TEGL_11-21.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 June 3 2022 RESCISSIONS TEGL 20-20 EXPIRATION DATE Continuing ADVISORY TRAINING AND EMPLOYMENT GUIDANCE LETTER NO. 11-21TO SENIOR COMMUNITY SERVICE EMPLOYMENT PROGRAM GRANTEES FROM BRENT PARTON Acting Assistant Secretary SUBJECT Program Year PY 2022 Planning Instructions and Allotments for Senior Community Service Employment Program SCSEP State Territorial and National Grantees 1. Purpose. To provide SCSEP state territorial and national grantees with the PY 2022 SCSEP allotments and the application instructions for PY 2022 grant submissions. This TEGL will also provide guidance regarding Minority Report submissions in the Program Narrative for this year. 2. Action Requested. To apply for PY 2022 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 Officer FPO as well as the SCSEP Program Office at grants.scsepdocs dol.gov. Submissions are due 14 days following the publication of this TEGL. 3. Summary and Background.a.S ummary The Employment and Training Administration 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 Training and Employment Guidance Letter TEGL provides SCSEP state territorial and national grantees with the PY 2022 SCSEP allotments and instructions for PY 2022 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 fr om July 1 through the following June 30. The Consolidated Appropriations Act of 2022 Pub. L. 117-103 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 2022 after reducing the appropriation by 1 719 000 for set-asides authorized by the Act and transferring 2 000 000 to the Office of the Solicitor SOL per Section 102 of the Act 401 281 000 2 is 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 sta te 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 generally compete for the awards every four years subject to annual appropriations . ETA renews SCSEP state and terr itorial grant awards on an annual basis and SC SEP national grants on an annual basis during non -competitive years . Each year ETA requires grantees to submit a grant applicat ion that includes an SF -424 an SF -424A the geographic areas to be served a detailed budget narrative a program narrative signed pr ogrammatic assurances and any optional special requests. 4. Program Details Annual Grant Guidance . This section provides detailed submission instructions for state and territory formula grantees and current national grantees. a. Program Allotments Attachment I . Attachment I detail s the funding amounts and authorized positions for each grantee in PY 2022. b. Grant Application Requirements. Grantees must submit a complete grant package to receive PY 202 2 funds. ETA will generally not obligate funds to any grantee until it has provide d all the information outl ined 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 instruc tions are available at the following link 1 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 an d counties the grant will serve and must use www.scseped.org to obtain that information. Grantees may also export the data for the service area s to an Excel spreadsheet and attach the list as a separate document. iii. Budget Narra tive Attachment II . Grantees must submit a budget narrative that provides the information outlined in Attachment II of this TEGL including 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 . Infrastructure contr ibutions to the workforce system in accordance with WIOA Sec. 121 h 29 USC 3151 h . 1 Choose the SF -424 and SF -424A that note Agency Owner as Grants.gov . 3 iv. Program Narrative Attachment III . All g rantees must submit a narrative that includes the information outlined in detail in Attachment II I of this TEGL including Services to minorities Due to delays in data release from the Census Bureau there may be delays in obtaining necessary data for this report for PY 2022. Please note additional guidance for the Minority Report in Attachment III for instruc tions . 