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Veteran Workforce Investment Program (VWIP) - Special Provisions

I. SCOPE

A. General: The grantee will conduct the veterans' employment and training program described in its Application for Federal Assistance in accordance with all terms and conditions of this grant agreement.

B. Special Program Training Requirements

Training will meet the requirements of the PY 2002, VWIP, SGA. Eighty percent (80%) or more of the clients must receive Core Training. Wages paid to the OJT participants will be based on the local prevailing wages for the occupation in which the participants are being trained.

C. Program Activity Requirements

The grantee will provide services as indicated in the Performance Goal charts submitted with their project application. These goals are incorporated by reference, in full, and attached to the grant document.

II. PAYMENTS UNDER THE GRANT

Advances/reimbursements will be drawn down by the grantee through the U.S. Department of Health and Human Services Payment Management System (HHS-PMS) via personal computer through SMARTLINK capability. When approved, grantees will receive a HHS/PMS access package to complete and return prior to requesting funds. A direct deposit form must be submitted for new grantees and whenever there are changes in financial institutions and/or approved signatures. Funds will be transferred electronically to the grantee's financial institution as arranged with HHS.

A. Advance payments are authorized only as provided in 29 CFR Part 97.21 (b) and (c) for state, local and Indian tribal governments and 29 CFR Part 95 for all others, as specified in the provisions of this grant.

B. The amount of advances requested will be based on actual and immediate cash needs in order to minimize federal cash on hand in accordance with policies established by the Treasury Department in regulation at 31 CFR Part 205.

C. The timing and amount of advances will be as close as administratively feasible to actual disbursements by the grantee for all allowable direct and indirect program costs.

D. The Grant Officer may, after providing due notice to the grantee, discontinue the advance payment method and allow payments only by reimbursement when a grantee receiving advance payments demonstrates unwillingness or inability to establish procedures to minimize the time elapsing between the receipt of the cash advance and its disbursement.

E. ln addition to the preceding limitations, advances shall not be requested for amounts in excess of the amount determined by dividing the approved funding level for the grant by the number of months approved for operation, unless specific amounts have been approved in advance and are incorporated into the grant award within these provisions.

III. REPORTING REQUIREMENTS

A. Financial Reporting Requirements

1. The grantee will use Standard Form (SF) 269A, Financial Status Report to report outlays, program income, and the use of optional outside funds. SF 269A will be submitted no later than 30 calendar days after the ending date of each Federal fiscal year quarter during the grant period as a part of the required quarterly report. In addition, a final SF 269A will be submitted no later than 210 calendar days after the end of the grant performance period which will represent the final report.

2. See D. below for the address and frequency of submitting reports.

B. Reporting of Program Performance

1. The grantee will submit to the Director for Veterans' Employment and Training (DVET) on a quarterly basis a technical performance report that shows the cumulative planned goals identified on the Performance and Enrollment goals chart compared to actual accomplishments in terms of total number of participants/enrollments, number of assessments, number of employability development plans, number of job placement assistance, number of placements, number of terminations, and number of participants receiving 90 and 180 day follow-up. The reports will be submitted to the DVET no later than 30 days after the ending date of each Federal fiscal quarter (i.e., October 30, January 30, April 30, and July 30) during the grant period.

For those who receive follow-up, the following information will be collected and reported: (1) Employment status; (2) average hourly wage; (3) Job retention. An explanation must accompany the quarterly report detailing variances from the plan of 15%.

a. The grantee is required to report on the use of additional resources and services and the associated related expenditures (or equivalent value).

b. The characteristics of the total number of participants enrolled by the three eligible veteran's target groups to be served, especially the identified subgroups in the approved application.

c. A description of program monitoring done by the grantee during the report period.

d. Other pertinent information including analyses of particularly successful or problematic components of the program design.

2. The quarterly technical performance report will be submitted concurrently with the SF 269A, Financial Status Report.

3. A final technical performance report will be submitted no later than 210 calendar days after the end of the funded grant performance period and will summarize accomplishments, activities, final follow-up information and conclusions, to include the entered employment rate; employment retention rate; earnings change, and effectiveness of core training.

SIX (6) MONTH FINAL REPORT

No later than 210 days after the program performance period, the grantee will submit a aggregate report containing the following:

a. Final Financial Status Report (SF-269A)

b. Final Narrative Report identifying - (a) the total combined (directed/assisted) numbers of veterans placed during the entire grant period; (b) the number of veterans still employed during follow-up; (c) are the veterans still employed at the same or similar job, if not what is the reason(s); (d) was the training received applicable to jobs held; (e) wages at placement and during follow-up period; (f) an explanation of why those veterans placed during the grant period, but not employed at the end of the follow-up period, is not so employed; and (g) any recommendations to improving the program.

4. Between scheduled reporting dates the grantee will also immediately inform the Grant Officer's Technical Representative (GOTR) of significant developments affecting the grantee's ability to accomplish the work either in terms of programmatic or fiscal activities.

C. Corrective Action

1. When necessary, the grantee will initiate a Corrective Action Plan (CAP). A CAP will be required if, on a quarterly basis, actual grant accomplishments vary by a margin of 15% or more from the planned grant goals. All deviations from the plan by this extent must be fully explained in the grantee's quarterly technical report. When such slippage constitutes a significant weakness that may continue into the following quarter, a CAP must be initiated and developed in concert with the GOTR.

