Arkansas Administrative Code › Agency 016 - DEPARTMENT OF HUMAN SERVICES › Division 19 - Aging and Adult Services › Rule 016.19.16-003 - Section 501 - State Older Worker Community Service Employment Program

Current through Register Vol. 49, No. 6, June, 2024
Section 501
			 Division of Aging and Adult Services Policy and Procedures Manual
501.000
State Older Worker Community
			 Service
Employment Program
This policy is to establish and govern the administration and
				operations of the State Older Worker Community Service Employment Program and
				related funding.
501.010
Purpose
The Older Worker Community Service Employment Program was
				established in order to foster individual economic self-sufficiency and promote
				useful part-time employment opportunities in community service activities for
				economically needy persons who are age 55 or older and who have poor employment
				prospects.
501.011
Scope
This policy applies to all grant recipients of the program and
				to any sub-grantee or contractor that receives program funds and/or
				participates in the program.
501.012
General Authority
Older Worker Community Service Employment Act 1031 Older
				Americans Act of 1965 (As Amended)
501.013
Definitions
Act
- The Older Worker Community Service
				Employment Act (Act 1031 of 1985).
Eligible Individual or Participant
- An individual
				who is age 55 or older. Priority will be given to individuals with the greatest
				economic need based on criteria included in Section
				501.050, Subsection B.
Family
- Two or more persons related by blood,
				marriage, or decree of court, and who are living together at a single residence
				including:
A. Husband, wife and
			 dependent children;
B. Parent or
			 guardian and dependent children;
C.
			 Husband and wife; and
D.
			 Individuals living together under common law and filing joint tax returns.
Participant
- An individual who is eligible,
				receives services, and is paid wages for engaging in community service
				employment.
Program
- The Older Worker Community Service
				Employment Program as created by the Act and, given the context in which
				program is used, shall mean either the statewide program or an individual
				program administered in a planning and service area (PSA).
Community Service
- Social; health; welfare;
				educational; recreational development; maintenance or restoration of natural
				resources; community betterment or beautification; environmental protection and
				such other services which are or might be essential and necessary to the
				community.
Department
- The Arkansas Department of Human
				Services.
Division
- The Arkansas Division of Aging and
				Adult Services.
Community-Based Agency
- A public or
				not-for-profit organization whose primary purposes and experiences are in the
				development and implementation of programs for the
				elderly.
501.020
Allocation of Program Funds
A.
			 Allocation of program funds shall be made for each State Fiscal Year (SFY) and
			 at no time shall the total allocation exceed the Arkansas General Assembly's
			 appropriation to the program for the specific SFY.
B. Prior to the beginning of each SFY, the
			 Division shall determine the total funds to be allocated for the program based
			 on anticipated availability of funds as prescribed by the Revenue Stabilization
			 Act and/or other administrative, regulatory and statutory
			 requirements.
C. After the base has
			 been distributed, the remaining program funds shall be allocated to each of the
			 Public Service Areas (PSAs) based on the same funding formula utilized to
			 allocate Title III funds. The most current listing of the Title III PSAs and
			 allocation formula shall be utilized.
D. Prior to the beginning of a SFY, the
			 Division shall notify each PSA's designated program grant recipient of its
			 allocation of program funds for the new SFY.
In the event of an increase or decrease in availability of
				total program funds during a SFY, the Division shall proportionately revise the
				allocations to each PSA, based on the allocation formula.
501.021
Designation of
			 Program Grant Recipients
A. The Area
			 Agency on Aging (AAA), as designated under Title III, in each of the PSAs shall
			 be the community-based agency to receive and administer the program grant in
			 its PSA.
B. The most current
			 designation of AAAs shall be utilized.
501.022
Award of Program Funds
The Division shall provide each designated program grant
				recipient area plan instructions prior to the beginning of the grant
				period.
A. Review and approval of area
			 plan submissions.
1. The Division will review
			 and consider for approval each area plan submission.
