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Program Year 2021 SCSEP allotments and grant plans
Summary ETA gave state, territorial, and national Senior Community Service Employment Program grantees Program Year 2021 allotments and application instructions. It directed grantees to HHS poverty guidelines, multiplied by 125 percent for eligibility, and said ETA would no longer issue annual letters with those figures. This letter rescinded TEGL 22-19 and its Change 1; TEGL 11-21 later rescinded this planning letter.
Document
Federal guidance
Agency
U.S. Department of Labor, Employment and Training Administration (ETA)
Document number
TEGL No. 20-20
Date issued
May 6, 2021
Status
Rescinded
Rescinded June 3, 2022 by TEGL 11-21; ETA marks this listing entry Rescinded. This letter itself rescinded TEGL 22-19 and its Change 1.
Status last verified October 24, 2026
Topics
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About this page: The full text below is the official document from U.S. Department of Labor, Employment and Training Administration (ETA). Ezel adds the plain-English summary and tracks the document's status. The official source linked on this page is authoritative for any reliance.
CLASSIFICATION
EMPLOYMENT AND TRAINING ADMINISTRATION SCSEP
ADVISORY SYSTEM CORRESPONDENCE SYMBOL
U.S. DEPARTMENT OF LABOR OWI DNPTTA
Washington, D.C. 20210 DATE
May 6, 2021
ADVISORY: TRAINING AND EMPLOYMENT GUIDANCE LETTER NO. 20-20
TO: SENIOR COMMUNITY SERVICE EMPLOYMENT PROGRAM
GRANTEES
FROM: SUZAN G. LEVINE
Principal Deputy Assistant Secretary
SUBJECT: Program Year (PY) 2021 Planning Instructions and Allotments for Senior
Community Service Employment Program (SCSEP) State, Territorial, and
National Grantees
1. Purpose. To provide SCSEP grantees with PY 2021 allotments and grant application
instructions, and dissemination of annual Federal poverty guidelines used in SCSEP
eligibility determinations.
2. Action Requested. To apply for PY 2021 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 Office, as well as the SCSEP program office at
[email protected], by May 24, 2021. SCSEP grantees should also note the
Employment and Training Administration’s (ETA) plan for disseminating poverty and low-
income guidelines in future years.
3. Summary and Background.
a. Summary –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 TEGL provides
SCSEP state, territorial, and national grantees with the PY 2021 SCSEP allotments and
instructions for PY 2021 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, from July 1 through the following June 30. The Consolidated Appropriations Act
of 2021, Pub. L. 116-260, (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 2021, after reducing the
appropriation by $1,123,000 for set-asides authorized by the Act, $403,877,000 is
RESCISSIONS EXPIRATION DATE
TEGL 22-19 and TEGL 22-19, Change 1 Continuing
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 state 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 compete for the awards every four years (subject to annual
appropriations), with an optional one-year extension. ETA renews SCSEP state and
territorial grant awards on an annual basis and SCSEP national grants on an annual basis
during non-competitive years, which includes PY 2021 (as PY 2020 was a national
competition award year). Each year, ETA requires grantees to submit a grant application
that includes an SF-424, an SF-424A, the geographic areas to be served, a detailed budget
narrative, a program narrative, signed programmatic assurances, and any optional special
requests.
Each year in January, the U.S. Department of Health and Human Services (HHS)
publishes the poverty and low-income guidelines based on the last calendar year’s
increase in prices as measured by the Consumer Price Index. These numbers, multiplied
by 125 percent, are the basis of “low income” for eligibility determinations as defined at
Section 518(a)(3)(A) of the OAA Amendments of 2006, 42 USC §3056p(a)(3)(A).
4. Program Details – Annual Grant Guidance. This section provides detailed submission
instructions for state and territory formula grantees, as well as current national grantees.
a. Program Allotments (Attachment I). Attachment I details the funding amounts and
authorized positions for each grantee in PY 2021.
b. Grant Application Requirements. Grantees must submit a complete grant package to
receive PY 2021 funds. ETA will not obligate funds to any grantee until it has provided
all of the information outlined 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 instructions are available at the
following link1: 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 and counties the grant will serve and
must use www.scseped.org to obtain that information. Grantees can export the
data for the service area(s) to an Excel spreadsheet and attach the list as a
separate document.