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 award documents following the PY 20 20 National Competition. State grantees are not required to provide updates as they provided this information in relevant sections of the SCSEP portion of the WIOA Combined State Plan Modification submitted in Mar ch or their stand -alone SCSEP State Plan. States may modify their plans at any time as well. v. Program matic Assurances Attachment IV . Grantees must review sign and submit the programmatic assurances in Attachment I V that outline program requireme nts ba sed on the OAA and the SCSEP regulations at 20 CFR Part 641. Adobe digital 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. Note that this TEGL provides updated instructions for requesting to use additional grant funds for training and supportive services activities ATSS requests and ETA encourages grantees to consider how incorporating such activities into their overall service strategy may help improve participant outcomes. c. Notices of Award. ETA will issue Notices of Award with new grant numbers and allocatio n amounts to SCSEP grantees for PY 2022 . 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 30 202 4 . 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. The Department of Health a nd Human Services HHS published updated Federal poverty guidelines that were effective on January 12 202 2. These guidelines provide the basis for determining the income eligibility of SCSEP applicants and enrollees. Grantees must multiply the appropri ate 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 on the HHS website and in the Federal Register. Th e 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. Last year ETA opted to discontinue issuing the Poverty Guidelines annual TEGL to convey the SCSEP poverty guidelines given the availability of the poverty guideline s 4 information via the Federal Register and the HHS website. Grantees should review the poverty guidelines on one of these sites which are effective as of the publication date. ETA will continue to notify grantees informally once the poverty guidelines a re published and to post links to the guidelines at https www.dol.gov agencies eta seniors and https olderworkers.workforcegps.org . Continued SCSEP Provisions of the CARES Act . The CARES Act P ub .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 exceed 20 percent of the grant amount if such an increase is appropriate due to the ef fects 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 and or participants. As noted above in the instructions for the Budget Narrative and in Attachment II grantees should note in their Budget Na rrative 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 instructions in Attachment V Optional Special Requests addressing the justification requirements in 20 CFR 641.870. 5. Inquir ies. Please direct inquiries to your FPO. 6. References . Older Americans Act 42 USC 3056 et seq. as amended through Public Law 116 -131 March 25 2020 Consolidated Appropriations Act 202 2 Pub.L. 11 7-103 March 15 2022 TEGL 17 -20 Update d 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 SCSEP Performance Data Collection Approval Office of Management and Budget No. 1205 -0040 expiration date November 30 202 4 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 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 5 Federal Poverty Guidelines Federal Register 87 FR 3315 January 21 202 2 or HHS website at https aspe.hhs.gov poverty -guidelines . 7. Attachments . 