2. In reviewing each area plan, the Division
			 will determine whether:
a. Funds are available
			 to the proposed program.
b. The
			 area plan is complete and has been prepared in accordance with the instructions
			 of the Division.
501.030
Program Operations
This section states the basic standards that shall be followed
				by all AAAs receiving and administering funds under the Act.
At a minimum the program and each area plan funded will:
A. Provide employment only for eligible
			 individuals, except for necessary technical, administrative, and supervisory
			 personnel, but such personnel shall, to the fullest extent possible, be
			 recruited from among eligible individuals.
B. Employ eligible individuals in community
			 service programs or agencies sponsored by organizations exempt from taxation
			 under the provisions of the Internal Revenue Code (other than political
			 parties), except projects involving the construction, operation or maintenance
			 of any facility used or to be used as a place for sectarian religious
			 instruction or worship.
C.
			 Contribute to the general welfare of the community.
D. Provide employment for eligible
			 individuals whose opportunities for other suitable public or private paid
			 employment are poor.
E. Result in
			 an increase in employment opportunities for eligible individuals and will not
			 result in the displacement of employed workers or impair existing
			 contracts.
F. Utilize methods of
			 recruitment and selection which will assure that the maximum number of eligible
			 individuals will have an opportunity to participate in the program.
G. Ensure that, to the extent feasible, the
			 program will serve the needs of minority eligible individuals in proportion to
			 their number in the State.
H.
			 Ensure that safe and healthy conditions of work will be provided and that
			 persons employed in community services jobs assisted under this Act shall be
			 paid at least the minimum wage as established by the Fair Labor Standards
			 Act.
I. Ensure that program
			 employers provide personnel fringe benefits for participants. Such coverage
			 shall include Worker's Compensation, Unemployment Insurance, FICA, and other
			 coverage as may be required by regulation or policy.
501.031
Basic Responsibilities of the
			 AAAs
The Division will hold the AAAs responsible for:
A. Following and enforcing the requirements
			 set forth in the Act and this regulatory policy.
B. Implementing and carrying out the program
			 in accordance with provisions of its approved area plan.
C. Ensuring that the program is in compliance
			 with all Federal, State and local laws and regulations related to employment
			 practices, civil rights, and non-discrimination.
501.032
Cooperative
			 Relationships
A. Each AAA shall, to
			 the maximum extent feasible, coordinate and maintain cooperative relationships
			 and working linkages with employment and training agencies, e.g., local
			 workforce centers and sponsors of Title V of the Older Americans Act.
B. Further, each AAA is encouraged to
			 cooperate with other agencies whose cooperation would enhance the program's
			 success.
501.033
Recruitment and Selection of Eligible Individuals
Each AAA shall develop and utilize a plan for recruitment and
				selection of eligible participants which will:
A. Utilize methods of recruitment and
			 selection which will ensure that the maximum number of eligible individuals
			 will have an opportunity to participate in the program.
B. Result in an increase in employment
			 opportunities for eligible individuals whose education, job skills, experiences
			 and other limiting factors reduce the individual likelihood of obtaining
			 suitable public or private paid employment.
C. Ensure that, to the extent feasible, the
			 program will serve the needs of the eligible minority individuals in proportion
			 to their number in the PSA.
501.040
Eligibility for Participation
			 in the Program
A. The eligibility
			 criteria set forth in this subsection apply to all program applicants and
			 participants. Each AAA is responsible for ensuring and documenting the
			 eligibility of each participant.
B.
			 To be eligible for initial enrollment, re-enrollment or certification for
			 continued enrollment, each individual shall meet the criteria for age and place
			 of residence.
1. Age - Each individual must be
			 no less than 55 years of age. No person shall be determined ineligible solely
			 because of advanced age, and no upper age limit shall be imposed for continued
			 participation.
2. Place of
			 Residence - Each individual must be a resident of the State of
			 Arkansas.
