TEGL_20-20.pdf

ETA Advisory File Text

EMPLOYMENT AND TRAINING ADMINISTRATION ADVISORY SYSTEM U.S. DEPARTMENT OF LABOR Washington D.C. 20210 CLASSIFICATION SCSEP CORRESPONDENCE SYMBOL OWI DNPTTA DATE May 6 2021 ADVISORY TRAINING AND EMPLOYMENT GUIDANCE LETTER NO. 20-20 TO SENIOR COMMUNITY SERVICE EMPLOYMENT PROGRAM GRANTEES FROM SUZAN G. LEVINE Principal Deputy Assistant Secretary SUBJECT Program Year PY 2021 Planning Instructions and Allotments for Senior Community Service Employment Program SCSEP State Territorial and National Grantees 1. Purpose . To provide SCSEP grantees with PY 2021 allotments and grant application instructions and dissemination of annual Federal poverty guidelines used in SCSEP eligibility determinations. 2.Action Requested. To apply for PY 2021 grant funds SCSEP grantees must follow the instructions in this TEGL and submit all documents to https www.grants.gov with a copy to their respective Federal Project Office as well as the SCSEP program office at grants.scsepdocs dol.gov by May 24 2021. SCSEP grantees should also note the Employment and Training Administration s ETA plan for disseminating poverty and low- income guidelines in future years. 3.Summary and Background. a.Summary ETA releases grant planning guidance each program year to advise SCSEP grantees of the number of authorized positions and associated allotments for the program year and ETA s requirements for obligating funding to grantees. This TEGL provides SCSEP state territorial and national grantees with the PY 2021 SCSEP allotments and instructions for PY 2021 grant submissions. b .Background SCSEP funds are allocated by a formula provided in Section 506 of the Older Americans Act of 1965 OAA as amended 42 USC 3056d and operate on a PY basis from July 1 through the following June 30. The Consolidated Appropriations Act of 2021 Pub. L. 116- 260 from this point forward referred to as the Act Division H Title I secs. 106 b and 107 allows the Secretary of Labor Secretary to set aside up to 0.5 percent of each discretionary appropriation for activities related to program integrity and 0.75 percent of most operating funds for evaluations. In PY 2021 after reducing the appropriation by 1 123 000 for set-asides authorized by the Act 403 877 000 is RESCISSIONS EXPIRATION DATE T EGL 22-19 and TEGL 22-19 Change 1 Continuing 2 available for SCSEP program activities. Any funds not used for these reserve activities will be distributed by formula to state territorial and national grantees. SCSEP funds are allocated to and administered through grants to all state governors Puerto Rico the District of Columbia and four territories as well as competitively awarded to national non-profit agencies for services across the country. The national non-profit organizations compete for the awards every four years subject to annual appropriations with an optional one-year extension. ETA renews SCSEP state and territorial grant awards on an annual basis and SCSEP national grants on an annual basis during non-competitive years which includes PY 2021 as PY 2020 was a national competition award year . Each year ETA requires grantees to submit a grant application that includes an SF-424 an SF-424A the geographic areas to be served a detailed budget narrative a program narrative signed programmatic assurances and any optional special requests. Each year in January the U.S. Department of Health and Human Services HHS publishes the poverty and low-income guidelines based on the last calendar year s increase in prices as measured by the Consumer Price Index. These numbers multiplied by 125 percent are the basis of low income for eligibility determinations as defined at Section 518 a 3 A of the OAA Amendments of 2006 42 USC 3056p a 3 A . 4. Program Details Annual Grant Guidance. This section provides detailed submission instructions for state and territory formula grantees as well as current national grantees. a. Program Allotments Attachment I . Attachment I details the funding amounts and authorized positions for each grantee in PY 2021. b. Grant Application Requirements. Grantees must submit a complete grant package to receive PY 2021 funds. ETA will not obligate funds to any grantee until it has provided all of the information outlined in this guidance. Additionally grantees must ensure that the components of the grant application package are consistent with each other. i. Application and Budget Information Form. Grantees must submit current versions of the SF-424 Application for Federal Assistance and the SF-424A Budget Information Form. Budgets must include the non-Federal share of at least 10 percent of the total cost OAA Sec. 502 c 1 42 USC 3056 c 1 . These interactive documents and accompanying instructions are available at the following link1 https www.grants.gov forms sf-424-family.html. ii. Geographic Areas. Item 14 of the SF-424 requires a list of the Areas Affected by Project. Grantees must list the states and counties the grant will serve and must use www.scseped.org to obtain that information. Grantees can export the data for the service area s to an Excel spreadsheet and attach the list as a separate document. iii. Budget Narrative Attachment II . Grantees must submit a budget narrative that provides the information outlined in Attachment II including 1 Choose the SF-424 and SF-424A that note Agency Owner as Grants.gov . 3 A detailed description of costs associated with each line item on the SF -424A Budget Information Form Both the percentage and total dollar amount allocated to participant wages and fringe benefits as described at 20 CFR 641.565 Both the percentage and total dollar amount allocated to administrative costs as described at 20 CFR 641.856 and Infrastructure contribut ions to the workforce system in accordance with WIOA Sec. 121 h 29 USC 3151 h . iv. Program Narrative Attachment III . All g rantees must submit a narrative that includes the information outlined in detail in Attachment II I including SCSEP operation service delivery and coordination Services to minorities and Organizational structure monitoring and audits. Additionally national grantees may also choose to provide any relevant updates to the statement of work that was included in the grant aw ard documents following the PY 2020 National Competition. State grantees may also choose to provide any updates since submission of the SCSEP portion of the PY 2020 State Plan. v. Program matic Assurances Attachment IV . Grantees must review sign and su bmit the programmatic assurances in Attachment I V that outline program requireme nts based on the OAA and the SCSEP regulations at 20 CFR Part 641. Adobe signatures are acceptable. The signatory must be the same individual as the Authorized Representative listed in item 21 of the SF -424. vi. Option al Requests Attachment V . Grantees may submit one or more of the optional re quests described in Attachment V. c. Notices of Award. ETA will issue Notices of Award with new grant numbers and allocation amounts to SCSE P grantees for PY 2021 . d. Office of Management and Budget OMB Approval. As required by the Paperwork Reduction Act OMB has reviewed and approved this information collection OMB Control Number 1205 -0040 which expires on November 30 2021 . Under 5 CFR 1320.5 b an agency cannot conduct sponsor or require a response to a collection of information unless the collection displays a valid OMB Control Number. e. Poverty Guidelines. HHS published updated Federal poverty guidelines on January 13 2021. These guidelines provide the basis for determining the income eligibility of SCSEP applicants