SSBG AT-2024-01 Deadlines for the FY 2025 Intended Use Plan and Pre-Expenditure Report FY2024

Publication Date: June 13, 2024
Current as of:

Social Services Block Grant

DCL#: ACF-OCS-SSBG-AT-24-01

DATE: June 13, 2024

TO: Social Services Block Grant, Consolidated Grant Recipients

SUBJECT: Deadlines for the Fiscal Year (FY) 2025 Intended Use Plan and Pre-Expenditure Report

ATTACHMENT(S): 1. Model Plan Form OMB No. 097-0234 (PDF) 2. Online Data Collection Form Information (PDF) 

Dear Colleagues:

Purpose

This transmittal is to provide states and territories guidance on applying for the FY 2025 Social Services Block Grant (SSBG). 

Background

An Intended Use Plan (IUP) and a Pre-Expenditure Report (Pre-Ex) that describe how the state or territory proposes to spend its award under SSBG must be submitted to the Office of Community Services (OCS) each year in advance of the fiscal year’s beginning. This requirement is also referred to as the program application for SSBG and is based in the law’s prerequisites for awards at Title XX of the Social Security Act, as amended. All states and territories must submit this information with all mandated parts completed to receive funding. This guidance provides details needed to fulfill the IUP and Pre-Ex data for FY 2025.

Due Dates for the 2025 Intended Use Plan and Pre-Expenditure Report

Grant recipients following the federal fiscal year September 1 through October 30 must submit their Intended Use Plan and Pre-Expenditure Report no later than 5 p.m. Eastern Time (ET) on September 1, 2024, for FY 2025 funding. The information should be submitted in the SSBG Online Data Collection Site (Portal). 

Grant recipients following state fiscal years of July 1 through June 30 may submit their IUP and Pre-Ex by June 1, 2024. In deference to the significant staff turnover following the Covid-19 Pandemic, the federal agency will receive applications flexibly for state fiscal year grant recipients with an extended deadline of no later than 5 p.m. ET on September 1, 2024. There is no penalty for states that submit their information before this date. The information should be submitted in the SSBG Online Data Portal. 

SSBG Background 

SSBG awards federal funds to states and territories to support services for at-risk children, adults, and families. OCS, in the Administration for Children and Families (ACF), at the U.S. Department of Health and Human Services (HHS), administers the SSBG. 

States and territories have discretion in the specific programs supported with SSBG funds and may disburse these funds to best meet the needs of their populations. Service categories most frequently supported by SSBG include child care, child welfare, services for persons with disabilities, case management services and protective services for adults. 

Programs are administered according to their approved plan and report, in conformance with rules, regulations, and policies governing the program and grant awards. Significant variations from the approved information during the fiscal year necessitate amendments.

Consolidated Block Grant (CBG) Background

U.S. territories of American Samoa, the Commonwealth of Northern Mariana Islands, Guam, Puerto Rico, and the U.S. Virgin Islands may consolidate up to 22 grant programs to form the CBG.*

Territories may operate the CBG under the SSBG authority, meeting the goals set in this flexible grant. CBG authority permits the territories to submit, as state SSBG grant recipients, the IUP and Pre-Ex Report to receive CBG funding instead of individual application requirements for each program included in the consolidated grant. 

There is no match requirement in the CBG, or maintenance of effort — even if such may be required in programs consolidated. Award formulas are based on the amounts set in the original legislation.

A review conducted by HHS in the summer of 2021 revealed that account measures for the CBG should be streamlined. Specifically, all program awards should be deposited into a single account per territory, rather than being distributed across multiple originating program accounts. 

The review also noted that policy declarations needed to be more distinct about the CBG for territories as a unique enterprise associated with the SSBG. As such, the federal agency implemented adjustments to existing policies, including annual application directions, to more clearly outline CBG governing policies, laws, and regulations. Modifications are effective in FY 2022 and thereafter.

*By the Omnibus Territories Act, Public Law 95-134, Section X of Title XX of the Social Security Act, Public Law 97-81, and 45 Code of Federal Regulations Part 97.10-.17.

Other adjustments include the following:

  • Revised SSBG Catalog of Federal Domestic Assistance at 93.667 to reference the CBG, the authorizing legislation in the Omnibus Territories Act, as amended, and Omnibus Budget Reconciliation Act of 1981 creating SSBG, and the associated rules at 45 Code of Federal Regulations Part 97.
  • Updated SSBG/CBG Supplemental Terms and Conditions as guidance to auditors reviewing grant awards for territories.
  • Established a new, distinct payment code for the CBG when territories access their grant awards in the Payment Management System, with SSBG beginning with SOSR, and territories consolidating now with an access code of SOSC. 

