efforts of the Provider to enhance partnerships and program effectiveness; administrative and facility capacity; need in the geographical area; and budget feasibility. The Department may decrease or increase the amount of funding for renewal based on performance evaluation, subject to appropriation and availability of funds.
  • Supplemental Applicant and Project Details. To the extent necessary and as otherwise requested by IDHS, Providers will submit the following updated project-specific information prior to renewal; alternatively, Providers will provide written confirmation of no update for each point below.
    • Governance/Board of Directors. Each provider is required to submit names of board members and chief officers responsible for agency operations and management. The provider must maintain a current list of the board members and their terms of office and a list of phone numbers and email addresses of the board members. The board must meet at least quarterly and maintain meeting minutes. The provider must maintain a policy on conflict of interest for board of director's members.
    • Proof of Eligibility. Every Provider must continually maintain GATA Pre-qualification status during the term of the grant. Additionally, the following requirements apply for each type of eligible entity:
      • Non-profit or community-based organization. The provider must be a federally tax exempt, non-profit agency legally authorized to operate in the State of Illinois with a Not-for-Profit Corporation Charter from the Illinois Secretary of State and verification from the Internal Revenue Service of exemption from federal income tax liability under the applicable Section 501(c)(3) or 501(c)(4) of the Internal Revenue Code.
      • Governmental Entity. Government exemption letter from IDOR or other evidence of local government existence.
      • Supportive Housing Project Owner. Demonstrate ownership of permanent supportive housing funded through the IHDA's PSH and LIHTC programs and scheduled for occupancy in the grant term.
    • Subcontracts. All sub-contracts or pass-through funding agreements must meet all terms and conditions of the IDHS Community Services Agreement and must be approved by IDHS prior to entering into any sub contractual or pass-through funding arrangement. o Participant Information and Data. Each agency must maintain confidential participant files that document program eligibility, supportive services, case management, intake, assessment, outcomes and employment for a period not less than 5 years.
    • Participant Intake and Assessment Forms. All participants will have a completed intake and assessment upon entry into the program. Each provider is required to make all participant intake and assessment forms available to IDHS for review upon request.
    • Centralized Repository Vault (CRV). Each provider is required to upload appropriate documents to the CRV.

Procedures - Reporting Quarterly Periodic Performance Reporting (PPR). Each Provider is required to submit quarterly participant data regarding demographics, population and services. Providers must report quarterly on the number and characteristics of the people served and the services provided, including the causes of homelessness and specific disabling conditions. The Illinois Department of Human Services provides a web-based reporting system for required quarterly "Service Data" reporting (https://www.ilhomelessreport.org/ or successor). This Service Data report also includes the performance outcomes originally submitted in the application that will be monitored to measure performance:

  • Unduplicated Participants o Unduplicated Households o Households with children
  • Shelter nights o Shelter meals (TH Only) o Supportive services issued
  • Number of individuals exiting Supportive Housing Program for permanent or transitions housing
  • Number of participants enrolled in education, job prep, vocational training or employment services
  • Quarterly PPRs are due the 30th day of the month following the end of the quarter.
  • Monthly Grant Invoice (MGI) . Periodic Financial Reports (aka monthly grant invoices) will be submitted electronically and no more frequent than monthly via the web-based reporting system (https://www.ilhomelessreport.org/ or successor). A ledger detailing submitted costs for the same period must be emailed to DHS.FCS.0658SHP@illinois.gov for the report to be complete. Monthly PFRs are due on the 20th day of the month the expense was incurred.

NOTE: the MGI is only complete when both the electronic report has been submitted and the required supporting documentation has been delivered to DHS.FCS.0658SHP@illinois.gov.

Procedures - Payment

  • Payment types. Three payment methods exist: namely, Advance Payment; Reimbursement; and Working Capital Advance. Reimbursement will be the primary method of payment.
  • Advance Payment or Working Capital Advance ("Advances"). Program staff will review requests for Advances on a case-by-case basis. Each request must be supported by a detailed justification that includes a description of each covered expense and reference to its corresponding line item in the approved budget. The description will include:
    • the nature of the expense;
    • whether it is a startup expense or other required upfront payment; and
    • justification of the need for the immediate need for the expense.

Advances will be limited to the lesser of immediate cash needs or two months of expenses. Following an advance, future monthly reimbursements may be adjusted up or down based on sufficiency of cash on hand, which is calculated by IDHS as two months of the current average spending.

