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Program Year 2016 SCSEP state and territory grants
Summary ETA gave Senior Community Service Employment Program state and territory grantees their Program Year 2016 allotments and application instructions. Four attachments set funding, narrative, assurance, and optional request requirements. TEGL 28-16 rescinded this letter in 2017.
Document
Federal guidance
Agency
U.S. Department of Labor, Employment and Training Administration (ETA)
Document number
TEGL No. 18-15
Date issued
April 6, 2016
Status
Rescinded
TEGL 28-16 expressly rescinded TEGL 18-15 and Changes 1 through 4 on June 23, 2017; ETA lists this letter Canceled. This letter itself rescinded TEGL 25-14.
Status last verified October 24, 2026
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CLASSIFICATION
EMPLOYMENT AND TRAINING ADMINISTRATION SCSEP
ADVISORY SYSTEM CORRESPONDENCE SYMBOL
U.S. DEPARTMENT OF LABOR OWI
Washington, D.C. 20210 DATE
April 6, 2016
ADVISORY: TRAINING AND EMPLOYMENT GUIDANCE LETTER NO. 18-15
TO: SENIOR COMMUNITY SERVICE EMPLOYMENT
PROGRAM STATE AND TERRITORIAL GRANTEES
FROM: PORTIA WU /s/
Assistant Secretary
SUBJECT: Program Year 2016 Grant Plan Instructions and Allotments for Senior
Community Service Employment Program (SCSEP) State and Territorial Grant
Applicants
1. Purpose. To provide SCSEP state and territorial grant applicants with application
instructions, procedures, and allotments for Program Year (PY) 2016 funds, with a period of
performance beginning July 1, 2016.
2. References.
• Consolidated Appropriations Act, 2016 (Pub. L. 114-113);
• 2006 Older Americans Act (OAA) Amendments (Pub. L. 109-365, 42 U.S.C. 3056 et.
seq.);
• SCSEP Final Rule (20 CFR 641; September 1, 2010);
• SCSEP Final Rule, Additional Indicator for Volunteering (77 FR. 4654, Jan. 31, 2012);
• Training and Employment Guidance Letter (TEGL) No. 12-06, “Revised Income
Inclusions and Exclusions and Procedures for Determining Senior Community Service
Employment Program (SCSEP) Eligibility;
• TEGL No. 12-15, “2016 Federal Poverty Guidelines for the Senior Community Service
Employment Program (SCSEP) Grants;
• TEGL No. 15-14, Implementation of the New Uniform Guidance Regulations;
• Americans with Disabilities Act (ADA), as amended (Pub. L. 110-325, 42 U.S.C. 12101
et. seq.);
• SCSEP Performance Data Collection Approval (Office of Management and Budget No.
1205-0040;
• Jobs for Veterans Act (JVA) (Pub. L. 107-288)
3. Background. Under the OAA Title V, the Employment and Training Administration (ETA)
provides annual grants to state and territorial grantees for all 56 state and territories. ETA
releases grant plan guidance each year to provide funding and authorized position amounts
and to assist SCSEP grantees in preparing their application for the annual OAA Title V
appropriation (P.L. 114-113).
RESCISSIONS EXPIRATION DATE
TEGL No. 25-14 Continuing
4. Overall Approach. This year, ETA is streamlining the grant application requirements. In
addition to the required application and budget documents, state and territorial grantees must
submit, at minimum, information on their Organizational Structure, Monitoring activities,
Audits, and service to minorities. Provision of this information will suffice to fulfill
Attachment B’s requirement for a program narrative. Grantees must submit all documents
listed in this TEGL, and have the option to revise and/or update programmatic policies.
5. PY 2016 Program Allotments. See Attachment A for PY 2016 funding levels and
authorized positions. Note that PY 2016 funding for SCSEP continues the same level as
funding for PY 2015.
6. Grant Application Requirements. SCSEP state and territorial grantees must submit a
complete grant application package in order to receive PY 2016 funds. The ETA Grant
Officer will not approve a grant application that fails to provide all of the required
information outlined in this guidance, including the following items.
Application and Budget Forms. Grantees must submit current versions of the SF-424
Application for Federal Assistance and the SF-424A Budget Information Form, including the
non-Federal share of at least 10 percent of the total cost (OAA Sec.502(c)(1)). These
interactive documents and instructions are available at:
a. Instructions: http://www.grants.gov/fi/web/grants/form-instructions/sf-424-
instructions.html
b. SF 424: http://apply07.grants.gov/apply/forms/sample/SF424_2_1-V2.1.pdf,
c. SF 424A: http://apply07.grants.gov/apply/forms/sample/SF424A-V1.0.pdf.
