**Department of Health and Human Services**

**Funding Agency Contact** **Name:** Administration for Children and
Families

> Office of Refugee Resettlement

####### Funding Opportunity Title: Voluntary Agency Matching Grant Program

**Announcement Type:** Initial

**Funding Opportunity Number**: HHS-2004-ACF-ORR-RV-0003

**CFDA Number:** 93.567

**Due Date for Applications:** April 29, 2004

**Executive Summary:**

The Office of Refugee Resettlement announces the availability of and
award procedures for CY 2004 Voluntary Agency Matching Grants. The
purpose of the Matching Grant Program is to help eligible clients attain
self-sufficiency within 120 to180 days after date of eligibility for
Matching Grant services, without accessing public cash assistance.
Competition is limited. Only agencies which have an on-going
relationship with refugees and/or Cuban and Haitian entrants that has
been established as a result of providing reception and placement
services under the terms of a Cooperative Agreement with the Department
of State or the Department of Homeland Security are eligible to apply.

I.  **[Funding Opportunity Description]{.underline}**

**Legislative Authority**

This program is authorized by section 412(c)(1)(A) of the Immigration
and Nationality Act (INA), as amended, (8 U.S.C. 1522(c)1)(A)), which
authorizes the Director \" to make grants to, and enter into contracts
with, public or private nonprofit agencies for projects specifically
designed -- (i) to assist refugees in obtaining the skills which are
necessary for economic self-sufficiency, including projects for job
training, employment services, day care, professional refresher
training, and other recertification services, (ii) to provide training
in English where necessary (regardless of whether the refugees are
employed or receiving cash or other assistance); and (iii) to provide
where specific needs have been shown and recognized by the Director,
health (including mental health) services, social services, educational,
and other services.\" See also Section 7 of the Refugee Assistance
Extension Act of 1986 (Pub.L. No. 99-605)(8 U.S.C. 1522 note)

**Matching Grant Guidelines:**

The following constitutes the Guidelines for the CY 2004 Matching Grant
program.

**Guidelines for the CY 2004 Matching Grant program**

The purpose of the Matching Grant Program is to help eligible clients
attain self-sufficiency within 120 to 180 days after date of eligibility
for Matching Grant services, without accessing public cash assistance.
Competition is limited. Only agencies which have an on-going
relationship with the refugees and/or Cuban and Haitian entrants that
has been established as a result of providing reception and placement
services under the terms of a Cooperative Agreement with the Department
of State or the Department of Homeland Security are eligible to apply.

The Matching Grant program's goal is to help refugees, certain
Amerasians, Cuban and Haitian entrants, asylees, and certified victims
of trafficking attain economic self-sufficiency within 120 to 180 days
after date of eligibility for the program without accessing public
assistance. Participating agencies agree to match the Office of Refugee
Resettlement (ORR) grant with cash and in-kind contributions of goods
and services from the community.

# 

2.  

# 

# [Program Services]{.underline}

> Services must be provided to the maximum extent feasible in a manner
> that is culturally and linguistically compatible with a refugee's
> language and cultural background. In particular, grantees must ensure
> that language assistance is provided to Limited English Proficient
> clients in accordance with Health and Human Services guidance.
> Services listed under section 1. below, must be provided in-house.
> Services under section 2. below, may be provided through coordinated
> efforts of mainstream service providers.
>
> The Matching Grant program core maintenance services, which are
> provision of food, housing, cash allowance and transportation
> assistance, must be provided by the grantee to eligible clients or
> family units (cases) through funds authorized by the Matching Grant
> for a minimum of 90 days from the date of enrollment, not to end prior
> to the individual's 120^th^ day from date of eligibility, unless the
> client voluntarily leaves the program or becomes economically
> self-sufficient, as defined at 45 C.F.R. 400.2. Matching Grant core
> maintenance services may continue for an additional 60 days as
> necessary as long as costs charged for Federal reimbursement remain
> within allowable limits, as specified below, and as long as the
> refugee is not enrolled in another non-Matching Grant employment
> program and is not receiving public cash assistance. In this context,
> "as necessary" means that the client or family unit has not achieved
> economic self-sufficiency, as defined at 45 C.F.R. 400.2. Case
> management and employment services must continue through the 180^th^
> day from date of eligibility, unless the client voluntarily leaves the
> program.
>
> If a client accesses public assistance, the client is effectively
> withdrawing from the Matching Grant program. All cash allowances,
> services and in-kind contributions afforded by the Matching Grant
> program should cease. For reporting purposes, the client has dropped
> out of the program and accessed cash assistance. Clients accessing
> public assistance should be referred to mainstream refugee programs.

# Required Services that Agencies Must Provide In-house:

Case Management

Objective: To ensure that services are provided in a planned, effective,
and timely manner to eligible clients; are appropriate to the needs of
the refugees; and contribute to the early employment and
self-sufficiency of the participating refugees. Case Management shall
commence immediately upon enrollment and continue through the 180^th^
day. Services should support and strengthen refugees' motivation and
capacities to become self-supporting. From the first client contact,
agency interaction with the client shall reinforce the refugee's
motivation and ability to become self-supporting.

A case file shall be maintained which includes:

-   Intake information (date of arrival, number and names of members of
    the case upon arrival; and, for those in the Matching Grant,
    documentation showing the individual is eligible for services (see
    45 CFR 400.43 and ORR State Letters #00-17, #00-22, #01-13 and
    #02-01 ), alien number, birth date, current address, health status,
    educational level, native language, literacy and English language
    level on arrival, prior work experience and skills, and social
    security number when obtained);

-   Signed and dated Matching Grant enrollment form and letter of
    Refugee Rights and Responsibilities.

-   A resettlement plan (steps and projected time frames to be taken by
    the refugee, his/her family, and the agency to work toward the
    earliest possible employment and self-sufficiency for the family
    including strategies to remove any barriers to self-sufficiency,
    amount of earnings necessary to be self-sufficient);

-   Clear documentation of all services provided to clients based upon
    the needs and goals identified in the resettlement services plan. If
    a refugee is enrolled in a training program, the date, type,
    intended duration, expected outcomes, and provider of the training
    program also should be indicated in the case file;

-   Documentation of regular contact with, and monitoring progress of,
    adult members of the case over time with summary notes regarding the
    purpose and outcomes of that contact, coupled with c. above;

-   A statement regarding the status of the case at 120 and 180 days
    after date of eligibility, e.g., whether the employable refugees are
    employed, number of hours per week, at what wages, place(s) of
    employment, employer contact information, whether or not health
    benefits are available within 180 days of placement,
    self-sufficiency status due to earnings, referred to welfare, etc.
    This status statement should be located in a designated place in all
    case files, easily found, and not randomly stated within the case
    notes.

-   Documentation of the provision of childcare and after school care,
    if any.

-   Proposed budget for the respective case with actual expenditures to
    date. All cash transactions are to be clearly documented and
    initialed by an adult member of the refugee family. Each file is to
    have a summary sheet of all cash and in-kind contributions allocable
    to the Matching Grant program.

-   When maintenance support and/or services are extended beyond the
    minimum 120-day core maintenance period, files should note when the
    support and/or services are terminated.

-   Matching Grant file documentation must be separate from services
    provided to refugees through other programs and the cooperative
    agreement. Separation by sectioning Matching Grant from other
    services in combined files is acceptable.

**Employment Services**

Objective: To place employable refugees as quickly as possible into
appropriate jobs which will enable the refugee household unit to become
self-sufficient within 120-180 days. Employment services are to be
provided to employable adult refugees starting upon enrollment in the
Matching Grant program and continuing as needed through the 180^th^ day.
Federal policy requires that, if necessary, refugees accept "entry
level" employment (see 45 CFR 400.81(a) for criteria for appropriate
employment). Grantees shall communicate to employable refugees who lack
English language competency that they must exert a good faith effort to
obtain employment while acquiring the competency in English to
facilitate self-sufficiency and retain employment. Agencies shall
continue to look for suitable work with refugees through job upgrades
where appropriate.

A local Matching Grant agency may sanction a client who fails to comply
with an agreed-upon resettlement plan and/or agency directives involving
attendance at counseling, training sessions, or English classes or who
refuses to be interviewed for or accept an appropriate job offer. In
situations where sanctions are to be applied, procedures must be in
place to ensure that clients receive adequate written notice detailing
the reasons for the intended action and an opportunity for an adequate
hearing before termination of benefits. ([see]{.underline} [Goldberg v.
Kelly]{.underline}, 397 U.S. 254 (1970); [see, e.g.,]{.underline} 45
C.F.R. 400.54 and 400.82) Limited sanctions may be imposed in order to
attempt to gain compliance, through the reduction or withholding of
maintenance assistance or other services. If the client continues to
fail to comply, the agency, after due process, may fully sanction the
client from the Matching Grant Program. Such sanctioning may include the
cessation of maintenance assistance and all services charged to the
Matching Grant Program.

