Current through Register Vol. 39, No. 6, September 16, 2024
(a) The following
policies and procedures shall govern all proposed budget revisions of Older
Americans Act programs and other grantees or contractors under the Division of
Aging.
(b) Conditions Requiring
Budget Revisions. During the operation of Older Americans Act or other assisted
projects, various aspects of program operation shall require flexibility to
adapt to changes. For example, fluctuations in the anticipated rate of
expenditures may occur or additional funds may be received from various
sources. These types of changes may require an approved budget revision. The
requirements for approval of a budget revision depend on the title under which
funds are provided and the type of grantee or contractor involved. The
following conditions shall apply:
(1) Title
III
(A) Revisions in a contractor's
individual service budget under an approved area plan shall be approved by the
AAA. This approval is sufficient if the change does not modify the total
budgeted amount of each specific service, i.e., the change only modifies
categories within the service budget but not the total amount of the service
budget. However, if the total amount of the service budget will be changed, the
AAA shall submit a budget change request to the Division of Aging for its
approval.
(B) If the AAA has been
granted approval to provide direct service, a proposed change in the total
budget for that service component shall require Division of Aging approval
while a change that is only internal and does not affect the total may be
approved by the AAA. In addition, such approval is subject to G.S. Chapter 159,
North Carolina's Local Government Fiscal Control Act which requires that all
budget revisions shall be approved by the AAA's board of directors. Auditors
and Division of Aging monitors shall check board meeting minutes to verify
compliance with this requirement.
(C) Any proposed change in the use of funds
provided for planning and administration functions shall be approved by the
Division of Aging. This provision applies to both internal or total budget
changes.
(2) Title V,
and State Funds. Any proposed change in the use of Title V or state provided
funds shall require Division of Aging approval. This provision applies to both
internal and total budget changes.
(c) Budget Revision Request Submission and
Approval Procedures
(1) Submission. Budget
revision requests shall be submitted to the Division on the prescribed
form.
(2) Review. The Division of
Aging shall review allowable budget revision requests and respond to the
grantee submitting the request within 30 calendar days after receipt of the
request. In reaching a decision on whether to approve a request, the request
shall be reviewed by appropriate staff. During review of the request,
additional information may be required from the project grantee.
(3) Approval
(A) If a budget revision request is approved
which changes an award document program activities total, a revised award
document shall be issued. The grantee must sign this new award document before
the request is officially approved.
(B) If a budget revision request is approved
which does not change an NGA program activity only a copy of the budget request
form shall be returned to the grantee.
(C) If the request is not approved, the
grantee shall be notified by letter.
(4) Timing. Budget revision requests shall be
received by the Division of Aging at any time except during the last 60 days of
the budget year. Funds to be affected by a budget revision shall not be
expended according to the provisions of the request until it is
approved.
Authority
G.S.
143B-10;
143B-138;
Eff.
September 1, 1978;
Amended Eff. May 1, 1990; October 1,
1980;
Pursuant to
G.S.
150B-21.3A, rule is necessary without
substantive public interest Eff. May 23,
2015.