The budget narrative submission must provide a detailed description of costs associated with
each line item on the SF 424A. It must also include a description of leveraged resources
provided to support grant activities. Grantees choosing to use in-kind contributions, such as
the supervisor’s time at a host agency for leveraged resources, must submit the forms used to
document and describe the process for calculating the in-kind contributions. Grantees do not
need to include manuals and operating procedures.
Geographic Areas to Be Served. In Item 14 on the SF-424, we require a list of the “Areas
Affected by Project.” Each grantee 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 their
service area(s) to an Excel spreadsheet and attach the list to your SF-424 as a separate
document.
Services to Minorities (Older Americans Act 2006, as amended, Section 515). SCSEP
grantees must describe in detail efforts to serve individuals from minority populations. State
and territory grantees are required to provide this information as prescribed in the Program
Narrative in Attachment B.
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Programmatic Assurances (Attachment C). Grantees should review the programmatic
assurances in Attachment C that reflect standard program requirements based on the SCSEP
authorizing statute and its regulations at 20 CFR Part 641. Grantees need to submit a signed
copy of these assurances; these assurances will be attached to each grantee’s award
document.
Optional Requests (Attachment D). Grantees may submit optional requests as described in
Attachment D. Each grantee’s current Individual Durational Limit (IDL) policy remains in
effect until the grantee requests a change. All other optional special requests expire at the
end of the PY 2015. Your budget and budget narrative must reflect cost and activities
outlined in any requests for additional training and supportive services and/or increase in
administrative costs. If granted, ETA will provide written approval for all optional requests.
7. Submission Requirements and Methods. Grantees must:
a) Submit the PY 2016 grant application to ETA no later than May 20, 2016. ETA
encourages grantees to submit their applications earlier, if possible.
b) Submit the following documents to the State Office on Aging (unless the grantee is the
State Office on Aging): program narrative (included in Attachment B), SF-424, SF-424A
with budget narrative, and list of the states and counties the grantee will serve based on
www.scseped.org. Provide the information no later than May, 20, 2016.
c) Submit the required PY 2016 grant plan documents described in Section 6 via email to
[email protected], with an electronic copy to the grantee’s Federal Project
Officer (FPO). If a grantee is unable to submit electronically, the grantee may submit
hard copy applications by fax to (202) 693-3015, or by overnight delivery to:
Steven Rietzke, Chief
Division of National Programs, Tools, and Technical Assistance
U.S. Department of Labor
200 Constitution Avenue, NW
Room C-4510
Washington, D.C. 20210-0001
All application packages must have an electronic or physical date stamp no later than May
20, 2016. Grantees requiring receipt verification from the grant email box should use the
Return Receipt Request function when sending their email.
8. Responsibility Review/Grant Application Review. ETA will review grant applications as
provided in the SCSEP regulations at 20 CFR 641.430-440. ETA will not issue final
approval for PY 2016 funding if the grantee:
a. Fails to meet the responsibility conditions as provided in 20 CFR 641.440.
b. Fails to submit the required materials listed in this TEGL.
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9. Inquiries. Please direct questions to your FPO.
