Low Income Home Energy Assistance Program
Division of Energy Assistance/OCS/ACF
Important Information Regarding FY 2000 Grants
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THIS CONTAINS INFORMATION ISSUED BY THE U.S. ADMINISTRATION FOR CHILDREN
AND FAMILIES IN LIHEAP INFORMATION MEMORANDUM TRANSMITTAL NO. LIHEAP-IM-2001-10,
DATED 12/19/00
TO: LOW INCOME HOME ENERGYASSISTANCE PROGRAM (LIHEAP)
GRANTEES AND OTHER INTERESTED PARTIES
SUBJECT: Important Information Regarding FY 2000 Grants
RELATED Low Income Home Energy Assistance Act, Title XXVI
REFERENCES: of the Omnibus Budget Reconciliation Act of l981,
Public Law 97-35, as amended: the Consolidated
Appropriations Act, 2000 (Public law 106-113); and
the Emergency Supplemental Act of 2000 (Public Law
106-146, signed into law on July 13, 2000);
Information Memoranda on Emergency Contingency
Funds: LIHEAP-IM-2000-7 dated 2-9-2000, IM-2000-8
dated 2-15-2000, IM-2000-9 dated 2-18-2000, IM-
2000-23 dated 8-1-2000, IM-2000-26 dated 9-14-
2000, IM-2001-1 dated 10-10-2000; IM-2000-19 dated
5-19-2000 on Leveraging Grant Awards; IM-2000-25
dated 9-8-2000 on Reallotment Awards; and AT-2001-1
dated October 18, 2000 on SF-269A, Reporting
Requirements.
PURPOSE: To provide grantees with important information
regarding the correct accounting information,
obligation period and use of contingency, reallotment
and leveraging grant funds issued in FY 2000.
BACKGROUND: In FY 2000, grantees received regular LIHEAP
funds, numerous issuances of emergency contingency
funds, reallotment funds, and leveraging award
funds. Some of these grant awards were re-issued
due to incorrect information on the grant awards
regarding the accounting information or obligation
period. This memorandum is to make you aware of
these problems and to provide guidance in the
obligation and reporting of these funds.
CONTENT: Below, we have listed the types of grant
awards issued in FY 2000, the correct accounting
information, the correct obligation period and any
special restrictions on the use of the funds.
REGULAR LIHEAP FUNDS
State grantees received Regular FY 2000 LIHEAP
Funds in accordance with their estimates of
quarterly obligations or, if an estimate was not
provided by the State, funds were disbursed
quarterly in four equal amounts. Tribal and
territorial grantees usually received one grant
award that provided their total FY 2000 allotment
of regular LIHEAP funds. Regular grant awards can
be used to support grantee heating programs,
cooling programs, crisis programs, and programs
that provide low-cost weatherization and other
energy-related home repair. Ten percent of funds
may be used for administration (20% of the first
$20,000 and 10% of the remaining allotment for
tribes) and 10 percent may be carried over into
the following fiscal year. Up to 15% of funds may
be used for low-cost weatherization or other
energy-related home repair (unless the state
requested and received a waiver to use up to 25%).
The accounting information on these grants is:
Appropriation: 75-0-1502
CAN*: G992201
Grant Document Number: G00B1(state
abbreviation)LIEA
*The "CAN" is the "Common Accounting Number"
that designates the ACF account to which
these funds are apportioned.
Obligation Period: 90% of the grantee's regular
LIHEAP allotment must be obligated by September
30, 2000. 10% of funds may be carried over for
use in FY 2001.
Form 269A Reporting Requirement: Obligations for
regular LIHEAP funds issued with this grant
document number can be reported together on Form
269A, due December 31, 2000. When filling out
this form, please use the instructions provided to
you in AT-2001-1 and attached to this memorandum.
Do not use the instructions printed on the back of
the form.
