HomeMy WebLinkAboutGrants/CJAB - Pennsylvania Commission on Crime and Delinquency1
SUBGRANT AGREEMENT
According to OMB Uniform Guidance, provider is determined to be a subrecipient of Federal funds
THIS AGREEMENT made and entered into as of the date set forth below by and
between the County of Franklin (hereinafter “Subgrantee”) a fourth class county existing and
operating under the laws of the Commonwealth of Pennsylvania with an address of 272 North
Second Street, Chambersburg, Pennsylvania 17201 and South Central Community Action
Program (SCCAP) (hereinafter “Subrecipient”), a non-profit organization with an address of 533
South Main Street, Chambersburg, Pennsylvania 17201, (collectively referred to as “the Parties”).
WITNESSETH:
WHEREAS, The Subgrantee has received a grant from the Pennsylvania Commission on
Crime and Delinquency (hereinafter “PCCD”) Subgrant Number 41017 (hereinafter “Project”); and
WHEREAS, the Project is described in the grant application, a copy of which is attached as
Exhibit A and incorporated by reference as though set forth fully herein; and
WHEREAS, The Parties are agreeable to the transfer of funds by Subgrantee to
Subrecipient for the implementation of the Project; and
WHEREAS, the Board of Commissioners by majority vote at a regularly scheduled meeting
approved this Subgrant Agreement.
NOW, THEREFORE, the Parties hereto, intending to be legally bound herby, agree as
follows:
1.The above recitals are incorporated by reference and made a part of this Agreement as
though set forth fully herein.
2.South Central Community Action Program (SCCAP) is a Subrecipient of State funds
under this Agreement.
a.Subgrant Number: 41017
b.Project Period:1/01/2026 – 9/30/2026
3.Payment will be made to reimburse Subrecipient based on the budget in the approved grant
application which is attached and part of Exhibit A and incorporated by reference as
though set forth fully herein. Reimbursements will be made net of all Program Income
required to be reported.
4.The Subgrantee shall, as consideration for the rendering of services, reimburse actual costs
to the Subrecipient, out of grant funds received to support the Project, a sum not to exceed
sixty thousand, five hundred dollars ($60,500.00) for a period between 1/01/2026 and 09/30/2026:
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fifty thousand dollars ($50,000.00) for Contingency Funds and ten thousand, five hundred dollars
($10,500.00) for Moving Forward.
5.Reimbursement for actual expenses shall be made by the Subgrantee to Subrecipient on a
monthly or quarterly basis upon receipt of properly documented invoices. Subrecipient
shall submit payment requests to mshoff@franklincountypa.gov prior to monthly payments
being made by Subgrantee. Backup documentation for expenditures should be maintained
according to Chapter 6 pages 42-43 of the attached Applicant’s Manual, attached as
Exhibit B and incorporated by reference as though set forth fully herein. Backup
documentation for submitted expenses must be made available as auditable records for a
period of at least five (5) years after the filing of final fiscal and programmatic reports.
6.All subgrant funds delivered by PCCD to the Subgrantee shall be promptly deposited in an
account in its treasury and properly documented. All payments to the Subrecipient from
such funds shall be made by checks drawn by Subgrantee’s Treasurer in favor of the
Subrecipient.
7.Subgrant Conditions. Subrecipient understands that while funds have been provided by
PCCD and Subgrantee is ultimately responsible for the Project, Subrecipient is bound by
the Standard Subgrant Conditions, and PCCD Applicant’s manual attached and marked as
Exhibit C, and Exhibit B and incorporated by reference as though set forth fully herein.
Subrecipient, in executing this agreement, agrees it has read said conditions and agrees to
be bound by them to the extent applicable to Subrecipient. To the extent any term of this
agreement conflicts with a term of the Subgrant Conditions, the Subgrant Conditions shall
control.
8.Failure to Perform, Repayment to Subgrantee.
a.Should it be determined by any government agency or authority, including, but not
limited to the Commonwealth of Pennsylvania, PCCD, and/or the Subgrantee, that
Subrecipient was or is not eligible for funds, in whole or in part, granted hereunder,
and/or if the Subrecipient does not comply with applicable law, rules conditions, or
regulations, and/or if the Subrecipient fails to perform according to this Agreement,
the Subgrantee shall be entitled to repayment and/or reimbursement of all such funds.
b.Funds shall be repayable to Subgrantee within five (5) days of receipt of written
demand by Subgrantee in a form reasonably acceptable to the Subgrantee.
9.The Subrecipient’s accounting procedures must properly and accurately document the
accurate and timely record of receipts of funds by source, expenditures and unexpended
balances. The Subrecipient shall maintain adequate fiscal controls to ensure that charges to
the Project funds are for allowable costs as provided for in the approved project budget and
that documentation is readily available to verify the accuracy of such charges.
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10.The Subrecipient, upon request, shall make available all directly pertinent books and
records for inspection and audit by the Subgrantee, PCCD or any of their auditors or
affiliates. The Subrecipient shall retain in its possession in the Commonwealth of
Pennsylvania all books and records directly pertinent to the Project expenditures for a
period of at least five (5) years after the termination of this agreement. This requirement
shall survive the term of this Agreement.
11.This agreement and the funds to come due hereunder shall not be assigned by the
Subrecipient.
12.Nondiscrimination/Sexual Harassment Clause.
Subrecipient agrees:
1.Subrecipient shall not discriminate against any employee, applicant for
employment, or any person seeking the Services of the Subrecipient to be provided under this
Agreement by reason of race, gender, creed, color, sexual orientation, gender identity or
expression, or in violation of the Pennsylvania Human Relations Act, which prohibits
discrimination on the basis of race, color, religious creed, ancestry, age, sex, national origin,
handicap or disability, or in violation of any applicable local, state, or federal laws.
a.Subrecipient shall establish and maintain a written nondiscrimination and sexual
harassment policy and shall inform their employees of the policy. The policy must
contain a provision that sexual harassment will not be tolerated and employees who
practice it will be disciplined. Posting this Nondiscrimination/Sexual Harassment
Clause conspicuously in easily accessible and well-lighted places customarily
frequented by employees and at or near where the grant services are performed shall
satisfy this requirement.
b.Subrecipient shall not discriminate in violation of the PHRA and applicable federal
laws against any subcontractor or supplier who is qualified to perform the work to
which the grant relates.
c.Subrecipient represents that it is presently in compliance with and will maintain
compliance with all applicable federal, state, and local laws and regulations relating to
nondiscrimination and sexual harassment. Subrecipient further represents that it has
filed a Standard Form 100 Employer Information Report, if required:
i.(“EEO-1”) with the U.S. Equal Employment Opportunity Commission
(“EEOC”) and shall file an annual EEO-1 report with the EEOC as required for
employers subject to Title VII of the Civil Rights Act of 1964, as amended, that
have 100 or more employees and employers that have federal government
contracts or first-tier subcontracts and have 50 or more employees. The
Subrecipient, upon request and within the time periods requested by the
Commonwealth, will furnish all necessary employment documents and records,
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including EEO-1 reports, and permit access to their books, records, and accounts
by the granting agency and the Bureau of Small Business Opportunities (BSBO),
for the purpose of ascertaining compliance with the provisions of this
Nondiscrimination/Sexual Harassment Clause.
d.Subrecipient shall have an obligation to inform the County and Commonwealth if, at any
time during the term of the grant Agreement, it becomes aware of any actions or
occurrences that would result in violation of these provisions.
13.ADA compliance. Pursuant to federal regulations promulgated under the authority of the
Americans with Disabilities Act (ADA), 28 CFR 35.101 et seq., the Subrecipient
understands and agrees that no individual shall, on the basis of the disability, be excluded
from participation in activities or services provided for under this agreement.
14.The Subgrantee reserves the right to terminate this Agreement for cause upon thirty (30)
days written notice, subject to the Subrecipient’s entitlement to payment for services
properly rendered and allowable costs incurred prior to the date of termination.
15.Responsibility. Subrecipient represents warrants and certifies for itself and all its
subcontractors, that as of the date of execution of this agreement, that neither Subrecipient
nor any contractor of subcontractor are currently under suspension or debarment, or
proposed for suspension or debarment, by the Commonwealth or any governmental entity,
instrumentality or authority. If Subrecipient is subsequently suspended, debarred, proposed
for suspension or debarment, or enters into a subcontract under this Agreement with any
subcontractor who are currently, or who subsequently become, suspended, debarred or
proposed for suspension or debarment, Subrecipient shall provide prompt written notice
thereof to Subgrantee, and Subgrantee shall have the right to either (i) require Subrecipient
to terminate such subcontracts, or (ii) terminate this Agreement immediately.
16.Subrecipient understands that funding provided to Subrecipient by Subgrantee pursuant to
this Agreement is subject to the receipt of funds by PCCD and the non-termination of the
Subgrant Agreement. Subrecipient agrees to hold Subgrantee harmless for any funds not
received for termination of the Subgrant Agreement by PCCD or for lack of funding.
17.Indemnification. Subrecipient, its agents, employees, representatives and anyone acting
within the scope of their official duties on Subrecipient’s behalf shall be responsible for and
agrees to indemnify and hold harmless Subgrantee, its officers, elected officials, agents,
representatives, and employees from any claim, loss, damages, lawsuit, cost, charge and/or
assessment brought against Subgrantee. Additionally, Subrecipient agrees to indemnify and
hold harmless Subgrantee from injury to any person or damages to property and any other
losses, damages, expenses, claims, demands, suits and actions, including reasonable
attorneys’ fees and court costs, by any party against Subgrantee as a result of Subrecipient’s
performance of services under this Agreement or breach of this Agreement.
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18.Independent Contractors. Subrecipient is a not-for-profit provider. Subrecipient is an
independent contractor and nothing in this Agreement shall be interpreted as creating an
employer/employee relationship. Subrecipient does not have the power or authority to bind
Subgrantee in any promise, agreement or representation unless Subgrantee provides advance
written permission.
19.Force Majeure. Subgrantee and Subrecipient shall not be held responsible for any delay,
default, or nonperformance directly caused by an act of God, unforeseen adverse weather
events, accident, labor strike, fire, explosion, riot, war, rebellion, terrorist activity,
sabotage, flood, act of federal or state government, labor, material, equipment, or supply
shortage.
20.Applicable Law/Venue. This Agreement shall be construed and interpreted in accordance
with the laws of the Commonwealth of Pennsylvania, and in the event of a dispute the
venue of any action brought hereunder shall be in the Court of Common Pleas for the
Thirty-Ninth Judicial District of Pennsylvania-Franklin County Branch.
21.Assignment. This Agreement, including without limitation any rights under or interest in
this Agreement shall not be assigned by either party without the express written consent of
the other party hereto. The provisions of this Section shall survive the completion or
termination of this Agreement for any reason and shall remain enforceable between the
Parties.
22.Entire Agreement/Amendments. This Agreement contains the entire Agreement between
the parties and no other agreement, oral or otherwise, regarding the subject matter of this
Agreement, shall be deemed to exist or bind any of the parties. This Agreement cannot be
modified, except by a written amendment signed by the Parties hereto.
23.Severability. If any term, provision, covenant, or condition of this Agreement is held by a
court of competent jurisdiction to be invalid, void or unenforceable, the remainder of the
provisions hereof shall remain in full force and effect and shall in no way be affected,
impaired, or invalidated as a result of such decision.
24.Insurance Requirements.
Per this agreement the subrecipient agrees and shall have and provide the following
regarding insurance:
A.Insurance Requirements:
1. General Liability coverage:
Recipient shall, at its own expense, maintain Commercial General Liability Insurance with
minimum limits of One Million Dollars ($1,000,000.00) per occurrence, Two Million Dollars
($2,000,000.00) annual aggregate for personal injuries death, and property damage.
2. Business Automobile Liability Insurance coverage:
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Recipients shall, at their own expense, maintain business auto liability insurance with a
minimum limit of $500,000 per accident and including coverage for all of the
following: (a) Liability arising out of the ownership, maintenance or use of any auto (if
no owned autos, then hired and non-owned autos); and (b) Automobile contractual
liability.
3. Worker’s Compensation coverage:
Recipients shall, at their own expense, maintain Workers’ Compensation insurance
with statutory limits as required by Pennsylvania law; employer’s liability insurance
with minimum limits of $100,000 each accident for bodily injury by accident,
$100,000 each employee for bodily injury by disease; and $ 500,000 policy limit for
bodily injury by disease.
4. Cyber Insurance Liability coverage:
The Recipient shall have a cyber liability insurance policy with a $1 million per
occurrence limit, a $1 million aggregate limit, and a $1,000 deductible.
5. Personal Liability and Employee Dishonesty coverage:
The Recipient shall have Personal Liability policy for their employees with a
$100,000 per occurrence limit and an Employee Dishonesty policy with a minimum of
$25,000 per employee coverage.
B.Reporting Requirements:
The County of Franklin shall have no responsibility for the reporting
of insured occurrences or for the payment of any insurance premiums.
Per the PCCD Applicants Manual, the Subrecipient agrees to provide evidence that the
Project Director, Financial Officer and Board Officers, and any employee that is
responsible for the receipt and expenditure of funds are included in an employee dishonesty
insurance policy for 30% of the funds requested or 10% of the organization’s budget,
whichever is greater. The PCCD also requires insurance coverage mandated by Federal,
State, and Local regulations.
The Subgrantee requires evidence of all insurances mentioned above in addition to those as
required by the PCCD, along with commercial general liability, automobile liability,
professional liability, employers’ liability, and workers’ compensation, which shall be
provided in the form of a Certificate of Insurance. The Subrecipient shall name the
Subgrantee, its officers, elected officials, agents, representatives, and employees as
additional insureds from injury to any person or damages to property and any other losses,
damages, expenses, claims, demands, suits and actions by any party against Subgrantee as a
result of Subrecipient’s performance of services under this Agreement or breach of this
Agreement.
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IN WITNESS WHEREOF, the parties here to have caused this agreement to be executed by their
duly authorized representatives the day and year first above written.
APPROVED BY COUNTY OF FRANKLIN on _________________, 2026.
ATTEST:
Caryn Burns, South Central Community Action Program (SCCAP) CFO
Megan Shreve, South Central Community Action Program (SCCAP) CEO
ATTEST: COUNTY OF FRANKLIN
Carrie Gray Dean A. Horst, Commissioner, Chairman
Chief Clerk/County Administrator
John T. Flannery, Commissioner
Robert G. Ziobrowski, Commissioner
Exhibit A
Exhibit B
Exhibit C
Appendix X
Caryn Burns (Mar 2, 2026 10:28:27 EST)
Caryn Burns
PENNSYLVANIA COMMISSION ON CRIME AND DELINQUENCY
PROJECT MODIFICATION REQUEST
Grant Number: 2022-CO-0 1-4101 7 Amendment Number: 6
Grantee: Franklin County Commissioners Created Date: l/28/2026
County: Franklin Award Date: 12/13/2023
Project Title: Franklin County COSSUP
Approved Project Period: From: 10/1/2023 To: 9/30/2026 Modified Project Period: From: 10/1/2023 To: 9/30/2026
Total Approved Budget by a. Current Grant Budget
FUND SOURCE:
Federal 537,500.00
State 0.00
Pmjectlncome 0.00
Interest 0.00
State Match 0.00
Cash Match (New Apptop.) 0.00
In-Kind Match 0.00
Projectincotne Match o.oo
TOTAL 537,500.00
Budgetary Infonnation a. Current Grant Budget
Personnel 28,732.00
Employee Benefits 6,038.00
Travel (Including Training) 0.00
Equipment 0.00
Supplies & Operating Expenses 432,524.00
Consultants 70,206.00
Construction 0.00
Other 0.00
TOTAL 537,500.00
Signa�es: L4a,uilJ.. 02/02/2026
Financial Officer: Ms. Janelle Friese Date
FOR PCCD USE ONLY
Recommendation:
Program Staff Approval Date
Program Manager Approval Date
b. Requested Grant Budget
537,500.00
o.oo
0.00
0.00
0.00
0.00
0.00
', 0.00
537,500.00
b. Requested Grant Budget
28,732.00
6,038.00
0.00
0.00
382,524.00
120,206.00
0.00
0.00
537,500.00
Metod/e Hoff ........... .. Hr,if,dw I loif :11·11 ), ;/!)(, ()'I VI O'I 1-',I:
c. Net Change Plus (minus) Dollar
Amounts
0.00
0.00
0.00
0.00 ., ., ., ., ., ., ., ., .,
0.00
0.00
0.00
0.00
0.00
c. Net Change Plus (minus) Dollar
Amounts
0.00
0.00
0.00
0.00
(50,000.00)
50,000.00
0.00
0.00
0.00
02/02/2026
Project Director: Ms. Melodie S Hoff Date
Fiscal Staff Approval Date
Fiscal Manager Approval Date
Page 1 of 18
Exhibit A
May 2025
Applicant’s Manual
Financial and
Administrative Guide for
Grants
Exhibit B
Page 2 of 42
TABLE OF CONTENTS
PREFACE ........................................................................................................................................................ 4
REPORTING FRAUD WASTE AND ABUSE ....................................................................................................... 5
CHAPTER 1 - INTRODUCTION ........................................................................................................................ 6
What is the Pennsylvania Commission on Crime and Delinquency (PCCD)? ............................................ 6
Advisory Structure of PCCD ....................................................................................................................... 6
PCCD’s Funding Announcement Service ................................................................................................... 6
How to Use This Manual ........................................................................................................................... 6
PCCD Funding ............................................................................................................................................ 7
A Final Note ............................................................................................................................................... 7
CHAPTER 2 – PREPARING A GRANT APPLICATION ........................................................................................ 8
Pre-Application Recommendations .......................................................................................................... 8
Conflict of Interest and Ethics ................................................................................................................... 8
Hatch Political Activity Act ........................................................................................................................ 8
Non-Supplantation .................................................................................................................................... 9
Inherently Religious Activities ................................................................................................................. 10
Federal Transparency Act Certification................................................................................................... 11
Requirements for Grant Applications for Federal Funds ........................................................................ 11
Special Requirements for Certain Grant Applications ............................................................................ 11
Special Requirements for Private Non-Profit Agencies .......................................................................... 12
Registration as a Commonwealth Vendor .............................................................................................. 12
Egrants Registration for Agencies ........................................................................................................... 13
Egrants Registration for Individuals ........................................................................................................ 13
Creating an Application ........................................................................................................................... 13
Application/Grant Number ..................................................................................................................... 13
Application Sections in Egrants ............................................................................................................... 13
Printing Your Application ........................................................................................................................ 14
Payment Information .............................................................................................................................. 14
CHAPTER 3 – PROCUREMENT AND BUDGET PREPARATION ...................................................................... 15
Procurement Standards .......................................................................................................................... 15
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Procurement by Noncompetitive Proposal Approval Procedure ........................................................... 18
Allowability of Costs ................................................................................................................................ 19
Budget Categories ................................................................................................................................... 20
Match Requirements .............................................................................................................................. 26
Indirect Costs .......................................................................................................................................... 27
CHAPTER 4 – POST-AWARD OBLIGATIONS ................................................................................................. 28
Grant Award and Project Implementation ............................................................................................. 28
Accounting System Requirements .......................................................................................................... 29
Obligation and Expenditure of Funds ..................................................................................................... 30
Fiscal Accountability................................................................................................................................ 30
Property Inventory Record ..................................................................................................................... 31
Vendor Invoices ...................................................................................................................................... 32
Reporting Requirements ......................................................................................................................... 32
Evaluation and Monitoring ..................................................................................................................... 33
Project Modification ............................................................................................................................... 33
Interest Earned on Federal Funds ........................................................................................................... 34
Program Income ...................................................................................................................................... 34
Disposition of Property on Termination of Grant ................................................................................... 35
Project Close-Out .................................................................................................................................... 35
CHAPTER 5 – PROJECT AUDIT AND RECORDS RETENTION ......................................................................... 36
Federal Funds .......................................................................................................................................... 36
State Funds ............................................................................................................................................. 38
Audit by PCCD or Governmental Auditor ............................................................................................... 38
Audit Reports by PCCD or Governmental Auditor .................................................................................. 39
Audit Confirmation Requests .................................................................................................................. 39
Records Retention ................................................................................................................................... 40
Links to Forms and Other Useful Documents ............................................................................................. 42
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PREFACE
This manual is being provided to help you understand the Pennsylvania Commission on Crime
and Delinquency (PCCD) grant programs. We feel the manual will answer many of your grant
administration related questions; however, we encourage you to visit our website for the most
comprehensive information on PCCD and the services we offer.
