Questions and Answers

  1. For information on Grants Accountability and Transparency Act, website address:  www.grants.illinois.gov
  2. It was mentioned at the 5/25/2016 webinar that a Uniform Budget is available to use on this website.

    Please refer to the Department of labor Indirect Cost Determination Guide for more information regarding types of indirect cost rates by using Google or at the GATA website above.  www.grants.illinois.gov

  3. Any Questions can be sent to OMB.GATA@illinois.gov for further clarification.

Questions and Answers:

  1. Is a Fee For Service program required to submit a grant budget when it is not a grant?

    DHS submitted a simplified budget template for Fee For Service programs to the GATU to approval. The Chief Accountability Officer will let us know as soon as he receives acknowledgement of approval.

  2. For Fixed Rate Budget website (currently under construction) will be found at:  http://www.dhs.state.il.us/page.aspx?item=84586
  3. Is there an example of what the narrative should read like for the entire budget and each line item?Other than the training slides for the GATU budget training, there has been no guidance thus far from GATU on this topic. The Bureau Chief of Reimbursement and Program supported has requested additional guidance on the subject.
  4. Instructions to complete the Uniform Budget can be located at: 
    http://www.dhs.state.il.us/page.aspx?item=84585
  5. The Uniform Budget website (currently under construction) will be found at: 
    http://www.dhs.state.il.us/page.aspx?item=84584
  6. Who reviews the budget and the narrative and when is it reviewed?

    Budgets will be loaded into the system and will be reviewed by Division program management for reasonable and necessary costs and by Division fiscal management for allowable and allocable costs. Generally, DHS OCA and auditors are the only other reviewers of the budgets.

  7. If a cost is denied, what is the appeal process or does one person have full authority to deny budgets?

    If there are concerns or questions about a cost DHS program management and/or fiscal management will look at historical costs, talk with the grantee/provider and if questions still persist talk with other Division senior staff/or Chief Accountability Officer. Unusual issues may be taken to GATU.

  8. What are the policies and procedures of each grant program that the budget is supposed to be in compliance with as per slide 13 of the GATU power point?

    The Bureau Chief of Reimbursement and Program Support is working on a more definitive answer.

  9. Is there an exhaustive index that describes what category costs are to be assigned to when preparing the budget? Example: leased copier equipment. Is it rent, supplies, printing or something else?

    Costs should be accumulated in accounting information systems in sufficient detail to determine direct and indirect costs. It is reasonable to expect that most if not all entities are already doing this for audited financial statements.

  10. What document defines what costs are justifiable and allowable or is this subjective?

     Refer to Federal Acquisition Regulation Part 31.2 and Circular No. A-122 for guidance  on  allowable and unallowable costs to include numerous examples of both.

     FAR Part 31.2:   https://www.acquisition.gov/sites/default/files/current/far/html/Subpart%2031_2.html

     Cir. No. A-122: https://www.whitehouse.gov/omb/circulars_a122_2004/

  11. How are agencies expected to understand all that is being thrown at us and provide a competently prepared budget in ONLY 15 workdays?

    DHS Division staff understand the difficulty of what is being asked and assured everyone they are available for any assistance you might need. Email is the best mode of communication as they are often away from their desk but have access to email. Gary's email address is Gary.Kramer@illinois.gov or by phone: 217-524-8489 and Mary's email is Mary.Hebert@illinois.gov or by phone: 217-557-7673

  12. When is it due? DDD says 6/6, EI says maybe mid-June

    Other divisions may require their information to be submitted at different times. For DDD, Mary would like the Uniform Application for State Grant Assistance and budget for Non-Notice of Funding Opportunities to be submitted by 5/27/16 (no later than 6/6) in order to get all the information updated into the CSA tracking database system so that when the CSA database is up and running on 6/1, the EEC boilerplates and Unified Grant Agreements, not subject to NOFO can be generated.

  13. What revenue figures do we use since there is no budget approved?

    Generally speaking, FY16 figures are used as a base. Historically, for fee for service programs, the end of the year figures from Reporting of Community Services database (ROCS) is used as the base for the next year funding amount.

  14. Do we have an approved indirect cost rate since we have submitted that information as part of the CFR process three months after completion of audited financial statements?

