**[ORR Matching Grant]{.smallcaps}**

**[CY 2007 Program Guidelines]{.smallcaps}**

**[Table of Contents]{.smallcaps}**

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**[ORR Matching Grant]{.smallcaps}**

**[CY 2007 Program Guidelines]{.smallcaps}**

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 that have, through their national
offices and their affiliates, an ongoing relationship with the refugees
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 goal of the Matching Grant program 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.

[Program Services]{.underline}

Services must be provided to the maximum extent feasible in a manner
that is culturally and linguistically compatible with a client'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 and ORR
State Letter #00-18. Services listed under section I. below, must be
provided in-house. Services under section II. 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.

If a client voluntarily leaves the program by accessing 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.

**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.

a.       Refugees or asylees under 45 CFR 400.43;

b.       Cuban and Haitian entrants under 45 CFR Part 401;

c.       Certain Amerasians from Vietnam under 45 CFR 400.43

d.      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,
and certain family members of victims of a severe form of trafficking,
per the Trafficking Victims Protection Reauthorization Act of 2003
(TVPRA), Pub. L. No. 108-193 (22 U.S.C. § 7105(b)(1)(A)). \[See ORR
State Letters #00-17 (as clarified by #00-22); #01-13 (as modified by
#02-01; and #04-12.\]

**Enrollment Criteria**

The 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 the certification or
eligibility letter 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 the grant of
asylum. 

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 be otherwise eligible. The following refugees are not
eligible for the Matching Grant Program:

-   Elderly or disabled refugees who are expected to receive
    Supplemental Security Income (SSI) within nine 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 (45 CFR 400.2); or  

-   Individuals receiving other forms of cash assistance or
    supplementary income such as Refugee Cash Assistance (RCA),
    Temporary Assistance for Needy Families (TANF) or SSI, or
    participating in ORR funded Wilson/Fish Alternative Program, Public
    Private Partnerships, or Unaccompanied Refugee Minors programs. 

Refugees who have migrated to a new site may be enrolled into the
Matching Grant Program if:

-   They have not applied for cash assistance or enrolled in the
    Matching Grant Program elsewhere;

-   The affiliate belongs to the same Voluntary Agency (Volag) that
    provided the initial reception and placement services; and

-   They enroll at the new site within 31 days of eligibility.

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 31 days with
written concurrence of the initial resettlement agency and approval by
ORR. In cases for which no agency has been assigned through and R&P
Cooperative Agreement, enrollment into the program must be coordinated
with other local agencies participating in the Matching Grant Program to
assure no duplication of enrollment.

Refugees who are resettled by a local affiliate through the Department
of State Reception & Placement program may not enroll in MG services
through an affiliate of a different Voluntary Agency in that same locale
without prior approval by ORR.

# [[Required Services that Agencies Must Provide In-house:]{.underline}]{.smallcaps}

1.  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 clients; and contribute to their community integration, early
employment and self-sufficiency. Case Management shall commence
immediately upon enrollment and continue through the 180^th^ day.
Services should support and strengthen clients' motivation and
capacities to become self-supporting. From the first client contact,
agency interaction with the client shall reinforce his/her motivation
and ability to become self-supporting.

[A case file shall be maintained which includes:]{.underline}

a.  Intake information (date of eligibility, date of enrollment, date of
    MG service termination, 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);

b.  Signed and dated Matching Grant Agreement form and letter of Client
    Rights and Responsibilities. Documents should be translated into the
    languages of each office's primary caseloads.

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

d.  Clear documentation of all services provided to clients based upon
    the needs and goals identified in the resettlement services plan.

e.  If a client 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.

f.  Documentation of regular contact with, and monitoring progress of,
    members of the case over time with summary notes regarding the
    purpose and outcomes of that contact. Notes and general
    documentation should cover all required service areas as prescribed
    in each Resettlement Plan. All services received as a result of the
    MG Resettlement Plan are to be documented in the file, regardless of
    whether the person providing the services is funded through MG
    funds.

g.  A statement(s) 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 wage(s), place(s) of
    employment, employer contact information, whether or not health
    benefits are available within 120 days of placement,
    self-sufficiency status, referral to welfare, etc. These status
    statements should be located in a designated place in all case
    files, easily found, and not randomly stated within the case notes.

h.  Documentation of the provision of childcare and after school care,
    if needed.

i.  Documentation of the full provision of housing. See Section II.3 for
    requirements.

j.  Cash transactions are to be clearly documented and initialed by an
    adult member of the client family. Each file is to have a summary
    sheet of all cash and in-kind contributions allocable to the
    Matching Grant program.