PCCD website www.pccd.pa.gov
PCCD toll-free number (800) 692-7292
PCCD Grants Management Email RA-PCCDGrantsMgmt@pa.gov
U.S. Mail Address P.O. Box 1167
Harrisburg, PA 17108-1167
*Location
(for Package Express Service)
3101 North Front Street
Harrisburg, PA 17110
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REPORTING FRAUD WASTE AND ABUSE
If you know about waste, fraud, abuse, conflict of interest, bribery, gratuity, or other similar
misconduct, or whistleblower reprisal relating to a Pennsylvania Commission on Crime and
Delinquency (PCCD) employee, program, contract, or grant, you may report it to the PCCD
Fraud Hotline.
You may file a claim using any of the methods below. Please provide as much information as
possible so the correct program, grant, contract, etc. can be identified.
• Submit report online
• Submit report by email to ra-cd-fraud-hotline@pa.gov
• Call PCCD’s Fraud Hotline at 717-525-5031
• Mail:
PA Commission on Crime and Delinquency
P.O. Box 1167
Harrisburg, PA 17108-1167
If your claim involves federal funds administered by PCCD, the following federal regulation
applies:
The grantee must promptly refer to the DOJ Office of Inspector General any credible evidence
that a principal, employee, agent, contractor, subgrantee, subcontractor, or other person has
either –
1. Submitted a false claim for grant funds under the False Claims Act; or
2. Committed a criminal or civil violation of laws pertaining to fraud, conflict of interest,
bribery, gratuity, or similar misconduct involving grant funds.
Potential fraud, waste, abuse, or misconduct should be reported to the OIG by –
• Mail:
Office of the Inspector General
U.S. Department of Justice
Investigations Division
950 Pennsylvania Avenue, N.W.
Room 4706
Washington, DC 20530
• Email: oig.hotline@usdoj.gov
• Hotline (contact information in English and Spanish): (800) 869-4499
• Hotline fax: (202) 616-9881
For additional information, please visit the DOJ OIG website.
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CHAPTER 1 - INTRODUCTION
What is the Pennsylvania Commission on Crime and Delinquency
(PCCD)?
PCCD is authorized under Act 274 of 1978, 71 P.S. §1190.32, as amended, to undertake criminal
and juvenile justice planning, coordination, and policy analysis. PCCD provides the
Commonwealth with a central source of planning, statistical analysis, and program development
for the improvement of the state's justice system. The agency provides data analysis, research
and legislative recommendations to the Governor's Office, General Assembly, concerned local
officials and system practitioners.
Additionally, PCCD is responsible for the administration of state and federal grant programs to
assist government and private organizations prevent and reduce crime, provide services to
victims of crime, enhance the quality of justice for all Pennsylvanians, and help alleviate the
financial burdens resulting from the commission of a crime.
PCCD does not accept unsolicited applications for grant funds.
Advisory Structure of PCCD
There are a number of advisory bodies within PCCD. These advisory committees perform
important planning functions and make recommendations to the full Commission or Committee
on individual applications for grants. More information about PCCD’s advisory committees may
be found on our website.
PCCD’s Funding Announcement Service
PCCD provides a funding announcement service for all interested current and potential
applicants. This service notifies the applicant of available funds via an email. If you are
interested in taking advantage of this service, visit PCCD’s website, select the “Applicant
Resources” link under the “PCCD Funding” header, and then select “Funding Opportunities.”
Follow the instructions in the subsection titled Sign Up for Alerts.” Additionally, all current
funding opportunities may be viewed by the public by visiting PCCD’s website at
https://www.pa.gov/agencies/pccd.html and selecting the ‘Active Funding’ link.
How to Use This Manual
This manual is to be used by any agency planning to submit an application for PCCD grant funds
in response to a competitive solicitation, or an invitation to apply for a formula grant. If you are
not certain of your status, please contact PCCD before continuing.
As its name implies, this manual serves two functions: as an applicant’s manual and as a
financial and administrative guide for grants. The Applicant's Manual and Egrants are the
primary tools used in applying for PCCD funds under its various grant programs. All
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applications are completed online through Egrants and include sections specific to the
requirements of the type of funds for which you are applying. This manual provides a general
overview of the application process as well as instructions for completing a budget, in
compliance with the various federal, state and PCCD guidelines. The individual sections of the
Egrants application explain any additional information that may be required of you. These
requirements may vary depending on the grant program.
PCCD Funding
Funds distributed by PCCD originate from federal and state sources. The enabling legislation or
the agencies that provide the various funds may have different requirements regarding the
eligibility of the recipients and the allowable uses for its funds. Therefore, not all funds are
available to all organizations. PCCD may also impose other restrictions on the use of the funds
provided by the grants. It is important to know the source of the funds for your grant, as this will
determine the constraints placed on the use of the funds and the project reporting requirements.
Detailed information on the requirements of specific grants is included in the funding
announcements for those grant opportunities.
PCCD offers funding under a broad range of program areas. Information on the different
programs, services, and funding offered by PCCD and be found on our website at:
https://www.pa.gov/agencies/pccd/programs-and-services.html
A Final Note
You are encouraged to read this manual carefully as it explains important steps in obtaining grant
funds from PCCD. Adhering to instructions in the manual will assist in the proper preparation of
the grant application and will help ensure a successful project outcome. After your project is
funded by PCCD, you will find the manual useful as a reference document. If questions arise that
are not sufficiently addressed, we urge you to visit our website, www.pccd.pa.gov, or contact the
appropriate PCCD staff by calling the toll-free number listed in the Preface of this manual or
emailing RA-PCCDGrantsMgmt@pa.gov.
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CHAPTER 2 – PREPARING A GRANT
APPLICATION
IMPORTANT NOTE: Application for funding is made through PCCD’s Egrants system. Please
refer to the PCCD website and Egrants for funding announcements, current deadlines, and up-to-
date requirements for completion of the application specific to your grant program.
Pre-Application Recommendations
All prospective applicants are encouraged to follow the steps outlined below before preparing an
application to obtain a grant from PCCD. The grant application becomes a legal contract
between PCCD and the applicant after all approvals and necessary signatures have been
obtained.
Conflict of Interest and Ethics
Applicants, members of their boards of directors, their officers and employees shall not engage
in conduct that constitutes a conflict of interest relating to the grant project. Such conduct shall
include using the grant project for private gain or creating the appearance of such use, or
otherwise undermining the confidence of the public in the integrity of PCCD or the federal
funding entity. Requests for proposals (RFPs) for bids issued by the Applicant to implement the
project shall provide notice to prospective vendors that the federal Organizational Conflict of
Interest Guidelines is applicable and that contractors that develop or draft specifications,
requirements, statements of work and/or RFPs for a proposed procurement shall be excluded
from bidding or submitting a proposal to compete for the award of such contract.
Grant Projects are governed by all Commonwealth provisions relating to conflict of interest and
ethics, and all Applicants, members of their boards of directors and their officers and employees,
must comply with any applicable provisions, including those in the State Adverse Interest Act,
71 P.S. §§776.1-776.8, and the Public Official and Employee Ethics Act,
65 Pa.C.S. §§1101-1113. Applicants, their board members and officers and employees shall not
have any such interest and shall not acquire any interest, direct or indirect, that would conflict in
any manner or degree with the performance of the grant project services. Applicants, in the
performance of the Grant Agreement, shall not knowingly employ any entity having such
interest. Applicants must agree to follow the procurement standards set forth in PCCD’s
Applicant’s Manual in engaging any subcontractors in connection with the grant project.
Hatch Political Activity Act
With some exceptions, officers and employees of the state or local government agency engaged
in a federally financed activity are subject to the Hatch Political Activity Act,
5 U.S.C. §§ 1501-1508, if their principal employment is in connection with such activity.
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It has been held by the courts that a person's part-time position may be their "principal
employment" within the meaning of that act.
State and local government employees working under the auspices of federal grants may take an
active part in political management and in political campaigns, provided that such activities are
not prohibited by state and local law. State civil service employees are prohibited from engaging
in political activities by Section 905.2 of the state Civil Service Act. (Several departments and
agencies are covered by separate state statutory prohibitions against engaging in political
activities.) The Hatch Act provides that state and local government employees working under the
auspices of federal grants may not (a) use their official authority or influence for the purpose of
interfering with or affecting the result of an election or a nomination for office; (b) directly or
indirectly coerce, attempt to coerce, command, or advise a state or local officer or employee to
pay, lend, or contribute anything of value to a party, committee, organization, agency, or person
for political purposes; or (c) be candidates for elective office.
If the United States Civil Service Commission, after a hearing, determines that a violation of
Section 1502 has occurred, warranting the dismissal of the officer or employee, it notifies him
and his agency of such determination. If, within 30 days after such notice, the offending officer
or employee has not been dismissed or though dismissed, has been reappointed within 18
months, the federal grantor agency will be required to withhold from its grants to the agency to
which notice was given an amount equal to two years' pay at the rate the officer or employee was
receiving at the time of the violation.
Non-Supplantation
PCCD grant funds (both federal and state funds) must be used to supplement existing efforts.
PCCD grant funds may not be used to supplant (replace) state or local funds that have been
appropriated for the same purpose. PCCD funding is not to be used as a replacement for these
funds, but in addition to funds that are made available for services.
PCCD requires that an applicant for a grant certify to the fact that the grant funds, if approved,
will not be used to supplant existing funds. By submitting an application to PCCD and accepting
funds disbursed pursuant to the grant, the applicant is certifying that the requested federal funds:
1) will not be used to supplant or replace state or local funds already allocated; and 2) will be
used to fund new projects or expand or enhance existing projects.
In the event the applicant cannot certify as to the non-supplantation requirements and there is a
reduced investment in program-related services, there must be an explanation demonstrating that
the reduced commitment would have resulted if PCCD grant funds were not available.
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Inherently Religious Activities
1. All recipients of grant funding (grantees), awarded by PCCD shall adhere to the below stated
requirements:
a. Grant funds shall not be used to support inherently religious activities, such as worship,
religious instruction, or proselytization.
b. Grant funds shall not be used to purchase religious materials or pay for the supervisory,
administrative, labor, or other costs of construction, maintenance, or repair of buildings
that are used primarily as houses of worship or primarily for inherently religious activities
unless funding is made available specifically for this purpose.
c. The grantee’s officers, employees, and volunteers shall not promote inherently religious
beliefs or activities as part of the PCCD funded project. They shall not pressure or coerce
any beneficiary of or participant in the funded program to attend or participate in any
inherently religious activities.
d. If the grantee offers or engages in inherently religious activities, the activities must occur
separately in time or location from the funded program, must be voluntary, and must
occur in a manner that protects beneficiaries of and participants in the funded program
from any pressure or coercion to take part in the activity.
e. The grantee shall adhere to all PCCD requirements related to the accounting and tracking
of grant funds separately from other funds.
f. In identifying or admitting beneficiaries of or participants into the funded program, and in
rendering assistance to beneficiaries of and participants in the funded program, the
grantee must not discriminate against or among beneficiaries or participants based on
religion, a religious belief, a refusal to express or hold a religious belief, or a refusal to
attend or participate in an inherently religious activity.
g. If a statute or regulation applicable to particular grant funds prohibits the recipient of the
funds from discriminating in hiring or employment based on religion, then the grant
agreement between PCCD and the grantee must also incorporate that prohibition.
2. PCCD shall monitor for compliance with the provisions of Paragraph 1. Such monitoring
may include the following:
a. Site visits (unannounced when reasonable), as reasonably necessary in response to
complaints alleging violations of the terms of Paragraph 1, or on PCCD’s own initiative
where there exists reasonable belief that a violation has or may have occurred.
b. Reviews of fiscal reports submitted by the grantee that relate to the grant funds; further
review of financial and/or accounting records maintained by the grantee as reasonable
necessary in response to complaints alleging violations of the terms of Paragraph 1 or
where there exists reasonable cause to believe that a violation has or may have occurred;
and imposition, upon receipt of a complaint or other reasonable cause, of such additional
reporting requirements upon the grantee as may be reasonable necessary in order for
PCCD to determine whether a violation of the terms of Paragraph 1 has occurred or to
prevent future violations.
c. Preparation of written reports documenting each visit referenced in Paragraph 2.a. above.
d. Such other measures as may be required by applicable law and contractual provisions.
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3. PCCD shall require any grantee that contracts or subgrants any portion of the grant funds to a
third-party contractor or subgrantee to include the requirements of Paragraph 1 in the third-
party contract or subgrant terms, and to monitor the contractor’s or subgrantee’s compliance
with those requirements.
4. If a complaint is received related to conduct that may be prohibited regarding inherently
religious activities, PCCD may investigate or refer for outside investigation depending on the
circumstances associated with the complaint. Confirmed violations of these standards may
result in remediation up to and including grant termination.
Federal Transparency Act Certification
The implementation of the Federal Funding Accountability and Transparency Act of 2006
(Transparency Act), requires a single searchable website, accessible by the public without cost,
for each federal award of $30,000 or more over the life of any award. To satisfy this requirement,
applicants and grantees are required to have a Unique Entity Identifier (UEI), and to maintain a
current registration in the federal System for Award Management (SAM). For additional
information, visit https://www.sam.gov. Information on how to register with SAM, including a
Unique Entity Identifier being created, can be found in the Federal Applicants section of PCCD’s
website. You will be asked to provide your agency’s Unique Entity Identifier and expiration date
of your agency’s SAM registration.
Requirements for Grant Applications for Federal Funds
There are several standard Egrants application sections which must be completed if your
organization is applying for federal funds. These sections explain specific terms and
requirements that must be agreed to in order to receive federal funding. Your organization must
agree to the terms as stated in your Egrants application to be considered for funding.
Special Requirements for Certain Grant Applications
For certain types of projects, the applicant must obtain a clearance or endorsement from certain
state or federal agencies prior to submission of the grant application to PCCD. Please consult the
document titled Clearance and Endorsement of Certain Grant Applications to determine if your
proposed project requires such clearances or endorsements. This document has detailed
information and the procedures to be followed on these special requirements, which are as
follows:
• National Environmental Policy Act;
• National Historic Preservation Act;
• Construction or renovation of facilities;
• Juvenile residential programs/Juvenile probation projects;
• Adult Probation programs; and
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Special Requirements for Private Non-Profit Agencies
Contracting Procedures with Private Non -Profit Organizations
Every applicant proposing to pass through funds through to another organization for the
implementation of a project must execute a written contract with the agency. An example of a
pass-through contract is available on our website.
The applicant agency must produce a copy of the executed pass-through contract between
the applicant and the agency when requested by PCCD. The contracting parties should keep
the signed original copies of the contract and it is strongly recommended that the applicant’s
solicitor review the executed contract prior to its execution.
Guidelines for Direct Funding of Private Agencies
Private non-profit agencies, which intend to apply for direct funding, are required to demonstrate
the financial responsibility of the organization and its capability to administer the project for
which funds are being requested. Accordingly, each private non-profit agency applicant is
required to submit one copy of the following information when applying for grant funds:
• a copy of the most recent audited financial report, which must not be more than one year
old, or a letter stating that the most recent report is on file with PCCD;
• a list of the members of the Board of Directors, stating each member's board position,
profession or employment, community activity and other pertinent information;
• a copy of the articles of incorporation;
• a copy of the by-laws of the organization, clearly defining the line of authority and
responsibility moving between the Board and staff, outlining the hiring practices of the
organization, and demonstrating the management and controls maintained by the Board;
• Internal Revenue Service determination of the tax-exempt status of the organization;
• a copy of the minutes of the three Board meetings immediately preceding the date of the
submission of the grant application;
• evidence that the Project Director, Financial Officer and Board Officers, and any employee
that is responsible for the receipt and expenditure of funds are bonded; and
• a copy of a segregation of duties policy which outlines the process for approving and
issuance of payment funds including a list of individuals with such authority. The criteria
used by PCCD in evaluating the qualifications of a private non-profit agency as an
applicant for funds is listed in the following section.
Registration as a Commonwealth Vendor
To receive grant funds from PCCD, the applicant agency must have a valid Commonwealth
Vendor ID number. If the applicant agency does not have a Commonwealth Vendor ID, the
applicant agency may register for one on the Commonwealth of Pennsylvania’s Vendor
Registration website.
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Egrants Registration for Agencies
In order to create an application in Egrants, the applicant agency must be a registered agency in
Egrants. If the applicant agency has never applied for a grant from PCCD, they are probably not
a registered Egrants agency. Use the Egrants Agency Registration Request Form to register the
applicant agency.
Egrants Registration for Individuals
In order for any individual to create an application, view funding announcements or even log in
to Egrants, they must be a registered Egrants user. All individuals that will use Egrants for a
particular application or project must register and obtain their unique user ID and password by
registering online. Once registered, users must also request the necessary Egrants system roles in
order to have proper access to their organization in Egrants. The User Registration Role Request
Form must be submitted to establish the necessary user roles. Visit “Getting Started in Egrants”
for more helpful resources.
Creating an Application
Once your agency and the appropriate individuals are registered to use Egrants, you can create an
application in response to a funding announcement. Be sure to review the funding announcement
prior to creating an application. Make sure that your agency is an eligible applicant and that your
agency will be able to meet all requirements contained in the funding announcement.
Application/Grant Number
As soon as an application is created in Egrants, an application number will be assigned by
Egrants. At first it will be just a five-digit number that is specific to the application that was just
created. This number becomes the grant number once approved by the Commission. It is
essential that this number be used in all correspondence to PCCD concerning the
application/grant. The assigned grant number has four parts. The remaining three parts will be
assigned after Commission approval. This is an example of a grant number: 2024-J-02-46123.
• 2024 represents the fiscal year. In the example, 2024 is the fiscal year of funds assigned
to the project.
• J represents the particular funding program. In the example, “J” represents Juvenile
Justice and Delinquency Prevention (JJDP) funds.
• 02 is the type, which represents the program purpose within a funding program.
• 46123 represents the five-digit number which clearly identifies the application/grant from
any other grant. This number is assigned in sequential order as applications are received.
Application Sections in Egrants
There are a variety of sections in your Egrants application which must be completed prior to
submission of your application. The number and type of sections will vary depending on the
specific funding announcement. Make sure to read the section description carefully and respond
accordingly in the response fields.
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Printing Your Application
Click the ‘View Contract’ button on the Application Summary page. A new window will open,
and the application will appear as a PDF document.
Payment Information
When your application is submitted to PCCD, your agency must submit or must have already
submitted its ACH information to the Commonwealth’s Central Vendor Management Unit. Visit
the Pennsylvania Office of the Budget’s Services for Vendors page and click the applicable links
such as “Update my vendor banking account information.” More detailed information regarding
payments for grants is available in Chapter 5, “Grant Award and Project Implementation.”
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CHAPTER 3 – PROCUREMENT AND
BUDGET PREPARATION
Procurement Standards
Grantees shall use their own documented procurement procedures and regulations, provided that
the procurement conforms to applicable federal law and the standards identified in the Uniform
Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (2
CFR 200.320).
At minimum, PCCD grantees must follow the procurement standards as written in Uniform
Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards - 2
CFR 200.318 through 200.326.