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 -IE PY 202 2 ALLOTMENTS Attachment IA USDOL ETA Senior Community Service Employment Program PY 2022 Authorized Positions and Funding for State Agencies and Territories by State States Positions Dollars Alabama 152 1 477 251 Alaska 176 1 705 020 Arizona 109 1 060 757 Arkansas 150 1 451 220 California 705 6 839 606 Colorado 83 806 956 Connecticut 90 872 034 Delaware 176 1 705 020 District of Col 48 462 048 Florida 485 4 705 077 Georgia 183 1 770 098 Hawaii 176 1 705 020 Idaho 44 424 495 Illinois 320 3 104 179 Indiana 215 2 088 976 Iowa 105 1 021 711 Kansas 84 813 464 Kentucky 156 1 516 297 Louisiana 139 1 347 097 Maine 51 494 586 Maryland 113 1 099 803 Massachusetts 179 1 737 560 Michigan 274 2 661 655 Minnesota 195 1 893 745 Mississippi 102 989 173 Missouri 203 1 971 837 Montana 52 501 094 Nebraska 63 611 725 Nevada 44 424 495 New Hampshire 44 424 495 New Jersey 232 2 251 669 New Mexico 46 449 032 New York 544 5 271 247 North Carolina 215 2 088 976 North Dakota 50 481 571 Ohio 359 3 481 626 Oklahoma 132 1 282 020 Oregon 121 1 171 388 Pennsylvania 440 4 269 060 Puerto Rico 113 1 093 295 Rhode Island 44 429 509 South Carolina 112 1 086 788 South Dakota 57 553 156 Tennessee 168 1 626 928 Texas 456 4 425 245 Utah 55 533 633 Vermont 46 442 525 Virginia 178 1 731 052 Washington 121 1 177 896 West Virginia 93 898 064 Wisconsin 211 2 043 422 Wyoming 44 424 495 State Agencies Total 8 753 84 899 091 American Samoa 93 902 882 Guam 93 902 882 Northern Marianas 31 300 962 Virgin Islands 93 902 882 Territories Total 310 3 009 608 Based on cost per position of 9 698 with enacted minimum wage increase effective 7 24 09 State Agencies Territories U. S. De partme nt of Labor Employme nt Training Administration Attachment IB Senior Community Service Employment Program PY 2022 Authorized Positions for Non-Minority National Sponsors by State State AARP ABLE ANPPM A4TD ES GII IPDC Mature NAPCA NCBA NCOA NICOA G NOWCC NULI OPERABLE SER SSAI TWP Total Alabama 0 0 0 0 188 0 0 0 0 0 0 0 0 0 0 0 408 0 596 Alaska 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Ariz ona 0 0 146 0 168 0 0 0 0 0 0 0 0 0 0 0 0 0 314 Arkansas 204 0 0 0 0 0 0 0 0 382 0 0 0 0 0 0 0 0 586 California 0 0 547 0 0 0 165 0 397 0 364 0 171 0 0 807 0 0 2 451 Colorado 140 0 0 0 0 0 0 0 0 0 0 0 0 0 0 185 0 0 325 Conne cticut 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 353 353 De laware 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 District of Col 0 0 56 0 0 0 0 0 0 129 0 0 0 0 0 0 0 0 185 Florida 1 135 0 0 0 0 0 0 0 0 365 0 0 0 397 0 0 0 0 1 897 Ge orgia 222 0 0 0 0 0 0 0 0 0 491 0 0 0 0 0 0 0 713 Hawaii 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Idaho 0 0 0 0 155 0 0 0 0 0 0 0 0 0 0 0 0 0 155 Illinois 0 102 0 0 171 81 0 0 383 89 0 0 0 0 0 0 364 0 1 190 Indiana 198 69 0 0 0 379 0 0 0 0 0 0 0 0 0 0 196 0 842 Iowa 237 175 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 412 Kansas 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 317 0 0 317 Ke ntucky 0 0 0 0 0 268 0 0 0 0 218 0 0 123 0 0 0 0 609 Louisiana 0 0 492 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 492 Maine 0 0 0 198 0 0 0 0 0 0 0 0 0 0 0 0 0 0 198 Maryland 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 442 0 442 Massachuse tts 0 0 0 0 0 0 0 0 0 0 0 0 0 0 353 0 305 0 658 Michigan 0 0 0 0 0 0 0 0 0 799 0 0 0 224 0 0 0 0 1 023 Minne sota 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 747 0 747 Mississippi 0 0 0 0 0 0 0 0 0 155 0 0 0 0 0 0 241 0 396 Missouri 270 0 0 0 0 174 0 0 0 220 0 0 0 0 0 109 0 0 773 Montana 0 0 0 0 0 200 0 0 0 0 0 0 0 0 0 0 0 0 200 Ne braska 0 238 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 238 Ne vada 158 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 158 Ne w Hampshire 0 0 0 0 0 0 0 0 0 0 0 0 0 0 155 0 0 0 155 Ne w Je rse y 0 0 0 0 290 0 0 0 0 0 388 0 0 231 0 0 0 0 909 Ne w Me xico 0 0 0 0 0 155 0 0 0 0 0 0 0 0 0 0 0 0 155 Ne w York 0 0 0 439 136 0 0 0 85 0 214 0 0 301 0 0 552 340 2 067 North Carolina 0 0 0 0 0 0 0 0 0 178 214 0 0 0 0 0 449 0 841 North Dakota 0 0 0 0 0 0 0 0 0 0 0 193 0 0 0 0 0 0 193 Ohio 268 0 0 0 127 251 0 471 0 139 146 0 0 0 0 0 0 0 1 402 Oklahoma 0 0 0 0 386 0 0 0 0 0 0 0 0 0 0 0 0 0 386 Ore gon 0 0 0 0 473 0 0 0 0 0 0 0 0 0 0 0 0 0 473 Pe nnsylvania 340 0 129 164 0 0 0 0 0 0 551 0 0 152 0 0 0 349 1 685 Pue rto Rico 168 0 0 0 0 0 0 0 0 0 274 