Wyo. Code R. 048-0003-6
Aging Division
Chapter 6: Grant, Contract Fiscal Management
Effective Date: 07/25/1994 to 09/22/1995
Rule Type: Superceded Rules & Regulations
Reference Number: 048.0003.6.07251994
Chapter Name Grant,Contract Fiscal Management Chapter No.6 Date Filed 07/25/94 Expr Date Supr Date Repeal Date Document Type RULES
Section 1. Grant/Contract Fiscal Management. The Division shall manage all grants and contracts, which shall require:
(a) compliance with the Wyoming Uniform Accounting System, and the Division Financial Management and Accounting System Manual.
(b) submission of monthly and quarterly fiscal reports from each grantee/contractor, prepared in compliance with the above Manual.
(c) Annual audits will be conducted by the Division for each of the programs funded in the project period.
(i) Requests for bids will comply with the Department of Administration and Fiscal Control.
(ii) Notification of selected bid will be made after approval from the Governor.
(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/contractor within ninety (90) days after the audit report;
(B) unallowable costs will be paid back to the Division by the grantee/contractor;
(I) grantee/contractor may make payments to the Division;
(II) Division shall withhold funds of grantee/contractor;
(C) the right to a hearing may be requested under Chapter II, Section 5.
(d) Property and equipment shall be managed properly.
(i) All equipment/property purchased with state or federal fund 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 is completely depreciated, the grantee/contractor may dispose of it when it becomes inoperable.
(iv) If the equipment is still usable, the project may request a new piece of equipment and use the old one as a trade-in on the new piece of equipment.
(v) If a piece of equipment is still usable, but no longer needed by the grantee/contractor, the grantee/contractor 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 must be divided into the federal, state and local shares that were in force when the equipment was originally purchased. There will be reimbursement of the federal and state funds to the grant.
(vi) Kitchen equipment.
(A) Grantees/contractors serving fewer than twenty-five (25) meals per day shall not plan to purchase dishwashers.
(I) Warewashing will be handled in a three-hole sink.
(B) Ice machines will not be funded with nutrition or discretionary funding for Grantees/Contractors serving less than one hundred (100) meals per day and having locally available ice to purchase.
(C) Deep fat fryers will not be funded with nutrition or discretionary funding.
(D) Grantee/contractor will 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/contract by the following:
(a) notify the grantee/contractor of the intention to suspend/terminate the grant/contract within thirty (30) days 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/contractor 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, in writing, its decision to continue funding of the grantee/contractor.
(iii) the grantee/contractor has fifteen (15) days from the receipt of the notice to suspend/terminate funding to request, in writing to the Division, a hearing in accordance with Chapter II, Section 5.
(b) If commitments covered by the agreement are not met to the satisfaction of the Division, the Division shall notify the grantee/contractor, in writing, that funding has been suspended/terminated including reasons for the action and the effective date.
(c) The grantee/contractor may request a hearing under Chapter II, Section 5.
(a) A grant/contract will be reduced if:
(i) the project proposes to close a meal site;
(ii) a project closes a meal site;
(iii) a project is not serving the number of meals projected in the grant application;
(A) the Division will determine quarterly, based on reports from the project, that the number of meals projected is not being served by a project;
(v) an audit finding results in an exception;
(vi) a grantee/contractor fails to provide services as approved in the grant application;
(A) The Division will determine periodically, based on reports from the grantee/contractor, that the specified services are not being provided by that grantee/contractor.
(b) The Division will notify the grantee/contractor by certified mail that reduction of funds will occur which will include the specific amount and an effective date.
(c) Funds will be de-obligated from the grant/contract award and a revised Notification of Grant Award issued to the grantee/contractor.
(i) The grantee/contractor has fifteen (15) days from the receipt of the notice to request, in writing, to the Division, a hearing in accordance with Chapter II, Section 5.