Grantees shall attempt to find employment for all employable members of
the family unit when requested and/or is necessary to have more than one
wage earner employed in order for the family to be economically
self-sufficient.

Services to be provided are:

-   Job development: an ongoing process of networking with employers to
    develop prospective job openings for refugees.

-   Job counseling: ongoing interaction between the refugee and the
    person responsible for job development regarding questions and
    concerns that refugees have about the world of work, job search, the
    need for early employment, job retention, and the consequences of
    refusing an appropriate offer of employment.

-   Direct job placement assistance: assisting the refugee to identify
    and contact prospective places of employment, scheduling
    appointments for job interviews, preparing refugees for interviews,
    and following up on results of interviews. Each locale must have a
    staff person who is responsible for providing or overseeing
    provision of these services to assist refugees to become employed.
    This person may receive assistance from sponsors and volunteers in
    locating employment.

-   Follow-up with employer and employed refugees: Contacting the
    employer (if the agency or the agency's volunteer has found the job
    placement) and contacting the employed refugees (regardless of
    whether the agency or the refugee has found the job placement)
    within two weeks after the refugee has started work to identify any
    adjustment problems and to assist in the resolution of those
    problems. Such follow-up activities must occur throughout the first
    180 days from date of eligibility. The responsibility for placement
    and follow-up of Matching Grant refugees resides with the Matching
    Grant staff. Job developers funded by other sources may share
    information on job availability with Matching Grant staff and vice
    versa, but the actual conduct of the above services for Matching
    Grant clients must be done by the staff of the Matching Grant agency
    under the Matching Grant funding.

-   Services that lead to job upgrades for refugees with particular
    skills, vocations, or when necessary in order for the refugee family
    to achieve economic self-sufficiency.

-   Subsidized employment may be used to gain entry into the job market;
    however employment outcomes are only counted when the subsidy ends
    and the client retains employment; the transition to a
    non-subsidized job must be completed by the 180^th^ day.

**Maintenance Assistance and Cash Allowance**

Objective: To provide support adequate to meet the subsistence needs of
the refugee and to preclude the need to access public cash assistance.
Maintenance assistance includes provision of food or food subsidies,
suitable housing, cash allowance and transportation assistance,
throughout the first 120 days from the client's date of eligibility.
Agencies may elect to provide maintenance assistance to refugees, if
necessary for an additional 60 days, provided that the grantee's total
grant budget and the amount charged to the grant do not exceed the grant
award. "If necessary" means that the individual has not attained
economic self-sufficiency, as defined at 45 C.F.R. 400.2, and has not
left the program.

This assistance is available to enhance and extend, but not supplant nor
duplicate, assistance provided for under any Reception and Placement
Cooperative Agreement. Food, housing, essential furnishings, and
transportation to and from job interviews and job training is usually
provided through a Cooperative Agreement with non-Matching Grant funding
during the first thirty days of the refugees' stay in the United States.
In cases where such support is available, Matching Grant funds would not
be needed to provide these items or services during the first 30 days
and such costs should not be charged to the Matching Grant program. It
is expected that the two programs where they coexist, should provide, if
necessary, four consecutive months of maintenance support for the
refugee case. "If necessary" means that the individual has not attained
self-sufficiency and has not left the Matching Grant program. For
Matching Grant clients that arrive without the benefit of R&P services,
i.e., certain Cuban/Haitian entrants, victims of severe forms of
trafficking and asylees, these services (such as referral to health
screening, enrollment of children in school, orientation, etc.) are to
be provided. All such services and in-kind contributions are allocable
to the Matching Grant program for these clients.

For clients who need housing as a part of maintenance, rent payments
shall continue at a minimum for the month following job placement up to
the 120^th^ day. Agencies may elect to provide housing assistance to
refugees for an additional 60 days, if necessary, provided that the
grantee's total grant budget and the amount charged to the grant do not
exceed the grant award. Resettlement agencies are reminded to pay
particular attention to placing refugees in housing that is near
employment and/or where public transportation to employment areas is
readily available.

Beginning upon enrollment and continuing at least until the first
paycheck is received, agencies must provide a minimum of \$200 cash
allowance per month or \$50 per week, or the maximum amount that will
not affect Medicaid eligibility, to all adult refugees, and \$10/week to
each minor in the case. This minimum cash allowance should be used by
clients to buy personal items as necessary and not for basic maintenance
assistance. Local resettlement agencies may provide some of the weekly
allowance in the form of vouchers if such form of payment is in the
overall best interest of the refugee and he/she concurs. Agencies are
not required to pay the \$50/week/adult and \$10/week/minor from
Matching Grant funds if enrolling refugees concurrently during R&P
period. Cash allowances must begin upon conclusion of the R&P 30-day
period.

**Administration**

Objective: To ensure planned, coordinated, timely, and appropriate
delivery of services and adherence to Federal regulations, policies, and
guidelines. Matching Grant grantees and their affiliates are responsible
for ensuring that administrative functions relating to reception and
placement activities (e.g., coordination of refugee arrivals into the
United States, placement, placement activities, and core services) are
allocated appropriately to available Cooperative Agreement grants.

Grantees shall:

-   Plan and coordinate program services with other local service
    providers in the community. Local Matching Grant affiliates must
    notify all Matching Grant agencies in the community of enrollment of
    any Cuban and Haitian entrant, victims of severe forms of
    trafficking, or asylee that arrives without the benefit of a
    reception and placement grant to assure non-duplication of
    enrollment in the Matching Grant program.

-   Provide technical assistance and training to local offices regarding
    the Matching Grant program's administrative, reporting, and other
    grant requirements.

-   Monitor the performance of the grant and subgrant activities and
    review each program function to assure that adequate progress is
    being made toward achieving programmatic goals and compliance with
    Federal grant regulations.

    -   Monitoring reports, including any corrective actions recommended
        and follow-up on those recommendations, shall be filed at the
        grantee's national office.

-   Manage grant finances and account for funds according to Federal
    grant requirements.

-   Submit timely programmatic and financial reports and the annual goal
    plan to ORR.

-   Obtain prior approval from ORR before making any significant changes
    (defined as a 10 percent change, up or down) in the number of
    clients enrolled in the Matching Grant Program at any given site and
    before adding any new sites.

-   Work with their local affiliates and offices to develop policies in
    the context of the Federal Food Stamp requirements to assure clients
    meet the eligibility requirements for the Food Stamp program. \[See
    ORR State Letter 97-28\]. ORR recognizes that weekly cash payments
    may make certain refugee cases ineligible for Food Stamps. Local
    resettlement agencies may provide some of the weekly allowance in
    the form of vouchers if such form of payment is in the overall best
    interest of the refugee and he/she concurs.

-   Work with their local affiliates and offices to assure that weekly
    cash payments are made to the maximum extent possible without
    rendering the refugee ineligible for Medicaid. Local resettlement
    agencies may provide some of the weekly allowance in the form of
    vouchers if such form

    -   of payment is in the overall best interest of the refugee and
        he/she concurs.

-   In situations where sanctions are to be applied, procedures must be
    in place to ensure that clients receive adequate written notice
    detailing the reasons for the intended action and an opportunity for
    an adequate hearing before termination of benefits (see Goldberg v.
    Kelly, 397 U.S. 254 (1970); see, e.g. , 45 CFR 400.54 and 400.82).

-   Facilitate the transition to other ORR and mainstream programs at
    the end of the Matching Grant services.

### Components for Which Agencies May Arrange for Provision Outside of the Agency:

> Grantees shall provide the services listed below, as necessary,
> directly through the Matching Grant Program or through referral to
> other programs. Agencies are encouraged to develop special programs,
> which take into account client characteristics and the agency's
> experience.

-   English Language Training (ELT)

-   Provide or assist refugees to enroll in an English language training
    class, as needed, according to competency level and previous English
    language training identified in the resettlement plan. English
    language training must be concurrent with rather than sequential to
    employment services. English language training is to be provided
    without cost to the refugee.

-   English language training classes shall be certified or be otherwise
    taught by trained ELT instructors.

-   Classes shall be scheduled so as not to inhibit employment search
    and employment; i.e., evening classes are recommended where
    possible. Classes should be geared toward early employment and
    self-sufficiency to the extent possible.