0 0 0 0 0 0 0 442 Rhode Island 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 171 171 South Carolina 0 0 0 0 0 438 0 0 0 0 0 0 0 0 0 0 0 0 438 South Dakota 0 0 0 0 0 0 0 0 0 0 0 200 0 0 0 0 0 0 200 Te nne sse e 0 0 0 0 0 0 0 0 0 0 156 0 0 0 0 0 501 0 657 Te xas 1 010 0 0 0 0 0 0 0 0 0 0 0 0 0 0 331 388 0 1 729 Utah 0 0 0 0 214 0 0 0 0 0 0 0 0 0 0 0 0 0 214 Ve rmont 0 0 0 176 0 0 0 0 0 0 0 0 0 0 0 0 0 0 176 Virginia 231 0 0 0 0 241 0 0 0 0 207 0 0 0 0 0 0 0 679 Washington 254 0 0 0 0 163 0 0 0 0 0 0 0 0 0 0 0 0 417 We st Virginia 0 0 0 0 0 0 0 0 0 0 361 0 0 0 0 0 0 0 361 Wisconsin 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 560 238 0 798 Wyoming 0 0 0 0 0 0 0 0 0 0 0 0 155 0 0 0 0 0 155 Total 4 835 584 1 370 977 2 308 2 350 165 471 865 2 456 3 584 393 326 1 428 508 2 309 4 831 1 213 30 973 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 2022 Authorized Funding for Non-Minority National Sponsors by State State AARP ABLE ANPPM A4TD ES GII IPDC Mature NAPCA NCBA NCOA NICOA G NOWCC NULI OPERABLE SER SSAI TWP Total Alabama 0 0 0 0 1 822 767 0 0 0 0 0 0 0 0 0 0 0 3 955 791 0 5 778 558 Alaska 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Ariz ona 0 0 1 414 607 0 1 627 768 0 0 0 0 0 0 0 0 0 0 0 0 0 3 042 375 Arkansas 1 977 629 0 0 0 0 0 0 0 0 3 703 208 0 0 0 0 0 0 0 0 5 680 837 California 0 0 5 303 892 0 0 0 1 599 894 0 3 849 443 0 3 529 464 0 1 658 072 0 0 7 824 937 0 0 23 765 702 Colorado 1 358 269 0 0 0 0 0 0 0 0 0 0 0 0 0 0 1 794 856 0 0 3 153 125 Conne cticut 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 3 426 743 3 426 743 De laware 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 District of Col 0 0 542 306 0 0 0 0 0 0 1 249 242 0 0 0 0 0 0 0 0 1 791 548 Florida 11 007 509 0 0 0 0 0 0 0 0 3 539 860 0 0 0 3 850 203 0 0 0 0 18 397 572 Ge orgia 2 152 160 0 0 0 0 0 0 0 0 0 4 759 959 0 0 0 0 0 0 0 6 912 119 Hawaii 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Idaho 0 0 0 0 1 501 843 0 0 0 0 0 0 0 0 0 0 0 0 0 1 501 843 Illinois 0 988 935 0 0 1 657 920 785 330 0 0 3 713 352 862 894 0 0 0 0 0 0 3 529 139 0 11 537 570 Indiana 1 919 553 668 935 0 0 0 3 674 295 0 0 0 0 0 0 0 0 0 0 1 900 163 0 8 162 946 Iowa 2 297 246 1 696 278 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 3 993 524 Kansas 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 3 074 948 0 0 3 074 948 Ke ntucky 0 0 0 0 0 2 600 283 0 0 0 0 2 115 156 0 0 1 193 413 0 0 0 0 5 908 852 Louisiana 0 0 4 768 776 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 4 768 776 Maine 0 0 0 1 921 842 0 0 0 0 0 0 0 0 0 0 0 0 0 0 1 921 842 Maryland 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 4 286 686 0 4 286 686 Massachuse tts 0 0 0 0 0 0 0 0 0 0 0 0 0 0 3 425 080 0 2 959 347 0 6 384 427 Michigan 0 0 0 0 0 0 0 0 0 7 749 378 0 0 0 2 172 542 0 0 0 0 9 921 920 Minne sota 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 7 244 369 0 7 244 369 Mississippi 0 0 0 0 0 0 0 0 0 1 504 473 0 0 0 0 0 0 2 339 212 0 3 843 685 Missouri 2 619 120 0 0 0 0 1 687 877 0 0 0 2 134 098 0 0 0 0 0 1 057 348 0 0 7 498 443 Montana 0 0 0 0 0 1 941 386 0 0 0 0 0 0 0 0 0 0 0 0 1 941 386 Ne braska 0 2 306 211 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 2 306 211 Ne vada 1 530 959 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 1 530 959 Ne w Hampshire 0 0 0 0 0 0 0 0 0 0 0 0 0 0 1 501 843 0 0 0 1 501 843 Ne w Je rse y 0 0 0 0 2 812 080 0 0 0 0 0 3 762 370 0 0 2 239 968 0 0 0 0 8 814 418 Ne w Me xico 0 0 0 0 0 1 501 843 0 0 0 0 0 0 0 0 0 0 0 0 1 501 843 Ne w York 0 0 0 4 257 429 1 318 930 0 0 0 824 331 0 2 075 375 0 0 2 919 103 0 0 5 353 304 3 297 325 20 045 797 North Carolina 0 0 0 0 0 0 0 0 0 1 726 331 2 075 477 0 0 0 0 0 4 354 623 0 8 156 431 North Dakota 0 0 0 0 0 0 0 0 0 0 0 1 869 725 0 0 0 0 0 0 1 869 725 Ohio 2 598 993 0 0 0 1 231 612 2 434 131 0 4 567 633 0 1 347 985 1 415 869 0 0 0 0 0 0 0 13 596 223 Oklahoma 0 0 0 0 3 745 965 0 0 0 0 0 0 0 0 0 0 0 0 0 3 745 965 Ore gon 0 0 0 0 4 586 363 0 