Section 980.70 Award and Use of Grant Funds

Section 980

Section 980.70  Award and Use

of Grant Funds

a)         Grant funds awarded by the Department shall only be used for

the direct cost of administering, operating and maintaining a project.  The

following direct costs are examples of those costs for which grant funds may be

used, when specified in the grant agreement:

1)         personal services costs, including gross salaries and employer

paid fringe benefits for full-time and part-time employees of the project;

2)         contractual services costs, including but not limited to, fees

for consultants and specialists, exclusive of consultant services for patient

care; conference registration fees; costs of repair and maintenance of

furniture and equipment; postage and postal services; subscriptions; training

and education costs; software; and telecommunications costs;

3)         travel of personnel in carrying out authorized activities.

Travel costs are the expenses for transportation, lodging and subsistence for

personnel who are on travel status on official business for the applicant.

Out-of-State travel requires prior written approval of the Department;

4)         supplies/commodities as required for the operation of the

project and that are directly related to its operation.  Supplies include, but

are not limited to, office, medical and educational supplies; equipment items

costing less than $100 each; and paper and printing; and

5)         equipment directly related to the operation of the project.

Equipment is defined as items costing over $100 each, with a useful life of

more than one year (see Section 20 of the State Finance Act [30 ILCS 105/20]).

Equipment costs shall include all freight and installation costs. Purchase of

equipment items, other than those included in the approved budget, require

prior written approval from the Department.

b)         Payments to the grantee shall be made on a reimbursement

basis

osting over $100 each, with a useful life of

more than one year (see Section 20 of the State Finance Act [30 ILCS 105/20]).

Equipment costs shall include all freight and installation costs. Purchase of

equipment items, other than those included in the approved budget, require

prior written approval from the Department.

b)         Payments to the grantee shall be made on a reimbursement

basis.

1)         The grantee shall use the Department's Reimbursement

Certification Form or a reasonable facsimile to request reimbursement.

2)         The grantee shall document actual expenditures incurred for

the purchase of goods and services necessary for conducting program activities.

A)        Expenditures shall be itemized on the Reimbursement

Certification Form in such a manner as to establish an audit trail for future

verification of appropriate use of grant funds.

B)        Each item claimed on the Reimbursement Certification Form must

be based on an expenditure traceable through the grantee's internal accounting

system and shall include:

i)          the check number or internal ledger transfer code;

ii)         the date of payment;

iii)        the dates goods or services were received or the period

covered;

iv)        a description of the goods or services for gross amount of the

check or transfer; and

v)         the amount claimed for reimbursement from the Department.

3)         The grantee shall submit requests for reimbursement monthly or

quarterly throughout the period of the grant.  The final request for

reimbursement shall be submitted within 45 calendar days after the end of the

grant agreement period.

4)         Requests for budget adjustments shall be submitted to the

Department in writing and shall be received by the Department no later than 45

calendar days before the end of the grant agreement period.