Local Discretionary Social Services Block Grant Overview

Five County Association of Governments Local Discretionary Social Services Block Grant (SSBG) Grantee Workshop 7/13/18

Social Services Block Grant Purpose Social Services Block Grant (SSBG) funds are awarded directly to States. The State and local communities are fully responsible, within the limitations of the law, for determining the use of their funds. The State and local communities has the flexibility to determine what services are provided, who is eligible to receive services, and how funds are distributed among various providers within the State of Utah and local communities.

Social Services Block Grant Purpose Social Services Block Grant (SSBG) funds are to enable local agencies to furnish social services best suited to meet the needs of the individuals residing within their community. Such services may be, but are not limited to: daycare for children or adults, protective services for children or adults, special services to persons with disabilities, adoption, case management, health-related services, transportation, foster care for children or adults, substance abuse, housing, home-delivered meals, independent/transitional living, employment services or any other social services found necessary by the State and local communities.

State and LocalGuidelines

Rule R495 Rule R495- -861. Requirements for Local 861. Requirements for Local Discretionary Social Services Block Grant Funds Discretionary Social Services Block Grant Funds R495. Human Services, Administration. R495-861-2. Requirements for Local Discretionary Social Services Block Grant Funds. A. Social Services Block Grant funds allocated to local governments are distributed to either counties or associations of government. These funds must be used as allowed by the Social Services Block Grant. The following agencies receive local discretionary social services block grant funds: Bear River Association of Governments, Weber/Morgan Counties, Davis County, Salt Lake County, Tooele County, Mountainlands Association of Governments, Six County Association of Governments, Five County Association of Governments, Uintah Basin Association of Governments, Southeastern Utah Association of Governments, and San Juan County. B. Social Services Block Grant funds identified for local discretionary use by the Department of Human Services shall be allocated annually to local governments based on the following formula: 1. Each area with less than 15,000 population will receive a base of $54,000.00. 2. Each area with less than 150,000 population will receive a base of $34,000.00. 3. The remainder of the money will be allocated based on the percentage each area population is to the state population. C. Each local government shall provide non-federal local government funds of at least 25 percent of their award. The additional 25 percent must be used for Social Services Block Grant Purposes.

Local Administration Five County s Community Action program administers Local Gov. SSBG funding (about $72,000 / yr) A Community Action Agency (CAA) is mostly reliant on CSBG funding to leverage other programs Both CBSG and SSBG have focus on meeting most pressing needs and filling gaps CSBG Needs Assessment used to determined SSBG priorities The CSBG tripartite board (Five County Human Services Council) oversees all programing / allocations

Prioritization

Human Services Council Decisions Meeting and documenting match were important In May 2018, past performance was used not only as a criteria to subcontract, but also determined a portion of funding. This last allocation, a bonus was awarded to organizations with complete data, signatures on reporting forms, who had reimbursements submitted on time every month for the entire year.

Client Eligibility Clients must: Reside and receive services within Beaver, Garfield, Iron, Kane, or Washington counties (federal money is allocated to the region and may not leave) Be group eligible Persons with learning or physical disabilities Victims of domestic violence victims Seniors (60 +) Households falling below the 125% federal poverty level (CSBG eligibility)

Client Eligibility It is up to each sub recipient to document eligibility through a current intake (at least yearly). Back-up documents should reflect group eligibility DV shelters have documentation of domestic violence Senior Citizen Centers have documentation of age Organizations may utilize their own income verification systems (this is harder to do with CSBG)

Client Eligibility When households are eligible based on income, here are things to consider: There are no medical or living deductions taken out (different from food stamps) Count all income from all adults in the household (including non-family) Couch surfing individual different from a roommate paying rent Based on gross earnings Last 30 days of income, bank statements, SSI/SSDI letters, etc. are the preferred method. Previous W2 / Tax returns okay Do not include gifts, non-cash assistance, student loans, personal savings, or tax returns as income!

