10A NCAC 05D .0103. BUDGET REVISIONS

(a)  The following policies and procedures shall govern all proposed budget revisions of Older Americans Act programs and other grantees or contractors under the Division of Aging.

(b)  Conditions Requiring Budget Revisions.  During the operation of Older Americans Act or other assisted projects, various aspects of program operation shall require flexibility to adapt to changes.  For example, fluctuations in the anticipated rate of expenditures may occur or additional funds may be received from various sources.  These types of changes may require an approved budget revision.  The requirements for approval of a budget revision depend on the title under which funds are provided and the type of grantee or contractor involved.  The following conditions shall apply:

(1)           Title III

(A)          Revisions in a contractor's individual service budget under an approved area plan shall be approved by the AAA.  This approval is sufficient if the change does not modify the total budgeted amount of each specific service, i.e., the change only modifies categories within the service budget but not the total amount of the service budget.  However, if the total amount of the service budget will be changed, the AAA shall submit a budget change request to the Division of Aging for its approval.

(B)          If the AAA has been granted approval to provide direct service, a proposed change in the total budget for that service component shall require Division of Aging approval while a change that is only internal and does not affect the total may be approved by the AAA.  In addition, such approval is subject to G.S. Chapter 159, North Carolina's Local Government Fiscal Control Act which requires that all budget revisions shall be approved by the AAA's board of directors.  Auditors and Division of Aging monitors shall check board meeting minutes to verify compliance with this requirement.

(C)          Any proposed change in the use of funds provided for planning and administration functions shall be approved by the Division of Aging.  This provision applies to both internal or total budget changes.

(2)           Title V, and State Funds.  Any proposed change in the use of Title V or state provided funds shall require Division of Aging approval.  This provision applies to both internal and total budget changes.

(c)  Budget Revision Request Submission and Approval Procedures

(1)           Submission.  Budget revision requests shall be submitted to the Division on the prescribed form.

(2)           Review.  The Division of Aging shall review allowable budget revision requests and respond to the grantee submitting the request within 30 calendar days after receipt of the request.  In reaching a decision on whether to approve a request, the request shall be reviewed by appropriate staff.  During review of the request, additional information may be required from the project grantee.

(3)           Approval

(A)          If a budget revision request is approved which changes an award document program activities total, a revised award document shall be issued.  The grantee must sign this new award document before the request is officially approved.

(B)          If a budget revision request is approved which does not change an NGA program activity only a copy of the budget request form shall be returned to the grantee.

(C)          If the request is not approved, the grantee shall be notified by letter.

(4)           Timing.  Budget revision requests shall be received by the Division of Aging at any time except during the last 60 days of the budget year.  Funds to be affected by a budget revision shall not be expended according to the provisions of the request until it is approved.

 

History Note:        Authority G.S. 143B‑10; 143B‑138;

Eff. September 1, 1978;

Amended Eff. May 1, 1990; October 1, 1980.