  • Payment Process. Upon Provider submission of the complete (MGI monthly grant invoice) as indicated above under "Monthly Grant Invoice," Program staff will review and recommend appropriate payment. The recommendation will be reviewed by the payment unit within the Division of Family and Community Services, and when approved, a voucher will be created and forwarded to the Illinois Office of the Comptroller for payment. Payments are typically fully processed within 30 days of the full submission unless questions arise during Department reviews. Payments may be adjusted based on any prior Advances.
  • Procedures - Contracts and Amendments
  • Contract Procedures and Approvals. Providers to be awarded funding will be notified, in writing, of annual contract award submittal dates and procedures for contracting.
  • Subcontracts. All sub-contracts or pass-through funding agreements must meet all terms and conditions of the IDHS Community Services Agreement and must be approved by IDHS prior to entering into any sub contractual or pass-through funding arrangement. Grantee will be liable for any Grant Funds it obligates to a subrecipient or subcontractor.
  • Funding Plan Amendment. If necessary, a Provider may file a modification to the Funding Application. Modifications or amendments to the funding and services plan must be submitted By the provider, in writing, and are subject to approval by the Illinois Department of Human Services, Bureau of Permanent Housing. An amendment is required when there is an approved change. The changes to the Funding Plan may cover services, service delivery, deliverables and the budget. The Provider must contact IDHS to discuss the proposed changes and to determine if an amendment is necessary. The provider will prepare the details of the proposed amendment and supporting documentation for IDHS approval.
  • Budget Amendments. Generally, Program staff will provide guidance for budget amendments on a case-by case basis. Typical reasons for budget amendments and the procedure for each follow.
    • Contract Budget Line Item Transfers. Budget transfers are allowed during the grant term. Where the total amount of a transfer does not exceed the lesser of $5,000 or 10% of the annual grant, providers may transfer budgeted funds among any Direct Service cost line item without prior written permission from IDHS. Any transfers in excess of the stated threshold must obtain prior approval from Program staff. Budget transfer records are subject to monitoring and must be retained by the provider and made available upon request.
    • Letters of increase or decrease. The Provider will be notified by a computer-generated email of the Department's intent to increase or decrease funding to an existing contract.
    • Formal amendment. An agreement executed by the provider and IDHS constitutes a formal amendment. The following is required for a formal amendment to be processed: ?
    • Adding new program services: An amendment to add a new program service must contain a detailed summary of services to be provided under the amended contract and the method of payment. ?
    • Extending the service date of the contract: An amendment to extend the service date of the contract must contain the following information: Agreement number as it appears on the original contract; Provider name; Clause stating the new term; signatures of the Provider and the Secretary of the Illinois Department of Human Services.
    • Extending the service dates of an existing program: An amendment to extend the service dates of a specific program in the existing contract and must contain the following information: agreement number as it appears on the original contract; provider name; clause stating the new term of the agreement; signatures of the Provider and the Secretary of the Illinois Department of Human Services. ?
    • Changing the language within an existing program attachment only: An amendment to change the language of a specific program attachment of an existing contract must contain the following information: Agreement number as it appears on the original contract; Provider name; clause(s) stating the new language of the agreement; signatures of the Provider and the Secretary of the Illinois Department of Human Services.