*Projects funded with School Safety and Security or Targeted School Safety and Security funds
must follow, at a minimum, the Commonwealth of Pennsylvania standards for procurement. As
of the date of this manual, the current thresholds are:
• Less than $12,900: no formal bid or price quotation requirement.
• $12,900-$23,800: price/rate quotes must be obtained from at least three qualified sources.
• Over $23,800: public solicitation of bids. Firm fixed price contract awarded to the
responsible bidder lowest in price.
Updates to the thresholds are made on an annual basis and are published in the Pennsylvania
Bulletin.
Methods of Procurement
Grantees must have and use documented procurement procedures, consistent with the standards
of 2 CFR 200.320; §200.317, §200.318, and §200.319 for any of the following methods of
procurement used for the acquisition of property or services under a federal award.
(a) Procurement by micro-purchases. Procurement by micro-purchase is the acquisition of
supplies or services, the aggregate dollar amount of which does not exceed the micro-
purchase threshold (§200.67 Micro-purchase). To the maximum extent practicable, the
grantee must distribute micro-purchases equitably among qualified suppliers. Micro-
purchases may be awarded without soliciting competitive quotations if the grantee
considers the price to be reasonable, based on research, experience, purchase history or
other information and documents it files accordingly. Purchase cards can be used for
micro-purchases if procedures are documented and approved.
(b) Procurement by small purchase procedures. Small purchase procedures are those
relatively simple and informal procurement methods for securing services, supplies, or
other property that the aggregate dollar amount, which is higher than the micro -
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purchase threshold, but does not cost more than the Simplified Acquisition Threshold.
If small purchase procedures are used, price or rate quotations must be obtained from
an adequate number of qualified sources.
(c) Procurement by sealed bids (formal advertising). Bids are publicly solicited, and a firm
fixed price contract (lump sum or unit price) is awarded to the responsible bidder whose
bid, conforming with all the material terms and conditions of the invitation for bids, is the
lowest in price. The sealed bid method is the preferred method for procuring
construction, if the conditions in paragraph (c)(1) of this section apply.
(1) In order for sealed bidding to be feasible, the following conditions should be present:
(i) A complete, adequate, and realistic specification or purchase description is
available;
(ii) Two or more responsible bidders are willing and able to compete effectively for
the business; and
(iii)The procurement lends itself to a firm fixed price contract and the selection of the
successful bidder can be made principally on the basis of price.
(2) If sealed bids are used, the following requirements apply:
(i) Bids must be solicited from an adequate number of known suppliers, providing
them sufficient response time prior to the date set for opening the bids, for local,
and tribal governments, the invitation for bids must be publicly advertised;
(ii) The invitation for bids, which will include any specifications and pertinent
attachments, must define the items or services in order for the bidder to properly
respond;
(iii)All bids will be opened at the time and place prescribed in the invitation for bids,
and for local and tribal governments, the bids must be opened publicly;
(iv) A firm fixed price contract award will be made in writing to the lowest
responsive and responsible bidder. Where specified in bidding documents,
factors such as discounts, transportation cost, and life cycle costs must be
considered in determining which bid is lowest. Payment discounts will only be
used to determine the low bid when prior experience indicates that such
discounts are usually taken advantage of; and
(v) Any or all bids may be rejected if there is a sound documented reason.
(d) Procurement by competitive proposals. The technique of competitive proposals is
normally conducted with more than one source submitting an offer, and either a fixed
price or cost-reimbursement type contract is awarded. It is generally used when
conditions are not appropriate for the use of sealed bids. If this method is used, the
following requirements apply:
(1) Requests for proposals must be publicized and identify all evaluation factors and their
relative importance. Any response to publicized requests for proposals must be
considered to the maximum extent practical;
(2) Proposals must be solicited from an adequate number of qualified sources;
(3) The non-Federal entity must have a written method for conducting technical
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evaluations of the proposals received and for selecting recipients;
(4) Contracts must be awarded to the responsible firm whose proposal is most
advantageous to the program, with price and other factors considered; and
(5) The non-Federal entity may use competitive proposal procedures for qualifications-
based procurement of architectural/engineering (A/E) professional services whereby
competitors' qualifications are evaluated, and the most qualified competitor is
selected, subject to negotiation of fair and reasonable compensation. The method,
where price is not used as a selection factor, can only be used in procurement of A/E
professional services. It cannot be used to purchase other types of services though
A/E firms are a potential source to perform the proposed effort.
(e) Procurement by noncompetitive proposals. Procurement by noncompetitive proposals
may be used only when one or more of the following circumstances apply:
(1) The acquisition of property or services, the aggregate dollar amount of which does
not exceed the micro-purchase threshold.
(2) The item is available only from a single source;
(3) The public exigency or emergency for the requirement will not permit a delay
resulting from competitive solicitation;
(4) PCCD expressly authorizes noncompetitive proposals in response to a written request
from the applicant; or
(5) After solicitation of a number of sources, competition is determined to be inadequate.
Micro-purchase (2 CFR 200.1) means a purchase of supplies or services using simplified
acquisition procedures, the aggregate amount of which does not exceed the micro-purchase
threshold. Micro-purchase procedures comprise a subset of a non-Federal entity's small purchase
procedures. The non-Federal entity uses such procedures in order to expedite the completion of
its lowest-dollar small purchase transactions and minimize the associated administrative burden
and cost. The micro-purchase threshold is set by the Federal Acquisition Regulation at 48 CFR
Subpart 2.1 (Definitions). It is $10,000 except as otherwise discussed in Subpart 2.1 of that
regulation, but this threshold is periodically adjusted for inflation.
Simplified acquisition threshold (2 CFR 200.1) means the dollar amount below which a non-
Federal entity may purchase property or services using small purchase methods. Non-Federal
entities adopt small purchase procedures in order to expedite the purchase of items costing less
than the simplified acquisition threshold. The simplified acquisition threshold is set by the
Federal Acquisition Regulation at 48 CFR Subpart 2.1 (Definitions) and in accordance with 41
U.S.C. 1908. As of the publication of this manual, the simplified acquisition threshold is
$250,000, but this threshold is periodically adjusted for inflation.
Formal procurement methods. When the value of the procurement for property or services
under a Federal financial assistance award exceeds the SAT, or a lower threshold established by
a non-Federal entity, formal procurement methods are required. Formal procurement methods
require following documented procedures. Formal procurement methods also require public
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advertising unless a non-competitive procurement can be used in accordance with § 200.319
Procurement by Noncompetitive Proposal Approval Procedure
In accordance with 2 CFR 200.320 part (f), all procurements that qualify as procurements by
noncompetitive proposal must be submitted to PCCD for review and approval. Only in rare
circumstances, such as proven inadequate competition, will a procurement by noncompetitive
proposal be approved. Costs incurred for procurements by noncompetitive proposal will be
disallowed absent written prior approval from PCCD. All procurement transactions shall be
conducted in a manner so as to provide maximum open, free and fair competition. If a
procurement by noncompetitive proposal is necessary, the applicant must identify the
procurement as a noncompetitive procurement and provide a substantial justification for the
noncompetitive procurement within their grant application. The justification must include all the
following information:
1. A brief description of the product or service being procured and the expected
procurement amount.
2. Explanation of why it is necessary to contract non-competitively, including at least one of
the four circumstances listed in the Procurement by noncompetitive proposal section of
this manual. The justification may also include the following contractor qualities:
a. Organizational expertise
b. Management
c. Knowledge of the program
d. Responsiveness
e. Expertise of personnel
3. Statement of when contractual coverage is required and, if dates are not met, what impact
it will have on the program (for example, how long it would take another contractor to
reach the same level of competence). Make sure to include the financial impact in dollars.
4. Outline of the unique qualities of the contractor
5. Identify any other sources considered and cite the specific reason(s) the other sources
lacked the capability to satisfy the procurement requirement.
6. Other points to “sell the case .”
7. Declaration that this action is in the “best interest” of PCCD
Conflict of interest review. The applicant must disclose any possible conflicts of interest or
declare that there are no known conflicts of interest as a result of the procurement.
A proposed formal advertised or competitive negotiated procurement for which only one
bid or proposal is received is deemed to be a noncompetitive procurement.
Note: Time constraints will not be considered a factor if the award recipient has not sought
competitive bids in a timely manner.
The release of funds by PCCD may be withheld until approval for a noncompetitive procurement
is obtained.
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Allowability of Costs
This section presents extracts of certain criteria to be used to determine the allowability of costs
included in project budgets. These criteria are extracted from the Uniform Administrative
Requirements, Cost Principles, and Audit Requirements for Federal Awards (2 CFR 200) and
from the financial guidelines published by Office of Justice Programs (OJP). This information is
intended to present an overview only and is not intended to be all-inclusive. For specific
questions the applicant should refer to the above-mentioned publications or contact a
representative of the PCCD. Selected extracts from the Circular follow:
A. Factors Affecting Allowability of Costs
To be allowable under a grant program, costs must meet the following general criteria:
1. Be necessary and reasonable and allowable for proper and efficient performance and
administration of the grant program.
2. Be allocable to the federal awards or state grant programs funding the project.
3. Be authorized and not prohibited under Federal, state or local laws or regulations.
4. Conform to any limitations or exclusions set forth in these principles, federal laws, terms
and conditions of the federal award, or other governing regulations as to types or amounts
of cost items.
5. Be consistent with policies, regulations, and procedures that apply uniformly to both
federal awards and other activities of the governmental unit.
6. Be accorded consistent treatment. A cost may not be assigned to a federal award as a
direct cost if any other cost incurred for the same purpose in like circumstances has been
allocated to the federal award as an indirect cost.
7. Except as otherwise provided for in this Manual, be determined in accordance with
generally accepted accounting principles.
8. Not be included as a cost or used to meet cost sharing or matching requirements of any
other federal award in either the current or a prior period, except as specifically provided
by federal law or regulation.
9. Be the net of all applicable credits.
10. Be adequately documented.
B. Applicable Credits
• Applicable credits refer to those receipts or reduction of expenditure type transactions
that offset or reduce expense items allocable to federal awards as direct or indirect costs.
Examples of such transactions are purchase discounts, rebates or allowances; recoveries
or indemnities on losses; insurance refunds or rebates; and adjustments of overpayments
or erroneous charges. To the extent that such credits accruing to or received by the
governmental unit relate to allowable costs, they shall be credited to the federal award
either as a cost reduction or a cash refund, as appropriate.
• In some instances, the amounts received from the Federal Government to finance
activities or service operations of the governmental unit should be treated as applicable
credits. Specifically, the concept of netting such credit items (including any amounts used
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to meet cost sharing or matching requirements) should be recognized in determining the
rates or amounts to be charged to federal awards.
C. Selected Items of Cost
Please see the section titled “General Provisions for Selected Items of Cost” in the Uniform
Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (2
CFR 200.420 through 200.475. The identified costs are generally allowable, however, PCCD
may further restrict costs identified in the referenced section in any funding announcement it
releases.
Budget Categories
All grant program expenditures must be categorized into the following eight standard budget
categories. Below you will find instructions regarding details of the information that should be
included with your entries in the Budget Detail section of your Egrants application.
Personnel Category
Indicate the total cost of project personnel and provide job descriptions with salary ranges.
PCCD’s Egrants system will dictate the calculations that must be provided for all budgeted
personnel positions.
When requesting PCCD funds, where existing agency personnel will be reassigned to the grant
project, the applicant must provide for the employment of replacement personnel.
When in-kind match is allowable, existing agency personnel can be reassigned to the grant
project as matching contribution funds. If they are reassigned, replacement personnel do not have
to be provided. Such personnel must be identified as matching funds.
Personnel costs include wages and salaries of an agency's or organization's employees assigned
to a grant project. Costs of benefits are to be included in the Benefits budget category. Costs of
compensation are allowable if:
1.They are reasonable for the services rendered and consistent with scales for employees
paid from other sources.
2.The method of appointment conforms to state and local law, with regard to grant
regulations and meets federal merit system standards where applicable.
3.They are documented by payroll records and supported by time and effort reports as
detailed below in the Time and Effort Reports section of this manual.
NOTE: Budgets should consider time needed to acquire new staff, changing demands for
personnel during the course of the project, and project implementation schedules. This means
that budgets may have to be pro-rated to reflect the true cost for the 12-month period rather than
the full operating cost level for the 12 months.
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In no case is dual compensation allowable. For example, the cost of the time employees
assigned to grant programs may be reimbursed is only allowable to the extent that it is directly
and exclusively related to grant purposes. An employee of an organization may not receive
compensation from his/her organization and from a grant for work performed during the same
period of time even though such work may benefit both activities.
Time and Effort Reports (timesheets)
Time and effort reports (timesheets) are required for all personnel funded with PCCD grant
dollars regardless of the funding stream. Below are the minimum standards and recommended
best practices for time and effort reporting. We realize that there are a number of different
systems that can be used to satisfy these requirements and we encourage you to email the Grants
Management resource account with any questions you may have regarding time and effort
reporting requirements.
Minimum standards for employees working on multiple activities or cost objectives:
• Must be an after-the-fact determination of the employee's actual effort. Using a budget
estimate instead of reporting the actual time the employee spent working on the project
does not qualify as support for charges to awards.
• Must account for total activity (grant and non-grant) for which employees are
compensated and which is required in fulfillment of their obligations to the organization.
• Must be signed by the employee and a supervisor with first-hand knowledge of the
activities performed by the employee. Signature on the timesheets is affirmation that the
report is an accurate accounting of the actual time the employee spent on the project.
• Must be prepared at least monthly to correspond to one or more pay periods.
• Volunteer time and personnel costs being used as match must be accounted for in the
same manner as personnel being charged to the grant.
Minimum standard for employees working solely on a single activity or cost objective:
• Must be an after-the-fact certification that the employee worked 100 percent of their time
on activities eligible for reimbursement under the grant project.
• Must be prepared no less frequently than every 6 months.
• Must be signed by a supervisory official having first-hand knowledge of the work
performed.
• Applies to full-time and part-time employees.
Recommended Best practices:
• Employees record time on a daily basis.
• Project codes/names are provided to the employee in advance.
* The above standards are based on the Uniform Administrative Requirements, Cost Principles,
and Audit Requirements for Federal Awards (2 CFR 200) and the Office of Justice Programs
Financial Guide.
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** Institutions of Higher Education (IHE) may follow their own established policies for
documenting personnel expenses provided that the IHE’s policies are in compliance with the
Standards for Documentation of Personnel Expenses referred to at 2 CFR 200.430.
The following sample forms are available on the Time and Effort Reports page of our website.
• Example of a completed timesheet
• An Excel timesheet template that you may modify to suit your needs
• A sample time certification for employees working 100% of their time on a grant-funded
project.
Employee Benefits Category
Indicate the total cost of benefits for the period of time being budgeted for employees assigned to
the project. Itemize all employee benefit costs.
Employers' shares of the following are also allowable: social security, Medicare, employees'
health and life insurance, unemployment compensation, worker's compensation, pension plans,
and the like.
Travel Category
The costs for transportation, lodging, subsistence and related items incurred by project
employees who are traveling on official project business are allowable expenses.
PCCD’s Egrants system will dictate the calculations that must be provided for each type of travel
expenditure. In training projects where travel and subsistence of trainees are included, these
should be listed separately, indicating the number of trainees and unit costs involved. The
purpose of the travel must be specifically indicated.
Mileage Reimbursement: When travel is by a personal automobile for the purpose of conducting
official project business, actual costs for mileage not exceeding the Commonwealth rate or local
government rate (whichever is lower) are allowable expenses. The Commonwealth mileage
reimbursement allowance will be equivalent to the reimbursement rate established by the
General Services Administration (GSA) of the Federal Government. (When the GSA mileage
reimbursement rate is increased or decreased, the Commonwealth mileage reimbursement
allowance will be increased or decreased the same day as the GSA effective date.) Click the
following link to determine the current GSA mileage reimbursement rate.
Lodging: Costs for lodging must be considered reasonable and otherwise allowable only to the
extent such costs do not exceed charges normally allowed by the non-federal entity in its regular
operations as a result of the non-federal entity’s written travel policy. If the entity does not have
a written travel policy, they are limited to the maximum per night lodging rate allowances for
reimbursement under the Federal Government’s GSA per diem rates. (Click the following link to
determine the GSA rates for lodging)
Please note: Lodging rate allowances are not flat allowances. Travelers will only be reimbursed
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for actual expenses incurred.
Subsistence: The current standard rate for subsistence is $54 per day. Increased subsistence
allowances are available in locations designated as high-cost areas. Subsistence allowances for
these areas follow the GSA Meals and Incidental Expenses Table (click on the state you are
traveling to and then search for the area within that state.) Note: The Commonwealth will only
reimburse the meal portion of these allowances and will not reimburse the incidental amounts as
defined by the GSA. Travelers need to view the Meals and Incidental Expense Breakdown Chart
and subtract the incidental amount. Travelers will only be reimbursed for actual costs incurred.
Equipment Category
Do not budget for equipment purchases that will unnecessarily duplicate existing equipment.
Equipment rental or lease is preferred when such costs are less than the cost of equipment
purchased after consideration is given to the project life over which the benefits will accrue.
Include equipment information by supplying the following answers in the Justification area
within the Budget Detail section of your Egrants application:
1. How will the equipment be used for the project?
2. Will it be used 100% for the project or will it be used for other projects as well? If not
used 100% for project, the cost of the equipment must be pro-rated.
Indicate the total cost of equipment items to be purchased for the project that cost $10,000 or
more per unit and have a life expectancy of more than one year. If an item costs less than
$10,000 per unit, it should be shown in the Supplies and Other Operating Expenses budget
category.
See the Property Inventory Record section of this manual for proper documentation procedures
of equipment purchases.
Procurement of equipment must follow the guidelines referenced in the Procurement Standards
section of this manual. The prior approval of PCCD must be obtained for each specific purchase
of all computer equipment.
Supplies and Other Operating Expenses Category
Items in this category include printing, postage, telephone, utilities and fuel, supplies and repairs
for motorized equipment, maintenance service, rental of real estate, rental of equipment, office
supplies, educational supplies, maintenance materials and supplies, software and other similar
items.
PCCD’s Egrants system will dictate the calculations that must be provided for all budgeted
supplies and operating expenses. When necessary, you may provide an explanation of such items
and/or quantity.
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All purchases must follow the Procurement Standards located at the beginning of this chapter.
Rental cannot be charged for government-owned or grantee-owned property; instead,
depreciation may be charged rather than rental. Depreciation may be charged only in accordance
with 2 CFR 200.436.
If there is a residual inventory of unused supplies exceeding $10,000 in total aggregate value
upon termination or completion of the project or program and the supplies are not needed for any
other award, the grantee must retain the supplies for use on other activities or sell them, but must,
in either case, compensate PCCD for its share. If such a situation arises, the grantee should
contact PCCD Grants Management staff to ensure proper computation of PCCD’s share.
Food and/or beverage expenses provided by grantees at conferences, train ings, etc. are
rarely allowable.
Consultants Category
Indicate the consultant services to be provided and the total cost. Federal/state regulations require
grantees to procure professional and personal services through competitive, good faith
negotiations. When procuring contractor or consultant services, grantees must follow the
procurement standards located at the beginning of this chapter. Contracts with consultants must
be in writing. Click on the following link to view an Example of an Acceptable Personal
Services Contract.
With respect to arrangements with individuals/independent consultants, for costs to be allowable,
the following requirements must be met:
1. A contractual arrangement for consulting services shall be written, formal and consistent
with the grantee's usual practice and policies for obtaining such services.