iii. Budget Narrative (Attachment II). Grantees must submit a budget narrative
that provides the information outlined in Attachment II, including:
1 Choose the SF-424 and SF-424A that note “Agency Owner” as “Grants.gov”.
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; and
Infrastructure contributions to the workforce system in accordance with WIOA
Sec. 121(h), 29 USC §3151(h).
iv. Program Narrative (Attachment III). All grantees must submit a narrative that
includes the information outlined in detail in Attachment III, including:
SCSEP operation, service delivery, and coordination;
Services to minorities; and
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 2020 National Competition. State grantees may also choose to
provide any updates since submission of the SCSEP portion of the PY 2020 State
Plan.
v. Programmatic Assurances (Attachment IV). Grantees must review, sign, and
submit the programmatic assurances in Attachment IV that outline program
requirements based on the OAA and the SCSEP regulations at 20 CFR Part 641.
Adobe signatures are acceptable. The signatory must be the same individual as
the Authorized Representative listed in item 21 of the SF-424.
vi. Optional Requests (Attachment V). Grantees may submit one or more of the
optional requests described in Attachment V.
c. Notices of Award. ETA will issue Notices of Award with new grant numbers and
allocation amounts to SCSEP grantees for PY 2021.
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, 2021). 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. HHS published updated Federal poverty guidelines on January 13,
2021. These guidelines provide the basis for determining the income eligibility of
SCSEP applicants and enrollees. Grantees must multiply the appropriate 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 annually on the HHS website and in the Federal Register. The 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.
Until last year, ETA published an annual TEGL indicating the numbers to be used for
SCSEP eligibility, based on the definition at OAA Section 518, 42 USC § 3056p and
derived from the HHS guidelines. Given the availability of this information via the
Federal Register and the HHS website, going forward, ETA will no longer publish annual
TEGLs to convey poverty guidelines. Rather, grantees should review the poverty
guidelines to be used on one of these sites, which provide the poverty guideline numbers
that are effective as of the publication date. ETA will notify grantees informally once the
poverty guidelines are published, and will 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, (Pub.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 effects 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, or participants. As noted above in the
instructions for the Budget Narrative and in Attachment II, grantees should note in their
Budget Narrative 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. Inquiries. Please direct inquiries to the appropriate Federal Project Officer.
6. References.
Older Americans Act of 1965, as amended, 42 USC §3056, et seq.; Older Americans Act
Reauthorization Act of 2016, Pub.L. 114-144 (April 19, 2016); Supporting Older
Americans Act of 2020, Pub.L.116-131 (March 25, 2020);
Consolidated Appropriations Act, 2021 [Including Coronavirus Stimulus & Relief],
Pub.L. 116-260 (December 27, 2020);