-   Agencies are required to document attendance and progress of the
    client when ELT is indicated as an essential part of the
    resettlement plan for employment.

-   Grantees shall inform clients that non-participation without good
    cause in ELT, where ELT is indicated as essential in a resettlement
    plan for employment, may be considered grounds for sanctioning or
    termination of maintenance assistance.

-   Grantees shall take reasonable measures to ensure that tutoring
    support services provided by volunteers are coordinated with the
    English Language Training curriculum and are provided in response to
    the needs indicated in the resettlement plan. Volunteers should be
    provided program orientation and ongoing guidance to assist in
    effective service delivery.

-   Health and Medical Services

-   Agencies shall assist refugees to access necessary health and
    medical services including health screenings. These costs are
    normally covered under Cooperative Agreements. For clients who do
    not receive such services under a Cooperative Agreement, these costs
    are allocable to the Matching Grant program.

-   Agencies should enroll Matching Grant clients in Medicaid or Refugee
    Medical Assistance (RMA), and make every effort to ensure that the
    refugee's need for medical assistance does not result in receipt of
    public cash assistance.

-   Also 45 CFR 400.104(a) states that "\[i\]f a refugee who is
    receiving medical assistance receives earnings from employment, the
    earnings shall not affect the refugee's continued medical assistance
    eligibility." Section 400.104(b) provides that "\[i\]f a refugee,
    who is receiving Medicaid and has been residing in the U.S. less
    than the time-eligibility period for refugee medical assistance,
    becomes ineligible for Medicaid because of earnings from employment,
    the refugee must be transferred to refugee medical assistance
    without an RMA eligibility determination." Section 400.104 (c)
    further provides that the refugee shall continue to receive medical
    assistance until he/she reaches the end of his or her
    time-eligibility period for refugee medical assistance. Finally,
    section 400.104(d) provides that "in cases where a refugee is
    covered by employer-provided health insurance, any payment of RMA
    for that individual must be reduced by the amount of the third party
    payment."

#### Employment Training or Recertification

-   Provide, or assist refugees to enroll in, short-term job training,
    customized skills training, or job recertification courses, if
    indicated in the resettlement plan. Such training is allowed if it
    is expected to lead to self-sufficiency within the first 120-180
    days of eligibility.

-   Non-Matching Grant funded On-the-Job Training (OJT) may be used only
    when suitable employment is not obtainable without the OJT or for
    the purpose of job upgrading. Agencies are expected to find the
    placement and monitor the refugee's progress. Follow-up on
    placements continues to be the responsibility of the Matching Grant
    agency. Job placement is counted from the time the job is no longer
    subsidized.

-   Specialized or customized skill training is an allowable employment
    service activity where there is a short-term training program
    available for a refugee with specific skills and for whom the
    training will lead to self-sufficiency for the case within the first
    120-180 days from date of eligibility. Such costs as tuition, books
    and related support services are allowable and allocable to the
    Matching Grant program when not otherwise available under other
    programs. Subsidized employment may be used to gain entry into the
    job market; however employment outcomes are only counted when the
    subsidy ends and the client retains employment.

#### Social Adjustment Services 

-   Provide or assist refugees to obtain social adjustment services,
    such as counseling and interpretation services, when necessary.

#### Support Services 

-   Provide, or assist refugees to obtain childcare (day care and after
    school care), and address transportation problems that are barriers
    to self-sufficiency.

## [COORDINATION]{.underline}

> The Matching Grant program is part of the overall resettlement program
> in the State. Therefore, grantees shall require that local affiliates
> which participate in the program inform the relevant State Refugee
> Coordinator of the agency's participation in the Matching Grant
> Program. The following written information must be provided to the
> State Refugee Coordinator within 90 days following the grant and
> continuation award date, with a copy sent to the Office of Refugee
> Resettlement as an attachment to the first program progress report: a
> copy of the local Matching Grant service plan that includes the number
> of refugees expected to participate in the program during the grant
> period, the services to be provided, and the name of the program
> contact person. State Refugee Coordinators should be engaged in
> consultation with the Matching Grant program on an on-going basis.
> This means participation by all local affiliates in all State convened
> local task forces and consultations to assure that there is an
> accurate assessment of needs and services in the community. Affiliates
> should also provide the State Refugee Coordinator with the following
> information in order to have their State population estimate adjusted
> to include those asylees whose asylum was granted within the 36 month
> period ending September 30: 1) alien number, 2) date of birth, and, 3)
> the date asylum was granted.
>
> Grantees shall require that local affiliates which participate in the
> program coordinate, as appropriate, with local welfare offices. This
> includes prompt response to welfare office questions concerning the
> level and duration of assistance provided to each refugee.

## [POLICIES RELATING TO COST ALLOCATION AND AGENCY MATCH]{.underline}

> Under the Matching Grant program, ORR awards \$2 for every \$1 raised
> by the agency up to a maximum of \$2,000 in federal funds per client.
> Of this match, Volags and local affiliates must provide at least 20
> percent of the match in cash; the balance may be cash, in-kind
> services, or donated goods. Agencies may count in-kind contributions
> provided directly to a particular Matching Grant client up to and
> including the 180^th^ day as long as that client remains in the
> program at the time of the contribution.
>
> The following policies are applicable to allowable cost and required
> agency match:

-   All costs incurred and allocable and services provided in accordance
    with any Cooperative Agreement may not be charged to the Matching
    Grant program or counted as a matching contribution.

-   All goods and services must be allowable, reasonable and allocable
    to the Matching Grant, whether paid for by Federal funds or by
    agency match or in-kind contributions. One guide agencies should use
    in considering in-kind contributions is whether such goods or
    services attributed to the match would have been purchased if they
    had not been contributed.

-   Volunteer staff services may be computed using an average hourly
    rate for all non-professional support or a menu of volunteer rates.
    Check www.independentsector.org for applicable rates in your
    community. These rates will then be proposed to the national
    agencies for review and included in the Matching Grant application.
    ORR may negotiate rates prior to issuing awards.

-   Contributions of goods and services are considered "cash" if the
    item was paid for. The flow of these donations does not necessarily
    have to go physically from the donor (i.e., agency) to the donee
    (i.e., refugee). If the voluntary agency, or the sponsor, pays for
    the item with non-federal funds and gives it directly to the refugee
    or the refugee benefits directly from it, it may be considered a
    cash donation. Such goods and services must be directly related to
    the self-sufficiency plan of the case and be provided by the local
    affiliate or sponsor to the client. Incidental goods obtained by the
    client or activities not related to the Matching Grant program or
    the self-sufficiency plan (such as trips to the park, movies, etc.)
    are not allocable.

-   When relatives of Matching Grant clients provide housing in their
    own residence during the match period, this housing cannot be
    counted as a matching expenditure. However, if the cost for a
    relative\'s residence (including utilities) increases as a direct
    result of housing Matching Grant clients, then only the amount of
    the increase may be counted as an in-kind match expenditure.
    Agencies are required to obtain appropriate documentation (i.e., an
    appropriately dated letter from a landlord documenting the increase
    and/or a history of utility bills) to verify that an increase in the
    cost for the relative\'s housing has taken place as a result of the
    addition of the Matching Grant client to the housing unit.

-   If medical services are performed by private doctors and hospitals
    claiming reimbursement for such services under Medicaid or Refugee
    Medical Assistance, additional fees above the Medicaid reimbursement
    level may not be counted as a matching contribution.

-   Staff costs for time spent on services (including the allocable
    portion of overhead and facilities costs) provided for under the
    Cooperative Agreement may not be charged to the Matching Grant
    Program. These costs include staff and volunteer time spent on
    housing-related matters, medical orientation and referral for
    initial health screening, assistance in obtaining a social security
    card, initial intake and development of a resettlement plan,
    greeting refugees at the airport, and household goods and furniture
    during the first month. It also includes casework staff costs
    associated with the requirements of the Cooperative Agreement. Where
    such services are provided to clients without benefit of the R&P
    services, such costs are allocable to the Matching Grant program.

-   Costs for refugee baggage transfers or shipments are not allowable
    under this grant.

-   Initial health screening referrals and orientation, as described in
    the Cooperative Agreement, are not considered a Matching Grant
    activity and thus expenses for such activities are not allowable.
    Such costs however, are allowable for certain Cuban and Haitian
    entrants, victims of severe forms of trafficking and asylees who do
    not receive such services under a Cooperative Agreement.

-   Community orientation, as described in the Cooperative Agreement,
    may not be considered social adjustment services, and is not an
    allowable activity under the Matching Grant program except for
    certain Cuban and Haitian entrants, victims of severe forms of
    trafficking and asylees who do not receive such services under a
    Cooperative Agreement.

