Pennsylvania Administrative Code

§ 131.82. Auditing and evaluation. Grantees shall provide, within their budget, provision for interim and final audits made by an independent CPA or Public Auditing source. The audit will cover State grant expenditures, and be consistent with the approved budget allocations. Gran…

§ 131.83. Miscellaneous grantee fiscal responsibilities. (a) Grantee shall return any or all unused State grants monies to grantor, upon demand, for cause. (b) Cause shall be for any violation of contract, work program, or budgetary indiscretions. (c) Grantee shall not commingle …

§ 131.84. Invoices. (a) Each grantee submitting an invoice shall prepare an original and one copy to be sent to the appropriate regional office in addition to the copy to be sent to the Community Empowerment Office. A completely itemized invoice in accordance with the approved pr…

§ 131.85. Contract termination. The following reasons may terminate a Grantee contract: (1) When the grantee shall have completed all programs specified in the approved work plan budget, upon the date of expiration of this contract unless extended by written mutual agreement by t…

CAPITAL EXPENDITURES § 131.91. General information. (a) Capital expenditures will not be approved by the Department. This includes the purchase of real estate, facilities, automobiles and major items of equipment. (b) Inquiries and application should be directed to the regional o…

GENERAL PROVISIONS § 133.1. Definitions. The following words and terms, when used in this chapter, have the following meanings, unless the context clearly indicates otherwise: Act—The Community Action Agencies Act (62 P. S. § § 2801 and 2802). Agency—Any private or public nonprof…

GRANT PROPOSAL § 133.11. Proposal assistance. The Department regional offices and field representatives and program supervisors of the Office of Community Services shall be available to assist grant applicants in the preparation of a grant proposal.

§ 133.12. Submission. (a) All grant proposals, together with budgets, shall be submitted for final review and approval by the Department before a grant will be made. (b) Grant proposals shall be submitted in four copies to the Department regional office in the county where the ag…

§ 133.13. Content requirements. All grant proposals shall be in writing and shall contain the following specific information: (1) Applicant’s name, address, telephone number, legal status and specific contact individuals, such as executive director and board chairperson or presid…

§ 133.14. Plan for services. The plan of the agency for providing services shall include the following: (1) Background data. The basis for initiation of the plan, the extent of community involvement, the factual information showing the extent of the problem, the reason for select…

§ 133.15. Budget plan. A community action program budget for each component shall be submitted on a form provided by the Department and shall include the following seven cost categories: (1) Personnel. Includes salaries, wages, overtime, hospitalization and insurance, other fring…

§ 133.2. Purpose. The purpose of the Program is to: (1) Assist local agencies in providing the required matching effort for Federally-funded community action programs. (2) Encourage local initiative in the development of community action programs for which Federal funding is not …

THE GRANT § 133.21. Grant payments. (a) Grant payments will be rendered in three equal installments as follows: (1) First payment will be an advance payment of 1/3 of the total entitlement. (2) Second payment of 1/3 of the total entitlement will be made when the agency produces f…

§ 133.22. Grant limitations. (a) Grants made through the Department will not exceed 10% of the program budget as officially approved in writing by the Office of Economic Opportunity. (b) Unused portions of grants shall be returned to the Department.

§ 133.23. Approval of changes. (a) The Department will not participate in any expenditures not included in the final work program and budget except where prior written permission has been obtained from the Community Empowerment Office. (b) The agency shall submit work program and…

§ 133.24. General expenditures. (a) Capital expenditures. The purchase of real estate, facilities, automobiles and major items of equipment will not be approved by the Department. (b) Renovation of facilities. (1) Renovation of existing facilities not to exceed 15% of the entitle…

§ 133.25. Executed contracts. (a) The contract shall be fully executed only when all required signatures are obtained, including the signatures of: (1) the Governor in contracts exceeding $100,000; or (2) the Secretary or his duly authorized deputy in contracts not exceeding $100…

§ 133.26. Effective starting date. The date of signature pursuant to § 133.25 (a) (relating to executed contracts) shall be the effective starting date of the contract.

§ 133.3. Authority of Department. Section 2 of the act (62 P. S. § 2802) empowers the Department to: (1) Develop guidelines and application forms to assist agencies in applying for State grants under the program. (2) Assist agencies in developing acceptable work programs and budg…

AGENCY RESPONSIBILITIES § 133.31. General. The agency receiving a grant under the program shall be responsible for the development and administration of its community action program.

§ 133.32. Agency bond. (a) An agency shall provide in the budget a sum of money to adequately protect the financial interests of the Commonwealth with a fidelity bond. The fidelity bond shall be for 1/3 of the total amount of grant entitlement or $25,000, whichever is greater. Th…

§ 133.33. Letter of intent. Agencies shall submit a letter of intent from a bonding company stating that the fidelity bond shall be effective on the effective date of the contract. The letter shall accompany the contract returned for signature pursuant to § 133.25 (a) (relating t…

§ 133.34. Auditing of agency. (a) Agencies shall provide provisions within the budget for making interim and final audits by an independent certified public accountant or public auditing source. (b) Audits shall cover Commonwealth grant expenditures and shall conform to approved …

§ 133.35. Agency fiscal responsibilities. (a) An agency shall return unused grant funds to the Department upon demand for any violation of contract, work program or budget. (b) An agency shall not combine grant funds with any other funds and shall maintain separate accounting and…

§ 133.36. Financial reports. Monthly financial reports shall be submitted on form DCA-30 for each component and summary by the 15th day of the following month. Failure to do so will result in a hold being placed on funds.