2. The CAP must identify the activity or expenditure source which has the variance, describe the reason(s) for the variance, provide specific proposed corrective action(s) and a timetable for accomplishment of the corrective action. The plan may include an intent to modify the grant when appropriate (e.g., as set forth in 29 CFR Part 97.30 and 29 CFR Part 95).

3. The CAP will be submitted as an addendum to the Quarterly Technical Performance Report.

D. All reports must cite the assigned grant number and be submitted as follows:

The original of all Financial Status Reports, and all performance reports to:

U.S. Department of Labor

Procurement Services Center

Room N-5416

200 Constitution Avenue, NW

Washington, D.C. 20210

One copy of the Financial Status Report, a copy of the HHS/PMS financial draw down report, and all performance reports should be mailed to the Director for Veterans' Employment and Training for the grantee's State.

E. Limitations on Administrative/Indirect Costs

All costs charged for administration, Direct or indirect, may not exceed 10% of the total Federal VWIP grant funds. These costs shall include the administrative costs, both direct and indirect, of recipients and subrecipients of the VWIP funds.

F. Second Year Funding

Due to the competitiveness of the VWIP grant, the grantee will be held to the performance and funding goals in the grant award and no modifications will be allowed during the first year of the grant, unless the grant does not qualify for second year funding. Subject to the availability of sufficient funds for PY 2003, funding beyond PY 2002 may be available and may be requested through a grant modification request, provided the applicant:

1. All program and fiscal reports were submitted by the established due date and may be verified for accuracy.

  • Complied with all applicable terms.

3. By the end of the third quarter, achieves at least 75% of the first year total goals for Federal expenditures, enrollments and core training (all training added together), or

  • 85% of total goals for the year if planned activity is NOT evenly distributed in each quarter.

All instructions for modifications and announcement of funding availability will be issued at a later date.

IV. GRANT ADMINISTRATION

A. The Director for Veterans' Employment and Training serves as the Grant Officer's Technical Representative (GOTR) and will monitor performance by the grantee. The GOTR is authorized to approve:

1. Technical matters not involving a change in the scope, cost, or conditions of this effort.

2. Progress reports.

B. The GOTR must approve all Corrective Action Plans (not including requests for a grant modification).

C. Requests for actions requiring Grant Officer approval, such as requests for budget revisions, modifications, and purchases of nonexpendable personal property must be submitted by the grantee to the GOTR who will include recommendations with the request and forward them both to the Grant Officer.

D. The GOTR is not authorized to direct any action that results in a change in scope, cost terms or conditions of this grant.

V. ALLOWABLE TRAVEL COSTS

A. The grantee is permitted to charge for actual transportation costs and travel allowances (per diem) of personnel who are authorized to undertake out-of-town, overnight travel under this grant. Such transportation costs shall not be allowed in an amount greater than the cost of first class rail or of economy air travel, unless economy air travel and economy air travel space are not available and the grantee certifies to these facts in the voucher or in other documents submitted for reimbursement. Travel allowances (per diem) will be allowed in accordance with the grantee's established policy, but in no event will such allowances exceed the maximum parameters established by the current Federal Travel Regulations.

B. The grantee will be allowed the cost of travel performed by its personnel in their privately owned automobiles, at a rate no greater than $.36 1/2 cents per mile, not to exceed the cost by the most direct economy air route between the points so traveled. If more than one person travels in such automobiles, no additional charge will be made by the grantee for such travel.

C. It is understood and agreed that no travel costs whatsoever for grantee personal travel from place of residence to and from normally assigned worksite will be allowed by the Government directly.

VI. SUB-AWARDS

Sub-awards must be awarded in accordance with 29 CFR 95.40. In compliance with Executive Orders 12876 as amended, 13220, 12928 and 13021 as amended, the Grantee is strongly encouraged to provide sub granting opportunities to Historically Black Colleges and Universities, Hispanic Serving Institutions and Tribal Colleges and Universities.

VII. SALARY PAYMENTS

Staff whose salaries are in whole or in part paid for with VWIP funds may only be charged for actual time worked that is chargeable to the grant, and that is work that is over and above any pre-existing duties related to veterans and/or employment related services. Under no circumstances may an organization be allowed to charge through this grant, or any other grant or contract, more than one-hundred percent of one FTE for each position.

VIII. PRINTING AND DUPLICATING

The grantee/recipient shall comply with all duplicating and printing regulations issued by the Joint Committee on Printing under the authority of Section 103, 501, and 502, Title 44, United States Code. The term "duplicating" as used herein means material produced on single unit duplicating equipment not larger than 11 by 17 inches and which have a maximum image of 10 3/4 x 14 1/4 inches using direct image plates not requiring the use of negatives. The term "printing" as used herein shall be construed to include and apply to the processes of composition, plate making, presswork, binding, and microform.

The grantee that receives prior approval from the Grant Officer to use DOL funds to support printing activities may not display for promotional purposes, the U.S. Department of Labor logo or seal on the item or items produced. However, an acknowledgment of such funding may be conveyed through language such as: "Preparation of this item was funded by the Department of Labor." Any reference to the Department used to promote the Federal agency is unallowable.

Under this grant/cooperative agreement, the grantee/recipient may duplicate up to a maximum of 5,000 copies of one page or 25,000 copies in the aggregate of multiple pages.

The grantee/recipient shall not use funds under this grant/cooperative agreement to provide duplicating in excess of the quantities stated above nor provide printing without the written authorization of the Joint Committee on Printing. Such authorization shall be obtained from the Grant Officer through the Departmental Printing Officer. Nothing in this clause shall prelude the procurement of writing, editing, preparation of manuscript copy, preparation of related illustrative material.