-   Elementary, secondary and other school tuition for children is not
    considered within the scope of the Matching Grant Program and thus
    is not an allowable service under this section. However, childcare
    costs and day camps for children of newly employed parents or those
    in employment-related training are allowable where reasonable and
    necessary. These costs are allowable for up to 180 days after
    arrival or until the case accesses public cash assistance, whichever
    occurs first.

-   Due to the Matching Grant's unique statutory requirements, voluntary
    contributions are not considered program income. Any income directly
    generated by a Matching Grant-supported activity, however, is to be
    considered program income. Such program income may be used for
    allowable costs of the program to meet the Federal match
    requirements. Program income used as match should be reported on
    line 10. g of Standard Form 269. For example, if a video is produced
    using Matching Grant funds and copies are subsequently sold, any
    profit would be considered program income. (Note: Prior permission
    from ORR through either the application process or by special
    request would be needed to produce a video with Matching Grant
    funds.) Furthermore, if grantees require fees in exchange for the
    sponsorship of refugees who may be placed in the Matching Grant
    Program as a condition for the sponsoring of a particular
    individual, such funds are considered program income and must be
    reported.

-   Grantees must be able to provide at least 33 percent of the total
    approved cost of the project. The total approved cost of the project
    is the sum of the ACF share and the non-federal share. The
    non-Federal share may be met by cash or in-kind contributions,
    although applicants are encouraged to meet their match through cash
    contributions. Therefore, a project requesting \$200,000 in Federal
    funds must provide a match of at least \$100,000 (33 percent of
    total approved project costs \$300,000.) Grantees will be held
    accountable for commitments of non-Federal resources even if over
    the amount of the required match. Failure to provide the amount will
    result in disallowance of Federal Match.

**II. Award Information**

**Funding Instrument Type:** Grant

**Anticipated Total Priority Area Funding:** \$35 million for the period
May 1 -- December 31, 2004

**Anticipated Number of Awards:** 9

**Ceiling on amount of individual Awards:** \$ 13 million for 8months

**Floor of Individual Award Amounts:** \$1 million for 8 months

**Average projected Award Amount:** \$4 million for 8 months

**Project Periods for Awards:**

ORR is soliciting applications for project periods of up to three years.
This initial award will be for the period May 1 -- December 31, 2004.
Awards, on a competitive basis, will be for a one-year budget period.
Applications for continuation grants funded under these awards beyond
the first one-year budget period but within the three-year project
period will be entertained in subsequent years on a noncompetitive
basis, subject to the availability of funds, satisfactory progress of
the grantee, and a determination that continued funding would be in the
best interest of the Government.

**III. Eligibility Information:**

**III.1. Eligible Applicants**

> Nonprofits having a 501(c)(3) status with the IRS, other than
> institutions of
>
> higher education
>
> Nonprofits that do not have a 501(c) (3) status with the IRS, other
> than institutions of higher education
>
> Faith-based organizations that meet the preceding requirements are
> eligible to apply.

**Additional Information on Eligibility:**

Public or private organizations which are incorporated as not-for-profit
under the laws of their State and which meet the following requirements
are eligible. The applicant shall:

-   Have an ongoing relationship with the refugees and/or Cuban and
    Haitian entrants that has been established as a result of providing
    reception and placement services under the terms of a Cooperative
    Agreement with Department of State or the Department of Homeland
    Security;

-   Be a national voluntary resettlement agency able to coordinate
    comprehensive multilingual, multicultural services for refugees,
    Amerasians, Cuban and Haitian entrants, certified victims of
    trafficking, and asylees at local sites;

-   Any non-profit organization submitting an application must submit
    proof of its non-profit status in its application at the time of
    submission. The non-profit agency can accomplish this by
    providing (a) a reference to the applicant organization's listing in
    the Internal Revenue Service's IRC Code; (b) a copy of a currently
    valid IRS tax exemption certificate; (c) a statement from a State
    taxing body, State attorney general, or other appropriate State
    official certifying that the applicant organization has a non-profit
    status and that none of the net earnings accrue to any private
    shareholders or individuals; (d) a certified copy of the
    organization's certificate of incorporation or similar document that
    clearly establishes non-profit status; (e) or any of the items
    referenced above for a State or national parent organization and a
    statement signed by the parent organization that the applicant
    organization is a local non-profit affiliate.

# Eligible Client Population 

To be eligible for Matching Grant assistance, clients must provide
documentary proof of one of the following statuses as a condition of
eligibility. Henceforth, all eligible clients will be referred to as
"refugees" unless the context indicates otherwise.

-   Refugees or asylees under 45 CFR 400.43;

-   Cuban and Haitian entrants under 45 CFR Part 401;

-   Certain Amerasians from Vietnam who are admitted to the U.S. as
    immigrants under section 584 of the Foreign Operations, Export
    Financing, and Related Programs Appropriations Act, 1988 (as
    contained in section 101(e) of Public Law 100-202 and amended by the
    9^th^ proviso under Migration and Refugee Assistance in Title II of
    the Foreign Operations, Export Financing, and Related Programs
    Appropriations Act, 1989 (Public Law 100-461 as amended)) under 45
    CFR 400.43.

-   Victims of Severe Form of Trafficking, per section §107(b)(1)(A) of
    the Trafficking Victims Protection Act of 2000, Pub. L. No. 106-386,
    Division A, 114 Stat. 1464 (2000), "an alien who is a victim of a
    severe form of trafficking in persons shall be eligible for benefits
    and services under any Federal or State program or activity funded
    or administered by any...\[Federal agency\] to the same extent as an
    alien who is admitted to the United States as a refugee under
    section 207 of the Immigration and Nationality Act." Individuals who
    are determined to be victims of a severe form of trafficking will be
    issued a certification letter (for adults) or eligibility letter
    (for minors under the age of 18) from the U.S. Department of Health
    and Human Services. In conducting a benefits eligibility
    determination for a victim of a severe form of trafficking,
    benefit-granting agencies should accept the HHS certification letter
    or HHS eligibility letter for minors in lieu of documentation from
    the Department of Homeland Security as proof of a status that
    confers eligibility for benefits. \[See ORR State Letters #00-17 (as
    clarified by #00-22) and #01-13 (as modified by #02-01) regarding
    statuses and documentation requirements.\]

# Enrollment Criteria

Date of eligibility for Matching Grant Services is counted from the date
of arrival into the country for refugees and Amerasians, the date an
individual becomes a Cuban/Haitian entrant, the date of the final grant
of asylum for asylees, and the date of certification for victims of
severe forms of trafficking. Enrollment into the Matching Grant program
must be within 31 days of the date of eligibility for the individual.
Agencies may request from ORR an exception to the eligibility date for
asylees if the date of notification to the asylee differs from the date
of grant of asylum. The request for an exception and supporting
documentation must be faxed to the Matching Grant Team Leader at
202-401-5772 for review and approval.

At least one member of the refugee unit must be deemed employable for
the case to be enrolled into the Matching Grant Program and all other
members must otherwise be eligible. The following refugees are not
eligible for Matching Grant services:

> Elderly or disabled refugees who are expected to receive Supplemental
> Security Income (SSI) within 9 months after arrival;

Refugees who are not expected to become employed shortly after
eligibility for the program;

> Individuals who are already economically self-sufficient. Economic
> Self-sufficiency means earning a total family income at a level that
> enables a family unit to support itself without receipt of a cash
> assistance grant per 45 CFR 400.2 Definitions.

Refugees that have migrated to a new site may be enrolled into the
Matching Grant program if the affiliate belongs to the same Volag that
provided the reception and placement services and such enrollment occurs
within 90 days of eligibility and assuming they have not applied for
cash assistance or enrolled in the Matching Grant program elsewhere. In
cases where a secondary migration occurs to a site where an affiliate of
the same agency does not exist or participate in the Matching Grant
program, enrollment will be permitted within the first 90 days with
written concurrence of the initial resettlement agency and notification
to ORR. In cases where no agency has been assigned, i.e., in cases
involving asylees, victims of severe forms of trafficking, and certain
Cuban and Haitian entrants, enrollment into the program must be
coordinated with other local agencies participating in the Matching
Grant program to assure no duplication of enrollment.

a)  
b)  
c)  
d)  
e)  

**III.2. Cost Share or Matching:**

Yes, Grantees must be able to provide at least 33 percent of the total
approved cost of the project. The total approved cost of the project is
the sum of the ACF share and the non-federal share. The non-Federal
share may be met by cash or in-kind contributions, although applicants
are encouraged to meet their match through cash contributions.
Therefore, a project requesting \$200,000 in Federal funds must provide
a match of at least \$100,000 (33 percent of total approved project
costs \$300,000.) Grantees will be held accountable for commitments of
non-Federal resources even if over the amount of the required match.
Failure to provide the amount will result in disallowance of Federal
Match.