501.043
Eligibility Determinations of
			 the AAAs
A. AAAs shall obtain the
			 information necessary for proper determination of eligibility for each
			 individual. Documentation of the initial eligibility determination,
			 re-eligibility determination and continued eligibility determination should be
			 kept in each participant's file (i.e., copies of proof of age and proof of
			 residence, etc.)
1. The information shall be
			 obtained primarily through personal interviews and shall be recorded on an
			 intake or application form. The information shall be obtained in the beginning
			 phase of the orientation and assessment to the program.
2. The information shall be verified by the
			 dated signature of the individual on the intake or application form. AAAs are
			 responsible for assuring that the required personal information reported by
			 individuals appear reasonably reliable and consistent.
B. Each determination of eligibility shall be
			 recorded on the AAA's intake or application form. The participant's name, and
			 the name, title and signature of the AAA official who made the determination
			 and the grounds for any unfavorable determination shall also be
			 noted.
C. Each AAA shall recertify
			 the proof of residence of each participant at least once during each SFY. A
			 participant found to be ineligible for continued participation in the program
			 because of residency shall be given immediate written notification that their
			 participation in the program will be terminated 30 days after the notice. AAAs
			 shall be responsible for ensuring that ineligible participants are terminated
			 at the end of the 30 day period.
D.
			 If at any time an AAA discovers that an individual was incorrectly determined
			 to be eligible as a direct result of false information provided by that
			 individual, the individual's participation shall be terminated immediately and
			 the participant shall be notified in writing.
E. If at any time an AAA determines that an
			 individual was incorrectly determined to be eligible through no fault of the
			 individual, the AAA shall give the participant immediate written notice that
			 their participation will be terminated 30 days after the notice. The AAAs shall
			 be responsible for ensuring that ineligible participants are terminated at the
			 end of the 30-day period.
F. When
			 an AAA makes an unfavorable determination on eligibility or continued
			 eligibility, the AAA shall explain, in writing, to the applicant or participant
			 the reason(s) for the determination. The AAA shall inform each individual
			 affected by an unfavorable determination that the determination may be appealed
			 pursuant to the AAA's appeals process.
G. When an AAA makes a determination of
			 ineligibility pursuant to Items C and E above, the AAA should ensure that, to
			 the extent feasible, the individual is referred to other sources of assistance,
			 such as potential employment training programs, or other agencies which may be
			 capable of assisting the individual.
501.050
Employment Priorities for
			 Eligible Individuals
A. AAAs shall
			 develop and utilize policies and procedures related to the actual employment of
			 eligible individuals, including criteria for prioritization and selection of
			 eligible individuals, and the use of any waiting list for actual participation
			 (employment) due to limitations in financial resources and/or available
			 employment positions.
B. In
			 selecting eligible individuals for participation (employment), the AAAs will
			 strive to give priority to those most in need. Criteria for determining the
			 most economically needy individual may include the amount of financial
			 assistance available to the individual from other sources, and the urgency of
			 the individual's immediate economic needs, including but not limited to income
			 for subsistence, housing, and medical expenses.
501.051
Duration of
			 Participation
A. No time limitation on
			 participation may be established or used within the program. This requirement
			 does not apply to time limited employment assignments or to positions and/or
			 duties that are appropriately discontinued by the AAAs or host agency, but
			 rather to any maximum time period that an eligible participant may continue to
			 be employed or be considered for employment.
B. The provisions of Item A above do not
			 prohibit the AAAs from terminating an individual's participation in the program
			 for cause as provided in Section
			 501.053, Subsection M.
501.052
Orientation and
			 Assessment of Eligible Individuals
A.
			 Each AAA/Host Agency shall, when practicable and preferably during the
			 eligibility determination phase, provide eligible individuals a formal
			 orientation to the project. The orientation shall provide the individual with
			 information related to:
1. Older Worker
			 Community Service Employment Program;
2. Available community service employment
			 assignments;
3. Available
			 supportive services;
4. The rights
			 and responsibilities of the participant;
5. Available training through the
			 program;
6. Allowable and
			 prohibited political activities;
7.
