REFUGEE ASSISTANCE PROGRAM ELDERLY Refugee Project

APRIL 2016

93.576 REFUGEE AND ENTRANT ASSISTANCE – DISCRETIONARY GRANTS

State Project/Program: REFUGEE ASSISTANCE PROGRAM – ELDERLY REFUGEE PROJECT

U. S. DEPARTMENT OF HEALTH AND HUMAN SERVICES ADMINISTRATION FOR CHILDREN AND FAMILIES Federal Authorization: Refugee Act of 1980, Section 412, 94 Stat. 111, 8 U.S.C. 1522, as amended, Public Laws 96-212, 97-363 and 99-605; Refugee Education Assistance Act of 1980, Title V, 94 Stat. 1809, 8 U.S.C. 1522 note, as amended, Public Laws 96-422, 96-424, 97-35, 100-436, 101-166, 101- 302, 101-517, and 102-170. N. C. Department of Health and Human Services Division of Social Services

Agency Contact Person – Program N. C. DHHS Confirmation Reports: Marlene Myers SFY 2016 audit confirmation reports for payments made to Program Chief Counties, Local Management Entities (LMEs), Managed (919) 527-6304 Care Organizations (MCOs), Boards of Education, [email protected] Councils of Government, District Health Departments and DHSR Grant Subrecipients will be available by mid- Agency Contact Person – Financial October at the following web address: Kathy Sommese http://www.ncdhhs.gov/control/auditconfirms.htm. At this Budget Officer site, click on the link entitled “Audit Confirmation Reports (919) 527-6415 (State Fiscal Year 2015-2016). Additionally, audit [email protected] confirmation reports for Nongovernmental entities receiving financial assistance from DHHS are found at the same website except select “Non-Governmental Audit Confirmation Reports (State Fiscal Years 2014-2016).

The Auditor should not consider the Supplement to be “safe harbor” for identifying audit procedures to apply in a particular engagement, but the Auditor should be prepared to justify departures from the suggested procedures. The Auditor can consider the Supplement a “safe harbor” for identification of compliance requirements to be tested if the Auditor performs reasonable procedures to ensure that the requirements in the Supplement are current. The grantor agency may elect to review audit working papers to determine that audit tests are adequate.

I. PROGRAM OBJECTIVES

The program addresses the unique barriers older refugees’ face, especially in regards to accessing mainstream aging services and acquisition of the English language. Activities covered under the grant include: Nutritional Services, Health Education and Screening Services, Senior Center Activities, Transportation, Interpreter services, English Language instruction, Citizenship and Civics Instruction. In addition, the program links elders to Citizenship and Naturalization Service providers for preparation and legal representation through BIA recognized agencies and their accredited representatives.

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Throughout this supplement, the term “refugee” will refer to all groups mentioned below that are eligible for Elderly Refugee Project. Eligible recipients include refugees, Cuban and Haitian entrants, and certain Amerasian immigrants, victims of human trafficking, Afghani or Iraqi Special Immigrant Visa holder and persons granted asylum. Refugee elderly services are provided without regard to income for those ages 60 or older until they become a United States citizen.

II. PROGRAM PROCEDURES

The Elderly Refugee Project is administered at the Federal Level by the Office of Refugee Resettlement (ORR), Administration for Children and Families (ACF), a component of the Department of Health and Human Services (DHHS). This program is funded completely with federal funds.

To determine subrecipients, the NC State Refugee Office analyzes arrival statistics of elderly refugees from the U. S. Department of State’s data system, the World Refugee Admissions Processing System (WRAPS). Based upon this data, the State Refugee Office determines which regions are most impacted by newly-arrived elderly refugees, and notifies these eligible regions of the availability of funds which they may access and services to be provided, through the State’s contracting process. The State utilizes the DHHS Office of Procurement and Contract Services (OPCS) policies and procedures to award contracts to subrecipients. Federal and State reporting requirements are communicated to subrecipients in the contract. Eligibility requirements are communicated in the Refugee Assistance Program Services Manual, found online at: http://info.dhhs.state.nc.us/olm/manuals/dss/ei-80/man/. Elderly Refugee Project subrecipients are monitored by the NC State Refugee Office in accordance to the NC Division of Social Services (DSS) Monitoring Plan. Subrecipients are reimbursed through submission of the form DSS-1571 III. Administrative Costs Report to the NC DHHS Controller’s Office.