Please see section I. Funding Opportunity Description for full details.

Applications that fail to include the required amount of cost-sharing
will be considered non-responsive and will not be eligible for funding
under this announcement.

**III.3. Other:**

All Applicants must have a Data Universal Numbering System (DUNS) number
when applying for Federal grants or cooperative agreements on or after
October 1, 2003. The DUNS number will be required whether an applicant
is submitting a paper application or using the government-wide
electronic portal (www.Grants.gov). A DUNS number will be required for
every application for a new award or renewal/continuation of an award,
including applications or plans under formula, entitlement and block
grant programs, submitted on or after October 1, 2003.

Please ensure that your organization has a DUNS number. You may acquire
a DUNS number at no cost by calling the dedicated toll-free DUNS number
request line on 1-866-705-5711 or you may request a number on-line at
http://www.dnb.com.

Applications exceeding the \$13,000,000 threshold may be returned
without review.

Applications that fail to include the required amount of cost-sharing
will be considered non-responsive and will not be eligible for funding
under this announcement.

**IV. Application and Submission Information:**

**IV.1. Address to Request Application Package**

> Ronald A. Munia, Matching Grant Team Leader
>
> Office of Refugee Resettlement

370 L\'Enfant Promenade, S.W., Eighth Floor

> Washington, D.C. 20447

**IV.2. Content and Form of Application Submission**

An original and two copies of the complete application are required. The
original copy must include all required forms, certifications,
assurances, and appendices, be signed by an authorized representative,
have original signatures, and be submitted unbound. The two additional
copies of the complete application must include all required forms,
certifications, assurances, and appendices and must also be submitted
unbound. Applicants have the option of omitting from the application
copies (not the original) specific salary rates or amounts for
individuals specified in the application budget.

You may submit your application to us in either electronic or paper
format. To submit an application electronically, please use the
[www.Grants.gov](http://www.Grants.gov/) apply site. If you use
Grants.gov, you will be able to download a copy of the application
package, complete it off-line, and then upload and submit the
application via the Grants.gov site. You may not e-mail an electronic
copy of a grant application to us.

Please note the following if you plan to submit your application via
Grants.Gov

-   Electronic submission is voluntary.

-   When you enter the Grants.gov site, you will find information about
    submitting an application electronically through the site, as well
    as the hours of operation. We strongly recommend that you do not
    wait until the application deadline date to begin the application
    process through Grants.gov

-   To use Grants.gov, you, as the applicant, must have a DUNS Number
    and register in the Central Contractor Registry (CCR). You should
    allow a minimum of five days to complete the CCR Registration.

-   You will not receive additional point value because you submit a
    grant application in electronic format, nor will we penalize you if
    submit an application in paper format.

-   You may submit all documents electronically, including all
    information typically included on the SF 424 and all necessary
    assurances and certifications.

-   Your application must comply with any page limitation requirements
    described in this program announcement.

-   After you electronically submit your application, you will receive
    an automatic acknowledgement from Grants.gov that contains a
    Grants.gov tracking number. The Administration for Children and
    Families will retrieve your application from Grants.gov.

-   We may request that you provide original signatures on forms at a
    later date.

-   You may access the electronic application for this program on
    [http://www.Grants.gov](http://www.Grants.gov/)

-   You must search for the downloadable application package by the CFDA
    number.

**APPLICATION CONTENT:**

Each application in response to this program announcement must include
one signed original and two additional copies of the following:

**A. Standard Forms and Certifications -**

> All of the standard forms necessary for the application for awards
> under this announcement are available on our web page,
> [www.acf.hhs.gov/programs/orr](http://www.acf.dhhs.gov/programs/orr)
> under the section on Grant Application forms. For additional copies,
> contact Ron Munia, Division of Community Resettlement, Office of
> Refugee Resettlement, at 202-401-4559, or by email at
> rmunia@acf.hhs.gov.

-   Applicants for funding under this announcement must file the
    Standard Form (SF) 424, Application for Federal Assistance; SF-424A,
    Budget Information\--Non-Construction Programs; SF-424B,
    Assurances\--Non-Construction Programs. The instructions and forms
    required for submission of applications are included. The forms may
    be reproduced for use in submitting applications. An application
    with an original signature and two copies is required. It is
    recommended that original signatures be in blue ink.

-   Applicants must provide the following certifications. Copies of the
    forms and assurances are located at the end of this announcement and
    are also available on our web page.

    -   Certification regarding lobbying if anticipated award exceeds
        \$100,000.

    -   Disclosure of lobbying activities if anticipated award exceeds
        \$100,000 and if applicant has used nonfederal funds for
        lobbying activities in connection with receiving assistance
        under this announcement.

    -   Certification regarding environmental tobacco smoke. By signing
        and submitting the application (SF-424), applicant provides
        certification that they will comply with the requirements of the
        Pro-Children Act of 1994 (P.L. 103-227, Part C- Environmental
        Tobacco Smoke) and **need not mail** back the certification with
        the application.

Private, non-profit organizations are encouraged to submit with their
applications the survey located under "Grant Related Documents and
Forms" titled "Survey for Private, Non-Profit Grant Applicants." The
forms are located on the web at
**[www.acf.hhs.gov/programs/ofs/forms.htm](http://www.acf.hhs.gov/programs/ofs/forms.htm)
.**

### 

e.  
f.  

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a.  
b.  

-   
-   
-   

c.  
d.  
e.  
f.  
g.  
h.  

### Please 

a.  
b.  
c.  
d.  
e.  
f.  
g.  
h.  
i.  
j.  
k.  
l.  
m.  
n.  
o.  
p.  

### Please see section V.1 Criteria for more information on application content requirements.

**IV.3. Submission Dates and Times:**

[Deadline]{.underline}: The closing time and date for receipt of
applications is 4:30 p.m. (Eastern Time Zone) 30

days from the date of this announcement. Mailed or hand carried
applications received after 4:30

p.m. on the closing date will be classified as late.

Late Applications: Applications that do not meet the Deadline Criteria
will be considered unresponsive to the Program Announcement and late. To
avoid errors, ORR will immediately notify each late applicant that its
application will not be considered for review in the current
competition.

Extension of Deadline: ORR may extend application deadlines when
circumstances such as acts of God (floods, hurricanes, etc.) occur, when
there are widespread disruptions of mail service, or if the Chief Grants
Management Officer makes a determination to extend or waive deadline
requirements.

**REQUIRED FORMS:**

  --------------- --------------- ------------------------------------------------- --------------
  **What to       **Required      **Required Form or Format**                       **When to
  submit**        Content**                                                         Submit**

  Narrative       Described in    Format described in Section B                     By application
                  Section of B                                                      due date.
                  this                                                              
                  Announcement                                                      

  SF 424, SF 424  Per required    [M]{.smallcaps}ay be found on                     By application
  A, and SF 424B  form            http://www.acf.hhs.gov/programs/ofs/forms.htm     due date.

  Proof of        As described in Format described in section III.                  By application
  Non-Profit      section III.                                                      due date.
  Status                                                                            

  Certification   Per required    [M]{.smallcaps}ay be found at                     By application
  regarding       form            <http://www.acf.hhs.gov/programs/ofs/forms.htm>   due date
  Lobbying and                                                                      
  associated                                                                        
  Disclosure of                                                                     
  Lobbying                                                                          
  Activities (SF                                                                    
  LLL)                                                                              

  Environmental   Per required    [M]{.smallcaps}ay be found at                     By application
  Tobacco Smoke   form            <http://www.acf.hhs.gov/programs/ofs/forms.htm>   due date
  Certification                                                                     
  --------------- --------------- ------------------------------------------------- --------------

**ADDITIONAL FORMS:**

Private-non-profit organizations may submit with their applications the
additional, voluntary survey located under "Grant Related Documents and
Forms" titled "Survey for Private, Non-Profit Grant Applicants".