Provider Responsibilities

  • Providers will complete an intake and assessment for all Participants upon entry into the program on forms approved annually as part of the annual Funding Application.
  • Provider will commence case management, advocacy, and counseling services within five days of admittance to the program. All Participants must also have documented access, when applicable, to other necessary supportive services.
  • Provider will develop a service plan for all Participants and implement it within the first week of admittance to the program. The individual service plan must detail monthly outcomes as well as ongoing goals to be accomplished by the Participants with the assistance of the Recipient.
  • Providers will provide Participants with access to case management services outside of normal business hours of operation including, but not limited to, evening case management service hours.
  • Providers will document and track all progress and supportive services for Participants within each Participant's case file that includes, at a minimum, a record of the Participant's Eligibility, supportive services, case management, progress, and public benefit assistance.
  • Providers will execute their community outreach plan which includes a detailed description for notifying the community of the program, hours of operation, and admittance/eligibility requirements for the program(s) they administer for the Department. The purpose of the outreach plan is to educate the wider community about available services and coordinate service provision, to the extent practicable. It must detail intended outreach to and engagement with other community service agencies, the local Family Community Resource Center (FCRC), and other pertinent organizations within the community such as local government administrators and others identified by the Recipient.
  • Providers will maintain written agreement(s) or Memoranda(um) of Understanding with all partners, including for referrals to other social service agencies. The agreement or memorandum must include, at a minimum:
  • Responsibilities of each party under the agreement;
  • Description of the type(s) of service to be provided
  • Description detailing how referrals will be handled by each entity; and
  • Description of any follow-up actions
  • Providers must employ a referral process that assists Participants with enrollment into mainstream public benefit programs such as TANF, SNAP, All Kids, medical assistance, disability assistance, as well as other resources that address the needs of the program Participants, such as SOAR.
  • Providers must maintain access to appropriate equipment and software, at minimum, to facilitate enrollment in mainstream public benefit and workforce development programs; manage the CoC Coordinated Entry List; input IDHS electronic budgets, invoices, and reporting; and maintain GATA Pre-qualification.
  • Providers must accurately report outcomes and submit reports to IDHS as described in "Reporting" above.

Performance Measures. Proposed outcomes submitted with the application and finalized prior to the initial grant term will form the basis for performance measurement and may be revised during the renewal application process. The following outcomes will be prorated and measured quarterly to determine performance, as described in "Reporting" above. More frequent reporting may be required where a Provider is not meeting their designated benchmarks. IDHS will closely monitor performance outcomes and fund usage during the term of the grant. IDHS will provide technical assistance to Providers not meeting these benchmark measures. Where the underperformance/underspending continues, IDHS may adjust the proposed outcomes used to measure performance and/or de-obligate and reallocate funding during the grant term.

  • Unduplicated number of participants to be served during the fiscal year
  • Households
  • Households with children
  • Shelter nights
  • Shelter meals (TH Only)
  • Supportive services issued
  • Number of individuals exiting Supportive Housing Program for permanent or transitions housing
  • Number of participants enrolled in education, job prep, vocational training or employment services

Financial Management System: Providers must have an established financial management system which provides complete, separate, and accurate accountability of funds. The provider's accounting system must be well-maintained, up to date, and provide the following original documentation:

  • Bank reconciliations
  • Trial balance
  • Separate identification of program expenses in a general ledger
  • Complete accountability of all obligations, payments, and reimbursements
  • Justification of allocations
  • Written administrative and accounting procedures
  • Segregation of duties for internal control
  • Maintain an accounting system that isolates IDHS funds and allows tracking of IDHS expenditures

Expenditure: All funds awarded to a Provider must be obligated by the end of the contract period and expended by the end of the lapse period.

Recordkeeping. The provider must maintain written policies and procedures regarding its financial statements, accounting books and records, supporting documentation, and any other records related to the award's fiscal activities, including but not limited to, payroll, purchasing, cash management, relevant fee schedules, contracts and risk management. The provider must have on file a copy of their Annual Report to the Internal Revenue Service Form 990 and an Annual Report to the Attorney General Form AG 990. The provider must show proof that its governing body has approved a budget at least annually. The provider must maintain their by-laws, policies and procedures and a current organization chart.

Retention. Financial records, statistical records, grant/award specific supporting documentation, budget amendments and line-item transfers, and all records related to the award are to be maintained for at least five years from the date of submission of the final expenditure report. These records should be collected, transmitted, and stored in an open and machine-readable format, when practicable. Paper versions of the files/records also are acceptable. Failure to maintain adequate records to document the expenditure of IDHS funds creates a presumption in favor of the Department for recovery of the funds.

Allowable/Unallowable Costs

The Supportive Housing Program limits costs to specific categories. Providers should review the Department's budget pages for these programs for a complete list of allowable costs. The following are allowable and unallowable costs under the Supportive Housing Program:

Allowable Costs:

Direct Cost Services must account for 85% of grant expenditures.

  • Advocacy/Intervention
  • Case Management
  • Counseling - Financial
  • Counseling - Life Skills
  • Counseling - All Other
  • Outreach
  • Mental Health Services
  • Alcohol Use Disorder Services
  • Substance Use Disorder Services
  • Physical Health and Dental Services
  • Education
  • Employment Services
  • Child Care o Children's Services
  • Housing Location, Placement and Inspection
  • Follow-up
  • Transportation
  • English as an Additional Language
  • Legal Service Referrals
  • HIV/AIDS Related Services

Direct Program Costs may not exceed 15 percent of the grant.