and enrollees. Grantees must multiply the appropriate base poverty guideline by 125 percent or 1.25 to convert the poverty guidelines to low income as defined at Section 518 a 3 A OAA 42 USC 3056p a 3 A . The poverty guidelines are published annually on the HHS website and in the Federal Register. The HHS website that provides federal poverty guidelines https aspe.hhs.gov poverty -guidelines also provides a chart with percentages of the guidelines including 125 percent levels. Until last year ETA published an annual TEGL indicating the numbers to be used for SCSEP eligibility based on the defini tion at OAA Section 518 42 USC 3056p and derived from the HHS guidelines . Given the availability of this information via the 4 Federal Register and the HHS website going forward ETA will no longer publish annual TEGLs to convey poverty guidelines. Rat her grantees should review the poverty guidelines to be used on one of these sites which provide the poverty guideline numbers that are effective as of the publication date. ETA will notify grantees informally once the poverty guidelines are published and will post links to the guidelines at https www.dol.gov agencies eta seniors and https olderworkers.workforcegps.org . Continued SCSE P Provisions of the CARES Act . The CARES Act Pub.L 116 -136 March 27 2020 Sec. 3223 2 provided the Secretary authority to increase the administrative costs for a project as described in OAA Sec. 502 c 3 42 USC 3056 c 3 to an amount not to exce ed 20 percent of the grant amount if such an increase is appropriate due to the effects of the COVID -19 public health emergency. This TEGL provides SCSEP grantees the opportunity once again to request an increase to their administrative cost limitation to up to 20 percent of the grant amount if the grantee can demonstrate that such an increase will help it mitigate the impact of the COVID -19 public health emergency on its operations employees or participants. As noted above in the instructions for the Bud get Narrative and in Attachment II grantees should note in their Budget Narrative whether they plan to request the increased 20 percent cost limitation. To use this flexibility grantees must request and obtain ETA s approval according to the instruction s in Attachment V Optional Special Requests addressing the justification requirements in 20 CFR 641.870. 5. Inquir ies. Please direct inquiries to the appropriate Federal Project Officer . 6. References . Older Americans Act of 1965 as amended 42 USC 305 6 et seq. Older Americans Act Reauthorization Act of 2016 Pub.L. 114 -144 April 19 2016 Supporting Older Americans Act of 2020 Pub.L.116 -131 March 25 2020 Consolidated Appropriations Act 2021 Including Coronavirus Stimulus Relief Pub.L. 11 6-260 December 27 2020 TEGL 17 -20 Update Guidance on Priority of Service Durational Limits and State Plan Submissions April 15 2021 Coronavirus Aid Relief and Economic Security Act of 2020 CARES Act Pub. L. 116 -136 March 27 2020 TEGL 17 -16 Infrastructure Funding of the One -Stop Delivery System January 18 2017 Workforce Innovation and Opportunity Act WIOA Pub. L. 113 -128 Sec. 121 Funding of One -Stop Infrastructure Paperwork Reduction Act of 1995 Pub. L. 104 -13 May 22 1995 SC SEP Performance Data Collection Approval Office of Management and Budget No. 1205 -0040 expiration date November 30 2021 OMB Uniform Administrative Requirements Cost Principles and Audit Requirements for Federal Awards Final Rule 78 FR 78589 December 26 2013 published at 2 CFR Part 200 5 TEGL 12 -06 Revised Income Inclusions and Exclusions and Procedures for Determining Senior Community Service Employment Program SCSEP Eligibility December 28 2006 VOW Veterans Opportunity to Work to Hire Heroes Act of 2011 Pub. L. 112 -56 November 21 2011 Federal Poverty Guidelines Federal Register 86 FR 7732 February 1 2021 or HHS website at https aspe.hhs.gov poverty -guidelines . 7. Att achments . Attachment I A-IE Funding Allocations and Authorized Positions Attachment II Budget Narrative Instructions Attachment III Program Narrative Instructions Attachment IV Programmatic Assurances Attachment V Optional Requests Attachment IA USDOL ETA Senior Community Service Employment ProgramPY 2021 Authorized Positions and Funding for State Agencies and Territories by State States PositionsDollars Alabama153 1 486 856 Alaska1771 716 108 Arizona1101 067 654 Arkansas1511 460 656 California7106 884 079 Colorado84812 203 Connecticut91877 704 Delaware1771 716 108 District of Col48465 052 Florida4884 735 671 Georgia1841 781 608 Hawaii1771 716 108 Idaho44427 256 Illinois3223 124 363 Indiana2172 102 559 Iowa1061 028 355 Kansas84818 753 Kentucky1571 526 157 Louisiana1401 355 856 Maine51497 802 Maryland1141 106 955 Massachusetts1801 748 857 Michigan2762 678 962 Minnesota1971 906 058 Mississippi103995 604 Missouri2051 984 659 Montana52504 352 Nebraska63615 703 Nevada44427 256 New Hampshire44427 256 New Jersey2342 266 310 New Mexico47451 952 New York5475 305 523 North Carolina2172 102 559 North Dakota50484 702 Ohio3613 504 265 Oklahoma1331 290 356 Oregon1221 179 005 Pennsylvania4434 296 818 Puerto Rico1131 100 405 Rhode Island45432 302 South Carolina1131 093 855 South Dakota57556 752 Tennessee1691 637 507 Texas4594 454 019 Utah55537 102 Vermont46445 402 Virginia1801 742 307 Washington1221 185 555 West Virginia93903 903 Wisconsin2122 056 709 Wyoming44427 256 State Agencies Total8 811 85 451 134 American Samoa94908 723 Guam94908 723 Northern Marianas31302 909 Virgin Islands94908 723 Territories Total313 3 029 078 Based on cost per position of 9 698 with enacted minimum wage increase effective 7 24 09State Agencies Territories U. S. De partme nt of Labor Employme nt Training Administration Attachment IB Senior Community Service Employment Program PY 2021 Authorized Positions for Non-Minority National Sponsors by State StateAARPABLE ANPPM A4TDESGII IPDC Mature NAPCA NCBA NCOA NICOA G NOWCC NULI OPERABLE SERSSAITWPTotal Alabama0000 18900000000000 4110600 Alaska0000000000000000000 Ariz ona00 1470 1690000000000000316 Arkansas20500000000 38500000000590 California00 551000 1660 4000 3660 17200 812002 467 Colorado14100000000000000 18600327 Conne cticut00000000000000000 356356 De laware0000000000000000000 District of Col00 56000000 13000000000186 Florida1 14200000000 367000 40000001 909 Ge orgia223000000000 4940000000717 Hawaii0000000000000000000 Idaho0000 1560000000000000156 Illinois0 10300 172 8100 385 90000000 36601 197 Indiana199 69000 3820000000000 1970847 Iowa238 1760000000000000000414 Kansas000000000000000 31900319 Ke ntucky00000 2700000 21900 1240000613 Louisiana00 495000000000000000495 Maine000 19900000000000000199 Maryland0000000000000000 4450445 Massachuse tts00000000000000 3560 3070663 Michigan000000000 804000 22600001 030 Minne sota0000000000000000 7520752 Mississippi000000000 156000000 2430399 Missouri2720000 175000 22100000 11000778 Montana00000 201000000000000201 Ne braska0 2390000000000000000239 Ne vada15900000000000000000159 Ne w Hampshire00000000000000 156000156 Ne w Je rse y0000 29200000 39100 2320000915 Ne w Me xico00000 156000000000000156 Ne w York000 442 137000 860 21500 30300 555 3422 080 North Carolina000000000 179 21600000 4520847 North Dakota00000000000 194000000194 Ohio270000 128 2520 4740 140 14700000001 411 Oklahoma0000 3890000000000000389 Ore gon0000 4760000000000000476 Pe nnsylvania3420 130 165000000 55500 153000 3511 696 Pue rto Rico169000000000 2760000000445 Rhode Island00000000000000000 172172 South Carolina00000 441000000000000441 South Dakota00000000000 201000000201 Te nne sse e0000000000 15700000 5040661 Te xas1 