2. Compensation for individual consultant services should be awarded in light of their
reasonableness and consistency with that paid for similar services in the marketplace. In
addition, the maximum rate for consultants is $650 (excluding travel and subsistence
costs) for an eight-hour day ($81.25 per hour). An eight-hour day may include
preparation, evaluation, and travel time, in addition to the time required for actual
performance. Prior approval by PCCD and written justification from the grantee is
required for consultant compensation over $650 per day.
3. Dual compensation is not involved (i.e., the individual may not receive compensation
from his or her regular employer and the retaining grantee for work performed during a
single period of time even though the services performed benefit both).
4. The retainer arrangement is formal, proper and otherwise consistent with the grantee's
usual practices for obtaining such services.
5. Time and/or services for which payment will be made and rates of compensation will be
supported by adequate documentation.
6. Transportation and subsistence costs for travel performed are at an identified rate
consistent with the grantee's general travel reimbursement practices.
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With respect to governmental arrangements, the work or services for which reimbursement is
claimed must be directly and exclusively devoted to grant purposes and charged at rates not in
excess of actual costs to the "Contractor" government agency.
Each grantee must retain copies of all bids, quotes, or requests-for-proposals for consultant
services in their records. Grantees must also keep documentation supporting the selection of the
vendor.
Provide the following detail for consultants:
1. For individuals to be reimbursed for personal services on a fee basis, list each type of
consultant or service with number of people in each category and names of major
consultants where available; the proposed fee rates on an individual basis by day; and the
amount of time to be devoted to such services.
2. For organizations, including professional associations and educational institutions
performing professional services, indicate types of services being performed and
estimated contract price.
3. Travel expenses for individual and organization consultants shall be included in the
Consultants-Travel category and detailed as explained in the Travel budget category.
Time and effort reports (timesheets) are required as supporting documentation for
individual consultant expenditures.
A fully executed copy of the contract must be kept on file as the commitment document for
payments to be made.
Construction Category
Under some very specific circumstances certain types of funds may statutorily be used for
construction purposes. PCCD would authorize construction in only very limited and exceptional
circumstances. Applicants contemplating construction must contact the respective program office
for specific guidance. Also, refer to Clearance and Endorsement of Certain Grant Applications
for necessary clearance(s) and endorsement(s) of applications that include such costs.
Include in this category the costs of acquisition, expansion, or repair (including remodeling and
restoring) of existing buildings or other physical facilities, and the acquisition or installation of
initial equipment, including architect's fees, but not the cost of acquisition of land. Initial
equipment includes heating, plumbing and air conditioning equipment and electrical, elevator,
other building-related equipment and fixtures but does not include removable machinery or
equipment (e.g., office equipment, reproduction equipment, etc.) not inherently a part of the
building or facility.
Grant funds may not be used for land acquisition. The use of JAG funds for construction projects
is prohibited except for construction of penal or correctional institutions. Correctional institutions
include prisons, jails, juvenile correctional institutions, and residential community correction
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facilities.
The non-federal share of JJDP projects involving the acquisition, expansion, or repair of new or
existing buildings or other physical facilities is 50%.
List separately each type of capital improvement and specific data details, and quotations or
information that explains how the total costs were determined. A copy of all bids or quotes
received should be attached.
Grantees must follow the OJP Construction Requirements section of the current version of the
Department of Justice Grants Financial Guide.
Other Category
Indicate the total expense for items not otherwise identified above. An example would be
indirect costs.
Match Requirements
Match requirements for each type of state and federal funding stream may vary. The funding
announcement will specify if match requirements apply.
Types of Match
1.Cash Match (hard) includes cash your organization will spend for project-related costs.
2.In-Kind Match (soft) includes, but is not limited to, the valuation of in-kind services. “In-
kind” is the value of something received or provided that does not have a cost associated
with it. For example, if in-kind match is permitted, then the value of donated services
could be used to comply with the match requirement. Also, third party in-kind
contributions may count toward satisfying match requirements provided the grantee
receiving the contributions expends them as allowable costs.
Timing of Matching Contributions
Matching contributions need not be applied at the exact time or in proportion to the obligation of
the grant funds. However, the full matching share must be obligated by the end of the period for
which the grant funds have been made available for obligation under an approved grant program.
The full matching share provided by the grantee (both cash and in-kind) must be reported on the
final cumulative fiscal report submitted at the end of the grant period. If the matching share is not
reported, it will be assumed that the grantee did not meet the required match and will initiate
collection of a cash match from the grantee.
Records for Match
Recipients and their subrecipients must maintain records which clearly show the source, the
amount, and the timing of all matching contributions. In addition, if a program or project has
included within its approved budget contributions which exceed the required matching portion,
the recipient must maintain records of them in the same manner as it does for the awarding
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agency funds and required matching shares.
Indirect Costs
PCCD allows grantees to recover indirect costs in one of two ways:
Federally approved indirect cost rate: PCCD allows grantees to apply an indirect cost rate
approved by their federal cognizant agency to their PCCD grant project.
OR
15% de minimis rate: PCCD allows grantees that do not have a current negotiated (or
provisional) federal indirect cost rate to apply a de minimis indirect cost rate of 15% of modified
total direct cost (MTDC) to their PCCD grant project. Costs must be consistently charged as
either indirect or direct costs, but may not be double charged or inconsistently charged as both. If
chosen, this methodology once elected must be used consistently for all PCCD grant awards until
such time as a grantee obtains a federally approved indirect cost rate. Use of the de minimis rate
must be in compliance with 2 CFR 200.414, and therefore, local governments may not elect to
use the 15% de minimis rate.
Modified Total Direct Cost (MTDC) means all direct salaries and wages, applicable fringe
benefits, materials and supplies, services, travel, and up to the first $50,000 of each subaward
(regardless of the period of performance of the subawards under the award). MTDC excludes
equipment, capital expenditures, charges for patient care, rental costs, tuition remission,
scholarships and fellowships, participant support costs and the portion of each subaward in
excess of $50,000. Other items may only be excluded when necessary to avoid a serious inequity
in the distribution of indirect costs, and with the approval of the cognizant agency for indirect
costs.
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CHAPTER 4 – POST-AWARD
OBLIGATIONS
This chapter explains the PCCD procedures after a subgrant application is approved and what is
expected of a grantee as a recipient of PCCD funds. This section of the manual describes the
reporting and record keeping procedures needed to meet federal and state requirements. It does
not present any formulas for successful project management. If questions arise or problems are
encountered in managing the project, please contact the Commission's Grants
Management unit or the PCCD staff contacts within your project on Egrants for assistance
as early as possible.
All records, papers, and other documents relating to receipt and disposition of subgrant funds
that are kept by grantees and their contractors must be made available for inspection by the
public under the terms and conditions of the federal Freedom of Information Act (5 U.S.C. 522).
However, nothing in this section shall be construed to require disclosure of information deemed
confidential by law. Refer to Standard Subgrant Conditions Item number 14.
Grant Award and Project Implementation
Following award approval, the grantee will receive an official award notice withing PCCD’s
Egrants system. The award notice will contain any special conditions placed on the approval of
the funding by PCCD. All special conditions must be complied with to ensure the timely
release of funds.
The award notice also contains the official project start and end dates. If the project has not
commenced within 90 days of the project start date, PCCD has the right to cancel the project and
de-obligate the funds. An award in no way obligates the Commission to fund the project beyond
the established project period.
Payments will not be released until all applicable special conditions on the grant award have
been satisfied. Payments for the grant contract will be made on a reimbursement basis. The
schedule and amount of payments will be determined based on information received on the
required quarterly (or interim, if applicable) fiscal reports and the required periodic program
reports. Non-submission or late submission of the required reports will result in payment delays.
Requests for advance payments are generally not approved unless the grantee demonstrates a
special need for working capital or other conditions warrant such payments.
All payments of federal funds will comply with the federal Cash Management Improvement Act,
31 U.S.C. 6503. Since grant payments are based upon the receipt and approval of all required
reports, it is very important to submit all required fiscal and program reports on time. If any
reports are delinquent, there will be a hold placed on the release of further payments until
reporting has been brought into compliance. Please refer to the “Reporting Requirements”
section of this chapter for more details.
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Accounting System Requirements
Grantees must maintain an accounting system which accurately documents and controls the
receipt and disbursement of project funds. The objectives of the project accounting system are to
provide the grantee with needed management information and financial controls and to record
and present historical financial information in an organized manner. Grantees are encouraged to
use their established financial procedures, providing these procedures permit verification of
compliance with the fiscal requirements for PCCD grants.
The grantee’s accounting system must provide effective financial controls. Unless commonly
accepted standards of financial responsibility have been followed, audits may result in the
disallowance of expenditures, creating a refund liability on the part of the subgrantee.
The grantee is obligated to manage all financial affairs of the grant in compliance with accepted
accounting procedures and in conformance with applicable federal, state and local guidelines.
The grantee must establish and assure that all project funds are properly accounted for and
disbursed in accordance with applicable regulations. Grantees must maintain documents to
support all transactions and should include purchase orders, receiving records, paid invoices,
cancelled checks, personnel, payroll, time and attendance records, and other evidence to support
expenditures.
• Accounting system and records should identify receipts of funds from all sources and
disbursement of funds by expenditure type, and payee and should be summarized in cash
receipts and disbursement journals.
• Accounting system documentation must be able to identify revenue and expenditures for
each PCCD grant separately from all other revenue and expenditure sources.
• Entries in accounting records should refer to subsidiary records and documentation that
support the entry.
• Information should be cross-referenced to provide a clear audit trail.
The grantee is responsible for establishing and maintaining an adequate system of accounting
and internal controls for itself. An acceptable and adequate accounting system must provide for
the following:
• Identification, in its accounts, of all subgrant awards received and expended and the
Federal and State programs under which they were received. Federal program and
Federal award identification must include, as applicable, the CFDA title and number,
Federal award identification number and year, name of the Federal agency, and name of
the pass-through entity, if any.
• Accurate, current, and complete disclosure of the financial results of each grant award or
program in accordance with the reporting requirements set forth in 2 CFR 200.327
Financial reporting and 200.328 Monitoring and reporting program performance.
• Records that identify adequately the source and application of funds for all grant activities.
These records must contain information pertaining to Federal and State awards,
authorizations, obligations, unobligated balances, assets, expenditures, income and
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interest and be supported by source documentation.
•Effective control over, and accountability for, all funds, property, and other assets. The
grantee must adequately safeguard all assets and assure that they are used solely for
authorized purposes.
•Comparison of expenditures with budget amounts for each grant award.
•Written procedures for determining the allowability of costs in accordance with 2 CFR
200 Subpart E—Cost Principles and the terms and conditions of the Federal award.
Obligation and Expenditure of Funds
An obligation occurs when funds are encumbered, such as in a valid purchase order or
requisition to cover the cost of purchasing an authorized item on or after the start date and up to
the last day of the grant period in the award. Any funds not properly obligated by the grantee
within the grant award period will lapse and revert to the awarding agency. No funds may be
obligated or expended prior to the official start date. All project funds must be obligated by the
termination date of the project. All project funds legally obligated by the termination date must be
expended within 60 days of the termination date. All funds that are not obligated and/or expended
as indicated must be returned to PCCD.
Fiscal Accountability
PCCD stresses the importance of being accountable for all grant funds. The following procedures
are in place across all of PCCD's funding streams to ensure fiscal accountability with PCCD's
grant funds.
Financial Back-up: PCCD will periodically verify that grantee expenditures are consistent with
approved budget categories, are eligible for reimbursement and that grantees are maintaining
acceptable supporting documentation. PCCD has implemented a process where grantees are
notified that they are required to submit the financial back-up for some or all of the categories
that are included in their Egrants fiscal report. Grantees are only required to submit this back-up
when they are specifically notified by PCCD.
Grantee Payments: All grantees are required, at a minimum, to submit quarterly fiscal reports.
PCCD will only make payments to reimburse actual expenditures reported on the fiscal reports.
If an agency is experiencing cash flow problems, they may submit fiscal reports monthly and
PCCD will reimburse reported expenditures.
Line-Item Detail: Grantees are required to report expenditures at the line item level which
ensures that the line item expenditures are consistent with the approved budget.
On-site monitoring: PCCD will be completing on-site fiscal monitoring of grants across all
funding streams (state and federally funded projects).
Grantee risk classification: PCCD utilizes a risk classification system to structure the use of
agency resources with those that may be most in need of additional assistance.
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Time and Effort Reports (timesheets): See the “Time and Effort Reports” section under the
Personnel Budget Category heading in Chapter Four of this manual.
Property Inventory Record
Records must be maintained for each non-expendable item of personal property that costs
$10,000 or more and has a useful life of one year or more. As equipment or other non-
expendable property is purchased and received, a property inventory record should be completed
and made a part of the permanent grant file. The following is required for all equipment or other
non-expendable property purchases:
• A property inventory record must be kept and include the following items:
o Property description
o Serial or other identification number
o Source of funding for the property including the grant award number
o Who holds the title to the property
o Inventory quantity
o Date acquired
o Cost
o Percentage of PCCD grant participation in the project costs under which the property
was acquired
o Location of property
o Use and condition of property
o Employee assigned to use the equipment (if applicable)
o Ultimate disposition data including the date of disposal and sale price of the property
• A physical inventory of the property must be taken, and the results reconciled with the
property records at least once every two years.
• A control system must be developed to ensure adequate safeguards to prevent loss,
damage, or theft of the property. Any loss, damage, or theft must be investigated.
• Adequate maintenance procedures must be developed to keep the property in good
condition.
• If the non-Federal entity is authorized or required to sell the property, proper sales
procedures must be established to ensure the highest possible return.
Upon completion of a project, refer to the Title to Grant-funded property section of this chapter
for instructions for disposal of this non-expendable property.
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Vendor Invoices
At a minimum, the following items should be included on invoices the grantee receives from
vendors/subcontractors involved in the subgrant project:
• Payee
• Invoice date
• Invoice number
• Description of each product and/or service provided to the grantee
• Unit price of each product and/or service provided to the grantee
• Total amount for each product and/or service
• Total invoice amount
• Time and effort reports (timesheets) are required as supporting documentation for
individual consultant expenditures.
Reporting Requirements
Quarterly Reports:
For most projects, grantees are required to report the fiscal and programmatic status of each
PCCD-funded project on a quarterly basis throughout the life of the project. Some grant awards
have different reporting requirements. If additional reports are needed, or the reporting
schedule is different than the standard quarterly schedule, the additional requirements will be
explained in the funding guidelines during the solicitation process. All reports are submitted
online though Egrants. The following reports are required:
1. Cumulative Fiscal Report; and
2. Program Report.
A section explaining reporting requirements is available in Egrants. In addition, alerts are sent
via e-mail to all grant contacts established in Egrants indicating that reporting due dates are
approaching.
NOTE: Fiscal and program reports are due within 20 days after the end of the calendar quarters
(March 31, June 30, September 30, December 31) unless otherwise noted. Since both fiscal and
program reports form the basis for determining further disbursements of federal/state funds, it is
essential that these reports be submitted on time.
If an extension of the project has been approved by PCCD, additional quarterly reports must be
submitted to PCCD until the project is completed.
Additional Reporting Requirement:
In the event additional reports are found to be required, PCCD staff will provide specific
instructions regarding submission.
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Final Reporting Requirements:
The final program report is submitted with the last quarterly or other periodic report by selecting
the “Make Final” button and completing the “Final Report” section within the periodic report.
The following two reports are due when all project obligations (involving all fund sources, i.e.
federal/state, project income and applicant's match) have been paid, but not later than 60 days
after the end of the project period:
1. Grant Final Fiscal Report (select “Final” in Egrants fiscal report);
2. Grant Cumulative Inventory of Non-Expendable Property (must be submitted in Egrants if
items costing $10,000 or more per item are purchased with subgrant funds).
Evaluation and Monitoring
A project may be monitored or evaluated by Commission staff or independent evaluators as
necessary. The grantee is responsible for furnishing all data that may be required for monitoring
and evaluation. Monitoring usually involves contacting the grantee or making a site visit(s) to
determine the progress and accomplishments of the project.
Monitoring or evaluation of a project does not excuse the grantee from the timely submission of
quarterly and final reports. In addition to these reports, the grantee is required to submit other
reports as PCCD may require. (If such reports are necessary, PCCD staff will provide specific
instructions.)
Project Modification
Grantees must submit a Project Modification Request in Egrants and receive prior notice of
approval from PCCD before making any major program or budgetary changes and before
extending the project. All modifications must be made during the project period. A Project
Modification Request should be submitted to PCCD when one or more of the following
circumstances arise:
• A change(s) between budget categories: Changes that exceed 10% of total project cost.
(Total project cost is the sum of the PCCD, project income and applicant's match funds.)
• A change(s) to purchase additional items or other items that were not included in the
approved project budget.
• A change(s) to the personnel positions listed in the approved project budget including
major salary reductions and increases.
• A change which affects the project’s objectives or scope, e.g., a change in the target
population and/or services to be provided. Minor changes in a project are to be reported
on the Quarterly Progress Report.
• A change in dates of the project’s duration.
Grantees who are unsure as to whether a Project Modification Request is needed should call or e-
mail their PCCD fiscal or program contact for the project. This information is provided within the
grant record in Egrants. The contact names are displayed as links to address, telephone, and e-
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mail information.
PROJECT MODIFICATION REQUEST GUIDELINES
Grant awards of $1 million or more: Project modification request must be submitted
in Egrants at least 60 days prior to the termination of the project period.
Grant awards less than $1 million: Project modification requests should be submitted
in Egrants at least 30 days prior to the termination of the project period.
Project modification requests not submitted within the prescribed timeframes above may not be
reviewed or approved by PCCD. Project modification requests will not be accepted by Egrants or
PCCD after the end of the project period.
Interest Earned on Federal Funds
Grantees should not earn interest on PCCD’s federal or state grant funds since payments are
made on a reimbursement basis. However, should the situation arise where a grantee earns
interest on federal funds, it should be accounted for as follows.
Grantees may keep interest earned on federal grant funds up to $500 per federal fiscal year.
This maximum limit is not per award; it is inclusive of all interest earned as a result of all federal
grant program funds received per year. Interest earned in excess of $500 must be remitted to the
United States Department of Health and Human Services, Division of Payment Management
Services, P.O. Box 6021, Rockville, MD 20852.
Program Income
Program income means gross income earned by the grantee that is directly generated by a
supported activity or earned as a result of a PCCD grant award during the project period.
Program income includes but is not limited to income from fees for services performed, the use
or rental of real or personal property acquired under a PCCD grant award, the sale of
commodities or items fabricated under a PCCD award, license fees and royalties on patents and
copyrights. (e.g., if the purpose of the grant is to conduct conferences, any training fees that are
generated would be considered program income.)
Use of Program Income
Program income that the grantee did not anticipate at the time of the PCCD award must be used
to reduce the award and any grantee contributions rather than to increase the funds committed to
the project. Written prior approval from PCCD is required to use program income in a way other
than described in the Program Income section of this manual.
Institutions of Higher Education and nonprofit research institutions or entities with prior approval
of PCCD may add program income to PCCD’s grant award. In these cases, program income must
be used for the purposes and under the conditions of PCCD’s grant award.
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PCCD’s program income regulations follow 2 CFR 200.307.
Accounting for Program Income
Program income must be accounted for up to the same ratio of PCCD participation in the funding
of the project. For example: A grant was funded at 75% with PCCD grant funds and with 25%
non-PCCD funds. The total program income earned by the grant was $100,000; therefore,
$75,000 must be accounted for and reported to PCCD as program income on the quarterly fiscal
reports. In addition, how the income was earned must be explained in the remarks section of the
fiscal report.
Disposition of Property on Termination of Grant
The grantee, with approval of PCCD, may retain real estate and personal property acquired in
whole or in part with federal/state funds in the grant program as long as there is a need for the
property to accomplish the purpose of the grant, whether or not the program continues to be
supported by federal/state funds. Where there is no longer a need for the property to accomplish
the purpose of the grant, its use and disposition are governed by PCCD and federal standards for
property acquired with federal/state funds.
