Table of Contents. 100 Project Sponsor Criteria and Sponsor Agreement A. Project Sponsor Criteria April 2014 B. Sponsor Agreement April 2014

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1 Table of Contents Part 1: Responsibilities of SCSEP Project Sponsor, Performance Measures and Host Agency Responsibilities 100 Project Sponsor Criteria and Sponsor Agreement A. Project Sponsor Criteria April 2014 B. Sponsor Agreement April SCSEP Project Sponsor Responsibilities A. Project Direction and Supervision June 2015 B. Project Sponsors as Host Agencies April 2014 C. Enrollment from Specific Jurisdictions Can Be Required April 2014 D. SSAI Performance Measures June 2016 E. Project Director Training and Executive Conferences April 2014 F. Other Project Sponsor Responsibilities June Review of Community Needs A. Recommendation for Review April 2014 B. Sources of Community Needs Data April 2014 C. High-Growth Job Training Initiative April Community Service Assignments for Participants A. Definition of Community Service Assignment April 2014 B. Considerations Before Making a Community Service Assignment April 2014 C. Limitations on Community Service Assignments April 2014 D. Volunteering at Assigned Host Agencies Prohibited June 2015 E. Limitations on Host Agencies Providing Services for Fees April 2014 F. Maintenance of Effort Requirements April 2014 G. Assignments in SCSEP Project Services June 2015 H. Community Service Opportunities Listed With Workforce Agency April 2014 I. Approved Break in Service or Leave of Absence April Host Agency Roles and Responsibilities A. Criteria for Host Agencies June 2015 B. Host Agency Safety and Other Monitoring July 2012 C. Documentation of Host Agency Safety and Other Monitoring Is Required July 2012 D. Host Agency Prohibited from Determining Eligibility or Terminating Participants July 2012 E. Host Agency Prohibited from Paying Participant s Workers Compensation Costs June 2016 F. Host Agency Orientation and Annual Meetings June 2016 G. Project Sponsor / Host Agency Agreement July 2012 H. Required Documents to Include in a Host Agency File July Cooperation and Coordination with Other SSAI Subgrantees and Agencies; SCSEP Required Partnerships A. Coordination with Other SSAI Subgrantees April 2014 B. Cooperative Relationships April 2014 C. Coordination with Workforce Innovation and Opportunity Act (WIOA) June 2015 D. Coordination with the State Senior Employment Services Coordination Plan June 2015 E. Consultation with Area Agency on Aging April 2014 Table of Contents Page 1

2 Part 2: Recruitment, Enrollment, Eligibility Determination and Right of Return 200 Recruitment and Selection of Participants A. Recruitment of New Participants June 2014 B. Recruitment from Specific Jurisdictions Can Be Required June 2014 C. Employment Status of Participants June Enrollment Priorities A. Priority Must Be Given to Veterans June 2014 B. Enrollment Priorities Must Be Used June 2014 C. Most-in-Need Individuals Are Service Priority June 2016 D. Service to Minority Individuals June Determining Eligibility A. When to Determine Eligibility February 2014 B. Ineligible Applicants February 2014 C. Right of Return February 2014 D. Re-Enrollment Is at Sponsor s Discretion June 2016 E. Determining Eligibility / Participant Form February 2014 F. Source Documentation Requirements for Participant Form February 2014 G. False Information as Cause for Termination February 2014 H. Program Participants May Not Sign as Interviewers February SCSEP Eligibility Requirements A. SCSEP Eligibility Requirements February 2016 B. Project Sponsor Responsible for Documenting Eligibility February 2014 C. Employment Eligibility Verification Form (I-9) Required February 2014 D. Durational Limit on Individual s Program Participation February 2014 E. Individual Durational Limit Notification Requirements June 2015 F. Transition Assessment and IEP Requirements for Participants Approaching their IDL June 2015 G. Felony Background Checks February 2014 H. Enrollment of More Than One Family Member Discouraged February 2014 I. Recertification of Eligibility Required February 2014 J. Income Limits for Eligibility February Computing Income for Eligibility A. Standards for Determining Number in Family and Countable Income June 2014 B. Definition of Family June 2014 C. Exception to Definition of Family June 2014 D. Method of Computing Income June 2014 E. Look-Back Period for Income Calculation June 2014 F. Income to Be Counted June 2014 G. Income Not to Be Counted June 2016 H. Income Worksheet June 2014 I. Participants Must Receive Payment June 2014 J. SCSEP Wages Excluded from Federal Housing or Food Stamp Eligibility Determination June 2014 Table of Contents Page 2

