Okla. Admin. Code § 780:10-5-8

Current through Vol. 41, No. 24, September 3, 2024

Section 780:10-5-8 - [Effective 9/11/2023] [Effective 9/14/2023] Project funding for American Rescue Plan Act Monies

(a)Purpose. The purpose of the Health Care Workforce Development Grant program is to use federal funds distributed to the State of Oklahoma pursuant to the American Rescue Plan Act, Pub. L. No. 117-2 (Mar. 11, 2021) ("ARPA"), to help recruit, educate, and stabilize Oklahoma's health care workforce. The Oklahoma Legislature designated the Oklahoma Department of Career and Technology Education (ODCTE), in conjunction with the Health Care Workforce Training Commission as a pass-through entity through which federal ARPA funding will be distributed to grantees for specific healthcare workforce projects, including, but not limited to, capital improvements to nursing schools. Funding shall be available to not more than thirteen technology center school districts for instruction in nursing programs, as outlined in S.B. 9xx, 58th Leg., 2d Spec. Sess. (Okla. 2022) (enacted). Such funding shall be used as recommended and approved by the Joint Committee on Pandemic Relief on June 7, 2022.

(b)Invoices. All funding shall be on a reimbursement basis. In order to obtain reimbursement, grantees shall electronically send periodic invoice packets to the ODCTE Chief Financial Officer or their designee for approval.

(1) Invoice packets must include the following:

(A) Completed and signed request for reimbursement form to be provided by ODCTE.

(B) Copies of paid Vendor invoices for all purchases.

(C) OCAS Detailed Expenditure report reflecting purchase order date, warrant date and amount paid, utilizing appropriate project coding.

(D) A brief justification of all expenses (one to two sentences explaining how the purchase benefits the project); and

(2) Invoices shall not be submitted to CareerTech for reimbursement before performance is completed by the vendor and accepted by the grantee, including physical receipt of goods. A grantee must sign the invoice or receipt to verify that the item or service has been received.

(c)Internal controls. Grantees must establish and maintain effective internal controls over the federal award that provide reasonable assurance that they are managing the awards in compliance with federal statues, regulations, and the terms and conditions of the award. Some of the applicable federal compliance, reporting, and contract requirements include:

(1) American Rescue Plan Act, Pub. L. No. 117-2 (Mar. 11, 2021), as amended;

(2) U.S. Treasury Final Rule, Coronavirus State and Local Fiscal Recovery Funds, 87 Fed. Reg. 4338 (Jan. 27, 2022), and all other applicable federal rules, policies, guidance, procedures, and directives including reporting and compliance guidance, as amended;

(3) Uniform Guidance (Part 200 of Title 2 of the C.F.R.), including Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, as amended; and

(4) Single Audit Act Amendments of 1996, Pub. L. No. 104-156 (July 5, 1996), as amended.

(d)Monitoring. The Oklahoma Department of Career and Technology Education shall monitor the grants to ensure that funds are expended in accordance with state and federal regulations to help recruit, educate and stabilize Oklahoma's health care workforce, as recommended and approved by the Joint Committee on Pandemic Relief on June 7, 2022. Periodic performance reports shall be sent to the Health Care Workforce Training Commission. If bidding was done by the grantee, bidding documentation with justification for why the vendor was chosen will be examined during monitoring by CareerTech.

(e)Repayment of funds. The grantee shall repay the award or portion of the award if: any funds received were issued in error; are based on incorrect representations; or any costs forming the basis of an award under this program have been or will be covered by other federal grants or awards or federally forgiven loans received by the grantee. The final determination of whether there has been a duplication of benefits and the amount to be repaid, if any, will be made by ODCTE.

(f)Maintenance of records. The grantee shall maintain and make available to the State of Oklahoma and/or U.S. Treasury, upon request, all documents and financial records sufficient to establish compliance with ARPA. Records and supporting documentation must be maintained for a period of five (5) years after all funds have been expended or returned to U.S. Treasury, whichever is later. However, if any litigation, claim, or audit begins before the end of that five-year period, all records must be retained until all litigation, claims, or audit findings involving the records have been resolved and the final action has been taken. Moreover, all records relating to real property shall be retained until three (3) years after final disposition of the property.

Okla. Admin. Code § 780:10-5-8

Adopted by Oklahoma Register, Volume 40, Issue 16, May 1, 2023, eff. 12/20/2022

Adopted by Oklahoma Register, Volume 40, Issue 24, September 1, 2023, eff. 9/11/2023