 

  ------------ ------------ ------------------------------------------------ -------------
  **What to    **Required   **Required Form or Format**                      **When to
  submit**     Content**                                                     Submit**

  Voluntary    Per required May be found on                                  By
  Survey for   form         <http://www.acf.hhs.gov/programs/ofs/form.htm>   application
  Private,                                                                   due date.
  Non-Profit                                                                 
  Grant                                                                      
  Applicants                                                                 
  ------------ ------------ ------------------------------------------------ -------------

 

**IV.4. Intergovernmental Review:**

This program is **not** subject to review by States under Executive
Order 12372, \"Intergovernmental Review of Federal Programs,\" and 45
CFR Part 100, \"Intergovernmental Review of Department of Health and
Human Services Programs and Activities.\"

#### IV.5. Funding Restrictions 

Funding for this program is limited. Pre-award costs may be allowed.
Administrative costs must come out of the per capita. ORR will provide
eligible grantees the maximum amount they will be able to apply for.
This amount will be based on the number of funded enrollments achieved
in CY 2003. Future funding levels during the three-year grant period
will take into consideration the grantee's ability to reach the goal of
self-sufficiency within 180-days for all clients' enrolled.

#### 

**IV. 6. Other Submission Requirements**

**Electronic Submission:** To submit an application electronically,
please use the **www.Grants.gov** apply site.  For complete details on
how to submit electronically, please refer to section IV.2. Content and
Form of Application Submission

**Submission by Mail:** Mailed applications shall be considered as
meeting an announced deadline if

they are received on or before \[INSERT DUE DATE 30 days from
Publication\]. An Applicant

must provide an original application with all attachments, signed by an
authorized representative

and two copies. The Application must be received at the address below by
5:00 PM Eastern

Standard Time on or before the closing date. Applications should be
mailed to:

> U.S. Department of Health and Human Services
>
> Administration for Children and Families, Office of Grants Management
>
> Division of Discretionary Grants
>
> 370 L\'Enfant Promenade, SW.
>
> Mail Stop: Aerospace Center 4th Floor-West
>
> Washington, DC 20447
>
> Attn: Sylvia Johnson

**Submission by Hand Delivery:** Applicant must provide an original
application with all attachments, signed by an authorized representative
and two copies. The Application must be received at the address below by
5:00PM Eastern Standard Time on or before the closing date. Applications
that are hand delivered will be accepted between the hours of 8 a.m. to
4:30 p.m., Monday through Friday. Applications may be delivered to the
U.S. Department of Health and Human Services, Administration for
Children and Families, Office of Grants Management, Division of
Discretionary Grants, ACF Mail Room, Second Floor Loading Dock,
Aerospace Center, 901 D Street, SW., Washington, DC 20024, Attention:
Sylvia Johnson. It is strongly recommended that applicants obtain
documentation from the ACF Mail Room that the application was hand
delivered on or before the closing date. Applicants are cautioned that
express/overnight mail services do not always deliver as agreed.

**V. Application Review Information:**

**V.1. Criteria**

All applicants must address the following items in their applications.
Applicants are encouraged to respond in sequence to the application
requirements set forth below. Applicant is to describe the following:

-   **National Administration, Coordination, and Monitoring**

    -   The institutional organization and the overall management of
        this structure.

    -   The administrative relationship between the national office and
        the participating local affiliates, including the financial
        relationship and the monitoring, reporting, and data collection
        functions performed nationally and locally.

    -   The national management of the Matching Grant Program, including
        the number of staff in the national office whose time is
        allocated to the grant, the percent of time allocated to the
        grant, and their grant-related responsibilities. Describe the
        qualifications of the staff that will manage the Matching Grant
        Program.

    -   The agency\'s process for coordinating Matching Grant services
        with the State-administered program services.

    -   Monitoring conducted by national agency staff of the Matching
        Grant Program within the past year, including the locations,
        significant findings, and corrective actions recommended, if
        any. Indicate all Matching Grant sites that have not been
        monitored in the past three years.

    -   Any technical assistance and training provided to Matching Grant
        affiliates by the agency in the past year to improve
        effectiveness of service delivery.

    -   The agency\'s plan for programmatic and financial monitoring of
        the Matching Grant program for the upcoming year. Include how
        the agency plans to monitor performance against the goals
        contained in the agency\'s annual outcome goal plan, and the
        quality of services by home visits to Matching Grant clients and
        the local affiliates. Include the monitoring protocol to be
        used.

-   **General Program Design**

> **Describe each of the following:**

-   How refugees are selected for placement into the program, the
    characteristics of refugees placed into the program (free cases vs.
    family reunion cases; single refugees vs. families with two parents
    and/or families with single parents; refugee versus parolee versus
    asylee, etc.) and the rationale for the number and characteristics
    of refugees selected. If refugees are selected on a case-by-case
    basis, please state the general principles used in determining
    selection for the program.

-   The resettlement model utilized, including responsibilities of
    sponsors in assisting with Matching Grant services, if any, policies
    relating to sponsorship by recently arrived families, multiple
    sponsorships, the agency policy toward early employment and
    self-sufficiency, etc.

-   The policies implemented by your agency to differentiate charges for
    services funded by the Reception and Placement Cooperative
    Agreement, by alternative projects such as public-private
    partnerships (PPP), or by Wilson/Fish projects from those provided
    through the Matching Grant Program to ensure that the Matching Grant
    will not fund services to be provided under other agreements.

-   The procedures that are used to ensure that refugees will not access
    public cash assistance benefits during their first 120 days of
    eligibility, any sanctions applied and the procedures for applying
    those sanctions when an appropriate offer of employment or training
    is refused without good cause.

-   The procedures for enrollment of Cuban and Haitian entrants, Victims
    of Severe Forms of Trafficking, eligible Amerasian immigrants and
    asylees.

-   The criteria established for determining when a refugee is
    considered self-sufficient.

-   The procedures/strategies for refugees that have completed the
    Matching Grant period with or without attaining self-sufficiency or
    that request services after the Matching Grant period.

-   The policies concerning language assistance for limited English
    proficient persons in accordance with ORR State Letter \# 00-18.

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-   **Outcomes**

    -   For each local Matching Grant site, provide the previous
        12-month period (September 1, 2002 - August 31, 2003) outcomes
        in **chart** form (provide site-by-site data and overall
        totals).

        -   Clients newly enrolled in the program

        -   Number of clients reaching 120 days after eligibility
            whether or not they have left the program. The phrase
            "reaching 120 days after eligibility" means the number of
            clients who have been eligible for 120 days. In other words,
            the individual has had a status making him or her eligible
            for Matching Grant services for 120 days. For example, an
            individual who was granted asylum on January 1 would "reach
            120 days" on April 30, which is 120 days after the asylum
            grant. The term "reaching" has the same meaning throughout
            this section and the section on Progress Reports.

        -   Of those clients reaching 120 days, the number
            self-sufficient at 120 days from date of eligibility

        -   Of those clients reaching 120 days who are not
            self-sufficient, the number of those that will continue in
            the Matching Grant program without accessing public
            assistance

        -   Number of clients who were self-sufficient at 180 days after
            eligibility

        -   Of those clients reaching the 180th day after eligibility,
            the number self-sufficiency at the 180th day.

        -   The status of the clients at 120 and 180 days including:
            entered employment, average wage, and employed with health
            benefits available.

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-   **Goals**

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-   **The Government Performance and Results Act (GPRA)** of 1993
    requires Federal agencies to prepare annual goal plans for each
    program. Attached is the Matching Grant Program **Annual Goal Plan
    for CY 2003 - Guidance**.

-   Applicants must set goals for each affiliate and in aggregate for
    the calendar year. GPRA goals will be submitted, reviewed and
    approved by ORR as part of the application process. \[See attached
    GPRA instructions.\] Goals reflect the same reporting requirements
    stated in Outcomes above.

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-   **Local Site Project Design**

> **Describe:**

-   Local factors that influence the outcomes of the Matching Grant
    Program, such as the availability and types of employment for
    refugees, community characteristics, level of welfare payments,
    housing, and public transportation as it relates to housing and
    employment sites and other competing programs.

-   How services will be provided under the grant at that site and the
    agency providing the service, including:

-   Services provided in-house,

-   Services and assistance provided through other resources (training,
    Food Stamps, medical, etc.), and the availability of those services
    and assistance

-   Strategies used to gain employment for refugees, follow-up services
    and job upgrades.

-   How refugees\' basic needs will be met, including food, housing, and
    cash needs.

-   Referring to the data provided under Outcomes and Goals, explain
    reasons for any low-performing sites and the plans for increasing
    outcomes.

-   The procedures for coordinating with other local resettlement
    agencies to avoid duplication of enrollments for clients that are
    enrolled without the benefit of reception and placement grants.