3 Part 3: Orientation, Assessment and Individual Employment Plan, Assignment Description, Performance Evaluation and Change of a Community Service Assignment 300 Orientation of New Participants A. Requirements for New Participant Orientation April 2014 B. Receipt of Orientation and Copy of Personnel Policy Acknowledged April 2014 C. Reorientation April Assessments, Re-Assessments and Individual Employment Plan A. Purpose of Initial Assessment and Individual Employment Plan (IEP) June 2015 B. Initial Assessment June 2015 C. Individual Employment Plan (IEP) June 2015 D. Re-Assessment/IEP Updates June 2015 E. Initial Assessment, IEP, and Reassessment/IEP Update Protocol June 2015 F. Purpose of the Transition Assessment and IEP June 2015 G. Transition Assessment and IEP June 2015 H. Project Director Responsible for Initial Assessment, Re-Assessment, IEP, and Transition Assessment and IEP April Community Service Assignment Description A. Written Assignment Description Required January 2011 B. Contents of the Community Service Assignment June Participant Performance Evaluation (Optional) A. Annual Performance Evaluation Recommended April 2014 B. Procedure for Performance Evaluation April 2014 C. Participant Performance Evaluation Form April 2014 Part 4: Training 400 Participant Meetings A. Participant Meetings Required April 2014 B. Appropriate Participant Meeting Topics April 2014 C. Participant Meeting Funds April Participant Training After Enrollment A. Benefits of Participant Training April 2014 B. General Rules for Training April 2014 C. Types of Allowable Training April 2014 D. Expenditure of Non-Wage Funds for Training April Reporting of Hours and Training A. Training Hours Must Be Reported Quarterly June 2015 Table of Contents Page 3

4 Part 5: Unsubsidized Employment 500 Placement, Entered Employment, Retention and Earnings Goals and Follow-up Requirements A. Responsibility to Place Participants in Unsubsidized Employment June 2016 B. Unsubsidized Placement Definition and Performance Goal June 2015 C. Entered Employment Definition and Performance Goal June 2015 D. Retention and Average Earnings Goals Must Be Met June 2015 E. Participant Responsible for Seeking Unsubsidized Employment June 2015 F. Expected Activities of Project Staff June 2016 G. Follow-up After Unsubsidized Placement Required June 2015 H. Documentation of Follow-up Required June 2016 I. Right of Return June 2015 Part 6: Participant Records, Recertification, Exit Procedure and Termination 600 Personnel / Participant Records A. Personnel / Participant Record Required July 2013 B. Required Documents to Include in Personnel / Participant Record July 2013 C. Security for Sensitive Information July 2013 D. Retention and Destruction of SCSEP Records June 2016 E. Notification Procedure for Participant Data Breach July Recertification of Eligibility A. Annual Recertification of Eligibility Required January 2011 B. Termination of Income-Ineligible Participant January 2011 C. Host Agency Prohibited from Recertifying Eligibility January Exit Procedure A. SCSEP Exit Form / SCSEP Unsubsidized Employment Form April 2014 B. Participant Signature Requirements for the SCSEP Exit Form and the SCSEP Unsubsidized Employment Form April 2014 C. Participants and Host Agencies Prohibited from Exiting Participants April 2014 D. Source Documentation Requirements for the SCSEP Exit Form June 2015 E. Transfer of Participants to Another SCSEP Provider April Termination A. Termination Policies Must Be Reviewed at Enrollment April 2014 B. Disciplinary/Termination Process April 2014 C. Types of Terminations April 2014 D. Termination for Cause April 2014 E. Termination for Individual Employment Plan (IEP) Violation April 2014 F. Termination for Violation of Sponsor s Leave Without Pay / Leave of Absence Policy April 2014 G. Termination for Income Ineligibility April 2014 H. Termination for Reaching Individual Durational Limit April 2014 I. Termination Due to Program Ineligibility April 2014 J. Termination Due to Becoming Employed While Enrolled in SCSEP April 2014 K. Documentation for Termination April 2014 Table of Contents Page 4

