7 AAC 78.260. Changes in approved grant project

(a) Before changing the service plan of a grant project from the terms of the grant agreement, a grantee must submit the proposed changes in writing for department approval. The department will notify the grantee of its decision within 30 days after receipt of the proposed changes.

(b) To change the beginning or ending date of a grant period, a grantee must submit for department approval a written request for the change. Within 30 days after receipt of the request, the department will review the request and notify the grantee of the decision. The grantee may not use grant money to pay an expense incurred before the beginning date or after the ending date of the grant period unless payment of the expense is authorized in writing in advance by the department.

(c) If the person designated by the grantee as director of a grant project relinquishes or expects to relinquish active direction of the grant project, the grantee shall immediately notify the department in writing. If the grantee wishes to continue the grant project, the grantee must select a replacement for the director, and must obtain department approval of the replacement.

(d) If the grantee wishes to terminate a grant project, the grantee must notify the department as required by 7 AAC 78.255(b) . The grantee shall work with the department to develop a transition plan to mitigate disruption of service to recipients of services provided under the grant.

(e) If the director of the grant project anticipates a temporary absence from the project exceeding three months, the grantee shall notify the department of the anticipated absence as soon as it becomes known to the grantee and submit an interim plan for project management during the director's absence. The department may terminate the grant if the interim plan does not meet the original terms of the grant agreement.

(f) Subject to 7 AAC 78.180(a) (4) and 7 AAC 78.280(b) , the grantee may reallocate grant money between budget categories within the total budget of a grant project to meet unanticipated expenditures necessary to the successful continuation or completion of the grant project. To reallocate grant money under this subsection, the grantee must

(1) receive department approval before reallocating an amount that exceeds 20 percent of a budget category that is increased by the reallocation, or $50,000, whichever is less;

(2) notify the department within 30 days after the end of any quarter during which the grantee reallocated an amount that is not subject to (1) of this subsection.

(g) Except as provided in (h) of this section, the grantee must submit to the department a request under this section for approval to reallocate money between budget categories within the total budget no later than 30 days after the end of the grant period.

(h) A grantee may submit a request for a retroactive line-item budget revision if an audit conducted under 7 AAC 78.230 discloses line-item expenditures that exceed the limit allowed under (f)(1)(A) of this section. The department may approve a revision under this subsection if

(1) the grantee justifies the overexpenditures as necessary to meet program goals and the desired outcomes of the grant project;

(2) the expenditures are allowable costs under 7 AAC 78.160; and

(3) the grantee has no other source of income to pay the overexpenditures.

(i) A grantee may reallocate grant money between a direct cost budget category and an indirect cost budget category only to the extent allowed by any federally-approved indirect cost rate agreement.

History: Eff. 4/11/81, Register 78; am 7/21/2002, Register 163; am 6/24/2004, Register 170

Authority: AS 18.05.040

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