			 Goal of transition to unsubsidized employment;
8. Information regarding safe working
			 conditions at the host agencies;
9.
			 Responsibility of the host agency to transition the participant into
			 unsubsidized employment; and
10.
			 Hours of work.
B. The
			 AAA/Host Agency shall determine the most suitable employment assignment for
			 that individual. The determination shall be made in consultation with the
			 individual and should consider the individual's:
1. Preference for type of employment
			 assignments;
2. Work
			 history;
3. Skills and
			 aptitudes;
4. Capacity to perform
			 proposed community service employment;
5. Initial and long-range employment
			 goals;
6. Barriers to
			 employment;
7. Needed supportive
			 services; and
8. Needed
			 training.
C. The AAAs,
			 when possible, will develop a community service employment assignment that will
			 be both personally rewarding and permit the most effective use of the
			 participant's individual skills and aptitudes. Participants should be assigned
			 to community service employment positions that contribute to the general
			 welfare of the community.
D. The
			 AAAs shall make periodic assessments, no less frequently than once each year,
			 to evaluate the participant's satisfaction with the employment assignment,
			 determine any need for supportive services and assess the participant's job
			 performance.
E. The assessment
			 required by this section shall be documented and be a part of the participant's
			 permanent record which will be maintained by the AAAs.
501.053
Community Service
			 Employment
A. Participants who are
			 employed and paid wages from funds under the Act shall be considered AAA
			 employees. Participants who are employed in any program funded under the Act
			 are not State or Federal employees.
B. As soon as possible after the completion
			 of eligibility determination and orientation, AAAs shall assign the individual
			 to useful part-time community service employment. A community service
			 employment assignment may be:
1. Created and
			 supervised by the AAAs or
2.
			 Developed by or in consultation with a qualified host agency and supervised by
			 the host agency.
C.
			 Hours of Community Service Employment
1.
			 Employment provided by an AAA's program under the Act shall not exceed 1,300
			 hours, including paid holidays and sick leave, during the SFY.
2. Each participant shall be offered an
			 average of no fewer than 20 hours of paid employment per week, unless otherwise
			 agreed to in writing between the participant and the AAA.
D. Participants shall be employed at
			 worksites in or near the communities where they live.
E. Work Assignments
1. Participants may be employed and/or
			 receive employment assignments in host agencies, projects or facilities that
			 involve community services as provided in the Act.
2. AAAs shall, to the extent feasible, give
			 eligible individuals first consideration for work assignments involving the
			 operation of the programs consistent with the individual's stated preferences
			 and based on their skills and aptitudes.
3. The AAAs shall give emphasis to work
			 assignments that involve activities designed to directly or indirectly benefit
			 the elderly and particularly the economically needy elderly.
4. Participants shall not be placed in work
			 assignments involving activities that will result in the displacement of
			 employed workers.
F.
			 Supervision
1. The AAAs shall ensure that
			 participants are provided adequate orientation and instruction regarding
			 assigned job responsibilities and job safety.
2. The AAAs shall ensure that participants
			 receive at least the same level of supervision as regular employees performing
			 similar jobs for the AAA or host agency.
3. When a participant is in a work assignment
			 with a host agency, the host agency shall provide supervision. In such cases,
			 the AAA shall make periodic visits to the job site to determine that the host
			 agency's supervision is adequate, that the participant's job duties and hours
			 are consistent with established requirements and that the participant's work
			 performance is satisfactory.
4. The
			 AAAs and/or the host agency supervising the participant shall maintain
			 supervisory and other personnel records as prescribed by their policies and/or
			 any written agreements between the AAAs and host agency.
G. No participant shall be assigned or
			 permitted to work in buildings, surroundings or under conditions which are
			 unsanitary, hazardous or dangerous to the participant's health or safety.
