Illinois Administrative Code › Title 29 - EMERGENCY SERVICES, DISASTERS, AND CIVIL DEFENSE › Part 212 - PERSONNEL › Section 120.50 - Grant Agreement and Payment

Current through Register Vol. 48, No. 28, July 12, 2024
a) IEMA shall execute a Grant Agreement with
			 each Applicant to whom a grant is awarded. The Grant Agreement shall specify
			 the parties to the grant, the Grant Performance Period, the amount of the
			 grant, that unspent grant funds shall be returned to the State as required by
			 the Illinois Grant Funds Recovery Act [30 ILCS 705 ], that the State of
			 Illinois may audit records required to be maintained to verify that grant funds
			 were used for permissible uses under the grant, and that the grant agreement
			 shall cease if funds for the grant are not appropriated by the General
			 Assembly, and any other standard provisions required to be included in grant
			 agreements entered into by the State.
b) IEMA will send the Grant Agreement for
			 signature to the point of contact indicated in the application. The Grant
			 Agreement must be signed by both the Grantee and IEMA prior to funding being
			 disbursed.
c) Following execution
			 of the Grant Agreement, a Grantee shall submit a copy of documents that verify
			 expenditures or anticipated expenditures to IEMA for review in accordance with
			 the approved Project budget.
d)
			 IEMA may either reimburse a Grantee for eligible expenditures or advance funds
			 to a Grantee for eligible expenditures, but only upon the Granteea's submission
			 of an accepted bid, invoice, or other official document showing the exact cost
			 of the expenditure. For reimbursement, the Grantee shall provide documentation
			 that the exact cost of the expenditure was paid to the vendor.
AGENCY NOTE: Nothing in these rules shall exempt a Grantee from
				complying with applicable procurement requirements.
1) For advance payments, the Applicant must
			 submit a request as indicated in the NOFO and include the information in
			 subsection (d)(1)(A). Approval and administration of advance payments shall be
			 governed by subsections (d)(1)(B) through (G).
A) An Advance Payment Request Cash Budget
			 Template (Cash Budget). Cash Budgets must be signed by either the Chief
			 Executive Officer (or equivalent) or Chief Financial Officer (or equivalent)
			 for the Applicant. The executive's signature certifies that their entity
			 complies with the requirements set forth in
			 2 CFR
			 200.302 (Financial Management) and 44 Ill.
			 Admin. Code
			 7000.120(b)(i)(A)
			 (Advance Payments). The Cash Budget must demonstrate the estimated monthly cash
			 requirements for each month of the Grant Performance Period.
B) If advance payment is requested, prior to
			 approval, IEMA will perform or secure an assessment to ensure compliance with
			 the specific language of GATA and any rules adopted pursuant to GATA. If the
			 assessment does not ensure compliance with GATA and the rules promulgated
			 thereunder, then IEMA may deny the request for advance payment.
C) Upon approval by IEMA, advance payments
			 shall be limited to the minimum amounts needed and be timed to be in accordance
			 with the actual, immediate cash requirements of the Grantee in carrying out the
			 purpose of the approved Project. The timing and amount of advance payments must
			 be as close as is administratively feasible to the actual disbursements by the
			 Grantee for Project costs. Additionally, the Grantee must make timely payments
			 to contractors.
D) Upon approval
			 for advance payment, an initial payment will be processed in an amount equal to
			 the first three months' cash requirements as reflected in the submitted Advance
			 Payment Cash Budget.
E) Grantees
			 must submit invoices in the format and method prescribed in the Grant
			 Agreement. Invoices must include only allowable incurred costs that have been
			 paid by the Grantee.
F) Subsequent
			 payments will be made quarterly based on the invoices submitted to IEMA and
			 will be adjusted up or down, based on a comparison of actual cumulative
			 expenditures to cumulative advance payments, to date.
G) Grantees that do not expend all advance
			 payment amounts by the end of the Grant Performance Period or that are unable
			 to demonstrate that all incurred costs were necessary, reasonable, allowable,
			 or allocable as approved in their respective grant budget, shall return the
			 funds within 45 days or be subject to grant funds recovery.