Reporting CSBG SSBG CSBG is a leveraging grant and should count individuals served by CSBG and other funding sources for program Must document each outcome of services provided (the same service can help lead to a job, better housing, and increase in stability). Reports outcomes for individuals not necessarily served through CSBG funding SSBG only counts the number of individuals served through the SSBG grant and match The reporting does not require outcomes (however, since CSBG is used to leverage the program on a regional basis, outcomes are always appreciated.) Providers must provide an unduplicated count of individuals

Reporting There are three parts to the monthly reimbursement / performance reporting Demographic Information Financial Sheet (with backup documentation as needed) An updated year-to-date list of client served (sometimes with units provided as a financial back-up document)

ATTACHMENT G: REPORTING AND BILLING FORM SUB - GRANTEE: Beaver County Council on Aging MONTH: FROM: July 1, 2016 TO: June 30, 2017 Adults Age 60 and Older SERVICES PROVIDED Children Total Adults Adults Age 59 and Younger Total Persons 2Case Management 7Education and Training Services 8Employment Services 9Family Planning Services 12Health Related Services 13Home Based Services 15Housing Services 16Independent/Transitional Living Services 17Information & Referral 18Legal Services 20Prevention & Intervention 21Protective Services-Adults 22Protective Services-Children 23Recreation Services 25Special Services-Disabled 26Special Services- Youth at Risk 27Substance Abuse Services 28Transportation 29Other Services 30REIMBURSABLE EXPENDITURES FOR SERVICES 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 I CERTIFY that the services listed on this statement were rendered and this claim constitutes the full and complete charge for said services described above. These services have been provided without discrimination based upon race, color, creed, sex, handicap or national origin: this statement is subject to Federal and State audit. PROVIDER SIGNATURE DATE By authorizing payment(s) I certify that each of these services were authorized, accurately and to the best of my knowledge were fully provided. FCAOG AUTHERIZATION

Demographic Information Each month, the list is updated for year-to-date totals Please enter the number of clients served through SSBG and Match (it will be entered as children (under 18), Adults 59 and younger, and 60+) Please enter the totals into the service activity designated by the SSBG subcontract. For projects claiming transportation units, there will be a transportation unit amount as well.

Finance Sheet In current billing, enter monthly reimbursement claim under the appropriate service category. Previous billings should show the total of all previous billing YTD should show new total. Match will be generated automatically. If the formula becomes compromised, the Excel formula for match is: =(D43*0.25)/0.75 Those billing transportation units can enter match from the demographic/ rides sheet into the match section

Client Sheet Simply put name of client, demographic, and unit count (if being reimbursed for units (mostly transportation) Where access to the name is protected by law, please use proxy names such as DOVE 1.

Financial Back-up If service units are being reimbursed, please provide unit information on the Client Sheet July CLIENT NAME DEMOGRAPHIC (UNDER 18, 18-59, 60+) Number of Rides 0

Financial Backup For wages, please provide payroll documentation. If reimbursement is going towards a portion of a staff position, please indicate the SSBG portion. Contractors are expected to keep time sheets. These may be reviewed in the event of an audit and may be reviewed during a site monitoring visit.

Reports due by the 15th! Please remember to have reimbursement for SSBG in by the 15thof each month. This helps our cash-flow and CSBG-related reporting.

Uniform Guidance 2 CFR 200 Unallowable costs: Salary and fringe for fundraising Must base reimbursement based on actual time (like on timesheet) Entertainment, Food, and Alcohol Expenses outside of scope of work Lobbying or influencing federal legislation in any way) Capital expenses For more information, please see regulations at: https://www.ecfr.gov/cgi-bin/text- idx?tpl=/ecfrbrowse/Title02/2cfr200_main_02.tpl

Questions Please contact: Clint Cottam Director of Community Action (435) 674-5757 Ext. 102 ccottam@fivecounty.utah.gov