Section 830.100  Grant Administration

a)         Grant Agreements and Payment Disbursements

1)         Applicants selected to receive a grant will enter into a grant agreement with DCEO, which specifies the terms and conditions of the award.  Grants will be awarded for an initial term between twelve and eighteen months with the option for DCEO to renew the awards for up to two additional years, with additional funding, based on the activities, outcomes and performance of the grantees as well as the availability of funds. The renewals, if granted, would occur after the initial period of programmatic performance and an evaluation of services and outcomes by DCEO and DOC.

2)         Grant awards will be administered in a manner that complies with all applicable State and federal requirements including, but not limited to, GATA, the Uniform Guidance, the Program statute and this Part.  DCEO reserves the right to suspend or terminate a grant agreement, recoup grant funds received under this Part or withhold any future year funding for non-compliance with the provisions in the grant agreement or non-compliance with applicable State and federal laws and regulations.

3)         DCEO will disburse grant funds in accordance with a schedule included in the grant agreement. The Department may disburse funds based on the outcomes outlined in the grant agreement.

b)         Grant Performance, Monitoring and Reporting Requirements

Grantees shall comply with all GATA and Department requirements set forth in the grant agreement for grant performance, administration, audits, monitoring and reporting.

1)         Grant performance goals and performance and expenditure reporting will be based on the specific grant project activities of each grant award and will follow GATA requirements (44 Ill. Adm. Code 7000.410), which include periodic financial and performance reports at least quarterly, and financial and performance close-out reports after the end of the grant term (see 44 Ill. Adm. Code 7000.440). The deadlines for all required reports will be set forth in the grant agreement.

2)         Grant audits shall be based on the standards set forth in the GATA requirements (44 Ill. Adm. Code 7000.90).

3)         Grantees must monitor their grant activities and those of any subrecipients and contractors to assure compliance with applicable State and federal requirements and to assure their performance expectations are being achieved.  DCEO will monitor the activities of grantees to assure compliance with all requirements and performance expectations of the award.  Grantees shall timely submit all required reports, and shall supply, upon the Department's request, documents and information relevant to the award.  DCEO may monitor activities through site visits.

c)         Records Retention

Grantees shall maintain, for the period of time set forth in the GATA rules (44 Ill. Adm. Code 7000.430(a) and (b)) adequate books, all financial records and supporting documents, statistical records, and all other records pertinent to the program. If any litigation, claim or audit is started before the expiration of the retention period, the records must be retained until all litigation, claims or audit exceptions involving the records have been resolved and final action taken. Grantees shall be responsible for ensuring that contractors and subrecipients comply with the retention requirements.