TEGL 17-20, Update 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, 2021);
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);
Federal Poverty Guidelines, Federal Register 86 FR 7732 (February 1, 2021); or HHS
website at https://aspe.hhs.gov/poverty-guidelines.
7. Attachments.
Attachment IA-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
USDOL/ETA
Senior Community Service Employment Program
PY 2021 Authorized Positions and Funding*
for State Agencies and Territories, by State
States Positions Dollars
State Agencies
Alabama 153 $1,486,856
Alaska 177 1,716,108
Arizona 110 1,067,654
Arkansas 151 1,460,656
California 710 6,884,079
Colorado 84 812,203
Connecticut 91 877,704
Delaware 177 1,716,108
District of Col 48 465,052
Florida 488 4,735,671
Georgia 184 1,781,608
Hawaii 177 1,716,108
Idaho 44 427,256
Illinois 322 3,124,363
Indiana 217 2,102,559
Iowa 106 1,028,355
Kansas 84 818,753
Kentucky 157 1,526,157
Louisiana 140 1,355,856
Maine 51 497,802
Maryland 114 1,106,955
Massachusetts 180 1,748,857
Michigan 276 2,678,962
Minnesota 197 1,906,058
Mississippi 103 995,604
Missouri 205 1,984,659
Montana 52 504,352
Nebraska 63 615,703
Nevada 44 427,256
New Hampshire 44 427,256
New Jersey 234 2,266,310
New Mexico 47 451,952
New York 547 5,305,523
North Carolina 217 2,102,559
North Dakota 50 484,702
Ohio 361 3,504,265
Oklahoma 133 1,290,356
Oregon 122 1,179,005
Pennsylvania 443 4,296,818
Puerto Rico 113 1,100,405
Rhode Island 45 432,302
South Carolina 113 1,093,855
South Dakota 57 556,752
Tennessee 169 1,637,507
Texas 459 4,454,019
Utah 55 537,102
Vermont 46 445,402
Virginia 180 1,742,307
Washington 122 1,185,555
West Virginia 93 903,903
Wisconsin 212 2,056,709
Wyoming 44 427,256
State Agencies Total 8,811 $85,451,134
Territories
American Samoa 94 908,723
Guam 94 908,723
Northern Marianas 31 302,909
Virgin Islands 94 908,723
Territories Total 313 $3,029,078
* Based on cost per position of $9,698, with enacted minimum wage increase effective 7/24/09
U. S. Department of Labor / Employment & Training Administration Attachment IB
Senior Community Service Employment Program
PY 2021 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 0 189 0 0 0 0 0 0 0 0 0 0 0 411 0 600
Alaska 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
Arizona 0 0 147 0 169 0 0 0 0 0 0 0 0 0 0 0 0 0 316
Arkansas 205 0 0 0 0 0 0 0 0 385 0 0 0 0 0 0 0 0 590
California 0 0 551 0 0 0 166 0 400 0 366 0 172 0 0 812 0 0 2,467
Colorado 141 0 0 0 0 0 0 0 0 0 0 0 0 0 0 186 0 0 327
Connecticut 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 356 356
Delaware 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 0 130 0 0 0 0 0 0 0 0 186
Florida 1,142 0 0 0 0 0 0 0 0 367 0 0 0 400 0 0 0 0 1,909
Georgia 223 0 0 0 0 0 0 0 0 0 494 0 0 0 0 0 0 0 717
Hawaii 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
Idaho 0 0 0 0 156 0 0 0 0 0 0 0 0 0 0 0 0 0 156
Illinois 0 103 0 0 172 81 0 0 385 90 0 0 0 0 0 0 366 0 1,197
Indiana 199 69 0 0 0 382 0 0 0 0 0 0 0 0 0 0 197 0 847
Iowa 238 176 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 414
Kansas 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 319 0 0 319
Kentucky 0 0 0 0 0 270 0 0 0 0 219 0 0 124 0 0 0 0 613
Louisiana 0 0 495 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 495
Maine 0 0 0 199 0 0 0 0 0 0 0 0 0 0 0 0 0 0 199
Maryland 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 445 0 445
Massachusetts 0 0 0 0 0 0 0 0 0 0 0 0 0 0 356 0 307 0 663