0 0 0 0 0 0 0 0 0 0 0 0 4 586 363 Pe nnsylvania 3 298 189 0 1 251 372 1 590 891 0 0 0 0 0 0 5 345 006 0 0 1 474 484 0 0 0 3 385 494 16 345 436 Pue rto Rico 1 629 329 0 0 0 0 0 0 0 0 0 2 657 357 0 0 0 0 0 0 0 4 286 686 Rhode Island 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 1 654 739 1 654 739 South Carolina 0 0 0 0 0 4 247 598 0 0 0 0 0 0 0 0 0 0 0 0 4 247 598 South Dakota 0 0 0 0 0 0 0 0 0 0 0 1 934 872 0 0 0 0 0 0 1 934 872 Te nne sse e 0 0 0 0 0 0 0 0 0 0 1 512 843 0 0 0 0 0 4 858 554 0 6 371 397 Te xas 9 795 593 0 0 0 0 0 0 0 0 0 0 0 0 0 0 3 210 239 3 763 060 0 16 768 892 Utah 0 0 0 0 2 078 196 0 0 0 0 0 0 0 0 0 0 0 0 0 2 078 196 Ve rmont 0 0 0 1 706 857 0 0 0 0 0 0 0 0 0 0 0 0 0 0 1 706 857 Virginia 2 240 728 0 0 0 0 2 337 730 0 0 0 0 2 007 925 0 0 0 0 0 0 0 6 586 383 Washington 2 464 252 0 0 0 0 1 581 390 0 0 0 0 0 0 0 0 0 0 0 0 4 045 642 We st Virginia 0 0 0 0 0 0 0 0 0 0 3 504 920 0 0 0 0 0 0 0 3 504 920 Wisconsin 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 5 431 220 2 308 268 0 7 739 488 Wyoming 0 0 0 0 0 0 0 0 0 0 0 0 1 501 843 0 0 0 0 0 1 501 843 Total 46 889 529 5 660 359 13 280 953 9 477 019 22 383 444 22 791 863 1 599 894 4 567 633 8 387 126 23 817 469 34 761 721 3 804 597 3 159 915 13 849 713 4 926 923 22 393 548 46 852 516 11 764 301 300 368 523 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 State IID NAPCA NICOA Total Alabama 0 0 0 0 Alaska 0 0 0 0 Ariz ona 0 0 119 119 Arkansas 48 0 0 48 California 0 161 0 161 Colorado 0 0 0 0 Conne cticut 0 0 0 0 De laware 0 0 0 0 District of Col 0 0 0 0 Florida 0 0 0 0 Ge orgia 0 0 0 0 Hawaii 0 0 0 0 Idaho 0 0 0 0 Illinois 0 62 0 62 Indiana 0 0 0 0 Iowa 0 0 0 0 Kansas 0 0 0 0 Ke ntucky 0 0 0 0 Louisiana 105 0 0 105 Maine 0 0 0 0 Maryland 0 0 0 0 Massachuse tts 0 74 0 74 Michigan 0 0 0 0 Minne sota 0 0 19 19 Mississippi 37 0 0 37 Missouri 0 0 0 0 Montana 0 0 0 0 Ne braska 0 0 0 0 Ne vada 0 0 0 0 Ne w Hampshire 0 0 0 0 Ne w Je rse y 0 0 0 0 Ne w Me xico 0 0 48 48 Ne w York 0 57 0 57 North Carolina 0 0 0 0 North Dakota 0 0 13 13 Ohio 0 0 0 0 Oklahoma 0 0 88 88 Ore gon 0 0 0 0 Pe nnsylvania 0 53 0 53 Pue rto Rico 0 0 0 0 Rhode Island 0 0 0 0 South Carolina 0 0 0 0 South Dakota 0 0 18 18 Te nne sse e 0 0 0 0 Te xas 54 55 0 109 Utah 0 0 0 0 Ve rmont 0 0 0 0 Virginia 0 0 0 0 Washington 0 104 0 104 We st Virginia 0 0 0 0 Wisconsin 0 0 17 17 Wyoming 0 0 0 0 Total 244 566 322 1 132 Based on cost per position of 9 698 with enacted minimum wage increase effective 7 24 09 PY 2022 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 State IID NAPCA NICOA Total Alabama 0 0 0 0 Alaska 0 0 0 0 Ariz ona 0 0 1 154 130 1 154 130 Arkansas 465 531 0 0 465 531 California 0 1 561 469 0 1 561 469 Colorado 0 0 0 0 Conne cticut 0 0 0 0 De laware 0 0 0 0 District of Col 0 0 0 0 Florida 0 0 0 0 Ge orgia 0 0 0 0 Hawaii 0 0 0 0 Idaho 0 0 0 0 Illinois 0 601 311 0 601 311 Indiana 0 0 0 0 Iowa 0 0 0 0 Kansas 0 0 0 0 Ke ntucky 0 0 0 0 Louisiana 1 018 350 0 0 1 018 350 Maine 0 0 0 0 Maryland 0 0 0 0 Massachuse tts 0 717 694 0 717 694 Michigan 0 0 0 0 Minne sota 0 0 184 273 184 273 Mississippi 358 847 0 0 358 847 Missouri 0 0 0 0 Montana 0 0 0 0 Ne braska 0 0 0 0 Ne vada 0 0 0 0 Ne w Hampshire 0 0 0 0 Ne w Je rse y 0 0 0 0 Ne w Me xico 0 0 465 531 465 531 Ne w York 0 552 818 0 552 818 North Carolina 0 0 0 0 North Dakota 0 0 126 081 126 081 Ohio 0 0 0 0 Oklahoma 0 0 853 474 853 474 Ore gon 0 0 0 0 Pe nnsylvania 0 514 024 0 514 024 Pue rto Rico 0 0 0 0 Rhode Island 0 0 0 0 South Carolina 0 0 0 0 South Dakota 0 0 174 574 174 574 Te nne sse e 0 0 0 0 Te xas 523 723 533 421 0 1 057 144 Utah 0 0 0 0 Ve rmont 0 0 0 0 Virginia 0 0 0 0 Washington 0 1 008 651 0 1 008 651 We st Virginia 0 0 0 0 Wisconsin 0 0 164 876 164 876 Wyoming 0 0 0 0 Total 2 366 451 5 489 388 3 122 939 10 978 778 Based on cost per position of 9 698 with enacted minimum wage increase effective 7 24 09 PY 2022 Authorized Funding for Minority National Sponsors by State Attachment II II-1 Senior Community Service Employment Program SCSEP Budget Narrative Instructions Grantees must provide a detailed budget narrative that includes the information outlined below. 