-   Other services provided to refugees by the affiliate, including the
    amount and source of funds by activity, intended target group
    (non-Matching Grant participants, post-Matching Grant participants,
    etc.) and how these services will be coordinated. For example,
    Wilson/Fish and alternative programs, regular social services;
    state-funded Vocational English as a Second Language (VESL) program
    for Matching Grant clients; or ORR-funded discretionary programs,
    such as Preferred Communities.

-   Staffing patterns at the local level, e.g., the extent to which
    refugees will be served by staff with the ability to speak the same
    language, the general experience and training of staff members, the
    number of staff and percent of time allocated to each program area
    (employment, case management, ESL, etc.), and the average
    staff/client ratio for each program area.

-   **For new sites**, a brief explanation of how assistance and
    services to refugees through the proposed Matching Grant Program
    will be more desirable than existing assistance and services.

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-   **[CHART or LIST the following information:]{.underline}**

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-   Cities where you propose having a Matching Grant Program in 2004,
    the number of refugees you expect to resettle in those cities, and
    the number of refugees who are expected to be Matching Grant
    clients. (Please indicate new sites.)

-   Total number and projected ethnicity of refugees to be resettled
    during the project period annually and the number expected to be
    served under the Matching Grant; rationale for the number and
    selection of refugees resettled through the Matching Grant Program
    in relation to the total caseload resettled by the voluntary agency
    at each site; total number and projected ethnicity of Cuban/Haitian
    entrants and asylees projected to be enrolled.

-   Sites monitored in 2003.

-   Sites proposed for monitoring in 2004.

-   Name of affiliate contact person, address, and phone number and
    geographic area covered by each office. Note that this information
    will be combined with information from other grantees and listed on
    the ORR web page as a Matching Grant site list.

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-   **Budget and Budget Justification**

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-   For the overall budget and budget justification, applicant must
    provide detailed descriptions in the following format by category:
    General guidelines; Personnel; Fringe Benefits; Travel; Equipment;
    Supplies; Contractual; Indirect Charges; Program Income; Nonfederal
    Resources; Total Direct Charges; Total Indirect Charges; Total
    Costs.

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-   For your National Administration, provide:

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-   A line-item budget

-   A narrative explanation for national administration. The line-item
    budget shall include a line-item breakout between the Federal and
    non-Federal resources which are used to serve the Matching Grant
    clients. The budget narrative shall include the total number of
    staff positions funded, salary, time allocated, costs for each
    position funded, and direct and indirect administrative costs. If
    indirect costs are proposed, an approved negotiated indirect cost
    rate must be in effect before costs may be charged. **If the
    applicant has an approved rate currently, a copy must be attached to
    the application.** If the applicant does not have a negotiated
    indirect cost agreement with any agency of the Federal government,
    all costs must appear in the budget as direct charges. Indirect
    costs may be reimbursed on an award only if the indirect cost rate
    agreement is in effect at the beginning of the project period/budget
    period and covers all or part of the period covered by the award.

-   **Submit a projected (estimated) 269 Financial** **Status Report**
    to indicate the obligations incurred for CY 2003 based on the
    projected number of enrollments for this year.

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-   For Local Matching Grant Sites proposed, provide:

    -   A line-item budget

    -   A narrative explanation. The line-item budget shall indicate the
        amount of local administrative costs, case management,
        employment services, cash allowance, maintenance (food and
        housing), transportation, and \"other\" (non-required, but
        allowable services), for each affiliate. For ease in reviewing
        the budget, as part of the budget format, please also include
        the number of refugees projected to be resettled at each site
        during the grant period and the number of refugees expected to
        be served through the Matching Grant Program. The line-item
        budget for each site shall include a line-item breakout between
        the Federal and non-Federal resources that will be used to serve
        the Matching Grant clients. The budget narrative shall include
        the total number of staff positions funded, salary, time
        allocated, costs for each position funded, and direct and
        indirect administrative costs.

    -   Describe policies and procedures that govern agency in-kind
        match services (e.g., guidelines concerning services provided by
        volunteers, training and supervision provided to volunteers,
        procedures for determining the value of in-kind contributions,
        and the average local rate for volunteer staff time and how this
        was determined.)

    -   Describe how the required dollar match will be raised.

**EVALUATION CRITERIA:**

Each Matching Grant proposal will be rated and scored by an independent
review panel using criteria described below:

**Criterion** **1. STAFF and POSITION DATA and** **ORGANIZATIONAL
PROFILES---National** **Organization, Coordination, Monitoring** **20
points**

-   Clarity and adequacy of the national organizational structure, its
    grant-related management structure and staff, its administrative
    relationship to local affiliates, and the level of technical
    assistance proposed for local affiliates to assure proper management
    of the Federal grant.

-   Adequacy of coordination of Matching Grant services with
    State-administered program services.

-   Extent to which the monitoring plan for the upcoming year is clearly
    described and represents sufficient oversight.

-   Extent to which the monitoring of the program during the past year
    is clearly described and reflects adequate management of the
    program.

**Criterion** **2. APPROACH---General** **Program Design** **20 points**

-   Adequacy of the resettlement model and likelihood that the
    resettlement services described that are funded through the Matching
    Grant program will result in achievement of the early employment and
    self-sufficiency for refugees without accessing public cash
    assistance.

-   Clarity of the policies for selecting clients to be placed into the
    program and reasonableness of the selection of clients in relation
    to the characteristics of eligible clients being resettled.

-   Adequacy of the method for differentiating between services funded
    by Reception and Placement Cooperative Agreements and those charged
    to the Matching Grant program.

**Criterion** **3.** **RESULTS or BENEFITS EXPECTED** **20 points**

-   Extent to which the agency has demonstrated through prior
    performance that the agency and its proposed local sites can meet
    the overall goals of the Matching Grant program to achieve
    self-sufficiency as quickly as possible after arrival in the United
    States.

-   Reasonableness of the agency's plan to set goals for continuous
    improvement.

**Criterion** **4. APPROACH---Local** **Matching Grant** **Affiliates**
**20 points**

-   Extent to which the applicant's description of each resettlement
    site is adequate and reflects a well-designed and coordinated local
    resettlement program.

-   In light of community characteristics, prior performance, the number
    and characteristics of clients served, the extent to which staffing
    patterns and the array of program services offered are reasonable to
    meet the program goal of self-sufficiency.

**Criterion** **5. Budget and Budget Justification** **20 points**

-   Clarity and reasonableness of the budget; extent to which the budget
    is sufficiently detailed and demonstrates a cost-effective use of
    Federal funds.

-   The budget is reasonable and clearly justified. The methodologies
    for estimating the number of refugee participants and the amount of
    matching funds are reasonable.

-   Extent to which the system for determining the value of in-kind
    contributions is clear, reasonable and appropriate.

-   Reasonableness of the methods for acquiring the match.

**V.2. Review and Selection Process**

All applications which meet the stipulated deadline and other stated
requirements will be reviewed competitively and scored by an independent
review panel of experts in accordance with ACF grants policy and the
criteria stated above. The independent review panel scores and
explanatory comments will assist the Director of ORR in considering
competing applications. Reviewers' scores weigh heavily in funding
decisions but will not be the only factors considered. Applications
generally will be considered in order of the average scores assigned by
the reviewers. Highly ranked applications are not guaranteed funding
since other factors are taken into consideration, including: comments of
reviewers and of ACF/ORR officials; previous program performance of
applicants; compliance with grant terms under previous DHHS grants;
audit reports; and investigative reports. Final funding decisions will
be made by the Director of ORR.

**VI. Award Administration Information**

**VI.1. Award Notices:**

The successful applicants will be notified by mail no later than May 15,
2004, through the issuance of a Financial Assistance Award document
which will set forth the amount of funds granted, the terms and
conditions of the grant, the effective date of the grant, the budget
period for which initial support will be given, the non-Federal share to
be provided and the total project period for which support is
contemplated. The Financial Assistance Award will be signed by the
Grants Officer.

**VI.2. Administrative and National Policy Requirements:**

Applicable HHS regulations can be found in 45 CFR Parts 74 or 92.

**VI.3. Reporting Requirements**

For this program, grantees must submit triennial programmatic
statistical reports, an annual narrative report, and biannual financial
reports**.**

**Financial Reports:**

An original and two copies of the Standard Financial Status Report (SF
269) are due two times a year: July 30th, for the period from January 1
through June 30, and January 30th, for the period from July 1 through
December 30. The interim final report is due 90 days following the end
of the project period and the final report is due 210 days after the end
of the project period. \[The extended due date of the final report
allows time for agencies to complete services for refugees placed into
the program during the project period.\]

**Annual Narrative Report:**

A narrative report, covering the period of the prior January l through
December 31 grant, will be due on February 15 of each year. This report
shall contain a brief description of program accomplishments and
situations which affected program performance over the year, a summary
of the number of Matching Grant clients served during the year
(including those clients who were enrolled in the preceding year but
were still served in the current year) by ethnicity and location, a
summary of outcomes for those refugees (by location), and a summary of
monitoring actions and findings during the year.