Michigan 0 0 0 0 0 0 0 0 0 804 0 0 0 226 0 0 0 0 1,030
Minnesota 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 752 0 752
Mississippi 0 0 0 0 0 0 0 0 0 156 0 0 0 0 0 0 243 0 399
Missouri 272 0 0 0 0 175 0 0 0 221 0 0 0 0 0 110 0 0 778
Montana 0 0 0 0 0 201 0 0 0 0 0 0 0 0 0 0 0 0 201
Nebraska 0 239 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 239
Nevada 159 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 159
New Hampshire 0 0 0 0 0 0 0 0 0 0 0 0 0 0 156 0 0 0 156
New Jersey 0 0 0 0 292 0 0 0 0 0 391 0 0 232 0 0 0 0 915
New Mexico 0 0 0 0 0 156 0 0 0 0 0 0 0 0 0 0 0 0 156
New York 0 0 0 442 137 0 0 0 86 0 215 0 0 303 0 0 555 342 2,080
North Carolina 0 0 0 0 0 0 0 0 0 179 216 0 0 0 0 0 452 0 847
North Dakota 0 0 0 0 0 0 0 0 0 0 0 194 0 0 0 0 0 0 194
Ohio 270 0 0 0 128 252 0 474 0 140 147 0 0 0 0 0 0 0 1,411
Oklahoma 0 0 0 0 389 0 0 0 0 0 0 0 0 0 0 0 0 0 389
Oregon 0 0 0 0 476 0 0 0 0 0 0 0 0 0 0 0 0 0 476
Pennsylvania 342 0 130 165 0 0 0 0 0 0 555 0 0 153 0 0 0 351 1,696
Puerto Rico 169 0 0 0 0 0 0 0 0 0 276 0 0 0 0 0 0 0 445
Rhode Island 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 172 172
South Carolina 0 0 0 0 0 441 0 0 0 0 0 0 0 0 0 0 0 0 441
South Dakota 0 0 0 0 0 0 0 0 0 0 0 201 0 0 0 0 0 0 201
Tennessee 0 0 0 0 0 0 0 0 0 0 157 0 0 0 0 0 504 0 661
Texas 1,016 0 0 0 0 0 0 0 0 0 0 0 0 0 0 333 391 0 1,740
Utah 0 0 0 0 216 0 0 0 0 0 0 0 0 0 0 0 0 0 216
Vermont 0 0 0 177 0 0 0 0 0 0 0 0 0 0 0 0 0 0 177
Virginia 233 0 0 0 0 243 0 0 0 0 208 0 0 0 0 0 0 0 684
Washington 256 0 0 0 0 164 0 0 0 0 0 0 0 0 0 0 0 0 420
West Virginia 0 0 0 0 0 0 0 0 0 0 364 0 0 0 0 0 0 0 364
Wisconsin 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 564 239 0 803
Wyoming 0 0 0 0 0 0 0 0 0 0 0 0 156 0 0 0 0 0 156
Total 4,865 587 1,379 983 2,324 2,365 166 474 871 2,472 3,608 395 328 1,438 512 2,324 4,862 1,221 31,174
* Based on cost per position of $9,698, with enacted minimum wage increase effective 7/24/09
U. S. Department of Labor / Employment & Training Administration Attachment IC
Senior Community Service Employment Program
PY 2021 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 $1,832,082 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $3,984,050 $0 $5,816,132
Alaska 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
Arizona 0 0 1,424,484 0 1,637,673 0 0 0 0 0 0 0 0 0 0 0 0 0 3,062,157
Arkansas 1,986,685 0 0 0 0 0 0 0 0 3,731,091 0 0 0 0 0 0 0 0 5,717,776
California 0 0 5,342,541 0 0 0 1,609,550 0 3,878,433 0 3,548,766 0 1,667,726 0 0 7,873,219 0 0 23,920,235
Colorado 1,368,445 0 0 0 0 0 0 0 0 0 0 0 0 0 0 1,805,182 0 0 3,173,627
Connecticut 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 3,449,025 3,449,025
Delaware 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
District of Col 0 0 542,898 0 0 0 0 0 0 1,260,300 0 0 0 0 0 0 0 0 1,803,198
Florida 11,077,339 0 0 0 0 0 0 0 0 3,559,881 0 0 0 3,879,979 0 0 0 0 18,517,199
Georgia 2,163,773 0 0 0 0 0 0 0 0 0 4,793,291 0 0 0 0 0 0 0 6,957,064
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 1,511,608 0 0 0 0 0 0 0 0 0 0 0 0 0 1,511,608
Illinois 0 999,246 0 0 1,668,643 785,815 0 0 3,735,044 873,127 0 0 0 0 0 0 3,550,717 0 11,612,592
Indiana 1,930,329 669,310 0 0 0 3,705,455 0 0 0 0 0 0 0 0 0 0 1,910,929 0 8,216,023
Iowa 2,310,722 1,708,769 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 4,019,491
Kansas 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 3,094,943 0 0 3,094,943