10. Attachments.
• Attachment A: Funding Allocations and Authorized Positions
• Attachment B: Program Narrative
• Attachment C: Programmatic Assurances
• Attachment D: Optional Special Requests
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Attachment 1
Official attachment: https://www.dol.gov/sites/dolgov/files/ETA/advisories/TEGL/2016/TEGL_18-15_Attachment_A.pdf
Attachment A
USDOL/ETA
Senior Community Service Employment Program
PY 2016 Authorized Positions and Funding*
for State Agencies and Territories, by State
States Positions Dollars 10% Match
State Agencies
Alabama 165 $1,599,492 $177,721
Alaska 190 1,846,110 205,123
Arizona 118 1,148,534 127,615
Arkansas 162 1,571,307 174,590
California 764 7,405,577 822,842
Colorado 90 873,731 97,081
Connecticut 97 944,193 104,910
Delaware 190 1,846,110 205,123
District of Col 52 500,281 55,587
Florida 525 5,094,417 566,046
Georgia 198 1,916,572 212,952
Hawaii 190 1,846,110 205,123
Idaho 47 459,622 51,069
Illinois 347 3,361,047 373,450
Indiana 233 2,261,836 251,315
Iowa 114 1,106,257 122,917
Kansas 91 880,777 97,864
Kentucky 169 1,641,769 182,419
Louisiana 150 1,458,567 162,063
Maine 55 535,513 59,501
Maryland 123 1,190,811 132,312
Massachusetts 194 1,881,340 209,038
Michigan 297 2,881,903 320,211
Minnesota 211 2,050,450 227,828
Mississippi 110 1,071,025 119,003
Missouri 220 2,135,004 237,223
Montana 56 542,558 60,284
Nebraska 68 662,345 73,594
Nevada 47 459,622 51,069
New Hampshire 47 459,622 51,069
New Jersey 251 2,437,991 270,888
New Mexico 50 486,189 54,021
New York 589 5,707,438 634,160
North Carolina 233 2,261,836 251,315
North Dakota 54 521,420 57,936
Ohio 389 3,769,727 418,859
Oklahoma 143 1,388,105 154,234
Oregon 131 1,268,320 140,924
Pennsylvania 477 4,622,320 513,591
Puerto Rico 122 1,183,765 131,529
Rhode Island 48 465,051 51,672
South Carolina 121 1,176,718 130,746
South Dakota 62 598,929 66,548
Tennessee 182 1,761,555 195,728
Texas 494 4,791,429 532,381
Utah 60 577,790 64,199
Vermont 49 479,142 53,238
Virginia 193 1,874,294 208,255
Washington 132 1,275,366 141,707
West Virginia 100 972,379 108,042
Wisconsin 228 2,212,513 245,835
Wyoming 47 459,622 51,069
State Agencies Total 9,475 $91,924,401
Territories
American Samoa 101 974,891 108,321
Guam 101 974,891 108,321
Northern Marianas 34 324,965 36,107
Virgin Islands 101 974,891 108,321
Territories Total 337 $3,249,638
* Based on cost per position of $9,698, with enacted minimum wage increase effective 7/24/09
Attachment 2
Official attachment: https://www.dol.gov/sites/dolgov/files/ETA/advisories/TEGL/2016/TEGL_18-15_Attachment_B.pdf
ATTACHMENT B
PROGRAM NARRATIVE INSTRUCTIONS
FOR PROGRAM YEAR 2016 FUNDS
Content: State and territory grantees must provide a narrative that covers the following areas:
1. Services to Minorities (Older Americans Act, 2006 as amended, Section 515). State and
Territory* Grantees must describe efforts to serve individuals from minority populations. Using
the PY 2014 SCSEP Minority Report and SPARQ and InfoSPACE data for PY 2015, describe:
1. Changes in enrollment levels or outcomes for minority individuals during PYs
2014 and 2015 year-to-date;
2. The factors that may have caused these changes in enrollment and outcomes; and
3. The steps you will take to address under-service or disparities in outcomes for
minorities.
*The Minority Report does not have participation and enrollment data for three overseas
territories and USVI; these four grantees will answer the questions about their outcomes only.
2. Organizational Structure, Monitoring, and Audits (Uniform Administrative Guidance 2
CFR 200) as an attachment to SF-424, Item f. Applicants must:
(a) Identify the grant’s key staff; briefly identify their primary responsibilities and the
amount of time assigned to the grant. Include an organizational chart, as an
attachment, depicting key staff.
(b) Indicate whether the applicant has sub-recipients or local affiliates implementing the
grant.
(c) Describe how the grantee ensures that policy and other important information is
communicated and implemented throughout the program area.
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Attachment 3
Official attachment: https://www.dol.gov/sites/dolgov/files/ETA/advisories/TEGL/2016/TEGL_18-15_Attachment_C.pdf
ATTACHMENT C
PROGRAMMATIC ASSURANCES FOR PY 2016 FUNDS
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.
You agree to:
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.
Develop and implement strategies to recruit applicants who have priority of service as
defined in OAA section 518(b) (1)-(2) and by the Jobs for Veterans Act (JVA).
Individuals with priority include those who:
• Are covered persons in accordance with the JVA (covered persons who are
SCSEP-eligible must receive services instead of or before 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 through the One-
Stop Delivery System;
• Are homeless or are at risk for homelessness.