01600000000000000 333 39101 740 Utah0000 2160000000000000216 Ve rmont000 17700000000000000177 Virginia2330000 2430000 2080000000684 Washington2560000 164000000000000420 We st Virginia0000000000 3640000000364 Wisconsin000000000000000 564 2390803 Wyoming000000000000 15600000156 Total4 865 587 1 379 983 2 324 2 365 166 474 871 2 472 3 608 395 328 1 438 512 2 324 4 862 1 221 31 174 Based on cost per position of 9 698 with enacted minimum wage increase effective 7 24 09 U. S. De partme nt of Labor Employme nt Training Administration Attachment IC Senior Community Service Employment Program PY 2021 Authorized Funding for Non-Minority National Sponsors by State StateAARPABLE ANPPM A4TDESGII IPDC Mature NAPCA NCBA NCOA NICOA G NOWCC NULI OPERABLE SERSSAITWPTotal Alabama 0 0 0 0 1 832 082 0 0 0 0 0 0 0 0 0 0 0 3 984 050 0 5 816 132 Alaska0 00000 0 000000000000 Ariz ona0 0 1 424 4840 1 637 6730 0 000000000003 062 157 Arkansas1 986 685 00000 0 00 3 731 091000000005 717 776 California0 0 5 342 541000 1 609 550 0 3 878 4330 3 548 7660 1 667 72600 7 873 2190023 920 235 Colorado1 368 445 00000 0 00000000 1 805 182003 173 627 Conne cticut0 00000 0 0000000000 3 449 0253 449 025 De laware0 00000 0 000000000000 District of Col0 0 542 898000 0 00 1 260 300000000001 803 198 Florida11 077 339 00000 0 00 3 559 881000 3 879 979000018 517 199 Ge orgia2 163 773 00000 0 000 4 793 29100000006 957 064 Hawaii0 00000 0 000000000000 Idaho0 000 1 511 6080 0 000000000001 511 608 Illinois0 999 24600 1 668 643 785 815 0 0 3 735 044 873 127000000 3 550 717011 612 592 Indiana1 930 329 669 310000 3 705 455 0 000000000 1 910 92908 216 023 Iowa2 310 722 1 708 7690000 0 000000000004 019 491 Kansas0 00000 0 00000000 3 094 943003 094 943 Ke ntucky0 0000 2 619 517 0 000 2 124 71900 1 203 03700005 947 273 Louisiana0 0 4 799 784000 0 000000000004 799 784 Maine0 00 1 934 33900 0 000000000001 934 339 Maryland0 00000 0 000000000 4 314 56004 314 560 Massachuse tts0 00000 0 0000000 3 450 4290 2 975 51106 425 940 Michigan0 00000 0 00 7 795 237000 2 191 19900009 986 436 Minne sota0 00000 0 000000000 7 291 47507 291 475 Mississippi0 00000 0 00 1 512 566000000 2 356 11203 868 678 Missouri2 638 610 0000 1 697 635 0 00 2 143 87100000 1 067 085007 547 201 Montana0 0000 1 954 010 0 000000000001 954 010 Ne braska0 2 321 2070000 0 000000000002 321 207 Ne vada1 540 915 00000 0 000000000001 540 915 Ne w Hampshire0 00000 0 0000000 1 511 6080001 511 608 Ne w Je rse y0 000 2 831 1970 0 000 3 791 09000 2 249 44500008 871 732 Ne w Me xico0 0000 1 511 608 0 000000000001 511 608 Ne w York0 00 4 287 430 1 328 9090 0 0 834 2060 2 085 51500 2 939 12000 5 383 538 3 317 42320 176 141 North Carolina0 00000 0 00 1 734 940 2 093 55900000 4 380 96708 209 466 North Dakota0 00000 0 0000 1 881 8830000001 881 883 Ohio2 618 604 000 1 241 412 2 444 030 0 4 597 1050 1 357 795 1 425 684000000013 684 630 Oklahoma0 000 3 770 3220 0 000000000003 770 322 Ore gon0 000 4 616 1860 0 000000000004 616 186 Pe nnsylvania3 317 504 0 1 261 040 1 600 55000 0 000 5 383 67000 1 484 147000 3 404 80716 451 718 Pue rto Rico1 638 563 00000 0 000 2 675 99700000004 314 560 Rhode Island0 00000 0 0000000000 1 665 4991 665 499 South Carolina0 0000 4 275 217 0 000000000004 275 217 South Dakota0 00000 0 0000 1 947 4530000001 947 453 Te nne sse e0 00000 0 000 1 523 16700000 4 889 65906 412 826 Te xas9 855 159 00000 0 00000000 3 230 086 3 792 684016 877 929 Utah0 000 2 091 7090 0 000000000002 091 709 Ve rmont0 00 1 717 95600 0 000000000001 717 956 Virginia2 258 196 0000 2 355 114 0 000 2 015 90000000006 629 210 Washington2 481 949 0000 1 589 999 0 000000000004 071 948 We st Virginia0 00000 0 000 3 527 71000000003 527 710 Wisconsin0 00000 0 00000000 5 471 301 2 318 51307 789 814 Wyoming0 00000 0 00000 1 511 608000001 511 608 Total47 186 793 5 698 532 13 370 747 9 540 275 22 529 741 22 938 400 1 609 550 4 597 105 8 447 683 23 968 808 34 989 068 3 829 336 3 179 334 13 946 927 4 962 037 22 541 816 47 148 715 11 836 754 302 321 621 Based on cost per position of 9 698 with enacted minimum wage increase effective 7 24 09 Attachment ID U. S. De partme nt of Labor Employme nt Training Administration Senior Community Service Employment Program StateIIDNAPCA NICOATotal Alabama0000 Alaska0000 Ariz ona00120120 Arkansas480048 California01620162 Colorado0000 Conne cticut0000 De laware0000 District of Col0000 Florida0000 Ge orgia0000 Hawaii0000 Idaho0000 Illinois062062 Indiana0000 Iowa0000 Kansas0000 Ke ntucky0000 Louisiana10600106 Maine0000 Maryland0000 Massachuse tts075075 Michigan0000 Minne sota001919 Mississippi370037 Missouri0000 Montana0000 Ne braska0000 Ne vada0000 Ne w Hampshire0000 Ne w Je rse y0000 Ne w Me xico004848 Ne w York057057 North Carolina0000 North Dakota001313 Ohio0000 Oklahoma008989 Ore gon0000 Pe nnsylvania053053 Pue rto Rico0000 Rhode Island0000 South Carolina0000 South Dakota001818 Te nne sse e0000 Te xas55550110 Utah0000 Ve rmont0000 Virginia0000 Washington01050105 We st Virginia0000 Wisconsin001717 Wyoming0000 Total2465693241 139 Based on cost per position of 9 698 with enacted minimum wage increase effective 7 24 09PY 2021 Authorized Positions for Minority National Sponsors by State Attachment IE U. S. De partme nt of Labor Employme nt Training Administration Senior Community Service Employment Program StateIIDNAPCANICOATotal Alabama 0 0 0 0 Alaska0000 Ariz ona001 164 1971 164 197 Arkansas465 67900465 679 California01 571 66501 571 665 Colorado0000 Conne cticut0000 De laware0000 District of Col0000 Florida0000 Ge orgia0000 Hawaii0000 Idaho0000 Illinois0601 5020601 502 Indiana0000 Iowa0000 Kansas0000 Ke ntucky0000 Louisiana1 028 374001 028 374 Maine0000 Maryland0000 Massachuse tts0727 6230727 623 Michigan0000 Minne sota00184 331184 331 Mississippi358 96100358 961 Missouri0000 Montana0000 Ne braska0000 Ne vada0000 Ne w Hampshire0000 Ne w Je rse y0000 Ne w Me xico00465 679465 679 Ne w York0552 9930552 993 North Carolina0000 North Dakota00126 121126 121 Ohio0000 Oklahoma00863 446863 446 Ore gon0000 Pe nnsylvania0514 1870514 187 Pue rto Rico0000 Rhode Island0000 South Carolina0000 South Dakota00174 629174 629 Te nne sse e0000 Te xas533 590533 59001 067 180 Utah0000 Ve rmont0000 Virginia0000 Washington01 018 67201 018 672 We st Virginia0000 Wisconsin00164 928164 928 Wyoming0000 Total2 386 6045 520 2323 143 33111 050 167 Based on cost per position of 9 698 with enacted minimum wage increase effective 7 24 09PY 2021 Authorized Funding for Minority National Sponsors by State Attachment II II-1 Senior Community Service Employment Program SCSEP Budget Narrative Instructions Program Year 2021 Grantees must provide a detailed budget narrative that includes the information outlined below. 