Kentucky 0 0 0 0 0 2,619,517 0 0 0 0 2,124,719 0 0 1,203,037 0 0 0 0 5,947,273
Louisiana 0 0 4,799,784 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 4,799,784
Maine 0 0 0 1,934,339 0 0 0 0 0 0 0 0 0 0 0 0 0 0 1,934,339
Maryland 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 4,314,560 0 4,314,560
Massachusetts 0 0 0 0 0 0 0 0 0 0 0 0 0 0 3,450,429 0 2,975,511 0 6,425,940
Michigan 0 0 0 0 0 0 0 0 0 7,795,237 0 0 0 2,191,199 0 0 0 0 9,986,436
Minnesota 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 7,291,475 0 7,291,475
Mississippi 0 0 0 0 0 0 0 0 0 1,512,566 0 0 0 0 0 0 2,356,112 0 3,868,678
Missouri 2,638,610 0 0 0 0 1,697,635 0 0 0 2,143,871 0 0 0 0 0 1,067,085 0 0 7,547,201
Montana 0 0 0 0 0 1,954,010 0 0 0 0 0 0 0 0 0 0 0 0 1,954,010
Nebraska 0 2,321,207 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 2,321,207
Nevada 1,540,915 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 1,540,915
New Hampshire 0 0 0 0 0 0 0 0 0 0 0 0 0 0 1,511,608 0 0 0 1,511,608
New Jersey 0 0 0 0 2,831,197 0 0 0 0 0 3,791,090 0 0 2,249,445 0 0 0 0 8,871,732
New Mexico 0 0 0 0 0 1,511,608 0 0 0 0 0 0 0 0 0 0 0 0 1,511,608
New York 0 0 0 4,287,430 1,328,909 0 0 0 834,206 0 2,085,515 0 0 2,939,120 0 0 5,383,538 3,317,423 20,176,141
North Carolina 0 0 0 0 0 0 0 0 0 1,734,940 2,093,559 0 0 0 0 0 4,380,967 0 8,209,466
North Dakota 0 0 0 0 0 0 0 0 0 0 0 1,881,883 0 0 0 0 0 0 1,881,883
Ohio 2,618,604 0 0 0 1,241,412 2,444,030 0 4,597,105 0 1,357,795 1,425,684 0 0 0 0 0 0 0 13,684,630
Oklahoma 0 0 0 0 3,770,322 0 0 0 0 0 0 0 0 0 0 0 0 0 3,770,322
Oregon 0 0 0 0 4,616,186 0 0 0 0 0 0 0 0 0 0 0 0 0 4,616,186
Pennsylvania 3,317,504 0 1,261,040 1,600,550 0 0 0 0 0 0 5,383,670 0 0 1,484,147 0 0 0 3,404,807 16,451,718
Puerto Rico 1,638,563 0 0 0 0 0 0 0 0 0 2,675,997 0 0 0 0 0 0 0 4,314,560
Rhode Island 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 1,665,499 1,665,499
South Carolina 0 0 0 0 0 4,275,217 0 0 0 0 0 0 0 0 0 0 0 0 4,275,217
South Dakota 0 0 0 0 0 0 0 0 0 0 0 1,947,453 0 0 0 0 0 0 1,947,453
Tennessee 0 0 0 0 0 0 0 0 0 0 1,523,167 0 0 0 0 0 4,889,659 0 6,412,826
Texas 9,855,159 0 0 0 0 0 0 0 0 0 0 0 0 0 0 3,230,086 3,792,684 0 16,877,929
Utah 0 0 0 0 2,091,709 0 0 0 0 0 0 0 0 0 0 0 0 0 2,091,709
Vermont 0 0 0 1,717,956 0 0 0 0 0 0 0 0 0 0 0 0 0 0 1,717,956
Virginia 2,258,196 0 0 0 0 2,355,114 0 0 0 0 2,015,900 0 0 0 0 0 0 0 6,629,210
Washington 2,481,949 0 0 0 0 1,589,999 0 0 0 0 0 0 0 0 0 0 0 0 4,071,948
West Virginia 0 0 0 0 0 0 0 0 0 0 3,527,710 0 0 0 0 0 0 0 3,527,710
Wisconsin 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 5,471,301 2,318,513 0 7,789,814
Wyoming 0 0 0 0 0 0 0 0 0 0 0 0 1,511,608 0 0 0 0 0 1,511,608
Total 47,186,793 5,698,532 13,370,747 9,540,275 22,529,741 22,938,400 1,609,550 4,597,105 8,447,683 23,968,808 34,989,068 3,829,336 3,179,334 13,946,927 4,962,037 22,541,816 47,148,715 11,836,754 302,321,621
* Based on cost per position of $9,698, with enacted minimum wage increase effective 7/24/09
Attachment ID
U. S. Department of Labor / Employment & Training Administration
Senior Community Service Employment Program
PY 2021 Authorized Positions* for Minority National Sponsors, by State
State IID NAPCA NICOA Total
Alabama 0 0 0 0
Alaska 0 0 0 0
Arizona 0 0 120 120
Arkansas 48 0 0 48
California 0 162 0 162
Colorado 0 0 0 0
Connecticut 0 0 0 0
Delaware 0 0 0 0
District of Col 0 0 0 0
Florida 0 0 0 0
Georgia 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
