§ 3150.12. County responsibility.
(a) Generally. The county will be responsible for the application, reporting, and auditing procedures required by this chapter.
(b) Grant application. The proposed service must be one not previously provided by the county as part of its regular program of children and youth services except the development of regional detention centers.
(1) The proposed services must supplement an approved annual services plan and budget estimate.
(2) The county shall submit an application on forms provided by the Department by November 15 of the year preceding the year that the grant is to be effective. The application must be submitted at the same time as, and attached to, the annual services plan and budget estimate submitted by the county under Chapter 3140 (relating to planning and financial reimbursement requirements for county children and youth social service programs).
(3) The application must include the following information:
(i) Name or description of the service to be provided. The services which will be eligible are those within the scope of Chapter 3130 (relating to administration of county children and youth social service programs).
(ii) A written narrative which includes a needs statement, goal, specific objectives, and plan of action for service provisions for the service to be provided.
(iii) A budget estimate using the appropriate cost centers and major objects of the account structure for children and youth services.
(iv) An estimate of the sources of revenue—State, Federal, county, local, client—to be used to fund this proposal.
(c) Reporting. Expenditures under the grant shall be reported quarterly by appropriate cost center and intermediate object on the quarterly report of expenditures for children and youth services.
(1) At the end of the calendar year, the county which received a grant shall submit a report on the use of the funding. The report shall include the following information:
(i) Name or description of the service supplied.
(ii) A written narrative which includes a statement of how the needs, goals, and specific objectives itemized in the grant application were met and how the plan of action for service provisions was implemented.
(iii) Service measures which demonstrate in specific terms how the stated goal was attained. These must be presented in the same format which was used for the grant application.
(iv) A report of expenditures using the appropriate cost centers and major objects of the account structure for children and youth services.
(v) A report of the sources of revenue, including State, Federal, county, local, and client, which funded the program.
(d) Auditing. The county shall maintain its record of expenditures under the grant until audited by the Auditor General for no less than 5 years, whichever is later, unless the county is requested to retain particular records, accounts, or supporting documents for a longer period. Within 90 days after the end of the grant period, the county shall obtain an independent audit of its record of expenditures for that year and submit 5 copies of the audit report to the appropriate regional office of the Department. The audit must be conducted by a certified public accountant in accordance with the format established by the Department.
Cross References This section cited in 55 Pa. Code § 3150.11 (relating to Departmental responsibility); and 55 Pa. Code § 3150.22 (relating to county responsibility).
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