5 Part 7: Hours of Community Service, Wages, Physical Examination and Other Fringe Benefits 700 Hours of Community Service and Participant Wages A. Normal Hours of Community Service for Participants April 2014 B. Limitations on Hours of Community Service Assignment June 2015 C. Reduced Hours of Community Service for Participants June 2016 D. Waiver Required for Less Than 20 Hours Per Week April 2014 E. Approved Break in Participation April 2014 F. Leave Without Pay/Leave of Absence April 2014 G. Participant Wages April 2014 H. Wages Paid During Orientation, Training and Participant Meetings April 2014 I. Timesheet Required April 2014 J. Use of Electronic Timesheets April 2014 K. Reporting of Hours in Community Service Required June 2015 L. Handling a Participant s Final Paycheck When They Die While Enrolled in SCSEP June Physical Examinations for Participants A. Physical Examination Is a Fringe Benefit April 2014 B. Physical to Be Offered After Enrollment April 2014 C. Waiving the Physical Examination April 2014 D. Results of Examination Are the Participant s Property April 2014 E. Limitations on Transfers or Reassignment from Another Grantee Without Additional Physical Examination April 2014 F. Physical Examinations Can Be Required for Certain Community Service Assignments April 2014 G. Other Testing Can Be Required for Certain Community Service Assignments April 2014 H. Seeking Free or Reduced-Cost Physical Examinations Encouraged April Fringe Benefits for Participants A. Required Fringe Benefits April 2014 B. Jury Duty April 2014 C. Payments to Retirement Funds Prohibited April 2014 Table of Contents Page 5

6 Part 8: Assignment Limit, Discrimination, Political Activities, Nepotism, Work During Labor Disputes and Personnel Policies 800 Limits on Community Service Assignments A. Change of Community Service Assignments April Discrimination Prohibited A. Project Sponsor Responsibility for Non-Discrimination December 2011 B. Definition of Disability December Political Activities and Lobbying by Project Sponsor and Participants A. Political Activities and Patronage January 2011 B. Allowable and Unallowable Political Activity Notice Required January 2011 C. SCSEP Funds May Not Be Used for Lobbying January Nepotism Prohibited A. Definition of Nepotism January 2011 B. Nepotism Prohibited in Enrollment and Assignment of Participants January Labor Union and Labor-Management Dispute Restrictions on Participants A. Union Organizing July 1994 B. Participant May Not Work During Labor-Management Dispute July 1994 C. Alternate Temporary Assignments Required July Personnel Policies and Complaint Resolution Procedures A. Complaints or Questions Regarding Nondiscrimination Requirements January 2011 B. Notification of Filing of Complaint Required January 2011 C. Adverse Action Against Participant January 2011 D. Complaint Resolution Grievance Policy Procedure January 2011 E. Right to Appeal to SSAI January 2011 F. Right to Appeal to the U.S. Department of Labor January 2011 G. U.S. Department of Labor Review January 2011 H. Training for Personnel Who Respond to Appeals January 2011 Part 9: Reporting and Data Collection 900 Data Collection A. Data Collection April 2014 B. Data Collection Forms and Tools April 2014 C Correcting Data June 2016 D. Customer Satisfaction Survey Process April 2014 E. Steps for Completing the Employer Survey April 2014 F. Privacy Act Statement April 2014 Table of Contents Page 6

7 Part 10: SSAI SCSEP Program Finance Procedures 1000 Sponsor Agreement, Budget Instructions and Administrative Requirements A. SSAI SCSEP Sponsor Agreement January 2011 B. SSAI SCSEP Sponsor Budget Instructions January 2011 C. Uniform Administrative Requirements June 2015 D. Uniform Cost Principles June 2015 E. Other Specific Allowable Costs January SCSEP Cost Classification A. Definition of Administrative Costs January 2011 B. Definition of Program Costs January Sponsor s SSAI Project Budget and Reimbursable Costs A. Budget Proposal January 2011 B. Budgeting for Costs January 2011 C. Budget Proposal Form Line Items January 2011 D. Budget Revisions January 2011 E. Spending Requirements and Limitations January 2011 F. Budget Modifications January 2011 G. State Budgets January Fiscal Reporting and Reimbursement of Costs A. Reporting Monthly Costs April 2014 B. Report of Costs / SA1 Webtool April 2014 C. Completing the Report of Costs / SA1 Webtool April 2014 D. Transmitting Report of Costs to SSAI April 2014 E. Payment to Project Sponsors / Bank Account Information Needed April 2014 F. Closeout April Non-Federal Share of Costs A. Types of Non-Federal Costs June 2015 B. Report of Non-Federal Costs / SA2 Webtool June Project Sponsor Financial Performance-Monitoring Costs vs. Budget A. Emphasis on Monitoring Participant Wages and Fringe Benefits April 2014 B. Payroll-by-Payroll Webtool for Project Director to Monitor Wage and Fringe Benefit Expense April 2014 C. Project Performance Plan Webtool for Monitoring Costs and Budget April Program Income / Use of Program Income A. Program Income and Its Use April 2005 Part 11: Transportation Costs, Auto Liability and Supportive Services 1100 Transportation Costs and Auto Insurance Table of Contents Page 7