1.Detailed Description of Costs on SF-424A Budget Information Form Section 6 Object Class Categories . Provide a detailed description for each line item on the SF-424A and ensure that each line item in the Budget Narrative indicates the same dollar amount as on the SF-424A. a.Personnel. Refers to wages salaries paid to employees of the grantee who are directly involved in grant implementation. This line item does not include personnel hired by the sub-grantee those costs are included in the Contractual line item. Provide the following information i.Position Include titles for all SCSEP staff positions and they must match the information provided in the program narrative. If there is more than one employee in the same position at the same salary level and employed for the same period of time enter each employee on a separate line. ii.Percent of Time List the percent of time each staff person will devote to the project. For example if a staff person were full-time but only spending 75 percent of their time on the project indicate .75 FTE full-time equivalent . iii.Monthly Salary Enter the average monthly salary not the average full time salary. Since pay periods vary from organization to organization the average would be the annual total salary divided by 12 months. If you expect that an employee will receive a salary increase during the grant period figure the average monthly salary for the entire year based on the sum of the two salary figures for the number of months the employee will receive each salary. iv.Number of Months Enter the projected number of months an employee will fill the position during the grant period. v.Cost The total cost equals Percent of Time times Monthly Salary Wage times Number of Months . b.Fringe Benefits. Refers to the cost of benefits paid to the personnel on the grant including the cost of employer s share of FICA health insurance workers compensation and leave. Provide a detailed list of the benefits provided to employees as well as the fringe benefit percentage i.Positions that receive fringe benefits. ii.Benefits The type of benefits that you will provide employees. If multiple benefits are included in the base amount list each of them in a separate row. iii.Rate Include the fringe benefit rate used to calculate benefits for each source. If the list of fringe benefits is itemized list the source for each item. iv.Base Amount Enter the Gross Salary used against the rate for the salary or salaries you are calculating. v.Cost The total cost is Rate times Base Amount . c.Travel. Refers to personnel travel costs that are reasonable and necessary to effectively manage and carry out grant activities provide oversight or measure program effectiveness such as mileage plane fare meals and incidentals and lodging . When air Attachment II II-2 travel is necessary obtain it at the lowest possible customary standard coach or equivalent fare . You may charge travel costs on an actual basis or on a per-diem or mileage basis in lieu of actual costs. This line item does not include a sub-recipient s travel expenses those costs are included in the Contractual line item. Provide a narrative describing the purpose of the travel and the assumptions used to generate the travel amounts. Enter each type of travel cost mileage per diem etc. on separate lines. i. Item Briefly describe the travel item you will charge to the grant. Remember to enter travel for contracted employees under the Contractual category. ii. Number of Staff Provide the number of staff who will charge this type of travel. iii. Number of Units Provide the number of units you estimate you will charge to the grant per traveler staff for the year. iv. Cost per Unit Provide the cost of the travel item per traveler. If calculating based on mileage enter the cost per mile. v. Cost The total cost is Number of Staff times Number of Units times Cost per Unit . d. Equipment. Refers to non-expendable personal property that has a useful life of more than one year and a per-unit cost of 5 000 or more. The only type of equipment that you may acquire with federal funds is equipment necessary for the operation of the grant. In the instance of a purchase prorate the cost of the equipment over the projected life of the equipment to determine the cost to the grant. Use of grant funds to purchase equipment with a unit cost of 5 000 or more requires special review and approval from the grant officer prior to purchase. Include necessary shipping delivery and installation in the budgeted amount. If you wish to obtain approval for the purchase of equipment at the time of your grant proposal submission state this in the Budget Narrative and provide the following information an explanation of how this equipment will be used to further the grant s objectives a justification for the need for the equipment the basis for valuation of the equipment and a description of the equipment to be purchased. If the grant officer approves the equipment your grant approval letter will state this. Otherwise you must make a subsequent written request to the grant officer for approval. e. Supplies. Refers to all consumable materials costing less than 5 000 per unit such as copy paper pens and pencils computers any training materials agreements for evaluating the grant or providing training . Include the total supply costs of all sub-grant contracts in this line item. Charge supply purchases to the grant at their actual prices after deducting all cash discounts trade discounts rebates or allowances. Include any necessary shipping and delivery costs. Lump supplies under larger categorical headings and provide detailed information on computations justifying the respective amounts. Indicate the basis for all estimates. f. Contractual. Refers to the cost of any contract or sub-grant agreement. Include the cost of any contract or sub-grant agreement between the grantee and another organization i.e. vendor . Examples of contractual costs are sub-agreements for evaluating the grant providing training maintenance contracts or other service contracts. Provide the name of the vendor if known an explanation of the services that will be provided under the contract or sub-agreement and the contracted amount. Include information about what Attachment II II-3 specific fringe benefits you will charge to the grant including the fringe benefit percentage. g. Construction. SCSEP regulations typically do not allow expenditures for construction 20 CFR 641.850 e . h. Other. Refers to items that do not fit under any of the other cost categories such as rent utilities supportive services and training tuition costs. If you have items under this category itemize them along with an explanation and justification for the items. i. Total Direct Cost. The sum of lines a through h. j. Indirect Cost. Refers to costs incurred for common or joint objectives that benefit more than one project. They may originate in your unit or in other parts of your organization that supply goods services or facilities to the SCSEP grant. Most often the term indirect costs indicates costs incurred to support the overall operation of the organization. Indirect costs may be both administrative and programmatic. If you have a single funding source then you do not need an indirect cost rate. If you have multiple funding sources especially federal funding sources that support the operations and activities of the organization you need an indirect cost rate. An indirect cost rate equitably distributes costs to all benefiting activities. It provides for the systematic allocation of indirect cost-to-cost objectives in reasonable proportion with the benefits received. These costs are not readily assignable to specific awards and activities because a direct relationship to cost objectives such as grants contracts fundraising or services to members cannot be shown or would be arbitrary in nature. If you have an approved indirect cost rate include a copy of the indirect cost agreement or cost allocation plan signed by the issuing Federal agency as an attachment to the grant proposal. Organizations with no prior approved indirect cost rate that intend to charge indirect costs to the grant must develop an indirect cost rate proposal and submit it to a cognizant agency no later than 90 days after the effective date of the agreement. k. Totals. The sum of lines i and j. 2. Participant Wages and Fringe Benefits. You must clearly list both the percentage and total funding dollar amount allocated to participant wages and fringe benefits as defined at 20 CFR 641.565 in the appropriate section of the SF-424A. The SF-424A does not have a line item exclusively for participant wages and fringe benefits. In most cases list participant wages and fringe benefits on the Contractual or Other line. 3. Administrative Costs. You must clearly list both the percentage and total funding dollar amount allocated to administrative costs as described at 20 CFR 641.856. In general SCSEP has a maximum allowed administrative costs total of 13.5 percent of the federal grant funds or up to 20 percent if you have requested and received approval from ETA per the instructions in Attachment V . The SF-424A does not have a line item for Administrative Attachment II II-4 costs. Because your administrative costs may come from multiple line items you must clearly itemize and summarize your administrative costs separately. 