k.  Proposed budget for the respective case with actual expenditures to
    date. Budget for each family unit, translated if necessary, showing
    a list of proposed expenses and income necessary to cover such
    expenses. The budget should show 'income' from MG cash payments
    during core MG service period as well as income from employment.
    This budget should be a realistic reflection of the household's
    financial situation during and after the MG service period and
    demonstrate self-sufficiency.

l.  Documentation of the termination of the case, status at termination
    and referrals to subsequent programs. Upon completion of MG services
    at the 180th day, the client is to be provided a letter indicating
    the self-sufficiency status of the client; a statement of
    eligibility for additional refugee services for up to five years and
    referrals to services as appropriate; and a reminder to adjust their
    status to permanent resident alien after one year from date of grant
    of the immigration status that made the individual eligible for the
    MG program..

m.  Matching Grant file documentation must be separate from that of
    services provided to clients through other programs and the R&P
    Cooperative Agreement. Separation by sectioning Matching Grant from
    other services in combined files is acceptable. In cases where a
    refugee case is split for MG purposes, each separate MG case must
    have a separate section in the file. See section IV.3 for splitting
    cases.

    1.  Employment Services

Objective: To place employable clients as quickly as possible into
appropriate jobs which will enable the household unit to become
self-sufficient within 120-180 days. Employment services are to be
provided to employable adult clients beginning upon enrollment in the
Matching Grant program and continuing as needed through the 180^th^ day.
The level of employment services received by each client should reflect
the skills, needs and barriers determined in the Resettlement Plan.
Agencies providing MG employment services are to provide these services
equally as needed to all clients, regardless of the client's community
relations (ex. Refugee reunion case, asylee derivative).

Federal policy requires that, if necessary, clients accept "entry level"
employment (see 45 CFR 400.81(a) for criteria for appropriate
employment). Grantees shall communicate to employable clients 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 clients through job upgrades
where appropriate.

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.

[Employment services to be provided are:]{.underline}

> a\. [Job development]{.underline}: an ongoing process of networking
> with employers to develop prospective job openings for MG clients.

b.  [Job counseling:]{.underline} ongoing interaction between the client
    and the person responsible for job development regarding questions
    and concerns that clients 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.

c.  [Direct job placement assistance:]{.underline} assisting the client
    to identify and contact prospective places of employment, scheduling
    appointments for job interviews, preparing clients 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 clients to become employed.
    This person may receive assistance from sponsors and volunteers in
    locating employment, but the grantee is ultimately responsible for
    full provision of said service.

d.  [Follow-up with employer and employed clients:]{.underline}
    Contacting the employer (if the agency or the agency's volunteer has
    found the job placement) and contacting the employed clients
    (regardless of whether the agency or the client has found the job
    placement) within two weeks after the client 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 clients 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.

e.  [Services that lead to job upgrades]{.underline} for clients with
    particular skills, vocations, or when necessary in order for the
    client family to achieve economic self-sufficiency.

f.  [Subsidized employment]{.underline} 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. See
    section III.3.b for more detail.

    1.  Maintenance Assistance and Cash Allowance

[Objective:]{.underline}

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 clients, if necessary for up to 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, a minimum of 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.

[Housing:]{.underline}

For clients who require housing as a part of maintenance assistance,
rent payments shall continue at a minimum for the month following job
placement up to the 120^th^ day. Agencies are responsible for ensuring
that housing is provided for all MG clients. In cases where a client's
housing is provided by a family member, friend or other source, case
files should clearly indicate that such an agreement exists. Under no
circumstances should a client use MG cash allowances on rent.

Agencies may elect to provide housing assistance to clients 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 clients in housing that is near employment and/or where public
transportation to employment areas is readily available.

[Cash Allowance:]{.underline}

Beginning upon enrollment and continuing until income from employment
shall render the case self-sufficient, agencies must provide a minimum
of \$200 cash allowance per month (\$50 per week) to each adult in the
case and \$40 per month (\$10 per week) to each minor in the case, or
the maximum amount that will not affect Medicaid eligibility. Cash
payments are to be distributed to clients within ten working days of
enrollment. This minimum cash allowance should be used by clients to buy
personal items as necessary and [not for basic maintenance
assistance]{.smallcaps}. 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 may opt to withhold a portion of the minor's allowance until
the end of the MG service period to build up a family's savings,
provided that the monthly allowance is sufficient to buy personal items
as necessary, that such savings will not affect Medicaid eligibility,
and that client has voluntarily agreed to these terms in writing.

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 or Cubans/Haitian entrants receiving services from the Department
of Homeland Security Cuban/Haitian Program. Cash allowances for these
clients must begin upon conclusion of the R&P or C/H 30-day period. This
waiver is extended to clients receiving services from the R&P or
Cuban/Haitian program. All other Cubans/Haitian entrants, asylees,
victims of trafficking or Amerasians are to receive cash payments within
ten working days of enrollment.

