Virginia Administrative Code › Title 22 - SOCIAL SERVICES › Agency 30 - DEPARTMENT FOR AGING AND REHABILITATIVE SERVICES › Chapter 60 - GRANTS TO AREA AGENCIES ON AGING › Part IV - Administration of Grants and Contracts › Article 1 - Principles and Standards for Financial Management and Accounting › Section 22VAC30-60-130 - Authority to expend federal and state funds

Current through Register Vol. 40, No. 24, July 15, 2024
A. By virtue of the Virginia Department for
					 Aging and Rehabilitative Services' approval of an Area Plan for Aging Services,
					 issuance of a notice of approval, and execution of the contract, an Area Agency
					 on Aging is granted authority to incur costs under its approved area plan for
					 eligible activities, for the period covered by the area plan. This
					 authorization to incur costs under its approved area plan is extended only for
					 allowable and allocable costs which are also reasonable and net of all
					 applicable credits.
B. An Area
					 Agency on Aging receiving a contractual award pursuant to an approved area plan
					 understands and agrees that the period of the contractual award is for one
					 year. Prior to the renewal of the contractual award of any additional financial
					 support for any subsequent period, the Virginia Department for Aging and
					 Rehabilitative Services may conduct an on-site evaluation of the Area Agency on
					 Aging to determine if the objectives of the area plan are being met and whether
					 continued financial support is indicated.
C. An Area Agency on Aging is to refer to the
					 federal cost principles applicable to its type of organization to ascertain
					 when prior approval is required from the Virginia Department for Aging and
					 Rehabilitative Services. In addition, prior approval may be required by the
					 contractual award of funded support from the Virginia Department for Aging and
					 Rehabilitative Services or required by specific program legislation or
					 regulation, including but not limited to the following:
1. Changes in the scope or objectives of the
					 activities assured by the area plan, as approved and incorporated into the
					 contractual award;
2. Undertaking
					 any activities which are disapproved or restricted as a condition of the
					 contractual award;
3. Any pending
					 change of institutional affiliation of the Area Agency on Aging, any
					 reassignment to a legal successor of interest, or any nominal or legal change
					 in agency name. The Virginia Department for Aging and Rehabilitative Services
					 may in its discretion determine whether to approve such contractual
					 modification and continue funding the existing project or projects under the
					 new entity. Factors to be considered include assurances to continue the project
					 or projects as approved and the acceptance of the new entity by the carrier of
					 any surety bonds required for the project or projects;
4. Transferring to a third party, by contract
					 or any other means, the actual performance of substantive responsibility for
					 the management of the grant/contract. Generally, such changes may require the
					 designation of a new Area Agency on Aging and the execution of a new
					 contract;
5. Carrying over funds
					 from one budget period to another;
6. Extending the budget/project period with
					 or without additional funds;
7.
					 Expending funds for the purchase of land or buildings;
8. Conveying, transferring, assigning,
					 mortgaging, leasing, or otherwise encumbering property acquired under a
					 grant/contract with the Virginia Department for Aging and Rehabilitative
					 Services;
9. Acquiring automatic
					 data processing equipment (see
					 22VAC30-60-270 );
10. Incurring costs or liabilities prior to
					 the effective date of any grant/contract award;
11. Paying fees to a consultant whenever the
					 consulting agreement (i) constitutes a transfer of substantive management or
					 administrative work to a third party, or (ii) results in a contract for
					 management services that requires the Virginia Department for Aging and
					 Rehabilitative Services or the federal grantor agency's prior approval, as
					 required by program regulations or other award terms;
12. Additional funding when clearly
					 demonstrated to be essential;
13.
					 Reallocating costs between closely related projects supported by two or more
					 grant sources. Approval may be granted to charge costs to the Title III grant
					 for which the costs are originally approved, or to another Virginia Department
					 for Aging and Rehabilitative Services project, when all of the following
					 conditions are met:
a. The projects are
					 programmatically related;
b. There
					 is no change in the scope of the individual grants involved;
c. The reallocation of costs is not
					 detrimental to the conduct of work approved under each individual award;
					 and
d. The reallocation is not used
					 to circumvent the terms and conditions of either individual award;
14. Indemnifying third
					 parties;
15. Transferring funds
					 between construction and nonconstruction;
16. Traveling outside of the continental
					 United States;
17. Contributing to
					 a reserve fund for a self-insurance program;
18. Insuring any U.S. government-owned
					 equipment; and
19. Meeting the
					 costs of nonemergency patient care where other forms of medical cost
					 reimbursement, such as but not limited to Medicaid, are available.