4. Infrastructure Contributions to the Workforce System. You must clearly identify your infrastructure contributions to the workforce system. WIOA Sec. 121 h describes the responsibilities of required partners including SCSEP. Training and Employment Guidance Letter TEGL 17-16 Infrastructure Funding of the One-Stop Delivery System outlines how one-stop partners must determine and pay for infrastructure and additional costs in the local one-stop delivery systems. The SF-424A does not have a line item exclusively for infrastructure contributions. List your infrastructure contributions on the Administrative Contractual or Other line as appropriate. If you are not paying any infrastructure contributions into the workforce system explain why you are not doing so in the Budget and Program Narrative. This explanation alone does not relieve any SCSEP grantee from the requirements of WIOA Sec. 121 h but ETA will review an explanation before further discussions with a grantee. Attachme nt III III-1 Senior Community Service Employment Program SCSEP Program Narrative Instructions Program Year 2021 All grantees must provide a program narrative that concisely covers the areas below. As indicated in the Training and Employment Guidance Letter national grantees may also provide any updates to the statement of work that were included in the grant award documents following the PY 2020 National Competition. State grantees may also provide any updates to the SCSEP portion of the PY 2020 State Plan. 1. Services to Minorities OAA Title V Section 515 . Grantees must describe efforts to serve individuals from minority populations as well as any disparities in those participants outcomes. The minority report does not have participation and enrollment data for the three Pacific territories and the U.S. Virgin Islands these four grantees will answer the questions in terms of outcomes only. Using the PY 2019 SCSEP Minority Report the Outcome section of Volume II of the report was distributed to grantees via email on March 4 2021 for PY 2021 grant planning purposes the Participation section of Volume II will be sent to grantees around the end of April as well as SPARQ and InfoSPACE data for PY 2020 grantees must describe any significant disparities in enrollment levels or performance outcomes for minority individuals identified in the PY 2019 report the extent to which those disparities existed in prior years and the extent to which they continue to exist. Include a. The factors that may have caused these disparities in enrollment and outcomes and b. The steps you have already taken and or plan to take to address any under-service or disparities in outcomes for minorities. 2. Organizational Structure Monitoring and Audits Uniform Administrative Guidance 2 CFR part 200 . Describe the structure of your SCSEP project and explain how you will effectively manage any subprojects. Ensure that these descriptions are consistent with the information in your Budget Narrative. Include a. A description of your SCSEP key staff including experience implementing SCSEP primary responsibilities and the amount of time each individual is assigned to the grant. If you have sub-recipients or local affiliates include a table with their names locations the number of authorized positions for which they are responsible and their level of experience implementing SCSEP b. A legible SCSEP organizational chart may be an attachment that depicts key SCSEP staff and includes sub-recipients or local affiliates involved in implementing the grant including host agencies . c. A description of how you ensure that policies procedures and other important information are communicated and implemented throughout the program and a description of how training will be provided to local staff sub-recipients or affiliates and d. A description of how you will monitor projects for program and financial compliance including audit plans and how you will transfer participants if new providers are selected to serve in the State. Attachment IV IV-1 Senior Community Service Employment Program SCSEP Programmatic Assurances You must certify that you will conform to these assurances throughout the period of the grant by checking each of the assurances below. These assurances apply fully to any sub-recipient local project or grantee staff involved in the delivery of services. Please provide an explanation for any unchecked boxes. You agree to the following Recruitment and Selection of Participants Develop and implement methods to recruit and select eligible participants to assure maximum participation in the program. Use income definitions and income inclusions and exclusions for SCSEP eligibility as described in TEGL No. 12-06 to determine and document participant eligibility. Develop and implement methods to recruit minority populations to ensure at least proportional representation in your assigned service area as listed in the latest Minority Report. Develop and implement strategies to recruit applicants who have priority of service as defined in Older Americans Act section 518 b 1 - 2 and by the VOW Veterans Opportunity to Work to Hire Heroes Act of 2011. Individuals with priority are those who Are covered persons in accordance with the VOW covered persons who are SCSEP- eligible must receive services instead of or before all non-covered persons Are 65 years or older Have a disability Have limited English proficiency Have low literacy skills Reside in a rural area Have low employment prospects Have failed to find employment after utilizing services provided under Title I of the Workforce Innovation and Opportunity Act WIOA or Are homeless or are at risk for homelessness. Assessment Assess participants at least twice per 12-month period or more frequently if appropriate. Use assessment information to determine the most appropriate community service assignments for participants. Attachment IV IV-2 Individual Employment Plan IEP Establish an initial goal of unsubsidized employment for all participants. Update the IEP at least as frequently as assessments occur at least twice per 12-month period . Modify the IEP as necessary to reflect other approaches to self-sufficiency if it becomes clear that unsubsidized employment is not feasible. For participants who will reach the individual durational limit or would not otherwise achieve unsubsidized employment include a provision in the IEP to reflect other approaches to self-sufficiency transition to other services or programs. Rotate participants to a new host agency or a different assignment within the host agency based on a rotation policy approved by the Employment and Training Administration ETA in the grant agreement and only after making an individualized determination that