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108.2 Subgrantee/Contractor Administration

The Subgrantee’s Administrative costs do not include program expenses that are directly tied to the household transactions and client services. Administrative costs are associated with the agency functions of a general nature.

Administrative Costs: Those “dollars” to be expended for operating, planning and developing the DEAP, that are not part of client service dollars (i.e. heating, crisis, furnace repair and replacement, cooling, weatherization or activities under Assurance 16); or program costs. Examples of administrative expenses include, but are not limited to: salaries, pensions, health benefits, printing, contractual, telephone, supplies, and travel.

Sub grantee administrative expenses are a part of the overall 10% limitation on administrative expenditures for the program.

108.3 Subgrantee/Contractor Program

The Subgrantee’s Program costs include the program expenses that are tied to direct household transactions and client services. These costs include DEAP staff that provides direct services to clients; such as intake, and appointment scheduling. Program costs also include the direct costs to the program for supplies, promotional items and costs, printing, postage, and travel to outreach sites or client homes, to provide direct services to clients.

Program Costs: These include expenses directly associated with providing client services. Examples of program costs include the direct costs of prescreening and intake of clients, case management, LIHEAP data entry, mailings to clients, energy education and materials for clients, mileage costs incurred while providing outreach and direct services to clients, program related training of the staff that provides direct services to the clients. Please seek guidance from LIHEAP Administrator to verify program costs.

109. RECORDS RETENTION

The subgrantee must retain and make available all records regarding the receipt and expenditure of program funds. All records are to be maintained for a period of three (3) years from the date sub grantee submits to DHSS/DSSC. Financial records (including reports, budges, audits, etc.) are to be maintained for a period of five (5) years from the date sub grantee submits to DHSS/DSSC; or, one (1) year from the resolution of any outstanding administrative, program or fiscal audit question, or legal action, whichever is later.