Page 244

EAP Policy Manual FFY24 Chapter 12 Communication, Information and Reports Page 12 What to report: 1. Timing of change: • Executive Director’s last date of employment OR • First date of Executive Director’s extended absence OR • Last date (if known) of Executive Director’s extended absence. 2. New Executive Director’s Information: • Name. • Phone number and extension. • E-mail address. • Address if different from previous Executive Director. • Start date. • Executive Director status (interim or permanent). Change in Board Chair or Authorized Representative The EAP contract contains the name and title of the Service Provider’s Board Chair or Authorized Representative, who is the official contact for high level, legal affairs pertaining to the contract. Service Providers must maintain an identified Board Chair or Authorized Representative throughout the contract period. The EAP Contract also states: “If the Service Provider’s Authorized Representative changes at any time during this grant contract, the Service Provider must immediately notify the State.” Notification must include a statement such as, “[name], [title] is the new Board Chair/ Authorized Representative for [name of Service Provider] effective [date].” The notification must come from the Executive Director or Board Chair. The Service Provider should notify Commerce of a Board Chair or Authorized Representative change as soon as the change is known. This applies to both permanent and interim changes. Who reports: Service Provider’s Board Chair or Executive Director. How to report: Written, signed notification to the Commerce EAP Director.on agency letterhead with a copy of Board minutes appointing the Board Chair or Authorized Representative. Appendices 12A – EAP Financial Status Report (this form is found in eHEAT) 12B – Expenditure Detail Report