Non -expendable Personal Property
Non-expendable personal property is defined as tangible personal property having a useful life of
more than one year and an acquisition cost of $10,000 or more per unit. Examples of such
property include equipment (copiers and computer equipment) and vehicles.
Title to non-expendable personal property is legally vested in the grantee under the terms of the
standard grant conditions that are part of every application for funds. PCCD and federal
standards for property acquired with federal grant funds govern the disposition of motor vehicles
and other non-expendable personal property.
NOTE: Non-expendable personal property purchased in whole or in part with federal funds may
not be diverted from Commission-approved project purposes or be sold or transferred without
the prior written approval of the Commission.
Disposal of Non -expendable Personal Property
If the grantee no longer needs this property and the unit has a fair market value of $10,000 or
less, then the grantee may dispose of it. However, if the fair market value exceeds $10,000, the
property must be sold and the grantee shall compensate PCCD for its share.
Project Close-Out
1. Prepare and submit the final Fiscal Report, the Final Programmatic Report, and the
Inventory Report (if necessary).
2. Determine cash balances and return unexpended funds to PCCD.
3. Make all necessary accounting entries to close out project records.
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CHAPTER 5 – PROJECT AUDIT AND
RECORDS RETENTION
This chapter presents the minimum audit guidelines necessary to fulfill the grant requirements.
PCCD does not prescribe detailed procedures for the conduct of a grant audit or formats for
presentation of results.
In any audit engagement letter, grantees should require their independent auditors to retain
documentation for five years after completion of the audit and make documentation available to
interested governmental auditors.
The applicant is responsible for obtaining the necessary audit and securing the services of a
certified public accountant or other independent governmental auditor.
Federal Funds
The Applicant must comply with all federal and state grant audit requirements including The
Single Audit Act Amendments of 1996; 2 CFR Part 200 as amended; and any other applicable
law or regulation, and any amendment to such other applicable law or regulation which may be
enacted or promulgated by the federal government.
If the Applicant is a local government or non-profit organization and expends $1,000,000 or
more in federal awards during its fiscal year, the Applicant is required to provide the appropriate
single or program specific audit in accordance with the provisions outlined in 2 CFR Part
200.501. If the Applicant expends total federal awards of less than the threshold established in 2
CFR 200.501, it is exempt from federal audit requirements for that year, but records must be
available for review or audit by appropriate officials (or designees) of the federal agency, pass-
through entity, and Government Accountability Office (GAO).
If the Applicant is a for-profit entity, it is not subject to the auditing and reporting requirements of
2 CFR Part 200, Subpart F – Audit Requirements (Subpart F). However, the pass-through
Commonwealth agency is responsible for establishing requirements, as necessary, to ensure
compliance by for-profit subrecipients. The contract with the for-profit subrecipient should
describe applicable compliance requirements and the for-profit subrecipient’s compliance
responsibility. Methods to ensure compliance for federal awards made to for-profit subrecipients
may include pre-award audits, monitoring during the contract and post-award audits. Post-award
audits may be in the form of a financial audit in accordance with Government Auditing
Standards, a single audit report or program-specific audit report in accordance with Subpart F.
However, these post-award audits must be submitted directly to the affected commonwealth
agency that provided the funding. Only single audit reports for local governmental and non-profit
subrecipients are electronically submitted to the Federal Audit Clearinghouse.
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ADDITIONAL POTENTIAL COMPONENTS OF THE SINGLE AUDIT
REPORTING PACKAGE
In instances where a federal program-specific audit guide is available, the audit report package
for a program-specific audit may be different and should be prepared in accordance with the
audit guide, Government Auditing Standards, and Subpart F.
In addition to the requirements of Subpart F, commonwealth agencies may require that the single
audit reporting packages include additional components in the SEFA, or supplemental schedules,
as identified through the respective grant agreement.
Instructions and information regarding submission of the single audit/program-specific audit
reporting package are available to the public on Single Audit Submissions page of the
Commonwealth’s Office of the Budget website (https://www.pa.gov/agencies/budget.html) on
the Single Audit Submissions page. The reporting package must be submitted electronically in
single Portable Document Format (PDF) file to RA-BAFMSingleAudit@pa.gov.
In accordance with 2 CFR 200.510, PCCD requires that PCCD grant numbers and
amounts expended for each PCCD award be individually identifiable on all Single Audit
Report Schedules of Expenditures of Federal Awards.
STEPS FOR SUBMISSION
The Applicant’s submission responsibilities are as follows:
1.Submit the Single Audit or Program-Specific Audit Report to the Federal Audit
Clearinghouse (FAC) and receive an email confirmation of receipt from the FAC.
2.Complete the Single Audit/Program Specific Audit Reporting Checklist to ensure your
package contains all required elements. A fill-in version of the checklist can be found on
the Commonwealth’s Office of the Budget at:
https://www.pa.gov/content/dam/copapwp-pagov/en/budget/documents/for-people-
doing-business-with-the-commonwealth/for-grantees-and-subrecipients/single-audit-
checklist.pdf
3.Email the FAC confirmation of receipt, a certified copy of the data collection form, and
the completed Checklist (PDF) to RA-BAFMSingleAudit@pa.gov. The subject line of
the email must identify the exact name on the Single Audit or Program-Specific Audit
Reporting Package and the period end date pertaining to the reporting package.
4.The Applicant will receive an email from BOA confirming the receipt of the FAC’s
confirmation, the certified copy of the data collection form, and the completed Checklist.
AUDIT OVERSIGHT PROVISIONS
The Applicant is responsible for obtaining the necessary audit and securing the services of a
certified public accountant, or other independent governmental auditor. The Commonwealth
reserves the right for federal and state agencies or their authorized representatives to perform
Page 38 of 42
additional audits of a financial or performance nature, if deemed necessary by Commonwealth or
federal agencies. Any such additional audit work will rely on work already performed by the
Applicant’s auditor and the costs for any additional work performed by the federal or state
agencies will be borne by those agencies at no additional expense to the Applicant.
Audit documentation and audit reports must be retained by the Applicant’s auditor for a
minimum of three years from the date of issuance of the audit report, unless the Applicant’s
auditor is notified in writing by the Commonwealth, the cognizant federal agency for audit, or
the oversight federal agency for audit to extend the retention period. Audit documentation will be
made available upon request to authorized representatives of the Commonwealth, the cognizant
federal agency for audit, the oversight federal agency for audit, the federal funding agency, or the
Government Accountability Office.
Please note, audits not required by 2 CFR Part 200 are not chargeable to federal
programs/subgrants.
State Funds
PCCD, in its sole discretion, may undertake an inspection and/or audit of the financial records of
the grantee relating to the grant project. The grantee shall provide PCCD with full and complete
access to all records relating to the performance of the grant project and to all persons who were
involved in the grant project. PCCD may also require, as a condition of award, that an
independent financial audit be completed.
Submission of Audit Reports Other than Single Audit Reports
Audit reports other than Single Audit Reports which are required by PCCD may be submitted
electronically to RA-PCCDAuditReports@pa.gov or by mail to:
Pennsylvania Commission on Crime and Delinquency
Office of Financial Management and Administration
P.0. Box 1167
Harrisburg, Pennsylvania 17108-1167
Audit by PCCD or Governmental Auditor
Representatives of PCCD, the Commonwealth, the federal government or their designee may
audit grant awards of federal or state funds at any time during or after the project period.
A review by a PCCD or other governmental auditors may be made to determine whether:
• Financial operations are conducted properly.
• Financial reports are presented fairly.
• Grantee complied with applicable laws and regulations.
• Resources are managed and used in an economical and efficient manner.
• Desired results and objectives are achieved in an effective manner.
Page 39 of 42
• Costs are allowable.
In the absence of exigent circumstances, a request for documentation and an appointment will be
made with the grantee. The grantee will:
• Arrange workspace for the auditor(s).
• Ensure that all necessary records and documentation have been properly maintained.
• Ensure that all necessary records and documentation are available for the auditor(s).
• Schedule time for the project director, financial officer and other key personnel to assist
the auditor(s).
Audit Reports by PCCD or Governmental Auditor
After review, a preliminary audit report will be written that may contain narrative statements,
tabulations, schedules, or other formats containing pertinent data to disclose any deficiencies
found, and recommendations for appropriate action to correct and prevent recurrence of the
deficiencies.
The preliminary audit report will be distributed to the grantee detailing steps necessary to take
exception to or clear the audit findings. The original will be addressed to the Project Director and
copies will be forwarded to the chief administrative officer of the applicant agency and others, as
appropriate.
Grantees must respond within 30 days to a preliminary audit report that contains findings or
recommendations. The grantee may state actions taken on each recommendation or specify
exceptions to audit findings. Each exception must address a specific finding and be presented
with complete documentation and an adequate explanation for the disagreement. A final report
will be prepared to address any exceptions raised in a timely response by the grantee. After
receipt of the response or expiration of the 30-day response period, the final audit report will be
issued.
Failure of a grantee to take action to clear all findings will result in the institution of appropriate
remedial action, which may include suspension of payments, suspension or termination of funds,
or vacating of the grant by the Commission, etc.
Audit Confirmation Requests
All audit confirmation requests must be submitted on PCCD’s Audit Confirmation Request form
which is available on our website on the Grant Procedures and Forms page. The request should
be submitted to the following email address: RA-PCCDAuditConfirm@pa.gov.
Page 40 of 42
Records Retention
The grantee must fully document the project and make the documentation known by and
available to, all auditors and other authorized parties. All financial records, supporting
documents, statistical records, and all other records pertinent to the award shall be retained by
each organization for at least three years after the date of submission of the final fiscal and
programmatic reports. Retention is required for purposes of federal and/or Commonwealth of
Pennsylvania examination and audit. There are several exceptions to the three-year record
retention requirement as follows:
1.If any litigation, claim, or audit is started before the expiration of the 3-year period, the
records must be retained until all litigation, claims, or audit findings involving the records
have been resolved and final action taken.
2.When the grantee is notified by PCCD, the Federal awarding agency, cognizant agency
for audit, oversight agency for audit, or cognizant agency for indirect costs to extend the
retention period.
3.Records for real property and equipment must be retained for 3 years after final
disposition.
4.Records for program income transactions after the period of performance: In some cases,
recipients must report program income after the period of performance. Where there is
such a requirement, the retention period for the records pertaining to the earning of the
program income starts from the end of the grantee’s fiscal year in which the program
income is earned.
Records may be retained in an automated format. Copies of relevant records including the
following must be retained for the required retention period:
1.Approved grant application
2.Award letter
3.Approved project modification requests
4.Fiscal reports
5.Progress reports
6.Pre-incurred cost approvals
7.Personnel information
a.Payroll records
b.Staff assignments
c.Time reports and certifications (time sheets)
d.Payroll tax reports
e.Documentation for fringe benefits
f.Job descriptions
8.Consultants, contract services, equipment, supplies, renovations and construction
a.Purchase orders
b.Contracts and bid documents
c.Invoices
d.Receiving vouchers
e.Sole source approvals
Page 41 of 42
f. Inventory lists
g. Equipment records updated through date of disposition
9. Travel
a. Travel authorizations
b. Travel vouchers
c. Payment records
10. Banking information
a. Cash verifications
b. Receipts documentation
c. Check register
d. Canceled checks
e. Bank statements
11. Miscellaneous
a. Leases
b. Statistical information on goals and achievements
c. By- laws of private agencies
d. Listing of board of directors of private agencies
e. Checks and other payment authorizations
12. Accounting records
a. General Ledger
b. Subsidiary Ledgers
c. Journals
d. Chart of accounts
e. Checks and other payment authorizations
13. Audit
a. A copy of all pertinent audit reports
b. All correspondence to resolve any audit findings
14. Description of the Program and its activities in sufficient detail to justify expenditures.
Page 42 of 42
Links to Forms and Other Useful Documents
OJP Policy and Guidance for Conference Approval, Planning and Reporting
Clearance and Endorsement of Certain Grant Applications
Privacy Certificate and Confidentiality Requirements
Pass-Through Contract
Example of an Acceptable Personal Services Contract
Employee Time Certification
Sample Completed Sample Timesheet
Excel Timesheet Template
Pennsylvania Electronic Payment Program (PEPP) Enrollment Form
Audit Confirmation Request Form
PCCD-SSC (12/20) 1
APPLICANT UNDERSTANDS AND AGREES THAT ANY SUBGRANT RECEIVED AS
A RESULT OF THIS APPLICATION SHALL BE SUBJECT TO THE FOLLOWING
SUBGRANT CONDITIONS. IF APPLICANT IS A COMMONWEALTH DEPARTMENT
OR AGENCY, SECTIONS 24, 26, 27, 28, 32, 39 AND 48 ARE INAPPLICABLE.
STANDARD SUBGRANT CONDITIONS
1. Subgrant Project - Applicant is requesting that the Pennsylvania Commission on Crime and
Delinquency ("PCCD") provide a specific grant of funds for Applicant to perform a project
as described in this application (the "Subgrant Project").
2. Status of Applicant - Except for an Applicant that is a Commonwealth agency, it is agreed
that Applicant, its officers, agents and employees act in an independent capacity with
respect to the Subgrant Project and shall not be deemed to be officers, agents or employees
of the Commonwealth or PCCD.
3. Subgrant Agreement - An application that is executed by all required Commonwealth of
Pennsylvania (“Commonwealth”) officials and to which Applicant signifies its agreement
as set forth below shall constitute the agreement governing the Subgrant Project (the
"Subgrant Agreement"). It is understood that PCCD may modify the content of the
application subsequent to the Applicant's initial application, but prior to disbursement of
funds, to reflect programmatic and/or fiscal concerns. Applicant will signify its agreement to
the final version of the application when it does one or both of the following: (1) accepts all
or part of the funds it requested in connection with the Subgrant Project; or (2) fails to give
notice of objection to PCCD within 10 business days after PCCD delivers to Applicant a final
version of the application.
4. Entire Agreement - No modifications, alterations, changes, or waivers to the Subgrant
Agreement or any of its terms shall be valid or binding unless accomplished by a written
amendment executed in accordance with PCCD procedures.
5. Applicant's Manual - Applicant agrees that the Subgrant Agreement shall incorporate by
reference PCCD's "Applicant's Manual-Financial and Administrative Guide for Grants"
(the "PCCD Applicant's Manual"). To the extent these Standard Subgrant Conditions are
inconsistent with any portion of the PCCD Applicant's Manual, these Standard Subgrant
Conditions shall govern.
6. Project Expenditures/Duration of Subgrant Project - PCCD may not disburse Subgrant
Project funds to Applicant until all required Commonwealth officials have executed the
application. PCCD will not reimburse costs incurred prior to a starting date specified in the
Subgrant Agreement (the "Effective Date"). Substantial program implementation is required
within 60 days of the Effective Date. Obligations outstanding at the termination date must be
liquidated within 60 days. Any funds remaining unexpended at the close of the 60-day
period must be returned to PCCD. Applicant's obligations to PCCD under the Subgrant
Agreement survive despite termination of the Subgrant Project.
7. Nondiscrimination/Sexual Harassment Clause – The Applicant agrees:
Exhibit C
PCCD-SSC (12/20) 2
(1) In the hiring of any employee(s) for the manufacture of supplies, performance of
work, or any other activity required under the grant agreement or any subgrant
agreement, contract, or subcontract, the Applicant, a subgrantee, a contractor, a
subcontractor, or any person acting on behalf of the Applicant shall not discriminate
by reason of race, gender, creed, color, sexual orientation, gender identity or
expression, or in violation of the Pennsylvania Human Relations Act (PHRA) and
applicable federal laws, against any citizen of this Commonwealth who is qualified
and available to perform the work to which the employment relates.
(2) The Applicant, any subgrantee, contractor or any subcontractor or any person on their
behalf shall not in any manner discriminate by reason of race, gender, creed, color,
sexual orientation, gender identity or expression, or in violation of the PHRA and
applicable federal laws, against or intimidate any of its employees.
(3) Neither the Applicant nor any subgrantee nor any contractor nor any subcontractor
nor any person on their behalf shall in any manner discriminate by reason of race,
gender, creed, color, sexual orientation, gender identity or expression, or in violation
of the PHRA and applicable federal laws, in the provision of services under the grant
agreement, subgrant agreement, contract or subcontract.
(4) Neither the Applicant nor any subgrantee nor any contractor nor any subcontractor
nor any person on their behalf shall in any manner discriminate against employees by
reason of participation in or decision to refrain from participating in labor activities
protected under the Public Employee Relations Act, Pennsylvania Labor Relations
Act or National Labor Relations Act, as applicable and to the extent determined by
entities charged with such Acts’ enforcement, and shall comply with any provision of
law establishing organizations as employees’ exclusive representatives.
(5) The Applicant, any subgrantee, contractor or any subcontractor shall establish and
maintain a written nondiscrimination and sexual harassment policy and shall inform
their employees in writing of the policy. The policy must contain a provision that
sexual harassment will not be tolerated and employees who practice it will be
disciplined. Posting this Nondiscrimination/Sexual Harassment Clause conspicuously
in easily-accessible and well-lighted places customarily frequented by employees and
at or near where the grant services are performed shall satisfy this requirement for
employees with an established work site.
(6) The Applicant, any subgrantee, contractor or any subcontractor shall not discriminate
by reason of race, gender, creed, color, sexual orientation, gender identity or
expression, or in violation of the PHRA and applicable federal laws, against any
subgrantee, contractor, subcontractor or supplier who is qualified to perform the
work to which the grant relates.
(7) The Applicant and each subgrantee, contractor and subcontractor represents that it is
presently in compliance with and will maintain compliance with all applicable
PCCD-SSC (12/20) 3
federal, state, and local laws and regulations relating to nondiscrimination and sexual
harassment. The Applicant and each subgrantee, contractor and subcontractor further
represents that it has filed a Standard Form 100 Employer Information Report
(“EEO-1”) with the U.S. Equal Employment Opportunity Commission (“EEOC”)
and shall file an annual EEO-1 report with the EEOC as required for employers’
subject to Title VII of the Civil Rights Act of 1964, as amended, that have 100 or
more employees and employers that have federal government contracts or first-tier
subcontracts and have 50 or more employees. The Applicant, any subgrantee, any
contractor or any subcontractor shall, upon request and within the time periods
requested by the Commonwealth, furnish all necessary employment documents and
records, including EEO-1 reports, and permit access to their books, records, and
accounts by the granting agency and the Bureau of Diversity, Inclusion and Small
Business Opportunities for the purpose of ascertaining compliance with the
provisions of this Nondiscrimination/Sexual Harassment Clause.
(8) The Applicant, any subgrantee, contractor or any subcontractor shall include the
provisions of this Nondiscrimination/Sexual Harassment Clause in every subgrant
agreement, contract or subcontract so that those provisions applicable to subgrantees,
contractors or subcontractors will be binding upon each subgrantee, contractor or
subcontractor.
(9) The PCCD’s and each subgrantee’s, contractor’s and subcontractor’s obligations
pursuant to these provisions are ongoing from and after the effective date of the grant
agreement through the termination date thereof. Accordingly, the Applicant and each
subgrantee, contractor and subcontractor shall have an obligation to inform the
PCCD if, at any time during the term of the grant agreement, it becomes aware of any
actions or occurrences that would result in violation of these provisions.
(10) PCCD may cancel or terminate the grant agreement and all money due or to become
due under the grant agreement may be forfeited for a violation of the terms and
conditions of this Nondiscrimination/Sexual Harassment Clause. In addition, the
granting agency may proceed with debarment or suspension and may place the
Applicant, subgrantee, contractor, or subcontractor in the Contractor Responsibility
File.