H. Non-Discrimination
1. No person shall, on the grounds of race,
			 color, religion, sex, national origin, disability or age (except where age is a
			 valid consideration under the Act and Section
			 501.040, Subsection B Item 1), be
			 excluded from participation in, be denied the benefits of or be subjected to
			 discrimination in connection with any program or activity funded (directly or
			 indirectly) in whole or in part with funds made available through the
			 Act.
2. The AAAs shall be
			 responsible for ensuring that no discrimination prohibited by this Item occurs
			 in its program or employment assignments with host agencies, and shall
			 establish an effective mechanism for this purpose.
3. No participant may be placed in an
			 employment assignment involving political activities in the offices of elected
			 officials. Where positions are technically located in such offices, but are
			 actually direct community service activities not in any way involved in
			 political function, employment assignment is permissible. In such cases, the
			 AAAs shall develop safeguards to ensure that participants in those positions
			 are not involved in the political nature of the position.
I. Nepotism
1. No AAA or host agency may hire, place or
			 utilize a person in an administrative capacity, staff position or program
			 participation resulting in employment under the Act if a member of that
			 person's immediate family is engaged in an administrative capacity for that AAA
			 or host agency.
2. For the purposes
			 of this Item:
a. The term "immediate family"
			 means wife, husband, son, daughter, mother, father, brother, sister,
			 brother-in-law, sister-in-law, son-in-law, daughter-in-law, aunt, uncle, niece,
			 nephew, stepparent and stepchild.
b. The term "person in administrative
			 capacity" includes those persons who in the administration of the program or
			 host agencies have responsibility for or authority over those responsible for
			 the selection of participants from among eligible individuals.
J. Eligible Participant
			 Wages and Fringe Benefits
1. Participants,
			 whether working directly for the AAA or placed with a host agency, shall be
			 considered employees of the AAA. As such, the AAA shall be responsible for
			 payment of wages to the participants, payments for fringe benefits, maintenance
			 and reporting of all required payroll and related records, maintenance of
			 participants' personnel records in compliance with Federal and State laws and
			 regulations, and established AAA policies and procedures.
2. While engaged in part-time community
			 service employment under the Act, participants shall receive no less than the
			 minimum wage of the Fair Labor Standards Act.
3. A participant performing in the same or
			 similar position as a regular employee of the AAA or host agency shall be paid
			 the prevailing rate of pay for that regular position provided the rate is no
			 less than minimum wage.
4. AAAs
			 shall ensure that participants receive all fringe benefits required by law,
			 including Social Security, Federal Insurance Contribution Act (FICA), Workman's
			 Compensation and Unemployment Insurance.
5. Fringe benefits for participants shall be
			 allowable provided they are administered uniformly to all participants within
			 the AAA and conform to established AAA policy. Such benefits may include paid
			 holiday, vacation and sick leave, and health insurance.
K. Participant Travel and Incidentals
1. AAAs, prior to expending program funds for
			 participant travel, must first seek transportation or travel reimbursement from
			 other sources at no cost to the program. In general, travel expenses related to
			 the participant's direct performance of their job duties should be provided by
			 the host agency when such expenses are provided for regular employees
			 performing the same or similar duties as the participant.
2. When travel is an essential part of the
			 participant's job duties and there is no other source of funds for travel
			 expenditures for such, costs shall be in keeping with the AAA's policy
			 regarding travel expenses and reimbursement.
3. If not available from other sources and
			 when essential to the performance of the participant's job duties, AAAs may
			 utilize program funds to provide incidentals for the participants. Examples of
			 items that may be provided include, but are not limited to: work shoes,
			 uniforms, safety glasses and hand tools. As in the case of travel expenses,
			 when the AAA or host agency provides such incidentals to its regular employees,
			 it should also provide the incidentals to the participant at no cost to the
			 program.
L. Termination
			 of Employment Assignment
1. A participant may
			 resign his or her position in a specific employment assignment at any
			 time.
