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LIHEAP Action Transmittal 2014-2 Carryover and Reallotment Report

Published: July 15, 2014
Audience:
Low Income Home Energy Assistance Program (LIHEAP)
Category:
Guidance, Policies, Procedures, Action Transmittal

LOW-INCOME HOME ENERGY
 ASSISTANCE

ActionTransmittal

U.S. Department of Health and Human Services
Administration for Children and Families
Office of Community Services
Division of Energy Assistance
370 L'Enfant Promenade, S.W.
Washington, D.C. 20447
   http://www.acf.hhs.gov/programs/ocs/liheap

Transmittal No. LIHEAP-AT-2014-02                                     Date:  July 14, 2014

TO: LOW INCOME HOME ENERGY ASSISTANCE PROGRAM (LIHEAP) GRANTEES
 
GUIDANCE
INTENDED FOR:

          __X__STATES

          __X__TRIBES/TRIBAL ORGANIZATIONS

          __X__TERRITORIES

SUBJECT:     
FY 2014 Carryover and Reallotment Report
 
RELATED REFERENCES:    
Section 2607 Low Income Home Energy Assistance Act, title XXVI of the Omnibus Budget Reconciliation Act of 1981, Public Law 97-35, as amended;45 C.F.R. § 96.81 in the Department of Health and Human Services block grant regulations; and OMB approval 0970-0106, expires 9/30/2014.
 
PURPOSE:     
To remind LIHEAP grantees of the required Carryover and Reallotment Report due August 1, 2014, to advise grantees that FY 2015 grant awards will not be made until the Carryover and Reallotment Report for FY 2014 is submitted to HHS, and to advise grantees of electronic submission through OLDC.
 
BACKGROUND:       
At the Regional LIHEAP Grantee Training Meetings this April-June, we reminded LIHEAP grantees that all LIHEAP reports, including the Carryover and Rellotment Report, must be submitted via the Online Data Collection System (OLDC).  We demonstrated OLDC on a webinar we conducted last year and that PowerPoint is attached for your reference.
 
CONTENT:
Section 2607(b)(2)(B) of the LIHEAP statute (42 U.S.C. § 8626(b)(2)(B)), as amended, requires that:
 
No amount may be held available under this paragraph for a State from a prior fiscal year to the extent such amount exceeds 10 percent of the amount payable to such State for such prior fiscal year.  For purposes of the preceding sentence, the amount payable to a State for a fiscal year shall be determined without regard to any amount held available under this paragraph for such State for such fiscal year from the prior fiscal year.
 
Grantees may request to carry forward from one federal fiscal year to the next federal fiscal year up to 10% of the amount payable to the grantee for the first fiscal year.  The total funds payable for Federal Fiscal Year (FFY) 2014 include all regular block grant awards in FFY 2014, plus the reallotted FY 2013 funds we redistributed in June 2014, plus any oil overcharge funds designated for use in LIHEAP for FY 2014.  No emergency contingency funds were appropriated or award in FY 2014.
 
The funds that are carried over must be obligated by the grantee by the end of the federal fiscal year following the year in which they are awarded.  For example, at least 90% of the funds allocated to you for FY 2014 must be obligated by September 30, 2014, the end of FFY 2014.  Up to 10% may be carried over for use in FY 2015, but those funds must be obligated no later than September 30, 2015.  (Please note that this requirement applies to obligation only, not expenditure of funds.)
 
Any funds carried over from the previous year are not to be included in the base for calculating carryover in the following year.  If more than 10% of a grantee's funds payable remains unobligated at the end of the federal fiscal year for which they were allotted, those excess funds must be returned to HHS and are subject to reallotment among all grantees in the next fiscal year.
 
The LIHEAP statute and regulations require LIHEAP grantees to report information to HHS concerning funds to be carried forward and funds subject to reallotment.  The 1994 reauthorization of the LIHEAP statute, the Human Services Amendments of 1994 (Public Law 103‑252), requires that the Carryover and Reallotment Report for one federal fiscal year be submitted to HHS by the grantee before the allotment for the next federal fiscal year may be awarded.
 