CONTINGENCY FUNDS
Contingency grant awards dated:
October 19, 1999 for New Jersey;
January 28, 2000 for 11 states and their tribes;
February 14, 2000 for all grantees; and
February 17, 2000 for 31 states and their tribes
These contingency funds should be obligated and
expended under the same rules and requirements of
regular LIHEAP funds. This means that
these funds may be used for heating programs,
cooling programs, crisis intervention programs,
and low cost weatherization and other energy-
related home repair. They may be added to the
grantee's allotment to compute the 10 percent used
for administration, the 10 percent carryover amount,
and the 15% amount (or up to 25% if a waiver was received)
to be used for weatherization and energy-related home
repair. The accounting information on these grant
awards is:
Appropriation: 75-0-1502
CAN: G992203
Grant Document Number: G0001(state abbreviation)LIE3
Obligation Period: 90% of these grants must be
obligated by September 30, 2000. 10% may be
carried over for use in FY 2001.
Form 269A Reporting Requirement: The Grant
Document Number is different from regular funds.
Obligations for these contingency funds may be
reported together since they have the same grant
document number. They should be reported,
however, on a different 269A form than regular
LIHEAP funds. When filling out this form, please
use the instructions provided to you in AT-2001-1
and attached to this form. Do not use the
instructions printed on the back of the form.
Contingency grant awards dated:
July 31, 2000 to 8 states and their tribes
July 31, 2000 to the State of Alaska and 4
Alaskan Native Villages
Funds granted to the 8 states and their tribes
(not including Alaska or 4 Alaskan Native
Villages) should be obligated and expended under
the same requirements of regular LIHEAP funds.
These funds can be used to provide heating,
cooling, crisis, and weatherization programs.
They can be used to compute the 10% amount
available for administrative costs and can be used
to compute the 10% carryover amount for use in the
following fiscal year. In these eight states and
tribes, 90 percent of these contingency funds must
be obligated by September 30, 2000.
For Alaska and 4 Alaskan Native Villages, these
contingency funds can also be used exactly like
regular LIHEAP funds except that they can be
carried over to FY 2001 without regard to the 10%
carryover limit. In most cases, these funds cannot
be added to the base to determine the amount for
carryover to be used in FY 2001. If any of these
funds were obligated in FY 2000, the obligated
amount may be added to the base to compute the
carryover amount for FY 2001.
The accounting information on these grant awards
is:
Appropriation: 75-X-1502
CAN: G992665
Grant Document Number: G00B1(state
abbreviation)LIEA**
**The grant document number on these grants and
subsequent contingency grant awards should be
different from regular and previously released
contingency funds. However, due to an internal
error, the grant number reflects the grant
document number for regular funds. This may cause
problems in grantee accounting systems and in
reporting obligations on the newly required Form
269A due December 31, 2000. We suggest that you
add the CAN number to the grant document number to
distinguish this grant from other earlier grant
awards. The document number would read:
G00B1(state abbreviation)LIEA-G992665.
Obligation Period: For 8 states and their tribes
(not including Alaska and Alaskan Native Villages)
90% of these funds must be obligated by September
30, 2000. 10% may be carried over and used in FY
2001.
For Alaska and 4 Alaskan Native Villages, the 10%
limit on carryover funds is waived. The total
amount of these grant awards may be carried over
for use in FY 2001. 100% of these grants must be
obligated by September 30, 2001.
Form 269A Reporting Requirement: Obligations of
these funds may be reported together with
contingency funds issued on grants dated September
27, 2000, since they have the same grant document
number and CAN number. They must be reported
separately from regular funds and earlier issued
contingency funds on Form 269A. When filling out
this form, please use the instructions provided to
you in AT-2001-1 and attached to this memorandum.
Do not use the instructions printed on the back of
the form.
Contingency grant award dated:
August 24, 2000 to the State of California
These funds granted to the State of California may
be used like regular LIHEAP funds except these
funds may be carried over into FY 2001 without
regard to the 10% limitation for carryover funds.
In most cases, these funds cannot be added to the
base to determine the amount of carryover into FY
2001. If any of these funds were obligated in FY
2000, that amount of obligation may be added to
the base to compute the carryover amount for FY
2001.
The accounting information for this grant award
is:
Appropriation: 75-X-1502
CAN: G992665
Grant Document Number: G00B1(state
abbreviation)LIEA**
** The grant document number on these grants and
subsequent contingency grant awards should be
different from regular and previously released
contingency funds. However, due to an internal
error, the grant number reflects the grant
document number for regular funds. This may cause
problems in grantee accounting systems and in
reporting obligations on Form 269A due December
31, 2000. We suggest that you add the CAN number
to the grant document number to distinguish this
grant from other earlier grant awards. The
document number would read: G00B1(state
abbreviation)LIEA-G992665.
