Current through Register Vol. 48, No. 12, March 22, 2024
a)
Grantees shall only use Preventive Health and Health Services Block Grant funds
for the direct cost of administering, operating and maintaining a project. The
following direct costs are examples of those that may be incurred 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; repair and maintenance
of furniture and equipment; postage and postal services; subscriptions;
training and education costs; software; and telecommunications costs;
3) travel of personnel, consultants and
specialists 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 project. Out of State travel
requires prior written approval of the Department;
4) supplies/commodities as required in the
operation of the project which 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; printing; and paper; 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 (Section 20 of the State Finance Act
(Ill. Rev. Stat. 1991, ch. 127, par. 156) [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) Amounts
available to grantees for Cardiovascular Disease Prevention activities will not
be less than a sum based on weighted criteria that include total population;
per capita income; minority population; and years of potential life lost due to
causes of death related to cardiovascular disease as defined in Section
960.10.
c) In those instances in which an applicant
does not have sufficient operating funds to conduct the project, a cash advance
may be requested. The request must be in writing and be signed by the applicant
agency's executive officer.
1) The Director or
designee shall determine whether a cash advance will be issued.
2) The methodology for repayment or
documentation of the use of advanced funds shall be included in the grant
agreement.
d) 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 shall 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) date of
payment;
iii) 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 either monthly or quarterly throughout the period of the grant
agreement. The final request for reimbursement shall be submitted within
forty-five (45) calendar days after the end of the grant agreement
period.
e) Requests for
budget adjustments shall be submitted to the Department in writing and shall be
received by the Department no later than forty-five (45) calendar days before
the end of the grant agreement period.