the rotation is in the best interest of the participant. Such rotation must further the acquisition of skills listed in the IEP. Community Service Assignment Base the initial community service assignment on the assessment made at enrollment. Select only designated 501 c 3 organizations or public agencies as host agencies. Put in place procedures to ensure adequate supervision of participants at host agencies. Ensure safe and healthy working conditions at the community service assignment through annual monitoring of the host agency site and annual safety consultation with the participant at the host agency site. Recertification of Participants Recertify the income eligibility of each participant at least once every 12 months or more frequently if circumstances warrant. Physical Examinations Offer physical examinations to participants upon program entry and each year thereafter as a benefit of enrollment. Obtain a written waiver from each participant who declines a physical examination. Not obtain a copy or use the results of the physical examination to establish eligibility or for any other purpose. Attachment IV IV-3 Host Agencies Develop and implement methods for recruiting new host agencies to provide a variety of training options that enable participants to increase their skill level and transition to unsubsidized employment. Comply with maintenance of effort Ensure that community service assignments do not reduce the number of employment opportunities or vacancies that would otherwise be available to individuals who are not SCSEP participants. You must specifically ensure that community service assignments do not Displace currently employed workers including partial displacement such as a reduction in non-overtime work wages or employment benefits . Impair existing contracts or result in the substitution of Federal funds for other funds in connection with work that would otherwise be performed. Assign or continue to assign a participant to perform the same work or substantially the same work as that performed by an individual who is on layoff. Orientation Provide orientations for participants and host agencies including information on Project goals and objectives Participant rights and responsibilities Community service assignments Opportunities for paid training outside the community service assignment Available supportive services Availability of free physical examinations Local staff must address the topics listed above and provide additional orientation to participants on SCSEP goals and objectives Grantee and local project roles policies and procedures Holiday and sick leave Assessment process Development and implementation of IEPs Evaluation of participant progress Health and safety issues related to each participant s assignment Role of supervisors and host agencies Maximum individual duration policy including the possibility of an extension if applicable and the documentation required to support an extension Termination policy Grievance procedure Wages Provide participants with the highest applicable required wage highest of Federal state or local minimum wage for the most nearly comparable covered employment or Attachment IV IV-4 minimum age under the Fair Labor Standards Act of 1938 or the prevailing rate of pay for persons employed in similar public occupations by the same employer for time spent in orientation training and community service assignments. Participant Benefits Provide workers compensation other benefits required by state or Federal law such as unemployment insurance and the costs of physical examinations. Provide compensation for scheduled work hours during which the participant s host agency is closed for Federal holidays which may be paid or in the form of rescheduled work time and establish written policies related to this compensation. Establish written policies relating to approved breaks in participation and any necessary sick leave that is not part of an accumulated sick leave program. Not use grant funds to pay the cost of pension benefits annual leave accumulated sick leave or bonuses. Procedures for Payroll and Workers Compensation Make all required payments for participant payroll and pay workers compensation premiums on a timely basis. Ensure that host agencies do not pay workers compensation costs for participants. Durational Limits Maximum Average Project Duration - 27 Months Maintain average project duration of 27 months or less unless ETA approves an extension to 36 months. Maximum Individual Participant Duration - 48 Months Allow participants to participate in the program no longer than 48 months whether or not consecutively unless your approved policy allows for an extension and the participant meets the extension criteria. Notify participants of your policy pertaining to the maximum duration requirement including the possibility of an extension if applicable at the time of enrollment and each year thereafter and whenever ETA has approved a change of policy. Provide 30-day written notice to participants prior to durational limit exit from the program. Attachment IV IV-5 Transition Services Develop a system to transition participants to unsubsidized employment or other assistance before each participant s maximum enrollment duration has expired. Begin transition planning for participants who will exit for durational limit at least 3-6 months prior to their exit date. Termination Policies Provide a 30-day written notice for all involuntary terminations that states the reason for termination and informs the participants of grievance procedures and right to appeal. Maintain written termination policies in effect and provide to participants at enrollment Provision of false eligibility information by the participant Incorrect initial eligibility determination at enrollment Income ineligibility determined at recertification Participant has reached individual durational limit Participant has become employed while enrolled IEP-related termination Cause must be approved by ETA prior to implementation Equitable Distribution Comply with the equitable distribution plan for each state in which the grantee operates and only make changes in the location of authorized positions within a state in accordance with the state equitable distribution plan and with prior ETA approval. Comply with the authorized position allocations equitable distribution listed at www.scseped.org. Collaborate with all grantees authorized to serve in a state in which you operate to achieve compliance with authorized positions while minimizing disruption to the participants. Over-Enrollment Manage over-enrollment to minimize impact on participants and avoid layoffs. Administrative Systems Ensure representation at all ETA-sponsored required grantee meetings. Communicate grant policy data collection and performance developments and directives to staff sub-recipients and local project operators on a regular basis. Develop a written monitoring tool that lists items you will review during monitoring visits and provide this tool to sub-recipients and local project operators. Attachment IV IV-6 Develop an annual monitoring schedule unless the federal project officer approves a different standard notify sub-recipients and local project operators of monitoring plans and monitor sub recipients and local project operators on a regular basis. Develop and provide training to increase sub-recipients and local project operators skills knowledge and abilities. When appropriate prescribe corrective action and follow-up procedures for sub recipients and local project operators to ensure that