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SSBG Model Plan Pre-expenditure Report FY 2012

Published: May 10, 2012
Social Services Block Grants (SSBG)
Guidance, Policies, Procedures, Model Plan

Outline for Model SSBG Pre-expenditure Report

I.State/Federal Fiscal Year Covered by the Pre-expenditure Report

II.Letter of Transmittal –-Cover letter to the Director, Office of Community Services; includes the SSBG Program Contact Person, the State SSBG Official who is to receive the SSBG Grant Award with complete addresses, telephone and fax numbers. 

III.Public Inspection of Pre-expenditure Report – Describe and provide documentation on how the State made available for public inspection and comment the current Pre-expenditure Report or revision to the report. "...The report shall be transmitted to the Secretary and made public within the State in such a manner as to facilitate comment by any person (including any Federal or other public agency) during development of the report and after its completion...” Section 2004 [U.S.C 1397c] 

IV.The Narrative Pre-expenditure Report

Provide the following information, as outlined below:

A Administrative Operations

1.State Administrative Agency

(a) Outline the mission and responsibilities of the agency designated to administer the State’s social services block grant program.

(b) Outline the goals and objectives of the agency that administers the State’s social services block grant program.

2)State Offices/Departments

(a)Identify the State entities allocated SSBG funds.

(b)Provide a brief description of Include the services supported by each of the State entities.

B.Fiscal Operations

1)Description of Criteria for Distribution - Describe the State’s criteria for allocation of SSBG funds to State entities.

2)Distribution and Use of Funds - Describe the planning process for determining the State’s use and distribution of SSBG funds.

3)Description of Financial Operations System

(a) Describe the State’s process of assigning costs (e.g. cost allocation plan).

(b) Describe the State’s method of calculating costs [e.g. Random Moment in Time (RMT)]

C. Program Operations

1) SSBG Statutory Goals the State Plans to Achieve
Describe how services funded by the SSBG will be directed at one or more of the five broad statutory goals:

  • Achieving or maintaining economic self-support to prevent, reduce, or eliminate dependency;
  • Achieving or maintaining self-sufficiency, including reduction or prevention of dependency;
  • Preventing or remedying neglect, abuse or exploitation of children and adults unable to protect their own interests, or preserving, rehabilitating or reuniting families;
  • preventing or reducing in appropriate institutional care by providing community-based care, home-based care, or other forms of less intensive care;and
  • Securing referral or admission for institutional care when other forms of care are not appropriate, or providing services to individuals in institutions. 

2) Characteristics of Individuals to be Served

(a) Definitions of child, adult and family

(b) Eligibility Criteria

(c) Income Guidelines

3) Types of Activities to be Supported

(a)Describe the services and activities to be provided using SSBG funds.

(b)Organize services by Uniform Definition of Services and the corresponding State service title.

(c)Provide method of delivery and geographic area/location where services will be provided.

V. Pre-expenditure Reporting Form

VI. Appendices

A.Documentation of Public Hearing (E.g. copies of public hearing notices, letters, newspaper articles, etc.)


(a) Anti-Lobbying

(b) Drug-free Work Requirements

(c) Debarment and Suspension

(d) Environmental Tobacco Smoke, also known as the Pro-Children Act of 1994, P.L.103-227.

C. Proof of Audit - Each State shall, not less often than every two years, audit its expenditures from amounts received (or transferred for use) under this title… Within 30 days following the completion of each audit, the State shall submit a copy of that audit to the legislature of the State and to the Secretary. (Sec. 2006. [42 U.S.C. 1397e]

 VII> Additional Data or Information (as needed)

*Note: This is a suggested outline for the SSBG Pre-expenditure report. This is not a requirement of the SSBG program.