1. D etailed 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. P ersonnel. 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 E nter 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 Costs If you include an amount for indirect costs through a Negotiated Indirect Cost Rate Agreement or De Minimis on the SF-424A budget form then include one of the following a If you have a Negotiated Indirect Cost Rate Agreement NICRA provide an explanation of how the indirect costs are calculated. This explanation should include which portion of each line item along with the associated costs are included in your cost allocation base. Also provide a current version of the NICRA. b Alternatively if you intend to claim indirect costs using the 10 percent de minimis rate please confirm that your organization meets the requirements as described in 2 CFR 200.414 f . Clearly state that your organization has never received a Negotiated Indirect Cost Rate Agreement NICRA and your organization is not one described in 2 CFR 200 Appendix VII D 1 b . Applicants choosing to claim indirect costs using the de minimis rate must use Modified Total Direct Costs see 2 CFR 200.1 below for definition as their cost allocation base. Provide an explanation of which portion of each line item along with the associated costs are included in your cost allocation base. Note that there are various items not included in the calculation of Modified Total Direct Costs. See the definitions below to assist you in your calculation. 2 CFR 200.1 Modified Total Direct Cost MTDC means all direct salaries and wages applicable fringe benefits materials and supplies services travel and up to the first 25 000 of each subaward regardless of the period of performance of the subawards under the award . MTDC excludes equipment capital expenditures charges for patient care rental costs tuition remission scholarships and fellowships participant support costs and the portion of each subaward in excess of 25 000. Other items may be excluded only when necessary to avoid a serious inequity in the distribution of indirect costs and with the approval of the cognizant agency for indirect costs. The definition of MTDC in 2 CFR 200.1 no longer allows any sub-contracts to be included in the calculation. You will also note that participant support costs are not included in modified total direct cost. Participant support costs are defined below. Attachment II II-4 2 CFR 200.1 Participant Support Cost means direct costs for items such as stipends or subsistence allowances travel allowances and registration fees paid to or on behalf of participants or trainees but not employees in connection with conferences or training projects. 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 15 percent if you have requested and received approval from ETA per 20 CFR 641.870 . The SF-424A does not have a line item for Administrative c osts. 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. Attachment III III-1 Senior Community Service Employment Program SCSEP Program Narrative Instructions Program Year 2022 All grantees must provide a program narrative that concisely covers the areas below. As indicated in the Training and Employment Guidance Letter TEGL 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 Combined State Plan or relevant sections of the standalone SCSEP State Plan. 1. Services to Minorities OAA Title V Section 515 42 USC 3056m . 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. The PY 2020 SCSEP Minority Report the Outcome section of Volume II of the report was distributed to grantees via email on April 27 2022 for PY 2022 grant planning purposes. Due to delays in receiving the Census data grantees will not be able to complete the participation section of the report in the time frame required to respond to this guidance. The Participation section of Volume II will be sent to grantees later and complete instructions will be provided at that time . 