Obligation Period: The requirement to obligate
90% of funds by September 30, 2000 has been
waived. 100 % of these funds must be obligated by
September 30, 2001.
Form 269A Reporting Requirement: Obligations of
these funds may be reported together with
contingency funds issued on grants dated September
27, 2000, since they have the same grant document
number and CAN number. They must be reported
separately from regular funds and earlier issued
contingency funds on Form 269A. When filling out
this form, please use the instructions provided to
you in AT-2001-1 and attached to this memorandum.
Do not use the instructions printed on the back of
the form.
Contingency Grant Awards dated:
September 27, 2000 to all grantees
These grants may be used like regular LIHEAP funds
except these funds may be carried over into FY
2001 without regard to the 10% limitation for
carryover funds. In most cases, these funds
cannot be added to the base to compute the
carryover amount for FY 2001. If any of these
funds were obligated in FY 2000, that amount of
obligation may be added to the base to compute the
carryover amount for FY 2001.
The accounting information for these grant awards
is:
Appropriation: 75-X-1502
CAN: G992665
Grant Document Number: G00B1(state
abbreviation)LIEA**
** The grant document number on these grants and
subsequent contingency grant awards should be
different from regular and previously released
contingency funds. However, due to an internal
error, the grant number reflects the grant
document number for regular funds. This may cause
problems in grantee accounting systems and in
reporting obligations on Form 269A due December
31, 2000. We suggest that you add the CAN number
to the grant document number to distinguish this
grant from other earlier grant awards. The
document number would read: G00B1(state
abbreviation)LIEA-G992665.
Obligation Period: These grants are not subject to
the 10% carryover limit, since the requirement to
obligate 90% of funds by September 30, 2000 has
been waived. 100 % of these funds must be
obligated by September 30, 2001.
Form 269A Reporting Requirement: These funds must
be reported separately from regular funds and
earlier contingency funds on Form 269A.
(Obligations for funds issued on grant awards
dated July 31 and August 24 may be included in
this report since they contain the same grant
document number and CAN number.) When filling out
this form, please use the instructions provided to
you in AT-2001-1 and attached to this memorandum.
Do not use the instructions printed on the back of
the form.
REALLOTMENT FUNDS
September 14, 2000 to most LIHEAP grantees
These funds were issued to all LIHEAP grantees
that would receive at least $25 or more, according
to the normal block grant formula. These funds
should be used as if issued as FY 2000 regular
LIHEAP funds. They may be used to support LIHEAP
heating programs, cooling programs, crisis
intervention programs, and weatherization
programs. They may be added to the base to
determine 10% for administrative costs and 10%
carryover funds. They may be carried over into FY
2001 subject to the 10% carryover limit.
Appropriation: 75-9/0-1502
CAN: G995620
Document Number: G-00B4(State Abbreviation)LIE4
Obligation Period: 90% of these funds must be
obligated by September 30, 2000. 10% may be
carried over to FY 2001 and must be obligated no
later then September 30, 2001. (Two non-monetary
grants have been issued to correct the grant
period (October 1, 1999 to September 30, 2001) and
the obligation period.
Form 269A Reporting Requirement: These funds must
be reported on a separate form from regular LIHEAP
funds, contingency funds, and leveraging funds.
When filling out this form, please use the
instructions provided to you in AT-2001-1 and
attached to this memorandum. Do not use the
instructions printed on the back of the form.
LEVERAGING INCENTIVE PROGRAM FUNDS
May 22, 2000 (corrected copies dated June 12,
2000) to those states, tribes and territories
that applied for the Leveraging Incentive
Program
Leveraging award funds may be used to provide
benefits for grantees' heating, cooling, crisis
and weatherization programs. Leveraging award
funds may not be used for administrative costs but
can be used in the base to compute the 10 percent
amount to be used for administration. Leveraging
award funds cannot be used in the base to compute
the carryover amount but can be carried over into
FY 2001 without regard to the carryover limit.
Leveraging award funds cannot be added to the base
to compute the 15% for weatherization but can be
used for weatherization without regard to the 15%
limitation on the use of weatherization funds.