Kentucky 0 0 0 0
Louisiana 106 0 0 106
Maine 0 0 0 0
Maryland 0 0 0 0
Massachusetts 0 75 0 75
Michigan 0 0 0 0
Minnesota 0 0 19 19
Mississippi 37 0 0 37
Missouri 0 0 0 0
Montana 0 0 0 0
Nebraska 0 0 0 0
Nevada 0 0 0 0
New Hampshire 0 0 0 0
New Jersey 0 0 0 0
New Mexico 0 0 48 48
New 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 89 89
Oregon 0 0 0 0
Pennsylvania 0 53 0 53
Puerto Rico 0 0 0 0
Rhode Island 0 0 0 0
South Carolina 0 0 0 0
South Dakota 0 0 18 18
Tennessee 0 0 0 0
Texas 55 55 0 110
Utah 0 0 0 0
Vermont 0 0 0 0
Virginia 0 0 0 0
Washington 0 105 0 105
West Virginia 0 0 0 0
Wisconsin 0 0 17 17
Wyoming 0 0 0 0
Total 246 569 324 1,139
* Based on cost per position of $9,698, with enacted minimum wage increase effective 7/24/09
Attachment IE
U. S. Department of Labor / Employment & Training Administration
Senior Community Service Employment Program
PY 2021 Authorized Funding* for Minority National Sponsors, by State
State IID NAPCA NICOA Total
Alabama $0 $0 $0 $0
Alaska 0 0 0 0
Arizona 0 0 1,164,197 1,164,197
Arkansas 465,679 0 0 465,679
California 0 1,571,665 0 1,571,665
Colorado 0 0 0 0
Connecticut 0 0 0 0
Delaware 0 0 0 0
District of Col 0 0 0 0
Florida 0 0 0 0
Georgia 0 0 0 0
Hawaii 0 0 0 0
Idaho 0 0 0 0
Illinois 0 601,502 0 601,502
Indiana 0 0 0 0
Iowa 0 0 0 0
Kansas 0 0 0 0
Kentucky 0 0 0 0
Louisiana 1,028,374 0 0 1,028,374
Maine 0 0 0 0
Maryland 0 0 0 0
Massachusetts 0 727,623 0 727,623
Michigan 0 0 0 0
Minnesota 0 0 184,331 184,331
Mississippi 358,961 0 0 358,961
Missouri 0 0 0 0
Montana 0 0 0 0
Nebraska 0 0 0 0
Nevada 0 0 0 0
New Hampshire 0 0 0 0
New Jersey 0 0 0 0
New Mexico 0 0 465,679 465,679
New York 0 552,993 0 552,993
North Carolina 0 0 0 0
North Dakota 0 0 126,121 126,121
Ohio 0 0 0 0
Oklahoma 0 0 863,446 863,446
Oregon 0 0 0 0
Pennsylvania 0 514,187 0 514,187
Puerto Rico 0 0 0 0
Rhode Island 0 0 0 0
South Carolina 0 0 0 0
South Dakota 0 0 174,629 174,629
Tennessee 0 0 0 0
Texas 533,590 533,590 0 1,067,180
Utah 0 0 0 0
Vermont 0 0 0 0
Virginia 0 0 0 0
Washington 0 1,018,672 0 1,018,672
West Virginia 0 0 0 0
Wisconsin 0 0 164,928 164,928
Wyoming 0 0 0 0
Total 2,386,604 5,520,232 3,143,331 11,050,167
* Based on cost per position of $9,698, with enacted minimum wage increase effective 7/24/09
Attachment II
Senior Community Service Employment Program (SCSEP) Budget Narrative
Instructions Program Year 2021
Grantees must provide a detailed budget narrative that includes the information outlined below.
1. Detailed 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. Personnel. 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: Enter 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
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
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 Cost. Refers to costs incurred for common or joint objectives that benefit more
than one project. They may originate in your unit or in other parts of your organization
that supply goods, services, or facilities to the SCSEP grant. Most often, the term
"indirect costs" indicates costs incurred to support the overall operation of the
organization. Indirect costs may be both administrative and programmatic.
If you have a single funding source then you do not need an indirect cost rate. If you
have multiple funding sources, especially federal funding sources, that support the
operations and activities of the organization, you need an indirect cost rate.