  • Telephone
  • Supplies
  • Direct Program Personnel
  • Maintenance

Unallowable Costs: the following are some examples of unallowable costs.

  • Payment on Behalf of Clients
  • Liability Insurance
  • Rent-Equipment
  • Rent-Space
  • Utilities (housing units)
  • Participant Cell Phone Purchase
  • Property Acquisition
  • Major renovation
  • Participant Lap Top Computer
  • Payments for Property Management Functions

Project Monitoring

Fiscal Monitoring. IDHS will closely monitor performance outcomes and fund usage during the term of the grant. IDHS will provide technical assistance to Providers not meeting either or both benchmark measures. Where the underperformance and/or underspending continues, IDHS may adjust the proposed outcomes used to measure performance and/or de-obligate and reallocate funding during the grant term.

In addition to regular programmatic fiscal monitoring, this grant is subject to Fiscal & Administrative Review (FAR) by the IDHS Office of Contract Administration who will communicate directly with the Provider in advance of any monitoring.

Program Monitoring. Representatives of IDHS will perform periodic monitoring reviews and inspections during normal business hours to review case management files, management practices, fiscal procedures or other aspects of Provider operations to ensure compliance with IDHS, State and Federal rules, regulations and policies.

  • Notification. The IDHS will endeavor to send a written notification thirty days prior to visiting a Provider. Official notice will include a monitoring review sheet that must be completed before the IDHS representative arrives.
  • Initial Site Visit. Once a new grant is awarded by the IDHS, a representative from or designated by the IDHS may conduct a site visit to advise the contractor of the IDHS program standards and reporting documents. The visit is to help the Provider understand and follow IDHS rules and regulations. The initial visit to the site is also to make sure all State rules and regulations are followed. The IDHS, when doing a site visit, will review a sampling of all case files to determine service availability and utilization. Included in the case files for example are intake form, assessment forms, case management, short- and long-term goals, referrals, and medical information.
  • Program Review: Whenever problems or issues are identified during monitoring, the IDHS may make recommendations and provide technical assistance. Where recommendations and technical assistance are not fruitful, IDHS may issue a formal Corrective Action Plan.
  • Technical Assistance - Purpose: Program staff are available to advise the Provider, if needed, on the policy and procedures of the program. The IDHS may directly provide or enter into a contract to provide technical assistance to the providers to promote improved performance. Upon request, the IDHS will respond to questions pertaining to fiscal reports, policy and procedures, rules and regulations and Federal and State laws.
  • Corrective Action Plan: Problems of continuing or serious nature may result in a Corrective Action Response from the IDHS. If a site has a serious violation, the provider will be notified in writing within ten days. The provider will then have thirty days to respond with a mandatory written plan of action to the violation. If necessary, the IDHS will conduct a follow-up visit to the provider to ensure implementation of the approved corrective action plan.

Reconciliation and Recovery. The Office of Contract Administration (OCA) is responsible for financial reconciliation and financial recovery of unspent funds. As part of the fund's recovery procedure, the Office of Contract Administration will send to each provider an "Informal Notice" letter containing the state fiscal year, the provider's name, and FEIN number and the amount of IDHS funds provided to each provider. The letter will also include a Grant Reconciliation Report to be completed by each provider.

The provider will have fifteen days from the receipt of the informal notice to request, in writing, an informal hearing on lapsed funds or a plan of correction dealing with other violations. If the informal hearing does not result in a resolution of the lapsed funds, a "Formal Notice to Recover Lapsed Funds" letter will be sent by registered mail to the provider. The provider will then have thirty-five days to request, in writing, a Formal Hearing. At the end of thirty-five days, if no request has been received, the OCA may proceed to recover the amount of funds. If the provider does not have an upcoming fiscal year contract from which to deduct the lapsed funds owed, the Bureau of Collections will establish a collection account in the name of the provider. The Bureau of Collections will generate an invoice and mail it to the provider for payment. The provider will then receive monthly billing statements. The debt may also be referred by the IDHS to the Attorney General's Office if the debt remains unpaid for one year.