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 Are homeless or are at risk for homelessness or Are formerly incarcerated or on supervision from release from prison or jail within five years of the date of initial eligibility determination. 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 r equests 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 cu rrent 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 cu rrent ETA -approved IDL policy and procedure. b Which of the options below you propose to implement 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 on ly . iii Option 3 Extensions to every participant who meets a specific subset of the eight waiver factors consistent with 20 CFR 641.570 and the most recent guidance on IDL policies in TEGL 22 -19 . Indicate t he length of the extension e.g . one -time twelve -month onl y 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 or Supportive Services ATSS Older Americans Act OAA Section 502 c 6 C 42 USC 3056 c 6 C . The OAA permit s SCSEP grantees to request to use additional funds for training and supportive service costs . Such requests must be approved by ETA and allow you to use no t less than 65 percent of program funds for participants wages and fringe benefits rather than the standard 75 percent minimum so that up to an additional 10 percent of funds are available for training and supportive services. ETA encourages you to consider submitting such ATSS requests as part of your overall strategy for preparing participants for employment and or supporting participants to enable their successful participat ion in SCSEP . ATSS requests can include participant training activities supportive services or a combination of both. In general ETA expects that proposed training components will provide training that prepares participants with skills relevant for employment in in-demand jobs in their community. Further ETA expects that proposed supportive services components will supplement and enhance the supportive services provided through primary grant funds enabling more participants to mitigate and overcome financial and logistical barriers to SCSEP participation. ATTACHM ENT V V-2 Instructions If you wish to request the use of additional funds for training and supportive services you must provide a brief proposal according to the following instructions a Identify the percentage of federal funds and the dollar amount that will be dedicated to the training and or supportive services this is the ATSS request amount and must be less than or equal to 10 of your federal grant funds . b Describe the activities for which you will spend the ATSS grant funds identified in item a above and describe how the proposed activities will improve the effectiveness of your project including as applicable i How the activities will better prepare participants for successful placement in unsubsidized employment in in -demand jobs and how you estimate the activities will improve employment outcomes for individuals served and or ii How the activities will better support participants in overcoming barriers to participating in your SCSEP project. c Provide a proposed budget and work plan for the activities identified in item b above which must detail i The additional training and or support ive services that will be pro vided to SCSEP participants. ii The associated cost for each activity and the number of participants who will benefit and iii Note that c onsistent with 20 CFR 641.874 a 3 grantees must use ATSS funds to pay the wages for the hours that individual participants spend in training funded under the ATSS request. iv Grantees are allowed to place the expenses for benefits that are used in ATSS in either ATSS funding or in general participant Wages and Fringe Benefits