AoA-PI-00-05- August 18, 2000
TO: STATE AND AREA AGENCIES ON AGING ADMINISTERING
PLANS UNDER THE OLDER AMERICANS ACT OF 1965, AS AMENDED
SUBJECT: Procedures for Issuing Title III Formula
Grant Amendments for Transfer of Funds
LEGAL AND RELATED REFERENCES: Older Americans
Act, as Amended - Sections 308(b)(4)(A), 308(b)(4)(B), 308(b)(5)(A),
308(b)(5)(B)(i) and (ii),308(b)(5)(C)
The purpose of this program instruction is to reiterate procedures
for transferring of funds within the Title III allotments and
for effecting these transfers by the Administration on Aging's
(AoA) grant award amendments.
The Older Americans Act (OAA) provides authority for states to
make transfers of funds among allotments for Supportive Services
and Senior Centers (III-B), Congregate Meals (III-C1), and Home-Delivered
Meals (III-C2). There is, however, no authority for states to
transfer funds in or out of the allotments for Disease Prevention,
Ombudsman Program or the Elder Abuse Program.
States can make transfers, whenever necessary, throughout the
fiscal year among the III-B, III-C1 and III-C2 allotments. No
prior authorization is required from the AoA as long as the transfers
remain within the parameters defined in the OAA. In order to keep
the workload of transfers at a minimum, a policy was established
for states to notify AoA only once in a year for:
(1) transfers of up to 30 percent between III-C1 and III-C2,
as provided in Section 308(b)(4)(A); and (2) transfers of up to
20 percent between III-B, and III-C, as provided in Section 308(b)(5)(A).
Whenever these transfers are made internally during the fiscal
year, they should be reflected on the supplemental sheet to the
Financial Status Report(SF-269), detailing how the funds in line
10.o are allocated. The cumulative transfer of funds among allotments,
however, will not be reflected on a revised grant award until
after the reallotment (if there is one).
"Note:" funds taken from any parts of Title III for
use as State Plan Administration do not constitute a transfer
in the context of this Program Instruction, and therefore should
not be reported as a transfer.
When submitting your transfer information, please follow the
transfers are made only from the allotment in the column headed
"Cumulative Grant Award to Date" on the last grant award
for FY 2000 for Title III.
show only the total transfer effected during the fiscal year,
in III-B, III-C1 and/or III-C2 (not the series of individual transfers
that might have been made during the fiscal year),
show the final allotment in each Title affected as shown in your
records, so that the transfer grant award can be verified in the
Regional Office to insure it agrees with your figures.
Transfers within III-C which exceed 30 percent of the state's
separate allotment and/or transfers between III-B and III-C, which
exceeds 20 percent of the state separate allotment require AoA's
prior approval. Final transfers should be reflected on the SF-269
supplemental sheet after approval. Notification of your amount
of transfers for this fiscal year, as well as your requests for
a waiver must be received on or before September 15, 2000. This
will allow AoA to process these transfer grant awards timely so
that the states may draw down the funds from the appropriate allotment.
State agencies will be notified by letter of the Assistant Secretary
for Aging’s approval or disapproval to transfer funds which
require a waiver as specified in Sec. 308(b)(4)(B) and 308(b)(5)(B).
All requests for a waiver must be in compliance with Sec. 308(b)(5)(C)
of the Act.
Requests for transfers which fall within Sections 308(b)(4)(B)
and 308(b)(5)(B) should be submitted to the Regional Office as
early as possible, and no later than September 15th, in order
to permit timely approval by the Assistant Secretary for Aging.
Any transfers reflected on the SF-269 after the close of the
fiscal year must be supported by documentation which indicates
that the transfers were approved or made prior to the close of
the fiscal year.
DUE DATE: September 15, 2000 for submission
to Regional Administrators on Aging, DHHS regional offices.
INQUIRIES: Inquiries should be addressed to
Regional Administrators on Aging, DHHS regional offices.
Jeanette C. Takamura
Assistant Secretary for Aging
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