identified problems are remedied. Monitor the financial systems and expenditures including sub-recipients and local project operators on a regular basis to ensure compliance with cost allocations as specified in the regulations. Ensure that sub-recipient and local project operators receive adequate resources to effectively operate local projects. Train sub-recipients and local project operators on SCSEP financial requirements to help them effectively manage their own expenditures and provide general financial training as needed. Ensure that all financial reports are accurate and submit them in a timely manner as required. Ensure full implementation and monitoring of requirements for customer satisfaction surveys including participant host agency and employer surveys. Develop a written plan for both disaster response and recovery so that the project may continue to operate and provide services under emergency circumstances. Collaboration and Leveraged Resources Collaborate with other organizations to maximize opportunities for participants to obtain workforce development education and supportive services to help them move into unsubsidized employment. These organizations may include but are not limited to workforce development boards American Job Centers vocational rehabilitation providers disability networks basic education and literacy providers and community colleges. Supportive Services Provide supportive services as needed to help participants participate in their community service assignment and to obtain and retain unsubsidized employment. Establish criteria to assess the need for supportive services and to determine when participants will receive supportive services including after obtaining unsubsidized employment. Attachment IV IV-7 Sub-Recipient Selection If Applicable In selecting sub-recipients in areas with a substantial population of individuals with barriers to employment national grantees will give special consideration to organizations with demonstrated expertise in serving individuals with barriers to employment including former recipients of national grants as defined in the statute. Complaint Resolution Establish and use written grievance procedures for complaint resolution for applicants employees sub-recipients and participants. Provide applicants employees sub-recipients and participants with a copy of the grievance policy and procedures. Maintenance of Files and Privacy Information Maintain participant files for three program years after the program year in which the participant received his her final follow-up activity. Ensure that all participant records are securely stored by the grantee or sub-recipient and access is limited to appropriate staff in order to safeguard personal identifying information. Ensure that all participant medical records are securely stored by the grantee or sub- recipient separately from all other participant records and access is limited to authorized staff for authorized purposes. Establish safeguards to preclude tampering with electronic media e.g. personal identification numbers and SPARQ or other data system logins . Ensure that ETA SCSEP national office is immediately notified in the event of any potential security breach of personal identifying information whether electronic files paper files or equipment are involved. Comply with and ensure that authorized users under the grant comply with all SPARQ and other data system access and security rules. Documentation Maintain all documentation required for compliance with record retention rule set forth in the first bullet of the prior section Maintenance of Files and Privacy Information. Maintain documentation of waivers of physical examinations by participant. Maintain documentation of the provision of complaint procedures to participants. Maintain documentation of eligibility determinations and re-certifications. Attachment IV IV-8 Maintain documentations of terminations and reasons for termination. Maintain records of grievances and outcomes. Maintain records required for data validation. Maintain documentation of monitoring reports for sub-recipients and host agencies. Data Collection and Reporting Ensure the collection and reporting of all SCSEP required data according to specified time schedules. Ensure the use of the Office of Management and Budget-approved SCSEP data collection forms and the SCSEP Internet data collection and evaluation system SPARQ or the successor data system as designated by ETA. Ensure at the grantee or sub-recipient level that those capturing and recording data are familiar with the latest instructions for data collection including ETA administrative issuances e.g. Training and Employment Guidance Letters Data Collection and Data Validation Handbooks and the Older Worker Community of Practice . Ensure data are entered directly into the WDCS SPARQ or the successor data system as designated by ETA. Legally obligate sub-recipients to tum over complete data files in the specified electronic format as well as hard copy case files to the grantee when sub-recipients cease to administer SCSEP. Legally obligate new sub-recipients to collect and enter complete data related to any participants whom they acquire upon becoming sub-recipients including any participants who are still in the follow-up period. If the grantee is not in compliance with any of the assurances above provide information on a separate attachment indicating what specific steps the grantee is taking to conform to these standard grant requirement s . By signing below the grantee certifies that their organization will comply with each of the listed requirements and will remain in compliance for the program year for which they are submitting this application. Signature of Authorized Representative Date ATTACHMENT V V-1 Instructions for Senior Community Service Employment Program SCSEP Optional Requests Grantees that wish to make optional requests must submit each request in a separate clearly-titled document. To receive Employment and Training Administration ETA approval requests must adhere to the statute and regulations and provide a substantive rationale such as improved program management better service to participants or least disruption possible to participants. 1. Change 48-Month Individual Durational Limit IDL 20 CFR 641.570 a 3 . This section is relevant only if you are requesting a change. To change your current IDL policy you must request and receive ETA approval for one of the IDL policies listed below. If a grantee changes the current IDL policy to a more restrictive policy it must have an effective date of at least 120 days after written approval from ETA. If you propose to change the existing IDL policy you must describe a. Your current ETA-approved IDL policy and procedure. b. Which of the options below you propose to adopt i. Option 1 No extensions for any participants all participants exit at 48 months. ii. Option 2 Extensions to every participant who meets at least one of the eight waiver factors. Indicate the length of the extension e.g. one-time twelve-month only unlimited three times only . iii. Option 3 Extensions to every participant who meets a specific subset of the eight waiver factors. Indicate the length of the extension e.g. one-time twelve-month only unlimited three times only . c. A reasonable transition plan that addresses when and how you will notify participants of the change and the planned activities to prepare participants for exit from the program. 