2.  Administration

Objective: To ensure planned, coordinated, timely, and appropriate
delivery of services and adherence to Federal regulations, policies, and
guidelines.

[Grantee shall:]{.underline}

> a\. 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, victim 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.

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

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

d.  Prepare monitoring reports. Any corrective actions recommended and
    follow-up on those recommendations shall be filed at the grantee's
    national office. Reports and other documentation related to
    monitoring activities are to be made available to ORR upon request.

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

f.  Ensure 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.

g.  Submit timely programmatic and financial reports as detailed in the
    Program Announcement to ORR.

h.  Obtain prior approval from ORR before making any significant changes
    (defined as a 10 percent change, up or down or greater than 20
    enrollees) in the number of clients enrolled in the Matching Grant
    Program at any given site and before adding any new sites.

i.  Work with local 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.

j.  Maintain procedures for sanctioning clients that fail to comply with
    an agreed-upon MG Agreement, resettlement plan and/or directive
    involving attendance at counseling, training sessions, or English
    classes or who refuses to be interviewed for or accept an
    appropriate job offer. See section IV.1 on Sanctioning.

# [[Components for Which Agencies May Arrange for Provision Outside of the Agency:]{.underline}]{.smallcaps}

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.

1.  English Language Training (ELT)

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a.  Provide or assist clients in enrolling 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 client.

b.  English language training classes shall be taught by trained
    certified ELT instructors.

c.  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.

d.  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.

e.  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.

f.  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.

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2.  Health and Medical Services

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a.  Agencies shall assist clients in attaining and accessing 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.

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

c.  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."

    1.  Employment Training or Recertification

> a\. Provide, or assist clients in enrolling 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.
>
> b\. 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 client'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.
> See section II.2.f for outcome determination.
>
> c\. Specialized or customized skill training is an allowable
> employment service activity where there is a short-term training
> program available for Matching Grant clients with specific skills and
> for whom the training will lead to self-sufficiency for the case
> within 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.

2.  Social Adjustment Services

> a\. Provide or assist clients in obtaining social adjustment services,
> such as counseling and interpretation services, when necessary.

3.  Support Services

> a\. Provide, or assist clients in obtaining childcare (day care and
> after school care), and address transportation problems that are
> barriers to self-sufficiency.

# [[Program Definitions]{.underline}]{.smallcaps}

4.  Sanctioning

A local Matching Grant agency may sanction a client who fails to comply
with an agreed-upon resettlement plan and/or agency directive 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 presenting an opportunity for an
adequate hearing before termination of benefits. All clients must be
given due process before sanctioning takes place. An agency may not
require that a client, once determined to be sanctioned, return cash or
rent apportioned during the sanctioning period. (See Goldberg v. Kelly,
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 temporary 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. Sanctioning procedures must be presented to clients at the time
of enrollment, and must be translated if necessary.

5.  Definitions

    a.  Self-Sufficiency

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. Cases and individuals receiving Food Stamps, Medicaid,
etc. without cash payments, are considered self-sufficient.

b.  Employable

This measure is defined as a person who is between the ages of 18 and 64
and is determined by the family and serving agency as either a needed
wage earner or an additional wage earner who desires to work.

c.  Employed

This measure is defined as a person who was determined and reported to
be employable in the Resettlement Plan and who is legally employed in
the United States. Only one job placement (full-time or part-time)
should be counted per client; full-time and part-time placements should
be indicated separately. Full-time employment is defined as 35 hours or
more per week; part-time employment is defined as fewer than 35 hours
per week. In the MG program, this measure is taken at the 120^th^ day
after eligibility.

d.  [Entered Employment w/Health Benefits Available]{.underline}

This measure indicates the number and percent of full-time placements
that offer health benefits at any point within six months of job
placement. This is not a measure of the number of refugees who elect to
enroll in health benefits, but rather how many jobs offer this option.
Health benefits are considered available even if coverage is only
available to the refugee and not extended to the employee's family
members. Benefits are considered available without regard to whether the
employee must contribute to the premium.

6.  Splitting Cases

A refugee household that has arrived together through the R&P program
and has been designated one case number can be split prior to enrollment
into the MG program, provided that the household composition is in
accordance with the regulations of each respective state, and provided
that once split, the enrolled case would be eligible for the MG program
on its own. Splitting prior to enrollment would primarily be done if

a.  particular members of the case are ineligible for MG (ex. someone
    over 65),

b.  if the members of the case would be living in separate households or

c.  if members of the household would be served under different
    programs.

If the refugee household arriving together through the R&P program
intends to live together, however, they may remain as one case.

