Wyo. Code R. 048-0003-6
Aging Division
Chapter 6: Grant/Contract Fiscal Management
Effective Date: 12/05/2005 to Current
Rule Type: Current Rules & Regulations
Reference Number: 048.0003.6.12052005
AGING DIVISION OPERATIONAL RULES
Section 1. Grant Fiscal Management. The Division shall manage all grants and contracts, and shall require:
(a) Compliance with the Wyoming Information Network and the Division Financial Management and Accounting System Manual;
(b) Submission of monthly and quarterly fiscal reports from each grantee, prepared in compliance with the above Manual; and
(c) Annual audits will be conducted by each grantee for each of the programs funded in the project period.
(i) Grantees will follow the bid process contained in the Division Financial Management and Accounting System Manual.
(ii) Two copies of the annual audits will be sent to the State Audit and Compliance Division.
(iii) Resolution of audit findings:
(A) Findings will be reviewed and, if necessary, discrepancies and/or compliance issues will be resolved by a plan of action mutually agreed upon by the Division and grantee within ninety (90) days after the audit report.
(B) Unallowable costs will be paid back to the Division by the grantee.
(I) Grantee may make payment to the Division; or
(II) The Division shall withhold funds of grantee; or
(III) The grantee may request an administrative hearing under Chapter 2, Section 4.
(d) Property and equipment shall be managed properly.
(i) All equipment/property purchased with state or federal funds shall be inventoried annually in accordance with the Financial Management and Accounting System of the Division.
(ii) If a piece of equipment becomes inoperable, the project shall make plans to repair or replace the equipment.
(iii) If the equipment has completely depreciated, the grantee may dispose of it when it becomes inoperable.
(iv) If the equipment is still usable, the project may request replacement and utilize the old item of equipment as trade-in.
(v) If the equipment is usable, but no longer needed by the grantee, the grantee may:
(A) Transfer the equipment to another project for which the recipient may be required to make payment;
(B) Advertise the equipment for sale to the highest bidder;
(I) The funds from the sale of the equipment shall be divided into the federal, state and local shares that were in force when the equipment was originally purchased. There shall be reimbursement of the federal and state funds to the grant.
(vi) Kitchen equipment:
(A) Grantee shall refer to "Equipment Guide for On-Site School Kitchens" when planning to purchase kitchen equipment.
Section 2. Suspension/Termination. The Division shall suspend\terminate funding under a grant in the following manner:
(a) Notify the grantee of the intention to suspend\terminate the grant by certified mail that suspension/termination will occur within thirty (30) days of receipt; this notice will include the basis for the decision.
(i) The grantee may propose a written agreement with the Division on mutual actions to be taken in a specified period of time to avoid suspension\termination.
(ii) If an agreement is reached on a plan of action to rectify the situation causing suspension\termination, the Division will notify the grantee, in writing, of its decision to continue funding of the grantee.
(iii) The grantee may, within fifteen (15) days from the receipt of the notice to suspend/terminate funding, make a written request to the Division for an administrative hearing in accordance with Chapter 2, Section 5.
(b) If commitments covered by the agreement are not met to the satisfaction of the Division, the Division shall notify the grantee, in writing, that funding has been suspended/terminated including reasons for the action and the effective date.
(c) The grantee may request an administrative hearing under Chapter 2, Section 5.
Section 3. Reduction of Grant Funds.
(a) A grant will be reduced if:
(i) A project closes a meal site.
(ii) A project is not serving the number of meals or clients as projected in the grant application.
(iii) An audit finding results in an exception.
(iv) A grantee fails to provide services as approved in the grant application.
(A) The Division will determine periodically, based on reports from the grantee, that the specified services are not being provided by that grantee.
(b) The Division will notify the grantee by certified mail that reduction of funds will occur, including the specific amount and an effective date.
(c) Funds will be de-obligated from the grant award and a revised Notification of Grant Award issued to the grantee.
(i) The grantee may request an administrative hearing by writing to the Division within fifteen (15) days from the receipt of the notice and requesting an administrative hearing in accordance with Chapter 2, Section 4.