Assessment
Assess participants at least twice per 12-month period.
Use assessment information to determine the most appropriate community service
assignments (CSAs) for participants.
Individual Employment Plan (IEP)
Establish an initial goal of unsubsidized employment for all participants.
Update the IEP at least as frequently as assessments occur (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 transition to other
services.
Rotate participants to a new host agency (or a different assignment within the host
agency) based on a rotation policy approved by DOL in the grant agreement and only
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ATTACHMENT C
when an individualized determination determines 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 (CSA)
Base the initial CSA on the assessment done 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 CSA through annual monitoring.
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.
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.
Maintenance of Effort: Ensure that CSAs 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 CSAs 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 its participants and host agencies, including information on:
• Project goals and objectives
• Participant rights and responsibilities
• CSAs
• Training opportunities
• Available supportive services
• Availability of free physical examinations
• Host agencies
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ATTACHMENT C
Local staff must address the topics listed above and provide sufficient orientation to
applicants and participants on:
• SCSEP goals and objectives
• Grantee and local project roles, policies, and procedures
• Documentation requirements
• 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 a waiver, if
applicable
• Termination policy
• Grievance procedure
Wages
Provide participants with the highest applicable required wage (highest of Federal, state,
or local minimum wage) for time spent in orientation, training, and community service
assignments.
Participant Benefits
Provide workers’ compensation and other benefits required by state or Federal law (such
as unemployment insurance), and the costs of physical examinations.
Establish written policies relating to compensation for scheduled work hours during
which the participant’s host agency is closed for Federal holidays.
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 extension criteria.
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ATTACHMENT C
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.
Transition Services
Develop a system to transition participants to unsubsidized employment or other
assistance before each participant’s maximum enrollment duration has expired.
Termination Policies
Provide a 30-day written notice for all 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
for:
• 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 the ETA prior to implementation)
Equitable Distribution
Comply with the equitable distribution (ED) plan for each state in which grantee operates
and only make changes in the location of authorized positions within a state in
accordance with the state ED plan and with prior ETA approval.
Comply with the authorized position allocations /ED listed in www.scseped.org.
Collaborate with all grantees authorized to serve in your state 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 provides this tool to sub-recipients and local project operators.
Develop an annual monitoring schedule, unless the FPO 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.
C-4
ATTACHMENT C
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-recipients 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 SCSEP 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 investment boards, American Job Centers (One-Stop 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.
Sub-Recipient Selection (If Applicable)
In selecting sub-recipients in areas with a substantial population of individuals with
barriers to employment, national grantees should 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.
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ATTACHMENT C
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 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 separately by grantee or
sub-recipient 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 (PINs) and SPARQ logins.
Ensure that the ETA/SCSEP national office is immediately notified by grantee 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 its grant comply with all SPARQ
access and security rules.
Documentation
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 recertifications.
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 OMB-approved SCSEP data collection forms and the SCSEP
Internet data collection and evaluation system, SPARQ.
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., TEGLs, Data Collection and Data Validation Handbooks, and the Older
Worker Community of Practice.
Ensure data are entered directly into the WDCS/SPARQ.
Legally obligate sub-recipients to turn 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 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.
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ATTACHMENT C
If any box is not checked, the grantee must provide information on a separate attachment
indicating what specific steps the grantee is taking to conform to those standard grant
requirement(s).
By checking the boxes above, I certify that my organization will comply with each of the
listed requirements and will remain in compliance for the program year for which we are
submitting this application.
_____________________________________________ ______________________
Signature of Authorized Representative Date
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Attachment 4
Official attachment: https://www.dol.gov/sites/dolgov/files/ETA/advisories/TEGL/2016/TEGL_18-15_Attachment_D.pdf
ATTACHMENT D
PY 2016 OPTIONAL SPECIAL REQUESTS
Grantees with special requests in one or more of the following areas must submit each request in a
separate, clearly-titled document. 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) Waiver Options. (Submit only if you are
requesting a change.) To change your current IDL policy, you must request and receive
Departmental approval for one of the following IDL policies. If you are changing your policy to
make it more restrictive, it must have an effective date of at least 120 days after written approval.