Consequently, HHS will not make a grant award to a grantee for FY 2015 until we have received that grantee's Carryover and Reallotment Report for FY 2014. 
 
The receipt of all FY 2014 block grant funds should be included in your carryover calculations.  As the Carryover and Reallotment Report is due August 1, before the end of the federal fiscal year, you may find that your estimates later prove to be inaccurate.  If this occurs, please submit a revised report reflecting the most accurate data as soon as possible.
 
Note to Tribes/Tribal Organizations:  Please inform us as soon as possible if you expect to have more than 10% in carryover funds, so that we may assist you in finding ways to obligate the funds properly before the end of the federal fiscal year.  For suggestions of alternate ways to obligate LIHEAP funds, please see LIHEAP-IM-2001-13, “Uses of LIHEAP Funds”, dated 1/10/01, which can be found on the LIHEAP website under “Guidance, Policies, and Procedures: Special Topics”.  If you still expect that you will have excess funds, please notify us. This will allow us to redirect the excess funds to the States in which you are located so that they can serve tribal households until the end of FY 2014 with the remaining funds.  This would prevent the reallotment of the excess carryover funds.  
 
Completing and Submitting the Carryover and Reallotment Report
 
All grantees are required to submit the Carryover and Reallotment Report electronically via the ACF Online Date Collection system (OLDC) at: https://extranet.acf.hhs.gov/ssi/
 
Please contact the OLDC helpdesk at 1-866-577-0771 or your ACF liaison if you need assistance accessing your OLDC account or if you are a new OLDC user.  
 
All grantees must submit a report, even if no funds are to be carried over or made available for reallotment.  In OLDC, select the Carryover and Reallotment Report and the correct reporting period (10/1/2013-9/30-2014).  Enter all required data.  Remember to save your progress frequently, particularly if you enter partial information and plan to finish it later.  Remember to click “end OLDC” anytime you wish to log out.
 
The following information must be submitted on the form:
 
     1.  The amount of the grantee's allotment for the current federal fiscal year that the grantee desires to remain available for obligation in the succeeding federal fiscal year, not to exceed 10% of the amount payable to such grantee for the fiscal year;
 
     2.  The amount of funds, if any, to be subject to reallotment;
 
     3.  If funds are carried forward, a statement of the reasons that these funds will not be used in the fiscal year for which they were allotted; and,
 
     4.  A description of the types of assistance to be provided with the amount held available for the following fiscal year.
 
Once the data is entered, the submission must be validated, certified and submitted through OLDC.  The individuals who have permission to certify and submit may vary based on how you initially set up your OLDC account, but the user with the role “Grant Administrator” may perform all actions by default.
 
OLDC ASSISTANCE:
For assistance with your submission, please contact your LIHEAP Federal Liaison whose contact information is available at:  http://www.acf.hhs.gov/programs/ocs/resource/division-of-energy-assistan...
 
If you are having technical difficulties with OLDC, please contact the OLDC Help Desk at app_support@acf.hhs.gov or 1-866-577-0771 Monday through Friday between 8am-5pm Eastern Time.
 
Attached is a presentation that our office gave on how to use OLDC to submit the Carryover and Reallotment Report through OLDC.
 
ATTACHMENTS:
Simplified Instructions for Timely Obligation of FY 2014 LIHEAP
Funds and Reporting Funds for Carryover and Reallotment
 
OLDC and the Carryover and Reallotment Report training presentation
 
INQUIRIES:
Lauren Christopher
Division of Energy Assistance
Office of Community Services, ACF, HHS
370 L'Enfant Promenade, S.W.
Washington, D.C.  20447
Telephone:  (202) 401-4870
FAX:  (202) 401-5661
 
 
 
______/s/__________________________
Lauren Christopher
Energy Program Operations Branch Chief
Division of Energy Assistance
of Community Services