An indirect cost rate equitably distributes costs to all benefiting activities. It provides for
the systematic allocation of indirect cost-to-cost objectives in reasonable proportion with
the benefits received. These costs are not readily assignable to specific awards and
activities because a direct relationship to cost objectives (such as grants, contracts,
fundraising, or services to members) cannot be shown or would be arbitrary in nature.
If you have an approved indirect cost rate, include a copy of the indirect cost agreement
or cost allocation plan, signed by the issuing Federal agency, as an attachment to the
grant proposal. Organizations with no prior approved indirect cost rate that intend to
charge indirect costs to the grant must develop an indirect cost rate proposal and submit it
to a cognizant agency no later than 90 days after the effective date of the agreement.
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 20 percent if you have requested and received approval from ETA per the
instructions in Attachment V). The SF-424A does not have a line item for Administrative
Attachment II
costs. 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
Senior Community Service Employment Program (SCSEP) Program Narrative
Instructions Program Year 2021
All grantees must provide a program narrative that concisely covers the areas below. As
indicated in the Training and Employment Guidance Letter, 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 PY 2020 State Plan.
1. Services to Minorities (OAA Title V, Section 515). 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. Using the PY 2019 SCSEP Minority Report (the Outcome
section of Volume II of the report was distributed to grantees via email on March 4, 2021 for
PY 2021 grant planning purposes; the Participation section of Volume II will be sent to
grantees around the end of April), as well as SPARQ and InfoSPACE data for PY 2020,
grantees must describe any significant disparities in enrollment levels or performance
outcomes for minority individuals identified in the PY 2019 report, the extent to which those
disparities existed in prior years, and the extent to which they continue to exist. Include:
a. The factors that may have caused these disparities in enrollment and outcomes; and
b. The steps you have already taken and/or plan to take to address any under-service or
disparities in outcomes for minorities.
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
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); or
Are homeless or are at risk for homelessness.
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
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
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
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
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
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
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
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
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, 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) (20 CFR 641.570(a)(3))). (This
section is relevant only if you are requesting a change.) To change your current 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 current, ETA-approved IDL policy and procedure.
b. Which of the options below you propose to adopt:
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 only).
iii. Option 3: Extensions to every participant who meets a specific subset of the eight
waiver factors. Indicate the length of the extension (e.g. one-time twelve-month
only, 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 Supportive Services (ATSS) (Older
Americans Act (OAA), Section 502(c)(6)(C), 42 USC 3056(c)(6)(C)). (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. Prepare your Budget Narrative so that it
is consistent with your ATSS request. If ETA denies your request, you must resubmit a
revised SF-424A and Budget Narrative.) The OAA permits ETA to grant an exception to the
75 percent minimum level of expenditures on participant wages and fringe benefits. This
exception allows you to use no 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 the
Program Year, you must provide:
a. A description of the activities for which you will spend the grant funds described in
paragraph 20 CFR 641.874(a)(3), an identification of the percentage of federal funds and
the dollar amount that will be dedicated to the training, and an assurance that any
remaining grant funds will be used for participant training, job placement assistance,
participant supportive services, and outreach, recruitment and selection, intake, orientation,
and assessment (20 CFR 641.874(a)(4)).
b. A description of how the provision of such activities will improve the effectiveness of the
project, including:
ATTACHMENT V
i. An assurance that no displacement of eligible individuals or limitation of positions
for such individuals will occur; and
ii. A description of whether the number of individuals served will be reduced, a plan
for meeting the service level goal, and an estimate of how the activities will
improve employment outcomes for the individuals served.
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 20
CFR 641.874. The budget and work plan must detail the additional training and
supportive services that will be provided to SCSEP participants, the associated cost for
each activity, and the number of participants who will benefit from the training. Please
ensure that items described in the work plan are also in the Budget Narrative.
d. Grantees with approved requests may choose to 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, you must provide a detailed
description of how you will allocate the funds among sub-recipients and must include a
detailed budget and work plan for each sub-recipient.
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 in order 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.
3. Extension of Average Project 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 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; and
ATTACHMENT V
c. Describe the exceptional 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 participants 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 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 the grantee.
4. 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.
5. Cross-Border Agreements (20 CFR 641.515(c)). (Approvals for 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.
6. 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 order 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 determination that a rotation is in the best interest of the
participant, and that rotation will further the acquisition of skills listed in the participant’s
individual employment plan.
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