**Programmatic Reports:**

Statistical outcomes at 4-month intervals: the report for the period
January l through April 30, is due May 30; May l through August 31, due
September 30; September l through December 31, due January 31.
Instructions for these reports are follow.

**Instructions for Completing the Voluntary Agency**

**Matching Grant Program Progress Statistical Reports**

**CY 2004 - 2006**

Reporting Periods and Due Dates:

Progress Reports are to be submitted three times annually, covering the
following four-month reporting periods:

[Report Period]{.underline} [Date Due]{.underline}

> January 1\-- April 30 May 31
>
> May 1 -- August 31 September 30
>
> September 1 -- December 31 January 31

The instructions below follow the format of the revised Progress Report:

A.  **[New clients placed into program during the 4-month reporting
    period:]{.underline}**

Enter the number of newly arrived cases and individuals who were
enrolled into the Matching Grant program during the reporting period.
(Individual count is to include all members in the case, including
children.)

B.  **[Clients reaching the 120^th^ day after arrival in the US during
    the reporting period:]{.underline}**

> Enter the number of individuals participating in the Matching Grant
> program who have reached their 120^th^ day after date of eligibility
> during a reporting period.

C. **[Status of clients reaching the 120^th^ day after
eligibility]{.underline}**

1.  **Economically self-sufficient** -- Enter the number of cases and
    individuals who reached the 120^th^ day after date of eligibility
    during the reporting period who were self-sufficient on that day.
    Self-sufficiency means earning a total family income at a level that
    enables a family unit to support itself without receipt of a cash
    assistance grant per 45 CFR 400.2 Definitions. Cases and individuals
    receiving Food Stamps, Medicaid, etc., without cash payments, are
    considered self-sufficient.

2.  **Not economically self-sufficient and remaining in program** --
    Enter the number of cases and individuals reaching their 120^th^ day
    who will continue to receive Matching Grant cash support and/or
    services beyond their 120^th^ day.

3.  **Time-expired** -- Enter the number of cases and individuals who
    reached the 120^th^ day after eligibility during the reporting
    period who are not self-sufficient, and for whom support through the
    program is terminated.

    a.  For those who are time-expired (#3 above), enter the number of
        cases and individuals applying for public cash assistance.

4.  **Dropped out prior to the 120^th^ day** -- Enter the number of
    cases and individuals who had been enrolled in the Matching Grant
    program and would have reached their 120^th^ day this reporting
    period had they not dropped out of the program prior to that date.
    Of that number, report reasons for dropping out in the categories
    below:

    a.  [Accessed public cash assistance:]{.underline}

> Enter the number of cases and individuals who reached the 120^th^ day
> after eligibility during the reporting period, who left the program
> prior to the 120^th^ day due to accessing public cash assistance. If a
> case accessed public cash assistance but had not reached their 120^th^
> day after eligibility during the current reporting period, do not
> include them in the current report. They will be reported in the next
> report.

b.  [Out-migrated:]{.underline}

> Enter the number of cases and individuals who reached the 120^th^ day
> after eligibility during the reporting period and whose status was
> unknown because they moved from Matching Grant service area prior to
> the 120^th^ day during the current reporting period should not be
> counted in the current report.

c.  [Other:]{.underline}

> Enter the number of cases and individuals who reached the 120^th^ day
> after eligibility during the reporting period, and whose status does
> not fit any of the above categories. Please comment in the narrative
> section of your report giving reasons for the exception to the above
> categories, i.e. death, ill health, etc.

D. **[Outcomes for Employable Adults]{.underline}**

> Enter the number of employable individuals who participated in
> Matching Grant employment services, and who reached the 120^th^ day
> after eligibility during this reporting period.

1.  **Entered Employments** -- Enter the total number of individuals who
    reached the 120^th^ day after eligibility who were employed during
    the reporting period.

    a.  Full-time employments -- 35 hours or more per week

    b.  Part-time employments -- Fewer than 35 hours per week.

If a client holds more than one part-time job resulting in the combined
hours of employment being 35 hours or more per week, this placement can
be considered as one full-time entered employment. Subsequently,
agencies would then report a weighted average hourly wage as if it were
one full-time placement.

2.  **Average Hourly Wage** -- Average hourly wage at placement is
    defined as the **sum** of the hourly wages for the unduplicated
    number of full-time job placements, entered at D.l.a., divided by
    the total unduplicated number of individuals placed in full-time
    employment (D.l.a.). If more than 50 percent of your job placements
    are for part-time employment, you may also separately provide the
    above wage information for those part-time job placements.

> In the case where a refugee with multiple part-time jobs is being
> counted as a full-time placement (see above), a weighted average of
> the part-time wages should be used in calculating the full-time
> average hourly wage.

3.  **Entered Employment with Health Benefits Available** -- For those
    individuals who entered full-time employment (D.l.a.), enter the
    number of placements offering health benefits either at placement,
    or to be offered within six months of placements. This is not a
    measure of how many individuals elect to enroll in health benefits,
    but rather how many jobs offer this option. Health benefits should
    be considered available even if coverage is available only to the
    employee and is not extended to the employee's family members.
    Benefits are considered available without regard to whether the
    employee must contribute to the premium.

**Follow-Up on Previous Progress Report**

E. **[Self-Sufficiency Retention:]{.underline}**

Enter the number of cases and individuals who were reported
self-sufficient during the last reporting period (C.1 of last report)

1.  **Self-Sufficient 60 days later** -- Enter the number of cases and
    individuals in F. who retained their self-sufficiency for at least
    60 days.

F. **[Clients remaining in the program who were reported in the last
progress report and who have completed 180 days (six months) in the
program:]{.underline}**

Enter the total number of cases and individuals reported in section C.2
of the previous reporting period. Report for following categories:

1.  **Self-sufficient at 180 days** -- Enter the number of cases and
    individuals of this description who reached self-sufficiency.
    Self-sufficiency is defined as no longer receiving from cash
    assistance programs due to earnings from employment. Cases and
    individuals receiving Food Stamps, Medicaid, etc. without cash
    payments, are considered self-sufficient.

2.  **Not self-sufficient at 180 days** -- Enter the number of cases and
    individuals of this description who did not reach self-sufficiency.

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G.  **180-day Performance Measure**

    1.  Enter the number of clients who were self-sufficient at the 180
        day mark (E1 + F1 above).

    2.  Enter the number of enrollments reaching 180 days during this
        period. (whether or not they completed the Matching Grant
        program.)

    3.  Divide the number of self-sufficient clients at 180 days (G.1.)
        by the number of clients that were enrolled and completed 180
        days this period (G.2.) and multiply by 100.

**[Narrative]{.underline}**

Describe any deviations from established goals, special concerns,
problems, initiatives, and accomplishments during this period.

Provide a breakout of clients enrolled this period by immigration
status, i.e., refugee, Cuban/Haitian entrant, asylee, Amerasians,
victims of severe forms of human trafficking.

**[Records]{.underline}**

Grantees must provide for the maintenance of such operational records as
are necessary for Federal monitoring of the grantee\'s project. Grantees
are to maintain adequate records to **track and report on project
outcomes, matching contributions, and expenditures by budget line
item**. The official receipt point for all reports and correspondence is
the ORR Division of Community Resettlement. An original and one copy of
each report shall be submitted by the due date directly to the Project
Officer named in the award letter. The mailing address is: 370 L\'Enfant
Promenade, S.W., Eighth Floor, Washington, D.C. 20447.

**VII. Agency Contacts**

**Program Office Contact:**

Ronald A. Munia

Office of Refugee Resettlement

Division of Community Resettlement

370 L\'Enfant Promenade, SW.

Aerospace Building 4th Floor-West,

Washington, DC 20447-0002.

Telephone: (202) 401-4559

> Email: <rmunia@acf.hhs.gov>

**Grants Management Office Contact:**

Sylvia Johnson

370 L\'Enfant Promenade, SW.

Aerospace Building 4th Floor-West,

Washington, DC 20447

Telephone: (202) 401-4524

Email: [sjohnson@acf.hhs.gov]{.underline}

**VIII. Other Information: None**

Dated:

Nguyen Van Hanh, Ph.D.

Director, ORR