8. During the term of this Subgrant Agreement, the Applicant agrees as follows:
(1) Pursuant to federal regulations promulgated under the authority of the Americans with
Disabilities Act (ADA), 28 C.F.R. § 35.101 et seq., the Applicant understands and
agrees that no individual with a disability shall, on the basis of the disability, be excluded
from participation in the Subgrant Agreement or from activities provided for under
this Subgrant Agreement. As a condition of accepting and executing this Subgrant
Agreement, the Applicant agrees to comply with the "General Prohibitions Against
Discrimination," 28 C.F.R. § 35.130, and all other regulations promulgated under Title
II of ADA which are applicable to the benefits, services, programs, and activities
provided by the Commonwealth and PCCD through Subgrant Agreements with
Applicants.
PCCD-SSC (12/20) 4
(2) The Applicant shall be responsible for and agrees to indemnify and hold harmless
PCCD and the Commonwealth from all losses, damages, expenses, claims,
demands, suits, and actions brought by any party against the
Commonwealth or PCCD as a result of the Applicant's failure to comply with the
provisions of paragraph (1).
9. Utilization of Funds - Subgrant Project funds shall be expended only for goods and
services covering activities in the approved application within the Subgrant Project period.
Applicant shall obtain prior written approval from PCCD for project changes between budget
categories which exceed 10% of total project cost (total project cost is the sum of PCCD funds,
project income and Applicant's match funds) and for a change(s) to purchase additional items or
other items that were not included in the approved project budget.
10. Project Income - Applicant shall account for all project income earned or realized by the
Applicant through the use of subgrant funds or as a result of conducting the Subgrant
Project. Such project income must be used to reduce total project costs or, with prior
approval of PCCD, may be used to extend the project period or expand the project.
11. Subcontracts - Any subcontract, pass-through agreement or similar agreement entered into
by Applicant for execution of project activities or provision of services to a Subgrant Project
shall provide that Applicant shall retain ultimate responsibility for the Subgrant Project and
that the subcontractor shall be bound by these Standard Subgrant Conditions and any other
requirements applicable to Applicant in the conduct of the project, including non-
discrimination requirements described in Paragraph 7. By appropriate language incorporated in
each subcontract or other document under which funds are to be disbursed, Applicant shall
ensure that these Standard Subgrant Conditions and, where applicable, special subgrant
conditions apply to all recipients of subgrant funds. Upon request by PCCD, Applicant shall
provide PCCD with a copy of any document relating to a subcontract or similar agreement.
12. Conflict of Interest and Ethics - Applicant acknowledges that the Subgrant Project is
governed by all Commonwealth provisions relating to conflict of interest and ethics, and
represents that Applicant, members of its board of directors and its officers, will comply with
any applicable provisions, including those in the State Adverse Interest Act, 71 P.S. §§776.1-
776.8, and the Public Official and Employee Ethics Act, 65 Pa.C.S. §§1101-1113. Applicant
further represents that neither it nor any of its board members or officers has any such interest
and shall not acquire any interest, direct or indirect, that would conflict in any manner or degree
with the performance of its services hereunder. Applicant further covenants that, in the
performance of the Subgrant Agreement, it shall not knowingly employ any entity having
such interest. Applicant further agrees to follow the procurement standards set forth in PCCD's
Applicant's Manual in engaging any subcontractors in connection with the Subgrant Project.
13. Monitoring and Evaluation - PCCD, in its sole discretion, may undertake a programmatic
monitoring of the Subgrant Project. Applicant shall cooperate with any monitoring and provide
any documents or information requested by PCCD. Applicant agrees that PCCD may require
an external evaluation of this project, such evaluation to be funded from the project budget.
PCCD-SSC (12/20) 5
PCCD reserves the right to approve the selection of the individual or organization to conduct
such evaluation.
14. Confidentiality Privilege - To the extent that any funds under this Subgrant Agreement are used
to employ the services of a sexual assault counselor as defined by 42 Pa.C.S. § 5945.1,
Applicant shall ensure that the counselor: has undergone a minimum of 40 hours of training;
provides services under the control of a direct services supervisor of a rape crisis center;
and is employed with the primary purpose to render advice, counseling or assistance to victims
of sexual assault, as defined in the statute. This requirement is necessary to sustain the
confidentiality of information transmitted between the victim and a sexual assault counselor,
as provided by 42 Pa.C.S. § 5945.1.
To the extent that any funds under this Subgrant Agreement are used to employ the services of
a domestic violence counselor/advocate as defined by 23 Pa.C.S. § 6102, Applicant shall ensure
that the counselor/advocate is engaged in a domestic violence program, the primary purpose
of which is the rendering of counseling or assistance to victims of domestic violence, and
has undergone a minimum of 40 hours of training as defined in 23 Pa.C.S. § 6102. This
requirement is necessary to sustain the confidentiality of information transmitted between
the victim and a domestic violence counselor/advocate, as provided by law.
15. Reports - Applicant shall submit, at such time and in such form as may be prescribed
truthful and accurate information that PCCD may require.
16. Fiscal Regulations - The fiscal administration of Subgrants shall be subject to such rules,
regulations and policies concerning accounting, records, payment of funds, allowance of
costs and submission of financial reports as may be prescribed by PCCD or any other
governmental entity. Applicant understands that it is required to file an annual information
statement (IRS Form 1099) with the Internal Revenue Service for each contracted
consultant or other supplier of personal services (other than employees subject to tax
withholding) receiving payments under this Subgrant Project. Accounting procedures must
provide for accurate and timely recording of receipt of funds by source, expenditures made
from such funds, and unexpended balances. Controls must be established that are adequate
to ensure that expenditures charged to subgrant activities are for allowable purposes and
that documentation is readily available to verify that the charges are accurate.
17. Purchases - Applicant agrees to obtain all supplies, equipment and services for use in the
Subgrant Project at the lowest practicable cost. Applicant shall comply with procurement
standards as set forth in the PCCD Applicant's Manual.
18. Intellectual Property –
(1) If Applicant produces or purchases patentable items, processes, inventions, or similar
matter, patent rights, or copyrightable works relating to the Subgrant Project,
Applicant shall promptly and fully inform PCCD of that fact.
(2) Unless there is a prior agreement between Applicant and PCCD on disposition of
PCCD-SSC (12/20) 6
intellectual property rights, PCCD shall determine whether protection for such rights
shall be sought. PCCD shall also determine how rights (including rights under any
copyrights, patents, or trademarks issued thereon) shall be allocated and administered
in order to protect the public interest.
(3) Upon completion or termination of the Subgrant Project, Applicant shall, upon
request, give PCCD all papers, files, and other documents or material related to
intellectual property interests created through the Subgrant Project.
(4) In the event of alleged or actual infringement of another's intellectual property rights
by Applicant or a designee/subcontractor engaged in subgrant-related activities:
(a) Applicant shall defend and indemnify PCCD and the Commonwealth.
(b) The Commonwealth may choose to defend itself or otherwise participate in
such litigation, at Applicant's expense.
(c) Applicant shall compensate the Commonwealth for related infringements on
right holder's products.
19. Required Coverages - Applicant shall maintain insurance coverage(s) as required by law
and as may be set forth in the PCCD Applicant's Manual.
20. Title to Subgrant-Funded Property –
(1) Title to Personal Property - Title to non-expendable personal property acquired in
whole or in part with subgrant funds shall vest in the Applicant. Applicant shall have
possession and use of such property so long as it is being used for purposes of the
Subgrant Project by Applicant.
(2) Title to Real Property - Title to real estate acquired in whole or in part with
subgrant funds shall vest in Applicant, and the deed shall designate PCCD as first
lien holder.
21. Inspection and Audit - PCCD, in its sole discretion, may undertake an inspection and/or audit
of the financial records of the Applicant relating to the Subgrant Project. The Applicant shall
provide PCCD with full and complete access to all records relating to the performance of the
Subgrant Project and to all persons who were involved in the Subgrant Project. PCCD may
also require, as a condition of award, that an independent financial audit be completed.
22. Record Retention - Regardless of any other applicable requirement, Applicant shall retain all
records pertinent to the Subgrant Agreement, including financial, statistical, property and
participant, and supporting documentation for a period of at least three (3) years from the
date of submission of the final fiscal report or three (3) years after completion of the audit,
whichever is later. If any litigation, claim, negotiation, audit or other action involving the
records has been started before the expiration of the three-year period, the records must be
PCCD-SSC (12/20) 7
retained until completion of the action and resolution of all issues that arise from it.
23. Termination –
(1) PCCD shall have the right to terminate the Subgrant Agreement for its convenience
if PCCD determines termination to be in its best interest. The Applicant shall be
paid for work satisfactorily completed prior to the effective date of the termination,
but in no event shall the Applicant be entitled to recover lost profits.
(2) PCCD's obligation to make payments during any Commonwealth fiscal year
succeeding the current fiscal year shall be subject to availability and appropriation of
funds. When funds (state and/or federal) are not appropriated or otherwise made
available to support continuation of performance in a subsequent fiscal year period,
PCCD shall have the right to terminate the Subgrant Agreement.
(3) PCCD shall have the right, upon written notice to Applicant, to terminate the
Subgrant Agreement prior to the expiration of the Subgrant Project period, or to
suspend payments, on account of Applicant's failure to carry out the project goals,
plans or methodology as set forth in the Subgrant Agreement, or for Applicant's
failure to comply with any of its obligations under the Subgrant Agreement. If it is
later determined that PCCD erred in terminating the Subgrant Agreement for cause,
then, at PCCD's discretion, the Subgrant Agreement shall be deemed to have been
terminated for convenience under Subparagraph 23(1).
(4) Upon termination for any reason, Applicant shall stop expending funds disbursed
through the Subgrant Agreement and shall return immediately any such funds
remaining unexpended.
24. Right to Know Law Grant Provisions
(1) Applicant understands that this Subgrant Agreement and records related to or arising
out of the Grant Agreement are subject to requests made pursuant to the Pennsylvania
Right-to-Know Law, 65 P.S. §§ 67.101-3104, (“RTKL”). For the purpose of these
provisions, the term “the Commonwealth” shall refer to PCCD.
(2) If PCCD needs the Applicant’s assistance in any matter arising out of the RTKL
related to this Subgrant Agreement, it shall notify the Applicant using the legal contact
information provided in the Grant Agreement. The Applicant, at any time, may
designate a different contact for such purpose upon reasonable prior written notice to
PCCD.
(3) Upon written notification from PCCD that it requires Applicant’s assistance in
responding to a request under the RTKL for information related to this Subgrant
Agreement that may be in Applicant’s possession, constituting, or alleged to
constitute, a public record in accordance with the RTKL (“Requested Information”),
Applicant shall:
PCCD-SSC (12/20) 8
(a) Provide PCCD, within ten (10) calendar days after receipt of written
notification, access to, and copies of, any document or information in
Applicant’s possession arising out of this Subgrant Agreement that PCCD
reasonably believes is Requested Information and may be a public record
under the RTKL; and
(b) Provide such other assistance as the PCCD may reasonably request, in order
to comply with the RTKL with respect to this Subgrant Agreement.
(4) If Applicant considers the Requested Information to include a request for a Trade
Secret or Confidential Proprietary Information, as those terms are defined by the
RTKL, or other information that Applicant considers exempt from production under
the RTKL, Applicant must notify PCCD and provide, within seven (7) calendar days
of receiving the written notification, a written statement signed by a representative
of Applicant explaining why the requested material is exempt from public disclosure
under the RTKL.
(5) PCCD will rely upon the written statement from Applicant in denying a RTKL request
for the Requested Information unless PCCD determines that the Requested
Information is clearly not protected from disclosure under the RTKL. Should PCCD
determine that the Requested Information is clearly not exempt from disclosure,
Applicant shall provide the Requested Information within five (5) business days of
receipt of written notification of the PCCD’s.
(6) If Applicant fails to provide the Requested Information within the time period required
by these provisions, Applicant shall indemnify and hold PCCD harmless for any
damages, penalties, costs, detriment or harm that PCCD may incur as a result of
Applicant’s failure, including any statutory damages assessed against PCCD.
(7) PCCD will reimburse Applicant for any costs associated with complying with these
provisions only to the extent allowed under the fee schedule established by the Office
of Open Records or as otherwise provided by the RTKL if the fee schedule is
inapplicable.
(8) Applicant may file a legal challenge to any PCCD decision to release a record to the
public with the Office of Open Records, or in the Pennsylvania Courts, however,
Applicant shall indemnify PCCD for any legal expenses incurred by PCCD as a result
of such a challenge and shall hold PCCD harmless for any damages, penalties, costs,
detriment or harm that PCCD may incur as a result of Applicant’s failure, including
any statutory damages assessed against PCCD, regardless of the outcome of such legal
challenge. As between the parties, Applicant agrees to waive all rights or remedies
that may be available to it as a result of PCCD’s disclosure of Requested Information
pursuant to the RTKL.
(9) The Applicant’s duties relating to the RTKL are continuing duties that survive the
PCCD-SSC (12/20) 9
expiration of this Subgrant Agreement and shall continue as long as the Applicant has
Requested Information in its possession.
25. Notices - ALL notices that Applicant is required to give as a result of the Subgrant Agreement
other than those related to audit and fiscal reporting, shall be addressed as follows:
Executive Director
Pennsylvania Commission on Crime and Delinquency
P.O. Box 1167
Harrisburg, PA 17108-1167
(cc: Director of the Office of Financial Management and Administration)
ALL notices that PCCD is required to give relating to the Subgrant Agreement and the
Subgrant Project shall be addressed to the Project Director identified on the first page of the
Subgrant Agreement.
26. Contractor Integrity Provisions – It is essential that those who seek to contract with the
Commonwealth of Pennsylvania observe high standards of honesty and integrity. They must
conduct themselves in a manner that fosters public confidence in the integrity of the
Commonwealth contracting and procurement process.
(1) DEFINITIONS. For purposes of these Contractor Integrity Provisions, the following
terms shall have the meanings found in this Section:
(a) “Affiliate” means two or more entities where (a) a parent entity owns more
than fifty percent of the voting stock of each of the entities; or (b) a common
shareholder or group of shareholders owns more than fifty percent of the
voting stock of each of the entities; or (c) the entities have a common
proprietor or general partner.
(b) “Consent” means written permission signed by a duly authorized officer or
employee of the Commonwealth, provided that where the material facts have
been disclosed, in writing, by prequalification, bid, proposal, or contractual
terms, the Commonwealth shall be deemed to have consented by virtue of the
execution of this contract.
(c) “Contractor” means the individual or entity, that has entered into this contract
with the Commonwealth.
(d) “Contractor Related Parties” means any affiliates of the Contractor and the
Contractor’s executive officers, Pennsylvania officers and directors, or owners
of 5 percent or more interest in the Contractor.
(e) “Financial Interest” means either:
PCCD-SSC (12/20) 10
(1) Ownership of more than a five percent interest in any business; or
(2) Holding a position as an officer, director, trustee, partner, employee, or
holding any position of management.
(f) “Gratuity” means tendering, giving, or providing anything of more than
nominal monetary value including, but not limited to, cash, travel,
entertainment, gifts, meals, lodging, loans, subscriptions, advances, deposits
of money, services, employment, or contracts of any kind. The exceptions set
forth in the Governor’s Code of Conduct, Executive Order 1980-18, the 4 Pa.
Code §7.153(b), shall apply.
(g) “Non-bid Basis” means a contract awarded or executed by the Commonwealth
with Contractor without seeking bids or proposals from any other potential
bidder or offeror.
(2) In furtherance of this policy, Contractor agrees to the following:
(a) Contractor shall maintain the highest standards of honesty and integrity
during the performance of this contract and shall take no action in violation of
state or federal laws or regulations or any other applicable laws or regulations,
or other requirements applicable to Contractor or that govern contracting or
procurement with the Commonwealth.
(b) Contractor shall establish and implement a written business integrity policy,
which includes, at a minimum, the requirements of these provisions as they
relate to the Contractor activity with the Commonwealth and Commonwealth
employees and which is made known to all Contractor employees. Posting
these Contractor Integrity Provisions conspicuously in easily-accessible and
well-lighted places customarily frequented by employees and at or near where
the contract services are performed shall satisfy this requirement.
(c) Contractor, its affiliates, agents, employees and anyone in privity with
Contractor shall not accept, agree to give, offer, confer, or agree to confer or
promise to confer, directly or indirectly, any gratuity or pecuniary benefit to
any person, or to influence or attempt to influence any person in violation of
any federal or state law, regulation, executive order of the Governor of
Pennsylvania, statement of policy, management directive or any other
published standard of the Commonwealth in connection with performance of
work under this contract, except as provided in this contract.
(d) Contractor shall not have a financial interest in any other contractor,
subcontractor, or supplier providing services, labor, or material under this
contract, unless the financial interest is disclosed to the Commonwealth in
writing and the Commonwealth consents to Contractor’s financial interest
prior to Commonwealth execution of the contract. Contractor shall disclose
PCCD-SSC (12/20) 11
the financial interest to the Commonwealth at the time of bid or proposal
submission, or if no bids or proposals are solicited, no later than Contractor’s
submission of the contract signed by Contractor.
(e) Contractor certifies to the best of its knowledge and belief that within the last
five (5) years Contractor or Contractor Related Parties have not:
(1) been indicted or convicted of a crime involving moral turpitude or
business honesty or integrity in any jurisdiction;
(2) been suspended, debarred or otherwise disqualified from entering into
any contract with any governmental agency;
(3) had any business license or professional license suspended or revoked;
(4) had any sanction or finding of fact imposed as a result of a judicial or
administrative proceeding related to fraud, extortion, bribery, bid
rigging, embezzlement, misrepresentation or anti-trust; and
(5) been, and is not currently, the subject of a criminal investigation by
any federal, state or local prosecuting or investigative agency and/or
civil anti-trust investigation by any federal, state or local prosecuting
or investigative agency.
If Contractor cannot so certify to the above, then it must submit along
with its bid, proposal or contract a written explanation of why such
certification cannot be made and the Commonwealth will determine
whether a contract may be entered into with the Contractor. The
Contractor’s obligation pursuant to this certification is ongoing from
and after the effective date of the contract through the termination date
thereof. Accordingly, the Contractor shall have an obligation to
immediately notify the Commonwealth in writing if at any time during
the term of the contract if becomes aware of any event which would
cause the Contractor’s certification or explanation to change.
Contractor acknowledges that the Commonwealth may, in its sole
discretion, terminate the contract for cause if it learns that any of the
certifications made herein are currently false due to intervening factual
circumstances or were false or should have been known to be false
when entering into the contract.
(f) Contractor shall comply with the requirements of the Lobbying Disclosure Act
(65 Pa.C.S. §13A01 et seq.) regardless of the method of award. If this contract
was awarded on a Non-bid Basis, Contractor must also comply with the
requirements of the Section 1641 of the Pennsylvania Election Code (25 P.S.
§3260a).
PCCD-SSC (12/20) 12
(g) When Contractor has reason to believe that any breach of ethical standards as
set forth in law, the Governor’s Code of Conduct, or these Contractor Integrity
Provisions has occurred or may occur, including but not limited to contact by
a Commonwealth officer or employee which, if acted upon, would violate such
ethical standards, Contractor shall immediately notify the Commonwealth
contracting officer or the Office of the State Inspector General in writing.
(h) Contractor, by submission of its bid or proposal and/or execution of this
contract and by the submission of any bills, invoices or requests for payment
pursuant to the contract, certifies and represents that it has not violated any of
these Contractor Integrity Provisions in connection with the submission of the
bid or proposal, during any contract negotiations or during the term of the
contract, to include any extensions thereof. Contractor shall immediately notify
the Commonwealth in writing of any actions for occurrences that would result
in a violation of these Contractor Integrity Provisions. Contractor agrees to
reimburse the Commonwealth for the reasonable costs of investigation incurred
by the Office of the State Inspector General for investigations of the
Contractor’s compliance with the terms of this or any other agreement between
the Contractor and the Commonwealth that results in the suspension or
debarment of the Contractor. Contractor shall not be responsible for
investigative costs for investigations that do not result in the Contractor’s
suspension or debarment.