PWFB . d Describe how you will allocate ATSS funds among sub -recipients if applicable . Grantees with approv ed requests may choose t o 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 identify the amount of ATSS funding that you will allocate to each sub -recipient. e Describe the impact of the ATSS request on overall service levels specifically i Please state if there will be displacement of eligible individuals or elimination of positions for such individuals will occur and ii Provide information on the number of such individuals to be displaced and of such positions to be eliminated . Important Considerations for ATSS Requests Please note the following important considerations in submitting an ATSS request Include ATSS costs in your overall grant budget request In responding to the instructions in this TEGL for submitting your PY 2022 grant documents prepare your SF -424A and Budget Narrative so that they are consistent with your ATSS request. Please ensure that items described in the work plan under item c above are also included in the B udget Narrative. In the event that ETA denies your ATSS request you must resubmit a revised SF -424A and Budget Narrative. ATTACHM ENT V V-3 Adhere to a llowable training activities Participant training costs under an ATSS request may include but are not limited to the reasonable costs of instructors classroom rental training supplies materials equipment tuition grant staff salaries and wages that directly support the development design coordination execution and improvement of participant training and other costs that are directly related to participant training . Suc h training may be provided on the job in a classroom setting in a virtual setting or pursuant to other appropriate arrangements. Note that such costs do not include activities such as general staff development that relate to participant training only i ndirectly or tangentially. Adhere to a llowable supportive services Participant supportive services under an ATSS request may include but are not limited to the payment of reasonable costs of transportation health and medical services special job -rela ted or personal counseling incidentals such as work shoes badges uniforms eyeglasses and tools child and adult care temporary shelter follow -up services and grant staff salaries and wages that directly support the design coordination delivery and improvement of supportive services. Assurances regarding programmatic funds Through submission of an ATSS request consistent with 20 CFR 641.874 a 4 you agree that any remaining grant funds i.e. funds other than those allocated for ATSS participant wages and benefits and administrative costs will be used for participant training job placement assistance participant supportive services and outreach recruitment and selection intake orientation and asses sment. You also agree that no ATSS funds may be used to pay for any administrative costs consistent with 20 CFR 641.874 a 3 . 3. 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 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 . 4. Extension of Average Pr oj ect 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 ATTACHM ENT V V-4 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 . c Describe the except ional 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 partic ipants 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 f ederal 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 gra ntee . 5. 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 . 6. Cross -Border Agreements 20 CFR 641.515 c . Approvals f or 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. 7. 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 o rder 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 dete rm ination that a rotation is in the best interest of the participant and that rotation will f urt her the acquisition of ski lls listed in the participant s individual employment plan .