2. Additional Funds for Participant Training and Supportive Services ATSS Older Americans Act OAA Section 502 c 6 C 42 USC 3056 c 6 C . Approvals for this option expire at the end of each program year--grantees must submit a new request for approval each year in order to exercise this option. Prepare your Budget Narrative so that it is consistent with your ATSS request. If ETA denies your request you must resubmit a revised SF-424A and Budget Narrative. The OAA permits ETA to grant an exception to the 75 percent minimum level of expenditures on participant wages and fringe benefits. This exception allows you to use no less than 65 percent of program funds for participant s wages and fringe benefits so that up to an additional 10 percent of funds are available for training and supportive services that directly benefit participants. If you wish to request the use of additional funds for training and supportive services for the Program Year you must provide a. A description of the activities for which you will spend the grant funds described in paragraph 20 CFR 641.874 a 3 an identification of the percentage of federal funds and the dollar amount that will be dedicated to the training and an assurance that any remaining grant funds will be used for participant training job placement assistance participant supportive services and outreach recruitment and selection intake orientation and assessment 20 CFR 641.874 a 4 . b. A description of how the provision of such activities will improve the effectiveness of the project including ATTACHMENT V V-2 i. An assurance that no displacement of eligible individuals or limitation of positions for such individuals will occur and ii. A description of whether the number of individuals served will be reduced a plan for meeting the service level goal and an estimate of how the activities will improve employment outcomes for the individuals served. c. A proposed budget and work plan for the activities including a detailed description of how the funds will be spent on the activities described in paragraphs a 3 and a 4 of 20 CFR 641.874. The budget and work plan must detail the additional training and supportive services that will be provided to SCSEP participants the associated cost for each activity and the number of participants who will benefit from the training. Please ensure that items described in the work plan are also in the Budget Narrative. d. Grantees with approved requests may choose to apply the provision uniformly to all sub- recipients but need not provide this opportunity to every sub-recipient. If you choose not to apply the provision uniformly to all sub-recipients you must provide a detailed description of how you will allocate the funds among sub-recipients and must include a detailed budget and work plan for each sub-recipient. Increase in Administrative Cost Limitations 20 CFR 641.870 . Approvals for this option expire at the end of each program year--grantees must submit a new request for approval each year in order to exercise this option. Prepare your Budget Narrative so that it is consistent with your Administrative Cost Increase request. If ETA denies your request you must resubmit a revised SF-424A and Budget Narrative. Grantees will again have the opportunity to request to increase the administrative cost limitation to up to 20 percent of the grant amount if the grantee can demonstrate that such an increase will help it mitigate the impact of the COVID-19 public health emergency on its operations employees and or participants. Accordingly ETA will consider requests to authorize an increase in the amount available for administrative costs from 13.5 percent to no more than 20 percent if 1 we determine that it is necessary to carry out the project and 2 you demonstrate one of the following conditions a. Your project is incurring major administrative cost increases in necessary program components e.g. liability insurance payments for workers compensation for staff costs associated with achieving unsubsidized placement goals or other operation requirements imposed by the Department of Labor b. The number of community service assignment positions or eligible minority individuals participating in your project that will decline if the amount available for paying the cost of administrative costs is not increased or c. The project size is so small that the amount of administrative expenses incurred to carry out the project necessarily exceeds 13.5 percent of the grant amount. 3. Extension of Average Project Duration 20 CFR 641.570 c 2 . Approvals for this option expire at the end of each program year--grantees must submit a new request for approval each year in order to exercise this option. Grantees must manage SCSEP projects in such a way that the average participation length for participants does not exceed 27 months. However grantees may request permission from ETA to increase the allowable maximum average project duration to 36 months. The request must a. State your current average duration and estimate the average duration for the coming program year b. Describe your past current and planned efforts to achieve an average duration of 27 months and ATTACHMENT V V-3 c. Describe the exceptional circumstances that warrant an extension to 36 months as set forth in the regulations including one or more of the following conditions i. High rates of unemployment poverty or participation in the program of block grants to states for temporary assistance for needy families established under part A of title IV of the Social Security Act in the areas served by the grantee relative to other areas of the state or nation ii. Significant downturns in the economy of an area served by the grantee or in the national economy iii. Significant numbers or proportions of participants with one or more barrier to employment including most-in-need individuals as described in 20 CFR 64l.710 g served by the grantee relative to such numbers or proportions for grantees serving other areas of the state or nation iv. Changes in federal state or local minimum wage requirements or v. Limited economies of scale for the provision of community service employment and other authorized activities in the areas served by the grantee. 4. On-the-Job Experience OJE Training. Approvals for this option expire at the end of each program year--grantees must submit a new request for approval each year in order to exercise this option. If you wish to provide OJE you must address all of the requirements outlined in Older Worker Bulletin 04-04 https www.doleta.gov seniors Other docs 04- 04.pdf . You must also provide a copy of your OJE policy and sample contracts to ETA for approval before you can exercise this option. 5. Cross-Border Agreements 20 CFR 641.515 c . Approvals for this option expire at the end of each program year--grantees must submit a new request or approval each year in order to exercise this option. State grantees may enter into agreements to permit cross-border enrollment of eligible participants. These agreements must cover both state and national grantee authorized positions and you must submit them to ETA for approval. 6. Rotation Policy 20 CFR 641.575 . Approvals for this option expire at the end of each program year--grantees must submit a new request for approval each year in order to exercise this option. You may establish a policy of rotating participants to a new host agency or a different assignment within the current host agency. Your policy must assure that you will make an individualized determination that a rotation is in the best interest of the participant and that rotation will further the acquisition of skills listed in the participant s individual employment plan.