The accounting information for these grants is:
Appropriation: 75-0-1502
CAN: G992204
Grant Document Number: G00B2(state
abbreviation)LIEA
Obligation Period: Leveraging award funds are not
subject to the 10% carryover limit. 100% of funds
must be obligated by September 30, 2001.
Form 269A Reporting Requirement: No Form 269A is
required for these funds.
SUBMITTING FORMS 269A
Forms 269A should be mailed to:
Jennell Washington
Fiscal Management Specialist
OCSE/OMG
Office of Mandatory Grants
370 L'Enfant Promenade, SW
Washington, D.C. 20447
INQUIRIES TO: Charlotte Abney
Division of Energy Assistance
Office of Community Services, ACF, HHS
370 L'Enfant Promenade, S.W.
Washington, D.C. 20447
Telephone: (202) 401-5334
Internet: cabney@acf.dhhs.gov
ATTACHMENT: Instructions for completing LIHEAP form 269A
____________/s__________
Janet M. Fox
Director
Division of Energy Assistance
Office of Community Services
Attachment 1
Low Income Home Energy Assistance Program (LIHEAP)
Instructions for Completing Financial Status Report (Short Form)
SF-269A
This form is due by December 31 of each year for funds obligated
during the previous fiscal year. Grantees should complete one
form for funds awarded under each grant (document) number. For
example, separate forms should be completed for block grants and
contingency funds. A form is not required for leveraging
incentive awards. In addition, a separate form should be filed
for each fiscal year's funds. For example, one form should be
filed for FY 2000 block grant funds obligated in FY 2000, and a
separate form should be file for FY 1999 block grant funds
obligated in FY 2000. Please follow these instructions and
disregard the instructions on the back of the printed SF-269A.
Item 1 - Federal Agency and Organizational Element to Which
Report is Submitted: For LIHEAP funds, this is the Department of
Health and Human Services, Administration for Children and
Families, Office of Community Services, which may be abbreviated
as "DHHS/ACF/OCS"
Item 2 - Federal Grant or Other Identifying Number Assigned by
Federal Agency: Enter the document number from the DHHS Notice
of Grant Award.
Item 3 - Recipient Organization: Enter the name and complete
address of the entity that receives the grant award, i.e., the
State agency name and address from the Notice of Grant Award.
Item 4 - Employer Identification Number: Enter the employer
identification number from the Notice of Grant Award
Item 5 - Recipient Account Number or Identifying Number: For the
grantee's internal use. You may record any identifying number
assigned under the grantee's fiscal tracking system. No entry is
required.
Item 6 - Final Report: Check "yes" if you are reporting that all
funds have been obligated or if the permissible period for
obligating funds has expired. Check "no" if you are reporting
unobligated funds that the grantee obligated or will obligate
during the subsequent fiscal year.
Item 7 - Basis: No entry is required.
Item 8 - Funding/Grant Period: Enter the grant period on the
Notice of Grant Award. For example, the grant period for FY 2000
LIHEAP block grant funds is 10/01/1999 to 9/30/2001.
Item 9 - Period Covered by this Report: Record the dates for
which obligations are being reported. For example, each of the
reports due on 12/31/2000 should cover 10/1/1999 to 9/30/2000
whether you are reporting on FY 2000 or FY 1999 funds.
Item 10a-10g - No information is required.
Item 10h - Total Federal funds authorized for the funding period:
Record the total grant allotment from your Notice of Grant Award
(for the period specified in Item 8), including any funds
obligated during the previous fiscal year. Please be sure you
are recording the total for all Notices of Grant Award issued for
that document (grant) number.
Item 10i - Unobligated balance of Federal funds: Record the
total grant allotment (Item 10h) minus all funds obligated during
this or the preceding reporting period. For example, in a report
on obligation of FY 1999 block grant funds carried over into
FY 2000, you would subtract the total amount obligated in FY 1999
and in FY 2000 from the original grant total.
Item 11 - Indirect Expense: No entry required
Item 12 - Remarks: Record the date of the last obligation during
the reporting period specified in Item 9. Example: Last
obligation 8/30/2000 (if August 30 was the date you made your
last obligation during FY 2000).
Item 13 - Certification: A signature is required. The document
should be signed by the official in the best position to certify
that the information provided is correct. Enter the name, title,
and telephone number of the person who signs the certification,
and the date it was signed.
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