2. The participant shall
			 provide the host agency and the AAA with adequate notice according to the AAA's
			 procedures.
3. The AAA and/or host
			 agency may terminate an employment assignment provided:
a. The termination of the assignment is due
			 to a programmatic and administrative decision to discontinue or reduce the
			 related service and/or as a result of limitation in available
			 resources.
b. The affected
			 participant is provided written notice according to the AAA's written
			 procedure.
c. The AAA or host
			 agency takes such action in accordance with its established policies.
d. Participants so terminated shall be given
			 preference over other eligible individuals in employment assignment.
M. Termination of a
			 Participant For Cause
1. The AAA or host
			 agency may terminate, for cause, a participant's employment in a specific
			 position assignment. Such action shall be in accordance with the agency's
			 established policies for regular employees and the terminated individual shall
			 have the same right of appeal as a regular employee of the agency.
2. The participant shall be given written
			 notice of termination that shall include the reason(s) for the action and the
			 participant's right of appeal. When the termination action is taken by a host
			 agency, that agency shall also provide the AAA with a copy of the termination
			 notice.
501.060
Host Agency Agreements
A. AAAs may enter into agreements with other
			 public and private community service programs or agencies, as provided in the
			 Act, in order to develop and provide community service employment assignments
			 for program participants.
B. The
			 AAA/Host Agency Agreement shall be a formal written document and shall detail
			 the duties and responsibilities of each party. Such agreement shall comply with
			 the provisions of the Act and this regulatory policy.
C. The AAAs shall be responsible for ensuring
			 that such agreements comply with established standards and for the performance
			 and manner of performance of all activities under such agreements.
501.061
Participant
			 Records
A. The AAAs shall develop and
			 maintain an individual record for each program applicant and eligible
			 participant. The record shall contain all application or intake forms and
			 information, eligibility documents and eligibility reassessment documentation,
			 documents normally maintained in regular employee personnel records and any
			 other information that may be required by the Division.
B. The AAAs shall maintain the participant
			 records in such a way as to ensure that no information about a participant or
			 obtained from a participant by the AAAs, host agency or the Division is
			 disclosed in a form that identifies the participant without the informed
			 consent of the participant or of their legal representative, unless the
			 disclosure is required by court order or for program monitoring by the Division
			 or the AAAs.
C. Medical information
			 regarding the participant shall be kept in a separate file.
D. A participant shall have the right to
			 review their personnel record upon request and in accordance with the AAA's
			 established policies.
E. A host
			 agency shall develop and maintain a personnel record for each participant they
			 employ. This record shall be maintained in accordance with the agency's policy
			 for personnel records of its regular employees and according to any
			 requirements set forth in the AAA/Host Agency Agreement. The provision of Items
			 A and B above shall apply to host agency records.
501.062
Supportive Services and
			 Training
A. AAAs shall provide job
			 related counseling to participants to assist them in successfully participating
			 in community service employment. This assistance shall be available to
			 participants and, at a minimum, shall provide a referral to local public or
			 private service agencies.
B.
			 Important consumer related information or training in areas such as Social
			 Security benefits, income tax requirements, nutrition and personal health may
			 be provided for participants by the AAAs.
501.063
Participant Appeal and Adverse
			 Action
A. Each AAA shall establish
			 written program policies and procedures for the hearing and resolution of
			 individuals' complaints and appeals related to:
1. Unfavorable eligibility
			 determination;
2. Unfavorable
			 continued eligibility determination;
3. Termination for cause of an eligible
			 participant from the program; and
4. Other grievances related to adverse
			 actions or lack of actions by the AAAs, except those actions as included in
			 Item B below.
B. For the
			 purposes of appealing or grieving an action or lack of action that directly
			 relates to a participant's work assignment, the AAA or host agency shall make
			 available and utilize the same appeal and/or grievance policy and procedures
			 that are applicable to its regular employees.