Office of Management and Budget (OMB) Approved Model Form

A model form is provided for use by states and territories to record the program goals, services to be used with the grant award, projected services for the year, estimation of population served, associated criteria for eligibility, funds carried over from the prior year, expected transfer from the Temporary Assistance to Needy Families (TANF) program and contact information. 

The model form’s control number is OMB Form No. 0970-0234. The model form standardizes reporting submissions. A fillable PDF version is attached for your information. 

Intended Use Plan

Specifically, the IUP records how the state or territory proposes to use the SSBG/CBG grant award, including the types of activities (or services) to be supported, and the categories and characteristics of individuals to be served, such as children, adults 59 and younger, adults 60 and older, and the disabled (42 U.S.C. §1397c). The form is submitted by uploading the attached fillable form through the SSBG Online Data Portal.

Pre-Expenditure Report 

The Pre-Ex-Report provides additional information on the expected use of the award. The Pre-Ex data should be entered directly into the aptly named “Pre-Expenditure Report” section of the SSBG Online Data Portal using estimates for amounts to be spent and recipients, since this information will not be finalized until the fiscal year’s end. The state may use projections based on prior years or anticipated needs.

TANF Transfer 

States and territories should establish appropriate accounting and other systems to demonstrate that services and activities supported with funds transferred from TANF meet all statutory, regulatory and policy requirements. 

Funds Transfer Limit

A state or territory may transfer up to 10 percent of its TANF funds to the SSBG/CBG annually.

Income Limit for Transferred Funds

Please note the following statutory requirements: Section 404(d)(3)(B)  of the Social Security Act, 42 USC 604(d)(3)(B), requires that all funds transferred from TANF to SSBG “shall be used only for programs and services to children or their families whose income is less than 200 percent of the income official poverty line (as defined by the Office of Management and Budget, and revised annually in accordance with section 673(2) of the Omnibus Budget Reconciliation Act of 1981) applicable to a family of the size involved.”

Expenditure Period for TANF Transfer

The transferred TANF funds and regular SSBG/CBG funds granted are to be spent in the fiscal year awarded, or the subsequent year. Relevant statutes: Section 404(d)(3)(A) and (B) of the Social Security Act. Grant recipients also are subject to the two-year timely filing provisions contained in 45 CFR Part 95.

Online Submission 

Submit the completed annual Pre-Ex Report and IUP form in the SSBG Online Data Portal by at latest, September 1.

  • Additionally, states and territories must use the Online Data Collection System (OLDC) to submit complementary information on the grant Application for Federal Grant Assistance, using Standard Form 424-Mandatory (SF-424M).

OCS will only consider applications to be official and complete once: 

Other required fiscal reporting documents include the following:

Accessing Online Portals

At least one program contact should maintain an OLDC account to complete and submit the SF-424M. Accounts may be established and/or updated via the OLDC Access Form (attached) or via contact to Support@GrantSolutions.gov. 

SSBG Portal state designees should complete the requisite form for access. Requests may be sent to Support@SSBGPortal.net. Make sure to designate which contact will be the primary contact.

Post-Expenditure Report (Due at the End of the Fiscal Year)

As a placeholder, states and territories should know that they are required to submit a Post-Expenditure Report (Post-Ex) annually within six months of the close of each annual reporting period. States and territories use the approved OMB Form No. 0970-234 in the SSBG Portal system to report actual expenditures, services, and characteristics data at that time. States and territories are reminded to track expenditures of grant funds from their allotments throughout the year to submit accurate actual expenditure data.

The Post-Ex Report, Pre-Exp Report, and IUP are used for the analysis of the use of the block grant, including the TANF transfer, and the individuals served. This data is aggregated and informs budget decisions and national policymaking. The collected information comprises the SSBG Annual Report and Focus Reports. 

Related References

SSBG program law

SSBG regulations

These regulations include both specific requirements and general administrative requirements instead of 45 CFR Part 75 (the HHS implementation of the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards) for the covered block grant programs.

Contact Information

Please contact your OCS SSBG Program Specialist with questions directly, or send queries to the Social Service Block Grant resource mailbox at SSBG@acf.hhs.gov for assistance. 

Thank you for your attention to the upcoming deadlines for the FY 2025 SSBG and CBG. We appreciate your continued partnership in providing high-quality services to individuals, children, and families in our nation’s communities.

/s/
Beth Plewa

Program Operations Branch Chief

Social Services Block Grant

Division of Social Services
Office of Community Services