In general, a case cannot be split during the MG service period.
Exceptions to this would be

a.  if there is an outmigration of part of the case during MG service
    period (provided that the case is left with an employable) or

b.  if the case reached day 120 and part of the case chooses to remain
    on MG while the remaining members choose to leave the MG program.

In both instances, the household composition must be in accordance with
the regulations of each respective state, and once split, the remaining
case is eligible for the MG program.

If any member of a case accesses public cash at any time during the MG
service period, the entire case is dropped from the MG program.

If an office decides to split a case, case file documentation and
outcome data should reflect the separation with an explanation of the
rationale for the split. See Section II.1.m . In cases where a refugee
case is split for MG purposes, each separate MG case must have a
separate section in the case file.

# [[Coordination]{.underline}]{.smallcaps}

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: 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. A copy must be retained at the National office and
available to ORR upon request. 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 will 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}]{.smallcaps}

Under the Matching Grant program, ORR awards \$2 for every \$1 raised by
the agency up to a maximum of \$2,200 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.

7.  [Cash Match and 'In-Kind' Donations]{.underline}

Cash Match can be from private or corporate donation, or any other
non-federal source. The grant application must identify both the source
and the proposed use for cash match.

In-kind donations may be donated to individuals being served through the
MG program as well as to the program itself. In-kind donations may be in
the form of volunteer services to the program; loaned equipment or
space; donated supplies or donated land, buildings or equipment. To be
allowable, in-kind donations must be costs that could have been paid
with federal grant funds, had they not been donated to the program. This
means that donations of items or services outside the scope of the grant
could not be counted as in-kind match for that grant.

8.  [Valuation of 'In-Kind' Contributions]{.underline}

As stated in 45 CFR 74.23 and 92.24, values for in-kind contributions of
services and property must be established in accordance with the
regulations and the appropriate federal cost principles:

a.  Value of donated land and buildings will be its fair market value at
    the time of the donation, as established by an independent appraiser
    (certified, real property appraiser);

b.  Value of donated space within a building (or playground, parking
    lot, etc.) will be the fair rental value of comparable space, as
    established by an independent appraisal of comparable space and
    facilities in a privately-owned building in the same area;

c.  Value of donated equipment will be the fair market value of
    equipment of the same age and condition at the time of the donation;

d.  Value of loaned equipment will be its fair rental value; and

e.  Value of volunteer services will include salary and fringe benefits
    rates, and will be consistent with amounts paid for similar work in
    the grantee's organization. (If the required skills are not found in
    the grantee's organization, then the value will be consistent with
    salary plus fringe benefits paid for similar work in the local labor
    market.) See Section VI.4.e.

#### 

1.  [Supporting Documentation]{.underline}

Federal regulations state that volunteer services must be documented
and, to the extent feasible, supported by the same methods used by the
grantee for its own employees, including time records. Documentation
should include signatures of volunteers certifying the day of service,
hours and rate of pay, and state the service performed. The form should
be validated by a responsible grantee official.

The value of donated space must be documented by an independent
appraisal of comparable space and facilities in a privately-owned
building in the same locality.

The regulations also state that the basis for determining the valuation
for personal service, material, equipment, buildings and land must be
documented.

2.  [Match Grant specific policies]{.underline}

    a.  All allocable costs incurred and services provided in accordance
        with any Cooperative Agreement may not be charged to the
        Matching Grant program or counted as a matching contribution.
        Such costs include but are not limited to the following:

        1.  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.

        2.  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.

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

        4.  Initial health screening referrals and orientation, as
            required in the Cooperative Agreement, are not considered a
            Matching Grant activity and thus expenses for such
            activities are not allowable for persons being served under
            another Cooperative Agreement. 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.

        5.  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.

    b.  All goods and services must be allowable, reasonable and
        allocable to the Matching Grant, whether paid for by Federal
        funds, 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.

    c.  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.

    d.  Each agency/affiliate must have a standard way of tracking and
        documenting volunteer time. Documentation of volunteer time via
        email is acceptable as long as such reports are submitted in
        timely fashion and reviewed and approved by the case manager or
        other specified staff

    e.  Non-professional volunteer services may be computed using an
        average hourly rate for all non-professional support or a menu
        of volunteer rates. Check
        [www.independentsector.org](http://www.independentsector.org/)
        for applicable rates. These rates are to be included for review
        in the Matching Grant application. ORR may negotiate rates prior
        to issuing awards. Professional volunteer rates should be
        consistent with amounts paid for similar work in the local labor
        market.

    f.  Contributions of goods and services can be 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., client). If the voluntary agency, or the
        sponsor, pays for the item with non-federal funds and gives it
        directly to the client or the client benefits directly from it,
        it may be considered a cash donation.

    g.  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.

    h.  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.

        5\. Program Income and Reporting

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.