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Library: Policy

340:105-10-104. Unexpended grant funds and carry-over policy

Revised 4-26-04

(a) Policy.  Area Agencies on Aging (AAAs) and their grantees are allowed to carry-over unexpended grant funds from the most recently completed budget year into the current program budget under prescribed circumstances.  Unexpended funds are funds that are obligated and encumbered but not yet disbursed by the AAAs or their grantees at the end of the budget year, and remain unliquidated for more than 30 days after the end of the period for which they were granted.

(b) Authority.  The authority for this Section is Part 1321.11 of Title 45 of the Code of Federal Regulations.

(c) Procedures.  The requirements for implementing this Section are outlined in this subsection.

(1) The grantee agency, the Title III project or the AAA, submits for approval to the grantor agency, the AAA or the State Agency, a final financial report for the most recently completed program or Area Plan year, which includes documentation of unexpended funds.

(2) The grantee agency submits to the grantor agency, for approval, a budget amendment outlining the proposed disposition of the unexpended funds.

(3) The grantor agency issues a notification of grant award (NGA) to the grantee agency authorizing the obligation, or carry-over, of the unexpended funds into the current program or Area Plan year.

(4) Only Title III Older Americans Act (OAA) federal funds are eligible for carry-over.

(5) Grantees may not carry-over Nutrition Services Incentive Program (NSIP) cash in lieu of commodities funds.  Unexpended NSIP funds revert to the NSIP.

(6) Grantees may not carry-over state funds.  Unexpended state funds revert to the State of Oklahoma.

(7) Unexpended AAA Title III-B administrative and direct service funds may not be carried over as direct service funds.  Such funds may be reverted to Title III-B service funds, or passed through, which may be sub-granted by the AAA via the request for proposals process, per OAC 340:105-10-101.

(A) directly attributable to greatly increased and unforeseen project income;

(B) directly attributable to factors beyond the reasonable control of the AAA or the Title III project; or

(C) otherwise explained to the satisfaction of the State Agency in a narrative justification.

(8) The AAA may request a carry-over of no more than two percent of the AAA federal OAA allotments.  Unexpended funds in excess of this amount result in a reduction of the current Area Plan state funds on a one dollar for one dollar ratio. This reduction in state funds may be waived if, in the judgment of the State Agency, the excessive unexpended funds are:

(9) In cases of repeated and unjustified unexpended Area Plan funds, the State Agency may elect to reduce the percentage of total state Title III-B funds available for use in the AAA's administration and direct service budgets.

(d) Cross reference.  See OAC 340:105-10-101.

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