(i) Contractor shall cooperate with the Office of the State Inspector General in its
investigation of any alleged Commonwealth agency or employee breach of
ethical standards and any alleged Contractor non-compliance with these
Contractor Integrity Provisions. Contractor agrees to make identified
Contractor employees available for interviews at reasonable times and places.
Contractor, upon the inquiry or request of an Inspector General, shall provide,
or if appropriate, make promptly available for inspection or copying, any
information of any type or form deemed relevant by the Office of the State
Inspector General to Contractor's integrity and compliance with these
provisions. Such information may include, but shall not be limited to,
Contractor's business or financial records, documents or files of any type or
form that refer to or concern this contract. Contractor shall incorporate this
paragraph in any agreement, contract or subcontract it enters into in the course
of the performance of this contract/agreement solely for the purpose of
obtaining subcontractor compliance with this provision. The incorporation of
this provision in a subcontract shall not create privity of contract between the
Commonwealth and any such subcontractor, and no third party beneficiaries
shall be created thereby.
(j) For violation of any of these Contractor Integrity Provisions, the
Commonwealth may terminate this and any other contract with Contractor,
claim liquidated damages in an amount equal to the value of anything received
in breach of these Provisions, claim damages for all additional costs and
PCCD-SSC (12/20) 13
expenses incurred in obtaining another contractor to complete performance
under this contract, and debar and suspend Contractor from doing business with
the Commonwealth. These rights and remedies are cumulative, and the use or
non-use of any one shall not preclude the use of all or any other. These rights
and remedies are in addition to those the Commonwealth may have under law,
statute, regulation, or otherwise.
27. Responsibility Provisions
(1) Applicant certifies, for itself and all its subcontractors, that as of the date of its
execution of this application, that neither Applicant, nor any subcontractors, nor any
suppliers are under suspension or debarment by the Commonwealth or any
governmental entity, instrumentality, or authority and, if Applicant cannot so certify,
then it agrees to submit, along with the application, a written explanation of why such
certification cannot be made.
(2) Applicant certifies that, as of the date of its execution of this application, it has no tax
liabilities or other Commonwealth obligations.
(3) Applicant's obligations pursuant to these provisions are ongoing from and after the
starting date of the project through the termination date thereof. Accordingly,
Applicant shall have an obligation to inform PCCD if, at any time during the term of the
agreement, it becomes delinquent in the payment of taxes, or other Commonwealth
obligations, or if it or any of its subcontractors are suspended or debarred by the
Commonwealth, the federal government, or any other state or governmental entity.
Such notification shall be made within 15 days of the date of suspension or debarment.
(4) The failure of Applicant to notify the PCCD of its suspension or debarment by the
Commonwealth, any other state, or the federal government shall constitute an event of
default of this Subgrant Agreement.
(5) Applicant agrees to reimburse the Commonwealth for the reasonable costs of
investigation incurred by the Office of Inspector General for investigations of
Applicant's compliance with the terms of this or any other agreement between
Applicant and the Commonwealth, which results in the suspension or debarment of
Applicant. Such costs shall include, but not be limited to, salaries of investigators,
including overtime, travel and lodging expenses, and expert witness and documentary
fees. Applicant will not be responsible for investigative costs for investigations that
do not result in its suspension or debarment.
(6) Applicant may obtain a current list of suspended and debarred Commonwealth
Contractors by either searching the internet at
http://www.dgs.state.pa.us/debarment.htm or contacting the:
Department of General Services
Office of Chief Counsel
PCCD-SSC (12/20) 14
603 North Office Building
Harrisburg, Pennsylvania 17125
Telephone: (717) 783-6472
Fax: (717) 787-9138
28. Offset - Applicant agrees that PCCD may set off the amount of any state tax liability or other
obligation of the Applicant or its subsidiaries to the Commonwealth against any payments
due Applicant under the Subgrant Agreement or under any other contract with the
Commonwealth.
29. Publication - Applicant agrees that any publication (written, visual, or sound, but excluding
press releases, newsletters, and issue analyses) issued by the Applicant or by any
subcontractor describing any portion of the Subgrant Project shall contain the following
statement:
"This project was supported by PCCD Subgrant # ______________ [refer to page 1 of
application for number], awarded by the Pennsylvania Commission on Crime and
Delinquency (PCCD). [Add if federal funding is involved: The awarded funds originate with
the Office of Justice Programs, U.S. Department of Justice or U.S. Department of Education
or U.S. Department of Health and Human Services, as the case might be.] The opinions,
findings and conclusions expressed within this publication/program/exhibition are those of
the author(s) and do not necessarily reflect the views of PCCD [or the applicable federal
agency]."
Applicant also agrees that two copies of any such publication will be submitted to PCCD to
be placed on file and distributed as appropriate to other potential grantees or interested
parties.
30. Paid Media Advertising – Applicant agrees to comply with Act 90 of 2015, also known as the
Taxpayer-Funded Advertising Transparency Act. Act 90 of 2015 requires that paid media
advertising include a statement that it is funded, in whole or in part, by the Commonwealth of
Pennsylvania General Fund and include the following specific statement: “Paid for with
Pennsylvania taxpayer dollars.” In the case of print advertising, the statement shall be
included so that it is easily seen and read. In the case of broadcast advertising, the statement
shall be included as an audio tagline so that it is easily heard. The term "media advertising"
includes broadcast advertising and print advertising. The term "broadcast advertising"
includes television, radio and other audiovisual advertising. The term "print advertising"
includes print and electronic newspaper advertising, print and electronic magazine advertising
and billboard advertising. Print advertising does not include advertising in the classified
section of a newspaper. This condition only applies to state-funded projects.
31. Recovery of Restitution and Penalties - If Applicant is a governmental entity, it represents
that it is, and will remain, in compliance with the requirements of 42 Pa.C.S. § 9728, as
amended by Act 84 of 1998 (relating to restitution collection and allocation to victims), and
with obligations under the Crime Victims Act, as set forth at 18 P.S. § 11.1302 (relating to
use of restitution to reimburse the Bureau of Victims' Services for its award of compensation)
PCCD-SSC (12/20) 15
and at 18 P.S. § 11.1101 (relating to collection of costs to be paid into the Crime Victim's
Compensation Fund and the Victim Witness Services Fund).
32. Hold Harmless - Applicant shall be responsible for and agrees to indemnify and hold
harmless PCCD and the Commonwealth from injury to any person or damages to property
and any other losses, damages, expenses, claims, demands, suits and actions by any party
against PCCD and the Commonwealth in connection with the Subgrant Project.
33. Applicable Law - The Subgrant Agreement shall be governed by and interpreted and
enforced in accordance with the laws of the Commonwealth of Pennsylvania (without
regard to any conflict of laws provisions) and the decisions of the Pennsylvania courts. The
Applicant consents to the jurisdiction of any court of the Commonwealth of Pennsylvania
and any federal courts in Pennsylvania, waiving any claim or defense that such forum is not
convenient or proper. The Applicant agrees that any such court shall have personal
jurisdiction over it, and consents to service of process in any manner authorized by
Pennsylvania law.
34. Other Laws and Regulations -Applicant shall comply with the current requirements of all
applicable federal, state or local laws and regulations.
ADDITIONAL TERMS FOR PROJECTS USING FEDERAL FUNDS
35. Federal Anti-Discrimination Provisions - Applicant assures and certifies that it will not
discriminate, engage in harassment or retaliate on the basis of race, color, religion, national
origin (including limited English proficiency), age, sex or disability. In addition to these, if
Applicant receives funds from the Office of Violence Against Women (OVW) or under the
Violence Against Women Act (VAWA) of 1994, as amended, it further certifies that it will
not discriminate, engage in harassment or retaliate on the basis of sexual orientation or gender
identity. Specifically:
(1) Applicant will comply, and all its subcontractors will comply, with the non-
discrimination requirements of the Civil Rights Act of 1964 (42 U.S.C. § 2000d); the
Indian Civil Rights Act (25 U.S.C. §§ 1301-1303); the Rehabilitation Act of 1973 (29
U.S.C. § 794); the Americans with Disabilities Act of 1990 (42 U.S.C. §§ 12131-34); the
Education Amendments of 1972 20 U.S.C. §§ 1681, 1683, 1685-86); the Age
Discrimination Act of 1975 (42 U.S.C. §§ 6101-07); and any other applicable federal
nondiscrimination statutes and regulations.
(2) For a subgrant of funds from programs administered by the U.S. Department of
Justice—
(a) Applicant will comply, and all of its contractors will comply, with any
applicable nondiscrimination provisions which may include the Omnibus
Crime Control and Safe Streets Act of 1968 (34 U.S.C. §§ 10228(c) and
10221(A); the Victims of Crime Act (34 U.S.C. § 20110(e)); the Juvenile
Justice and Delinquency Prevention Act of 2002 (34 U.S.C. § 11182(b)); the
Violence Against Women Act (34 U.S.C. § 12291(b)(13)). Applicant will
PCCD-SSC (12/20) 16
also comply with Executive Order 13279., Equal Protection of the Laws for
Faith-Based and Community Organizations; Executive Order 13559,
Fundamental Principles and Policymaking Criteria for Partnerships with Faith-
Based and Other Neighborhood Organizations; and the Department of Justice
implementing regulations at 28 C.F.R. Part 38.
(b) Applicant will not discriminate on the basis of national origin in the delivery
of services. National origin discrimination includes discrimination on the
basis of limited English proficiency (LEP). Applicants are required to take
reasonable steps to ensure that LEP persons have meaningful access to its
programs. Meaningful access may entail providing language assistance
services, including oral and written translation, where necessary. The U.S.
Department of Justice has issued guidance for grantees to assist them in
complying with Title VI requirements that may be found at 67 F.R. 41455-
41472.
(c) In the event a federal or state court or federal or state administrative agency
makes a finding of discrimination after a due process hearing on the grounds
of race, color, religion, national origin, or sex against a recipient of funds,
Applicant will provide a copy of the finding to PCCD for forwarding to the
Office for Civil Rights, Office of Justice Programs.
(d) Applicant will provide an Equal Employment Opportunity Plan as
required by any and all applicable federal laws. Applicant will complete
all required EEOP forms and/or certifications as detailed in the Federal
Funding Announcement Certifications section of the applicable funding
announcement.
(3) For a subgrant of funds from programs administered by the U.S. Department of
Education, Applicant will comply, and all its subcontractors will comply, with the
nondiscrimination requirements of 34 C.F.R. Parts 100, 104, 106, and 110 and 45
C.F.R. Part 90 (relating to nondiscrimination on the basis of race, color, national origin,
sex, handicap or age).
36. For a subgrant of funds from programs administered by the U.S. Department of Health
and Human Services, Applicant will comply, and all its subcontractors will comply, with the
nondiscrimination requirements of 45 C.F.R. Parts 80 and 91
37. Federal Funding Accountability and Transparency Act (FFATA)
(1) Registration and Identification Information
Applicant must provide to PCCD its assigned Dun and Bradstreet Data Universal
Numbering System (DUNS) Number (www.dnb.com), and DUNS + 4 number if
applicable. PCCD will not process this Subgrant Agreement until such time that
Applicant provides this information.
PCCD-SSC (12/20) 17
One the federal government transitions to requiring recipients of federal funds to
provide their Unique Entity Identifier (UEI) rather than their DUNS number,
applicant must provide to PCCD its assigned UEI which will be maintained in the
federal System for Award Management (www.sam.gov).
(2) Primary Location
Applicant must provide to PCCD the primary location of performance under the award,
including the city, State, County, and zip+4. Applicant must provide this information to
PCCD along with Applicant’s return of the signed grant agreement. PCCD will not
process this Subgrant Agreement until such time that the Applicant provides this
information.
(3) Compensation of Officers
Applicant must provide to PCCD the names and total compensation of the five most
highly compensated officers of the entity if—
(i) the entity in the preceding fiscal year received—
(I) 80 percent or more of its annual gross revenues in Federal awards; and
(II) $25,000,000 or more in annual gross revenues from Federal awards: and
(ii) the public does not have access to information about the compensation of the
senior executives of the entity through periodic reports filed under section 13(a)
or 15(d) of the Securities Exchanges Act of 1934 (15 U.S.C. 78m(a), 78o(d)) or
section 6104 of the Internal Revenue Code of 1986.
If the Applicant does not meet the conditions listed above, then it must
specifically affirm to PCCD that the requirements of this clause are inapplicable
to the Applicant.
Applicant must provide information responding to this question along with
Applicant’s return of the signed Subgrant Agreement. PCCD will not process this
Subgrant Agreement until such time that the Applicant provides such information
responding to this question.
38. Inspection and Audit – The Applicant must comply with all federal and state grant audit
requirements including The Single Audit Act Amendments of 1996; 2 CFR Part 200, as
amended; and any other applicable law or regulation, and any amendment to such other
applicable law or regulation which may be enacted or promulgated by the federal government.
If the Applicant is a local government or non-profit organization and expends $750,000 or
more in federal awards during its fiscal year, the Applicant is required to provide the
appropriate single or program specific audit in accordance with the provisions outlined in 2
CFR Part 200.501. Steps for submission of the audit package are described later in this
section.
PCCD-SSC (12/20) 18
If the Applicant expends total federal awards of less than the threshold established in 2 CFR
200.501, it is exempt from federal audit requirements for that year, but records must be
available for review or audit by appropriate officials (or designees) of the federal agency,
Commonwealth, PCCD and Government Accountability Office (GAO).
If the Applicant is a for-profit entity, it is not subject to the auditing and reporting requirements
of 2 CFR Part 200, Subpart F – Audit Requirements (Subpart F). However, PCCD may
establish additional requirements, as necessary, to ensure compliance by for-profit Applicants.
Methods to ensure compliance for federal awards made to for-profit Applicants may include
pre-award audits, monitoring during the Subgrant Agreement and post-award audits. The post-
award audits may be in the form of a financial audit in accordance with Government Auditing
Standards, a single audit report or program-specific audit report in accordance with Subpart
F. PCCD will communicate any special compliance requirements directly to for-profit
Applicants.
ADDITIONAL POTENTIAL COMPONENTS OF THE SINGLE AUDIT REPORTING PACKAGE
In instances where a federal program-specific audit guide is available, the audit report package
for a program-specific audit may be different and should be prepared in accordance with the
audit guide, Government Auditing Standards, and Subpart F.
In addition to the requirements of Subpart F, PCCD may require that the single audit reporting
packages include additional components in the SEFA, or supplemental schedules, as identified
through the Subgrant Agreement.
Instructions and information regarding submission of the single audit/program-specific audit
reporting package are available to the public on Single Audit Submissions page of the Office
of the Budget website (http://www.budget.pa.gov). The reporting package must be submitted
electronically in single Portable Document Format (PDF) file to RA-
BOASingleAudit@pa.gov.
STEPS FOR SUBMISSION
The Applicant’s submission responsibilities are as follows:
(1) Submit the Single Audit or Program-Specific Audit Report to the Federal Audit
Clearinghouse (FAC) and receive an email confirmation of receipt from the FAC.
(2) Complete the Single Audit/Program Specific Audit Reporting Checklist to ensure
your package contains all required elements. A fill-in version of the checklist can be
found on the Commonwealth’s Bureau of Audits (BOA) website at
http://www.budget.pa.gov/Documents/single-audit-checklist.pdf.
(3) Email the FAC confirmation of receipt, a certified copy of the data collection form, and
the completed Checklist (PDF) to RA-BOASingleAudit@pa.gov. The subject line of
the email must identify the exact name on the Single Audit or Program-Specific Audit
Reporting Package and the period end date pertaining to the reporting package.
PCCD-SSC (12/20) 19
(4) The Applicant will receive an email from BOA confirming the receipt of the FAC’s
confirmation, the certified copy of the data collection form, and the completed
Checklist.
AUDIT OVERSIGHT PROVISIONS
The Applicant is responsible for obtaining the necessary audit and securing the services of a
certified public accountant or other independent governmental auditor.
PCCD reserves the right for federal and state agencies or their authorized representatives to
perform additional audits of a financial or performance nature, if deemed necessary by PCCD,
Commonwealth or federal agencies. Any such additional audit work will rely on work already
performed by the Applicant’s auditor and the costs for any additional work performed by the
federal or state agencies will be borne by those agencies at no additional expense to the
Applicant.
Audit documentation and audit reports must be retained by the Applicant’s auditor for a
minimum of five years from the date of issuance of the audit report, unless the Applicant’s
auditor is notified in writing by the Commonwealth, the cognizant federal agency for audit, or
the oversight federal agency for audit to extend the retention period. Audit documentation will
be made available upon request to authorized representatives of the Commonwealth, the
cognizant federal agency for audit, the oversight federal agency for audit, the federal funding
agency, or the Government Accountability Office.
Please note, audits not required by 2 CFR Part 200 are not chargeable to federal
programs/subgrants.
39. Interest Earned
(1) Applicant agrees to minimize the time elapsing between the transfer and disbursement of
funds.
(2) The Applicant shall account for interest earned on federal funds. Interest earned
amounts up to $500 per year may be retained by the Applicant for administrative expense.
Any additional interest earned on PCCD Subgrant funds must be returned to PCCD for
return to the federal government or State Treasury.
(3) If Applicant is a recipient of Byrne Justice Assistance Grant (JAG) funds, it shall
account for and report as project income any interest earned on those funds.
40. Procurement - For procurements of goods and services having an aggregate value of
$500,000 or more, Applicant agrees to adhere to the requirements listed below before
utilizing any Subgrant Project funds to finance the acquisition of goods or services:
(1) Will specify in any announcement for the awarding of contract(s) for the
procurement of goods and services the amount of federal funds that will be used to
finance the acquisition; and
PCCD-SSC (12/20) 20
(2) Will express the amount announced pursuant to the above paragraph as a percentage of
the total cost of the planned acquisition.
41. Consultants - A contractual arrangement for consulting services shall be in writing and
consistent with the Applicant's usual practices and policies for obtaining such services.
Compensation for individual consultant services should be awarded based upon the
reasonableness and consistency of the charges with those for similar services in the market
place. In addition, the maximum rate for consultants shall be $650 (excluding travel and
subsistence costs) for an eight-hour day. An eight-hour day may include preparation,
evaluation, and travel time in addition to the time required for actual performance. A
request for compensation for over $650 per day requires prior approval by PCCD based
upon additional justification.
42. Information Systems - With regard to programs related to criminal justice information
systems, Applicant agrees to make adequate provisions for system security, the protection of
individual privacy and the integrity and accuracy of data collection. Applicant further agrees
that:
(1) It shall make all computer software produced under this subgrant available to PCCD and
the federal/state government for transfer to authorized users in the criminal justice
community without cost other than that directly associated with the transfer. Systems
will be documented in sufficient detail to enable a competent data processing staff
to adapt the system, or portions thereof, to usage on a computer of similar size and
configuration made by any manufacturer.
(2) It shall provide a complete copy of system documentation to PCCD.
Documentation will include, but not be limited to, system description, operating
instructions, user instructions, program maintenance instructions, input forms, file
descriptions, report formats, program listings and flow charts for the system and
programs.
(3) It shall avail itself, to the maximum extent practicable, of computer software
already produced and available without charge.
43. Conflict of Interest - Applicant covenants that neither it, members of its board of directors,
its officers or employees will engage in conduct that constitutes a conflict of interest
relating to the Subgrant Project. Such conduct shall include using the Subgrant Project for
private gain or creating the appearance of such use, or otherwise undermining the
confidence of the public in the integrity of PCCD or the federal funding entity. Requests
for proposals (RFPs) for bids issued by the Applicant to implement the project shall
provide notice to prospective vendors that the federal Organizational Conflict of Interest
Guidelines is applicable and that contractors that develop or draft specifications,
requirements, statements of work and/or RFPs for a proposed procurement shall be
excluded from bidding or submitting a proposal to compete for the award of such contract.
