Library: Policy

340:105-12-34. Fiscal and project performance monitoring and reporting requirements 

Issued 9-15-2021

(a) Data.  Accurate data is entered daily and submitted by the 15th of the month following the end of each quarter, (October 15th, January 15th, April 15th, and July 15th), to SCSEP Performance and Results QPR (SPARQ), as required.  Those capturing and recording data must:

(1) be familiar with the latest instructions for data collection, including the United States Department of Labor administrative issuances, such as Older Workers Bulletins, Training and Employment Guidance Letters, Data Collection Handbook, and internet postings;

(2) safeguard personal identification numbers (PIN);

(3) notify the Oklahoma grantee immediately in the event of any potential PIN security breach;

(4) ensure users comply with all SPARQ access and security rules; and

(5) turn over complete data files for DAIL and SCSEP databases (SPARQ), and hard copy case files, when the second party ceases to administer SCSEP.

(b) Administration costs.  The sub-recipient's administration costs cannot exceed the approved level of administration funding for SCSEP funds received for a program year.  Administrative costs are the allocable portion of necessary and reasonable allowable costs associated with performing general administrative and coordination functions, including:

(1) accounting, budgeting, financial, and cash management;

(2) procurement and purchasing;

(3) property management;

(4) payroll;

(5) coordinating the resolution of findings arising from audits, reviews, investigations, and incident reports;

(6) audit;

(7) general legal services;

(8) preparing administrative reports; and

(9) other activities necessary for general administration.

(c) Enrollee wage or fringe (EWF).  Sub-recipients must assign participants' wage and benefits costs to EWF. A minimum percentage of SCSEP funds must be used to pay for wages and benefits in accordance with federal guidelines.  Failure to meet performance standards may lead to a disallowance in administration and other enrollee costs.  EWF costs include, but are not limited to, the costs of:

(1) participant wages, such benefits as are required by law, compensation for scheduled work hours during which a host agency is closed for a federal holiday, and necessary sick leave that is not part of an accumulated sick leave program; and

(2) participant training, per Section 641.540 of Title 20 of the Code of Federal Regulations (20 C.F.R. § 641.540);

(d) Other enrollee costs.  Sub-recipient's other enrollee costs may include the allocable portion of necessary and reasonable allowable costs associated with:

(1) costs related to instructors, classroom rental, training supplies, materials, equipment, and tuition provided in a classroom setting or under other appropriate arrangements;

(2) job placement assistance, including job development and job search assistance;

(3) supportive services, including the reasonable costs of transportation, health care and medical services; special job-related or personal counseling; incidentals, such as work shoes, badges, uniforms, eyeglasses, and tools; child and adult care; temporary shelter; and follow-up service;

(4) outreach;

(5) recruitment and selection; and

(6) intake orientation and assessment.

(e) Match requirements.  Non-federal share is required and is cash or in-kind.  Sub-recipients:

(1) determine the non-federal share of costs per 29 C.F.R. § 97.24 for governmental units or 29 C.F.R. § 95.23 for nonprofit and commercial organizations;

(2) follow the uniform allowable cost requirements that apply to their organization; and

(3) must meet all match requirements as specified in their sub-award.