III. COMPLIANCE REQUIREMENTS

Crosscutting Requirements

The supplement (DSS-0) Crosscutting Requirements in Section D of the State Compliance Supplement are applicable to this program.

A. ACTIVITIES ALLOWED OR UNALLOWED Specific, allowable activities include the services and activities described in the contract between the Division of Social Services and the service provider organization. B. ALLOWABLE COSTS/COSTS PRINCIPLES All grantees that expend State funds (including federal funds passed through the N. C. Department of Health and Human Services) are required to comply with the cost principles described in the N. C. Administrative Code at 09 NCAC 03M .0201. E. ELIGIBILITY In order to receive RAP elderly grant services, the client must be age 60 or older AND a refugee, Cuban or Haitian Entrant, Amerasian immigrant, victim of human trafficking, person granted asylum or immigrant status via the U. S. Department of State for certain Iraqi and Afghani individuals. The agency providing the services must have documentation in the form of copies of information from the United States Citizenship and Immigration Services (USCIS). This documentation is usually a U. S. Department of Homeland Security Arrival/Departure Record (Form I-94) and/or the USCIS Permanent Resident Alien Card I-551. However, other forms of official USCIS documentation may also be used. In

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addition, the agency providing the service must have determined the client’s eligibility for the services and provided the service as outlined in the approved grant application. G. MATCHING, LEVEL OF EFFORT, EARMARKING There is no cost-sharing or matching requirement. H. PERIOD OF AVAILABILITY OF FEDERAL FUNDS Federal funds from the RAP Elderly Program must be obligated no later than two years after the end of the federal fiscal year and liquidated no later than three years after the end of the federal fiscal year.

I. PROCUREMENT & SUSPENSION & DEBARMENT Procurement All grantees that expend federal funds (received either directly from a federal agency or passed through the N. C. Department of Health and Human Services) are required to conform to federal agency codifications of the grants management common rule accessible on the Internet at http://www.whitehouse.gov/omb/. All grantees that expend State funds (including federal funds passed through the N. C. Department of Health and Human Services) are required to comply with the procurement standards described in the North Carolina General Statutes and the North Carolina Administrative Code, which are identified in the State of North Carolina Agency Nongovernmental subrecipients shall maintain written Procurement policies that are followed in procuring the goods and services required to administer the program. Suspension and Debarment Compliance Requirement – Non-federal entities are prohibited from contracting with or making subawards under covered transactions to parties that are suspended or debarred or whose principals are suspended or debarred. Audit Objective – To determine that no contract was awarded to any party that has been suspended or debarred or whose principals have been suspended or debarred. Suggested Audit Procedures: 1) Test a sample of contracts and ascertain if the required suspension and debarment certifications were received for subawards and covered contracts. 2) Test a sample of contracts to the List of Parties Excluded from Federal Procurement or Nonprocurement Programs, issued by the general services administration and ascertain if contracts were awarded to suspended or debarred parties. L. REPORTING This program is required to report federal financial data on form SF-425 on a quarterly basis. Additionally, the State must submit a separate performance report for the program using form ORR-6. OMB Control No. 0970-0036 on a trimester basis.

M. SUBRECIPIENT MONITORING Subrecipient monitoring is conducted in accordance with the requirements of 2 CFR, Part 200 and the DHHS Policy and Procedure Manual for Monitoring of Programs. The DHHS Policy B-4 93.576-3 3 REFUGEE ASSISTANCE PROGRAM – ELDERLY REFUGEE PROJECT

and Procedure Manual for Monitoring of Programs can be obtained from the DHHS Controller’s Office, Dorothea Dix Campus/McBryde Building, 1050 Umstead, 2019 MSC, Raleigh, NC 27699-2019. In addition, the NC Division of Social Services prepares a monitoring plan for monitoring sub-recipient compliance with Federal and State awards. A copy of the NC Division of Social Services’ monitoring plan can be obtained from the Budget and Contracts Office of the NC Division of Social Services, 325 N. Salisbury Street, MSC 2415, Raleigh, NC 27699-2415, telephone (919) 334-1027. Onsite monitoring visits are conducted periodically with service providers; a financial and service desk review of performance occurs monthly. Monitoring forms, related verification information, compliance findings, corrective action plans, follow-up documentation and related correspondence will be maintained in the NC Refugee Assistance Program Office located in the Hargrove Building/Dorothea Dix Campus, 820 S. Boylan Avenue, Raleigh, NC. Such records will be maintained according to the state’s record retention policy.

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