8 A. Allowable Transportation Costs for Participants January 2011 B. Mileage Reimbursement Rate January 2011 C. Valid Driver's License and Current Auto Liability Insurance Required June 2016 D. Collision Coverage Not Included January 2011 E. Reimbursement Prohibited for Commuting to Community Service January Supportive Services and Incidental Expenses A. Supportive Services January 2011 B. Reimbursement for Incidental Expenses January 2011 Part 12: SSAI Program Monitoring, Fiscal Monitoring and Audit Requirements 1200 SSAI Program Monitoring, Fiscal Monitoring and Audit Requirements A. SSAI Staff Responsibilities June 2015 B. On-Site Fiscal Reviews Required for Project Sponsors Not Subject to the A-133 Single Audit Requirements June 2015 C. Program Compliance Review Report April 2014 D. Fiscal Compliance Review Report June 2015 E. Auditing June 2015 Appendix I Acronym List June 2015 Glossary June 2014 Index June 2015 Appendix II Program Forms June 2015 A. Intake/Orientation Forms Sample Phone Screening Form SCSEP Participant Form, annotated Blank Income Worksheet SCSEP Family Size Form SSAI SCSEP Zero Income Self-Attest Form SSAI SCSEP At Risk of Homelessness Self-Attest Form SSAI SCSEP At Risk of Homelessness Third-Party Attest Form SSAI SCSEP Employed Prior to Participation Self-Attest Form SSAI SCSEP Employed Prior to Participation Third-Party Attest Form SSAI SCSEP Failed to Find Employment After Using WIA Title I Self-Attest Form (updated) SSAI SCSEP Homeless Self-Attest Form (English, Spanish and Chinese) SSAI SCSEP Homeless Third-Party Attest Form SSAI SCSEP Limited English Proficiency Self-Attest Form (English and Spanish) SSAI SCSEP Limited English Proficiency Third Party-Attest Form SSAI SCSEP Low Employment Prospects Form, Self-Attest Form SSAI SCSEP Low Literacy Skills Self-Attest Form SSAI SCSEP Low Literacy Skills Third-Party Attest Form SSAI SCSEP Severe Disability Certification Form SSAI SCSEP Frail Certification Form Table of Contents Page 8

9 SSAI SCSEP Severely Limited Employment Prospects Self-Attest Form (English, Spanish and Chinese) SSAI SCSEP Veteran or Spouse of Veteran Self-Attest Form Most-in-Need Re-Validation/Update Form (updated) Most-in-Need Self-Attestation Form (new) SCSEP Case Management Form Record of Participant Orientation Form SCSEP Privacy Act Statement Form Hatch Act Notice Form SCSEP Release Form Participant Timesheet Form Record of Offer of Physical Examination to Participant Statement of Desired Hours of Work as Participant B. Assessment/IEP Forms Individual Assessment Form Initial Individual Employment Plan Form Reassessment/IEP Update Form C. Host Agency Forms SCSEP Community Service Assignment Form, annotated SCSEP Host Agency Agreement Sample Host Agency Monitoring Form SSAI Health and Safety Checklist Form Participant Performance Evaluation Form D. 4 year Individual Durational Limit Forms Durational Limit 12 month notification letter Transition Assessment and IEP Form Durational Limit 90 day notification letter Durational Limit 30 day termination notice E. Exit Forms SCSEP Exit Form, annotated SCSEP Unsubsidized Employment Form, annotated Sample Termination Letter SCSEP Participant Excluded Exits Self-Attest Form SCSEP Self-Attest Form for Any Wages for the First/Second/Third or Fourth Quarter After Exit Form SCSEP Third Party Attestation Form for Excluded Exits for Health, Medical, Family or Institutionalization Data Validation Information SSAI PY2014 Data Validation Handbook (updated February 2016) Finance Forms (July 1 June 30) SSAI SCSEP Sponsor Bank Information Form SSAI SCSEP Sponsor Budget Instructions SSAI SCSEP Sponsor Budget Proposal Form SSAI SCSEP Sponsor Budget Revision Proposal Form SSAI SCSEP Sponsor Delegation of Signature Authority Form Table of Contents Page 9