    No, in general DHS OCA did not approve indirect cost rates in the past. Entities that want to be reimbursed for indirect cost rates must have a Federal or State of Illinois negotiated indirect cost rate or elect to use the Federal De Minimis 10% Rate.

    Please refer to Training+Budget+++NICRA+5.12+Final.pdf Indirect Cost Information pg. 50.

  15. When do we have to submit our application?

    The Unified Application for State Grant Assistance for non-NOFO applicants needs to be submitted by 5/27/16.

  16. How detailed does each cost type have to be?

    The Bureau Chief of Reimbursement and Program Support asked that as much detail as you have readily available be provided. For example, if you have Supplies, indicate that it includes paper, basic office supplies etc. If you have cleaning, it includes paper towels, tissues, cleaning products, etc.

    If more detail is needed or there are questions, Gary or Mary will contact grantee.

  17. What impact will an indirect cost rate have on the possibility of a grant lapse?

    Refer to question 11 above. The Bureau Chief of Reimbursement and Program Support is working on a more definitive answer.

  18. Do all agencies have either a specific indirect cost rate or take the flat 10% indirect cost rate?

    All entities that want to be paid for indirect costs must have a federal or a State negotiated indirect cost rate. If entities do not have a federal or State negotiated indirect cost rate, they may elect to use the de minimus rate (10%).

  19. What are the main (major) differences between Group Respite and the Special-Project-Voucher Respite?

    The main difference between group respite and voucher respite is as follows:

    1. With group respite, the Department provides funding for a provider to deliver respite services in small group settings. The provider employs and supervises the workers within the program.
    2. With voucher respite, the Department provides funding for a provider to serve in what we have informally referred to as a banker and program manager capacity. The provider determines who receives services and the amount of funds to be allocated to each individual/family. The provider then gives the individual/family a "voucher", which the individual/family can use to purchase its own respite services. It is the individual/family who is responsible for selecting a worker and supervising him or her.
  20. What are the rate differences between Group Respite and Voucher Respite?

    The Division does not establish rates for the group and voucher respite programs. The funds are disbursed in monthly grant payments. The provider then manages those funds to serve as many people as possible with the allocation specified in the agreement.

  21. A provider is confused as they are not an Independent Service Coordination provider and only provides Service Facilitation, which is a fee for service waiver program. They don't have to complete the application process do they?

    If the provider has the HBS Service Facilitation program (55A), this program is covered under the Medicaid Waiver and exempt from 2 CFR 200 except Audits.

  22. Any word yet on the budget template? Do all agencies have to have their budgets submitted by June 6, 2016?

    At today's webinar, it was mentioned that a budget template is available at the following website: www.grants.illinois.gov

    Do a SEARCH on budget template.  Please note:  these templates are not ADA Compliant and all forms for State Work should be ADA Compliant. That is what is taking time to get them posted.

    Yes, applications and budgets must be submitted by June 6.

  23. An outside contractor will be reviewing the Indirect Cost Rate proposals, do you know how long hat process will take? I think the reason this question is asked is that agencies will only be able to use the 10% until they get their approved rate.

    It was mentioned in today's webinar that the State of Illinois' Centralized Indirect Cost Rate Unit will be reviewing the Indirect Cost Rate provider proposals.  A certification form will be available after legal approval.  The unit will review and within 60 days of the contract being issued - either the Indirect Cost Rate Unit or the Division should be back in touch with the provider regarding the approved rate.

  24. 8/12/2016 - for the Notice of Funding Opportunity for Dental and Epilepsy - - the statement "Individuals enrolled in DDD residential services are not eligible to receive respite services." is stricken from the NOFO.  It was an error on the entry.
  25. 8/18/2016 - for the Notice of Funding Opportunity for Employment First Balancing Incentive Program Project - - the CSFA NOFO number was added to the title 17-444-24-0836-04 and line #12, Award Range was revised from $15,000 to $300,000 to $375,000.
  26. 8/18/2016 - for the Notice of Funding Opportunity for Technical Assistance, Evaluation, Resource Development - Employment First - - the CSFA NOFO number was added to the title 17-444-24-0836-05.