§ 133.37. Excess grant funds. Grant funds in excess of two-months operating costs shall be handled in accordance with the following: (1) Placed in a savings account, where interest earned shall be submitted to the grantor as received and interest checks shall be made payable to ‘…

§ 133.38. General requirements. The agency shall agree to the following: (1) No interest in the contract shall be assigned or transferred whether by assignment or novation. (2) No funds received under the contract shall be used in a manner resulting in a reduction of local or pri…

§ 133.4. Responsibility of the Office of Community Services. (a) The Office of Community Services is responsible for administration of the act and shall develop necessary amendments to this chapter for the administration of the act. (b) Field and program representatives of the Bu…

DELEGATION BY AGENCY § 133.41. General. An agency shall be responsible for the actions of each delegated activity, and shall: (1) Execute a contract or agreement, in writing, for the delegation of activities, signed by the executive director, and board chairperson or president of…

§ 133.42. Performance. Delegates shall, in a satisfactory manner as determined by the agency, either perform all activities for the agency, or the obligation of the delegate, as explicitly described in writing.

§ 133.43. Compliance with approved program. All activities authorized by the written agreement shall be performed in accordance with the approved work program, the approved budget, the grant conditions and relevant Department directives.

§ 133.44. Reports, records and evaluation. The agency shall supervise, evaluate and provide guidance and direction to the delegate in the conduct of activities delegated under the contract. The delegate shall submit to the agency such reports as may be required by the Department …

§ 133.45. Audits. Each agency shall obtain from delegates copies of interim and final audits, as a part of the agency audit responsibility to the Department. All delegates handling cash shall submit a copy of a fidelity bond to the agency for 1/3 of the total grant or $25,000, wh…

§ 133.46. Changes. The agency may from time to time request changes in scope of services or budget changes for the delegate. All such requests for change shall be in writing and shall take effect only when approved by the agency and the Department.

§ 133.47. Time and attendance. Delegates shall keep time and attendance records for all employes, signed jointly by employe and supervisor before payment shall be made for services.

§ 133.48. Compliance with laws. Delegates shall comply with all applicable laws, ordinances and codes of the Commonwealth and its political subdivisions. Delegates shall agree in writing to assure compliance with the Civil Rights Act of 1964 and its amendments (21 U.S.C.A. § 1981…

§ 133.49. Covenant against contingent fees. The delegate shall warrant that no person, sales agency or other organization has been employed or retained to solicit or secure the contract upon an agreement or understanding for a commission, percentage or brokerage, or contingent fe…

§ 133.5. Department regional offices. Inquiries and program applications shall be directed to one of the regional offices of the Department specified in § 1.3 (relating to Department regional offices).

§ 133.50. Schedule of payment. Subject to receipt of funds from the Department the agency shall reimburse the delegate for authorized expenditures. An advance of money, mutually agreed upon, shall be paid to the delegate for authorized expenditures. An advance of money, mutually …

§ 133.51. Records and equipment retention. All records of transactions, such as time and attendance, internal controls, checkbook stubs, cancelled checks, cash receipts and cash disbursement journals and general ledgers shall be retained by the delegate for a period of 3 years or…

§ 133.52. Termination of delegate agreement. The agency may, by giving reasonable written notice specifying the effective date, terminate a contract with a delegate in whole or in part for any of the following reasons: (1) Failure of the delegate to fulfill for any reason the obl…

§ 133.53. Termination procedure. (a) In the event of termination of the delegate agreement the following provisions shall be followed: (1) Disposal of property. All property and finished or unfinished documents, data, studies, and reports prepared, or equipment purchased by the d…

PROGRAM ADMINISTRATION § 133.61. Office of Community Services functions. (a) The Office of Community Services shall make copies of this chapter and the appropriate forms available to all persons requesting them. (b) The Office of Community Services shall give notice of the availi…

§ 133.62. Program Evaluation Review Committee system. (a) The Department procedure for processing a grant proposal is the Program Evaluation Review Committee system. (b) Grant proposals shall be reviewed according to the following procedure: (1) The regional office shall review g…

TERMINATION § 133.71. Termination by Department. The Department may, by giving written notice 5 days in advance of the effective date of termination, terminate the contract with an agency, in whole or in part for: (1) Failure of the agency to fulfill, for any reason, the obligati…

§ 133.72. Termination within 1 year. Unless extended by mutual agreement in writing by the Department and agency, the contract shall be terminated 1 year after the date of execution of the contract within which time the agency shall have completed: (1) Programs specified in the a…

§ 133.73. Termination by mutual agreement. The contract may be terminated prior to the expiration of the contract period by mutual written agreement between the Department and the agency.