C. Each AAA ensures that the host agencies
			 have written program policies and procedures for the hearing and resolution of
			 individuals' complaints and appeals.
D. Participant complaints alleging
			 discrimination on the basis of race, color, religion, sex, national origin,
			 disability or age (except when age is a valid consideration under Section
			 501.040, Subsection B, Item 1),
			 which are not resolved as a result of the AAA's procedures, may be filed with
			 the Equal Employment Opportunity Commission.
501.064
Administration Standards and
			 Procedures
A. Allowable Program Cost
1. The Division shall pay 100 percent of the
			 allowable program cost of the program grant award to an AAA. The actual payment
			 shall not exceed the total of the grant award or the pro-rated share of the
			 total available program grant funds.
2. No more than 8.5 percent of the AAA's
			 grant award may be expended for administrative costs. Administrative cost
			 include, but are not limited to
a. Salaries,
			 wages and fringe benefits for program administrators and staff;
b. Consumable office supplies used by program
			 staff;
c. Costs incurred in the
			 development, preparation, presentation, management and evaluation of the
			 program;
d. Costs of establishing
			 and maintaining accounting and management information systems;
e. Costs incurred in the establishment and
			 maintenance of advisory councils, travel of program administrators and
			 staff;
f. Rent, utilities,
			 custodial services and indirect cost allowable to the program;
g. Training of staff and technical assistance
			 to host agencies; and h. Cost of equipment and materials for use by staff and
			 participants performing staff functions and audit services. An AAA may lower
			 these costs by assigning participants in the administration of the project
			 provided that the other provisions of this policy are met. In such events,
			 participant wage and fringe benefit costs shall be charged to the cost category
			 of participant wages and fringe benefits. However, the cost of travel, supplies
			 or related costs incurred by participants, if incurred as a program staff
			 member, would be charged to the cost category of
			 administration.
3. No
			 less than 80 percent of the program grant funds may be expended for participant
			 wages and fringe benefits. Participants' wages are wages paid to participants
			 for their hours of community service employment as defined in this
			 policy.
4. Program funds provided
			 to the AAAs under the Act that are not budgeted and expended for the cost
			 category of administration or participant wages and fringe benefits may be
			 budgeted and expended for the cost category of other participant costs
			 including, but not limited to:
a. Providing
			 participant travel and incidentals and
b. Providing supportive materials and
			 training.
5. Any request
			 for or approval of an AAA's program budget shall be in accordance with this
			 policy and the Division's established procedures for all grants and area
			 plans.
B. Financial
			 Management Standards
Each AAA shall establish and maintain a financial management
				system that meets the standards set forth by the Division for all grant funds
				and audit standards.
C.
			 Financial Reporting Requirements
Each AAA shall submit to the Division those financial reports
				that are required by the Division for all grants and area plans according to
				established procedures and deadlines.
D. Other Financial Standards and Procedures
1. Each AAA shall be subject to the same
			 standards and procedures established by the Division for all grants and area
			 plans. These include, but are not limited to:
a. Bonding and insurance;
b. Project income;
c. Property management; and d.
			 Procurement.
2. The
			 Division shall disburse grant funds based on the AAA's request for funds as
			 provided in the Division's established procedures related to all grants and
			 area plans.
E. Retention
			 of Records
Each AAA shall be responsible for all records, documents and
				files required under this regulatory policy. Retention of and access to those
				records, reports, documents and files shall be in accordance with the
				Division's established policies and procedures for all grants and area
				plans.
F. Monitoring and
			 Reporting Program Performance Requirements
1.
			 Each AAA shall monitor and report program performance as required by the
			 Division.
2. Each AAA shall submit
			 an Older Worker Community Service Program Quarterly Report. This report shall
			 be prepared for each quarter and shall be submitted to the Division no later
			 than the 15th of the first month of the following quarter. The Division will
			 provide the report form.
3. Each
			 AAA shall submit, upon request by the Division, any special reports, records or
			 documents as may be required from time to time.