If you propose to change your existing IDL policy, you must describe:
a) Your currently-approved IDL policy.
b) Which of the options below you propose to adopt:
i. Option 1: No extensions to any participants; all participants exit at 48 months.
ii. Option 2: Extensions to every participant who meets at least one of the seven waiver
factors.
iii. Option 3: Extensions to every participant who meets a specific subset of the seven
waiver factors, and/or extensions are limited to one-time 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). (Approvals for this option expire at the end of each program year
so you must submit a new request if you would like exercise this option.) The 2006 Amendments to
the OAA permit an exception to the 75 percent minimum level of expenditures on participant wages
and fringe benefits. This exception allows you to use not 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 PY 2016,
you must provide:
a) A description of the activities for which the grantee will spend the grant funds
described in paragraphs (a)(3) and (a)(4) of Federal Regulations - 641.874;
b) Description of how the provision of such activities will improve the effectiveness of
the project, including:
o An explanation of whether any displacement of eligible individuals or
limitation of positions for such individuals will occur.
o Information on the number of individuals to be displaced and of
positions to be eliminated.
o Clarification of how the activities described will improve employment
outcomes for the individuals served.
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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 Federal Regulations – 641-874. The budget and work plan should detail both the
additional training and support services that will be provided to SCSEP participants
and the associated cost for each activity. Please ensure that items discussed in the
work plan are included clearly in the budget or budget narrative.
d) Grantees with approved requests for ten percent additional funds may choose to apply
the provision unilaterally for all sub recipients, or to individual sub-recipients but
need not provide this opportunity to all their sub recipients. If the grantee applies this
provision to their sub recipients, the grantee should provide a detailed description on
how the funds will be allocated, include a detailed budget, and work plan for each sub
recipient, if they are not applying the provision unilaterally.
Please also note grantees must pay participant wages and fringe benefits for participants who are
engaged in this training out of the “10% ATSS” funds, per OAA 502(c)(6)(C) and 20 CFR
671.874(a)(3). Also please note that under those same statutory and regulatory provisions,
grantees may not use these “10% ATSS” funds to pay for any administrative costs. The SF-
424A and budget narrative must reflect the cost of the specific training and supportive services
activities that you will provide if your request is approved. If this optional special request is not
approved, you will need to submit a revised SF424A and budget narrative to reflect costs without
this waiver.
3. Increase in Administrative Cost Limitations – 20 CFR 641.870. (Approvals for this option expire
at the end of each program year so you must submit a new request if you would like to exercise this
option.) The Department may authorize an increase in the amount available for administrative costs
to not more than 15 percent if it determines that it is necessary to carry out the project, and if you
demonstrate one of the following:
a) You are incurring major administrative cost increases in necessary program components.
b) The number of community service assignment positions or eligible minority individuals
participating in the project will decline if administrative costs are not increased.
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 project funding.
4. Extension of Average Project Duration – OAA Section 502(b)(1)(C)(ii). (Approvals for this
option expire at the end of each program year so you must submit a new request if you would like to
exercise this option.) The maximum average project duration based on overall participation is 27
months, but you may request permission from the Department to increase your maximum average
project duration to 36 months. Your request must include:
a) A statement of your current average duration and an estimate of your average duration for the
coming program year.
b) A description of your efforts to achieve an average duration of 27 months.
c) The exceptional circumstances that warrant an extension to 36 months, as set forth in the
regulations:
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
D-2
IV of the Social Security Act, in the areas served by you, relative to other areas of the
state or nation;
ii. Significant downturns in the economy of an area served by you or in the national
economy;
iii. Significant numbers or proportions of participants with one or more barriers to
employment (including “most-in-need” individuals as described in 20 CFR
641.710(a)(6)) served by you, 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 you.
5. On-the-Job Experience (OJE) Training Option. (Approvals for this option expire at the end of
each program year so you must submit a new request if you would like to exercise this option.) If
you wish to utilize OJE, you must meet the requirements stipulated in Older Worker Bulletin 04-04.
You must provide a copy of your OJE policy and sample contracts to the Department for approval
before you can exercise this option.
6. Cross-Border Agreements 20 CFR 641.515(c). (Approvals for this option expire at the end of each
program year so you must submit a new request if you would like 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 slots, and must be submitted for Departmental
approval.
7. Rotation Policy 20 CFR 641.575. (Approvals for this option expire at the end of each program year
so you must submit a new request if you would like 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. You must assure that you will make an individualized determination that a rotation is in the
best interest of the participant, and that it will further the acquisition of skills listed in the individual
employment plan (IEP).
D-3
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