PCCD-SSC (12/20) 21
44. Other Federal Laws and Regulations - In conducting activities under this subgrant, Applicant
certifies and assures that it will comply with any federal statutes, regulations, guidelines and
documents, if applicable, including but not limited to the following:
(1) Uniform Administrative Requirements, Cost Principles, and Audit Requirements
for Federal Awards 2 CFR Part 200, Ex. Order 12372 (intergovernmental review of
federal programs) and any applicable regulations such as 28 C.F.R. Parts 18, 22, 23,
30, 35, 38, 42, 54, 61 and 63.
(2) Hatch Political Activity Act, 5 U.S.C. 1501-1508.
(3) Davis-Bacon Act, 40 U.S.C. §§ 276a to 276a-7, as supplemented by U.S.
Department of Labor regulations, 29 C.F.R. Part 5.
(4) Executive Order 11246 of September 24, 1965 (Equal Employment Opportunity), as
amended by Executive Order 11375 of October 13, 1967, and as supplemented in
Department of Labor regulations, 41 C.F.R. chapter 60.
(5) Copeland "Anti-Kickback" Act, 18 U.S.C. § 874 as supplemented in U.S. Department
of Labor regulations, 29 C.F.R. Part 3.
(6) Sections 103 and 107 of the Contract Work Hours and Safety Standards Act, 40
U.S.C. § 327, as supplemented by U.S. Department of Labor regulations, 29 C.F.R. Part
5.
(7) ALL applicable standards, orders, or requirements issued under section 306 of the
Clean Air Act, 42 U.S.C. § 1857(h); Section 508 of the Clean Water Act, 33 U.S.C. §
1368; Executive Order 11738; and Environmental Protection Agency regulations, 40
C.F.R. part 15.
(8) Mandatory standards and policies relating to energy efficiency that are contained in the
state energy conservation plan issued in compliance with the Energy Policy and
Conservation Act 42 U.S.C. §§ 632 1-6327.
(9) Minimum wage and maximum hours provisions of the Federal Fair Labor Standards
Act, 29 U.S.C. Chapter 8.
(10) Uniform Relocation Assistance and Real Property Acquisition Act of 1970, 42 U.S.C.
Chapter 61 (for subgrants to programs that will result in the displacement of persons).
(11) Regulations concerning the confidentiality of identifiable research and statistical
information set forth in 28 C.F.R. Part 22 (for subgrants of funds originating from the
U.S. Department of Justice).
(12) Criminal Intelligence Systems Operating Policies set forth in 28 C.F.R. Part 23 (for
subgrants funded under the Omnibus Crime Control and Safe Streets Act of
PCCD-SSC (12/20) 22
1968/Drug Control and System Improvement).
(13) Office of Justice Programs (OJP) Financial Guide pertaining to financial and
administrative requirements (for subgrants of funds originating from the U.S.
Department of Justice).
(14) U.S. Department of Health and Human Services regulations pertaining to grant
administration (for subgrants of funds originating from the U.S. Department of
Health and Human Services).
(15) U. S. Education Department General Administrative Regulations (EDGAR)
pertaining to financial and administrative requirements (for subgrants of funds
originating from the U.S. Department of Education).
45. National Environmental Policy Act Compliance—
(1) Applicant assures that it will assist PCCD and the sponsoring federal agency in
complying with the National Environmental Policy Act (NEPA) and related federal
requirements for environmental-impact analyses. Accordingly, prior to obligating
subgrant funds, Applicant agrees to first determine if any of the following activities
will be related to the use of the subgrant funds. Applicant understands that this
special condition applies to its following new activities whether or not they are being
specifically funded with the subgrant funds. That is, as long as the following activity
is being conducted by Applicant or any third party and the activity needs to be
undertaken in order to use the subgrant funds, this condition must first be met. The
activities covered by this condition are one or more of the following:
(a) New construction;
(b) Minor renovation or remodeling of a property either (i) listed on the National
Register of Historic Places or (ii) located within a 100-year flood plain;
(c) A renovation, lease, or any proposed use of a building or facility that will
either (i) result in a change in its basic prior use or (ii) significantly change its
size; or
(d) Implementation of a new program involving the use of chemicals other than
chemicals that are (i) purchased as an incidental component of a funded
activity and (ii) traditionally used, for example, in office, household,
recreational, or education environments.
(2) Application of this condition to Applicant's existing programs or activities: for any
of Applicant's existing programs or activities that will be funded by the Subgrant
Project funds, the Applicant, upon specific request of the U.S. Department of
Justice (DOJ), agrees to cooperate with DOJ in any preparation by DOJ of a national or
program environmental assessment of that funded program or activity.
PCCD-SSC (12/20) 23
(3) Applicant will comply with all requirements established to avoid or mitigate adverse
environmental effects upon its properties.
46. Mitigation of Health, Safety and Environmental Risks –
(1) General Requirement: Applicant agrees to comply with Federal, State, and local
environmental, health, and safety laws and regulations applicable to the investigation
and closure of clandestine methamphetamine laboratories and the removal and the
disposal of the chemicals, equipment, and wastes used in or resulting from the
operations of these laboratories.
(2) Specific Requirements: Applicant understands and agrees that any program or
initiative involving either the identification, seizure, or closure of clandestine
methamphetamine laboratories, can result in adverse health, safety, and
environmental impacts to:
(a) the law enforcement and other governmental personnel involved;
(b) any residents, occupants, users, and neighbors of the site of a seized clandestine
laboratory;
(c) the seized laboratory site's immediate and surrounding environment; and
(d) the immediate and surrounding environment of the site(s) where any remaining
chemicals, equipment, and wastes from a seized laboratory's operations are
placed or come to rest.
47. Historic Places - Applicant assures that it will assist PCCD and the sponsoring federal agency
in its compliance with Section 106 of the National Historic Preservation Act of 1966 as
amended (16 U.S.C. § 470), Executive Order 11593, and the Archeological and Historical
Preservation Act of 1996 (16 U.S.C. § 469a-1) by:
(1) Consulting with the State Historic Preservation Officer on the conduct of
investigations, as necessary, to identify properties listed in or eligible for inclusion in
the National Register of Historic places that are subject to adverse effects by the
activity and notifying PCCD of the existence of any such properties; and
(2) Complying with all requirements established to avoid or mitigate the adverse effects
upon such properties.
48. Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion
(1) Applicant certifies by submission of this proposal that neither it nor its principals is
presently debarred, suspended, proposed for debarment, declared ineligible,
sentenced to a denial of federal benefits by a State or Federal court, or voluntarily
PCCD-SSC (12/20) 24
excluded from participation in this transaction by any federal department or agency.
(2) Have not within a three-year period preceding this proposal been convicted of or had
a civil judgment rendered against them for commission of fraud or a criminal offense
in connection with obtaining, attempting to obtain, or performing a public (Federal,
State or local) transaction or contract under a public transaction; violation of federal
or state antitrust statutes or commission of embezzlement, theft, forgery, bribery,
falsification or destruction of records, making false statements, or receiving stolen
property.
(3) Are not presently indicted for or otherwise criminally or civilly charged by a
governmental entity (Federal, State, or local) with commission of any of the offenses
enumerated in paragraph 45 (2) below.
(4) Have not within a three-year period preceding this proposal had one or more public
transactions (Federal, State or local) terminated for cause or default.
(5) If Applicant is unable to certify to any of the statements in this certification, it shall
attach an explanation to this proposal.
49. Certification Regarding Lobbying - Applicant, if requesting or receiving federal funds
exceeding $100,000, certifies that:
(1) No federal appropriated funds have been paid or will be paid, by or on behalf of the
undersigned, to any person for influencing or attempting to influence an officer or
employee of an agency, a member of Congress, an officer or employee of Congress,
or an employee of a member of Congress in connection with the awarding of any
federal contract, the making of any federal grant, the making of any federal loan, the
entering into of any cooperative agreement, and the extension, continuation, renewal
amendment, or modification of any federal contract, grant, loan, or cooperative
agreement.
(2) If any funds other than federal appropriated funds have been paid or will be paid to
any person for influencing or attempting to influence an officer or employee of any
agency, a member of Congress, an officer or employee of Congress, or an employee
of a member of Congress in connection with this contract, grant, loan, or cooperative
agreement, the undersigned shall complete and submit Standard Form-LLL,
"Disclosure Form to Report Lobbying," in accordance with its instructions.
(3) The undersigned shall require that the language of this certification be included in the
award documents for all subawards at all tiers (including subcontracts, subgrants, and
contracts under grants, loans, and cooperative agreements) and that all subrecipients
shall certify and disclose accordingly.
This certification is a material representation of fact upon which reliance was placed when
this transaction was made or entered into. Submission of this certification is a prerequisite
PCCD-SSC (12/20) 25
for making or entering into this transaction imposed by 31 U.S. Code § 1352. Any person
who fails to file the required certification shall be subject to a civil penalty of not less than
$10,000 and not more than $100,000 for each such failure.
50. Certification Regarding Drug-Free Workplace (for Applicant that is a state agency) -
Applicant certifies that it will or will continue to provide a drug-free workplace by:
(1) Publishing a statement notifying employees that the unlawful manufacture,
distribution, dispensing, possession, or use of a controlled substance is prohibited in
the Applicant's workplace and specifying the actions that will be taken against
employees for violation of such prohibition.
(2) Establishing an ongoing drug-free awareness program to inform employees about:
(a) the dangers of drug abuse in the workplace;
(b) the Applicant's policy of maintaining a drug-free workplace;
(c) any available drug counseling, rehabilitation, and employee assistance programs;
and
(d) the penalties that may be imposed upon employees for drug abuse violations
occurring in the workplace.
(3) Making it a requirement that each employee to be engaged in the performance of the
Subgrant Agreement be given a copy of the statement required by subparagraph (1).
(4) Notifying the employee in the statement required by subparagraph (1) that, as a
condition of employment under the grant, the employee will—
(a) Abide by the terms of the statement; and
(b) Notify the employer in writing of his or her conviction for a violation of a
criminal drug statute occurring in the workplace no later than five calendar
days after such conviction.
(5) Notifying the agency in writing within ten calendar days after receiving notice under
paragraph (d)(2) from an employee or otherwise receiving actual notice of such
conviction. Employers of convicted employees must provide notice, including
position title, to every grant officer or other designee on whose grant activity the
convicted employee was working, unless the federal agency has designated a central
point for the receipt of such notices. Notice shall include the identification number(s)
of each affected Subgrant Agreement.
(6) Taking one of the following actions, within 30 calendar days of receiving notice
under subparagraph (4)(b), with respect to any employee who is so convicted—
PCCD-SSC (12/20) 26
(a) Taking appropriate personnel action against such an employee, up to and
including termination, consistent with the requirements of the Rehabilitation
Act of 1973, as amended; or
(b) Requiring such employee to participate satisfactorily in a drug abuse assistance
or rehabilitation program approved for such purposes by a federal, state, or local
health, law enforcement, or other appropriate agency.
(7) Making a good faith effort to continue to maintain a drug-free workplace through
implementation of subparagraphs (1) through (6).
51. Certification of Non-Supplantation - By submitting an application to PCCD and accepting
funds disbursed pursuant to the Subgrant Agreement, the Applicant certifies that the requested
federal funds:
(1) Will not be used to supplant or replace state or local funds already allocated.
(2) Will be used to fund new projects, or expand or enhance existing projects.
Appendix X
Attachment 1
FEDERAL AWARDS
The following information is provided pursuant to the requirements of 2 CFR Section 200 (Uniform
Guidance).
Subrecipient name: South Central Community Action Program (SCCAP)
Must match the name associated with its unique entity identifier.
Subrecipient’s Unique Entity Identifier: 098736499
Federal Award Identification Number (FAIN): 15PBJA-22-GG-04438-COAP
Federal Award Date: 10/01/2023 ___________________
Subaward Period of Performance Start and end date: 02/04/2026 – 09/30/2026
Amount of Federal Funds Obligated by this action to Subrecipient: $50,000.00
Total amount of Federal Funds Obligated to the Subrecipient including current Obligation: $50,000.00
Total Amount of Federal Award Committed to Subrecipient: $50,000.00
Federal Award Project Description, as required to be responsive to the Federal Funding Accountability
and Transparency Act (FFATA): $50,000.00 is to be used to mediate any issues that would have
prevented an individual from moving forward after their incarceration. This includes car repairs, work
clothes, certifications for employment, fines, etc. SCCAP is charged with programmatic decision making
in regard to the individuals receiving these funds and their eligibility for this program.
Name of Federal Awarding Agency: Bureau of Justice Assistance – Comprehensive Opioid Abuse Site-
Based Program
Pass-Through Entity: Franklin County, Pennsylvania
Pass-Through Entity Contact Information: Melodie Hoff, Director of Grants Management
CFDA/ALN (Catalog of Federal Domestic Assistance/Assistance Listing Number) number: 16.838
Is this award for research and development? YES: NO: X
“Research” is defined as a systematic study directed toward fuller scientific knowledge or understanding of the subject studied. “Development” is
the systematic use of knowledge and understanding gained from research directed toward the production of useful materials, devices, systems, or
methods, including design and development of prototypes and processes.
Indirect cost rate: 0%
An approved federally recognized indirect cost rate negotiated between the subrecipient and the Federal government or, if no such rate exists, a
de Minimis indirect cost rate (10%) (section 200.414).
De Minimis Indirect cost rate applied? YES: NO: X
SCCAP_COSSUP PMR 6 subrecipient_ rev
2-27-2026
Final Audit Report 2026-03-02
Created:2026-03-02 (Eastern Standard Time)
By:Ronda Ranalli (rranalli@franklincountypa.gov)
Status:Signed
Transaction ID:CBJCHBCAABAA4NJTyWzqs6kXEdLl3ELvJniuAFPq0QB6
"SCCAP_COSSUP PMR 6 subrecipient_ rev 2-27-2026" History
Document created by Ronda Ranalli (rranalli@franklincountypa.gov)
2026-03-02 - 10:06:05 AM EST
Document emailed to mshreve@sccap.org for signature
2026-03-02 - 10:07:23 AM EST
Email viewed by mshreve@sccap.org
2026-03-02 - 10:18:56 AM EST
Signer mshreve@sccap.org entered name at signing as Megan L. Shreve
2026-03-02 - 10:19:34 AM EST
Document e-signed by Megan L. Shreve (mshreve@sccap.org)
Signature Date: 2026-03-02 - 10:19:36 AM EST - Time Source: server
Document emailed to cburns@sccap.org for signature
2026-03-02 - 10:19:39 AM EST
Email viewed by cburns@sccap.org
2026-03-02 - 10:27:49 AM EST
Signer cburns@sccap.org entered name at signing as Caryn Burns
2026-03-02 - 10:28:25 AM EST
Document e-signed by Caryn Burns (cburns@sccap.org)
Signature Date: 2026-03-02 - 10:28:27 AM EST - Time Source: server
Agreement completed.
2026-03-02 - 10:28:27 AM EST
DEFINITIONS: (UNIFORM GUIDANCE 2CFR 200)
Subrecipient - A non-Federal entity that receives a subaward from a pass-through entity to carry out part of a Federal
program; but does not include an individual that is a beneficiary of such program. (section 200.93)
Contractor - An entity that receives a contract, i.e. a legal instrument by which a non-Federal entity purchases property
or services needed to carry out the project or program under a Federal award. (section 200.23)
INSTRUCTIONS: Complete sections one and two by marking all characteristics that apply to the outside entity. The section with the
greatest number of marked characteristics indicates the likely type of relationship the entity will have with the County. There may
be exceptions to the type of relationship indicated by the completed checklist. In determining whether an agreement between a
pass-through entity and another non-Federal entity casts the latter as a subrecipient or a contractor, the substance of the relationship
is more important than the form of the agreement. All characteristics listed may not be present in all cases, and the pass-through
entity must use judgement in classifying each agreement as a subaward or a procurement contract. (section 200.330)
COUNTY DEPARTMENT: __Franklin County Jail (Warden Franzoni)________________________________________
ENTITY NAME: ____SCCAP_____________________________________________
CFDA #: ___________16.838_______________________________________________
SECTION 1 - SUBRECIPIENT:
Characteristics which support the non-Federal entity as a subrecipient include when the non-Federal entity:
Yes 1.Determines who is eligible to receive what Federal assistance;
Yes 2.Has its performance measured against whether the objectives of the Federal program are met;
Yes 3.Has responsibility for programmatic decision-making;
Yes 4.Uses the Federal funds to carry out a program of the organization as compared to providing goods or services
for the benefit of the pass-through entity.
Entities that include these characteristics are responsible for adherence to applicable Federal program requirements specified in the
Federal award.
SECTION 2 - CONTRACTOR:
Characteristics of a procurement relationship with a contractor is when the non-Federal entity
receiving the Federal funds:
No 1.Provides the goods and services within a normal business operation;
No 2.Provides similar goods and services to many different purchasers;
No 3.Operates in a competitive environment;
No 4.Provides goods and services that are ancillary to the operation of the Federal program.
Entities that include these characteristics are not subject to compliance requirements of the Federal program as a result of the agreement,
though similar requirements may apply for other reasons.
FINAL DETERMINATION:
X Subrecipient
Contractor
Explanation of Determination:
Prepared By: _______________________________________________________ Date: ________________________________________________________
Reviewed By: _______________________________________________________ Date: ________________________________________________________
SUBRECIPIENT/CONTRACTOR DETERMINATION CHECKLIST
FRANKLIN COUNTY, PENNSYLVANIA
SCCAP meets all four of the determining factors to be classified as a Subrecipient of Federal funding. With the recent amendments to the grant, SCCAP will
have the agency to make decisions on the participants that will receive assistance, rather than depending entirely on referrals.
Signature:
Email:
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Subrecipient Determination - SCCAP 2.23.2026
Final Audit Report 2026-02-27
Created:2026-02-27
By:William Barton (wjbarton@franklincountypa.gov)
Status:Signed
Transaction ID:CBJCHBCAABAAPGOaQyrREKWFaXa8jxK3pikldRuM7J3x
"Subrecipient Determination - SCCAP 2.23.2026" History
Document created by William Barton (wjbarton@franklincountypa.gov)
2026-02-27 - 2:49:51 PM GMT
Document emailed to Melodie Hoff (mshoff@franklincountypa.gov) for signature
2026-02-27 - 2:49:55 PM GMT
Document emailed to Heather Franzoni (hafranzoni@franklincountypa.gov) for signature
2026-02-27 - 2:49:55 PM GMT
Document emailed to William Barton (wjbarton@franklincountypa.gov) for signature
2026-02-27 - 2:49:55 PM GMT
Email viewed by Melodie Hoff (mshoff@franklincountypa.gov)
2026-02-27 - 2:50:10 PM GMT
Email viewed by William Barton (wjbarton@franklincountypa.gov)
2026-02-27 - 2:51:36 PM GMT
Document e-signed by William Barton (wjbarton@franklincountypa.gov)
Signature Date: 2026-02-27 - 2:52:14 PM GMT - Time Source: server
Document e-signed by Melodie Hoff (mshoff@franklincountypa.gov)
Signature Date: 2026-02-27 - 2:55:25 PM GMT - Time Source: server
Email viewed by Heather Franzoni (hafranzoni@franklincountypa.gov)
2026-02-27 - 3:02:11 PM GMT
Document e-signed by Heather Franzoni (hafranzoni@franklincountypa.gov)
Signature Date: 2026-02-27 - 3:02:51 PM GMT - Time Source: server
Agreement completed.
2026-02-27 - 3:02:51 PM GMT