ACF-OCS-CSBG-AT-24-05 Tribal Plan Application FY25

Publication Date: June 24, 2024
Current as of:

Community Services Block Grant

Action Transmittal

AT#: ACF-OCS-CSBG-AT-24-05

DATE: June 24, 2024

TO: CSBG Tribes

SUBJECT: CSBG Tribal Plan Application FFY25

ATTACHMENT(S): Not Applicable

 

RELATED REFERENCES:

 Community Services Block Grant Act, Title VI, Subtitle B, of the Omnibus Budget Reconciliation Act of 1981, Public Law 97-35, as amended; Human Services Amendments of 1994, P.L. 103-252; the FY 1996 CSBG Appropriation Legislation, P.L. 104-134; CFR Title 45, Part 96; Coats Human Services Reauthorization Act of 1998, P.L. 105-285, Department of Health and Human Services Block Grant Regulations and Current Poverty Income Guidelines.

PURPOSE: 

To inform tribes and tribal organizations of the Community Services Block Grant (CSBG) tribal application and plan requirements for federal fiscal year 2025 (FFY25).

SUBMISSION and REQUIREMENTS:

According to Section 676(b) of the CSBG Act, CSBG grant recipients must prepare and submit an application and plan — hereinafter referred to as the CSBG Tribal Plan — to receive CSBG funding. 

To qualify for FFY25 CSBG funding, CSBG grant recipients must submit the completed CSBG Tribal Plan by September 1, 2024, via the Administration for Children and Families (ACF) On-Line Data Collection (OLDC) available through GrantSolutions.gov .

  • Tribes or tribal organizations with approved one-year CSBG Tribal Plan for FFY24 — In order to receive CSBG funding for FY25, these tribes and tribal organizations are expected to submit an updated SF-424 Mandatory (SF-424M) via OLDC system via GrantSolutions.gov.  

  • Tribes or tribal organizations with an approved two-year CSBG Tribal Plan for FFYs 2024 and 2025 — Previously, CSBG tribal grant recipients with accepted two-year CSBG Tribal Plans were required to submit the SF-424M the year for which a new CSBG Tribal Plan was not due. This is no longer a requirement.

CSBG TRIBAL PLAN CONTENTS:

A complete CSBG Tribal Plan must contain the information outlined below. OCS recommends the use of the CSBG Tribal Plan & Application Fillable-PDF Tool (PDF). This tool will serve as the CSBG Tribal Plan. Using this tool should reduce errors, ensure the CSBG Tribal Plan meets submission requirements, and expedite review and acceptance. In the case that a grant recipient prefers to create their own application and plan, the application and plan materials must include the content below.

  1. An electronic SF-424M: Each grant applicant must complete and submit this form through GrantSolutions.gov . The form requires name and contact information for the tribe or tribal organization’s authorizing official and the CSBG point of contact.
     

  2. Tribal Administrative Information and Transmittal Letter: A signed letter that includes: 

    1. The name of the tribe or tribal organization.

    2. The fiscal year(s) to be covered.

    3. Contact information for the tribe or tribal organization’s authorized official.

    4. Contact information for the CSBG program contact person within the tribe or tribal organization.

    5. Delegation of authority by the tribe or tribal organization’s CEO, chairperson, or president (if applicable).

  3. Tribal Resolution: If a tribal organization is representing more than one tribe, the application must include a resolution from each tribe represented, pursuant to 45 CFR 96.42(b): “A Tribal Organization representing more than one Tribe will be eligible to receive block grant funds on behalf of a particular Tribe only if the Tribe has by resolution authorized the organization’s action.”  
     

  4. Federal or State Recognition: Applicants must provide proof of federal or state recognition. If applicable, the application should provide a citation of relevant documentation, according to 45 CFR 96.44(b): “An organized group of Indians is eligible for direct funding based on state recognition, if the state has expressly determined that the group is an Indian Tribe. In addition, the statement of the state’s chief executive officer (Office of the Governor) verifying that a Tribe is recognized by that state will also be sufficient to verify state recognition for the purpose of direct funding.”
     

  5. CSBG Mission, Goals, & Objectives: The CSBG Tribal Plan should include a description of the following: 

    1. Mission and responsibilities of the agency or department within the tribe or tribal organization that will administer CSBG.

    2. How the agency or department’s mission and responsibilities align with CSBG goals and objectives.
       

  6. Evidence of Public Review (Public Hearing): The application should show evidence that the tribe or tribal organization notified stakeholders and made the CSBG Tribal Plan available for public review and comment in conjunction with development of the plan, as required by Section 676(a)(2)(B) of the CSBG Act. (PDF) 
     

  7. Use of Funds & Fiscal Controls: The application should detail the following: 

    1. The planned allocation of administrative and programmatic funding, including percentages for administrative funds and program funds for core services. (Per Section 675C of the CSBG Act, (PDF) not more than 5% can be allocated to administrative items, and not less than 95% can be allocated to program funds.)

    2. An acknowledgement and assurance that the tribe or tribal organization will abide by the CSBG limitations outlined in Section 678F of the CSBG Act. (PDF)

    3. The date and the period (timeframe) that the most recent audit covers.
       

  8. Individual and Community Income Eligibility Requirements: CSBG services are provided to those who meet specific CSBG income guidelines. Section 673 of the CSBG Act (PDF) requires that services be provided to those who meet specific CSBG income guidelines (not to exceed 125% of the poverty line). The CSBG Tribal Plan must detail: 

    1. Policies, procedures, or both for determining income eligibility.

    2. Policies, procedures, or both when individual income verification is not possible or practical.

    3. Description of how the tribe or tribal organization’s services target and benefit low-income communities for those services that provide a community-wide benefit.

  9. Statement of CSBG Assurances (Programmatic, Administrative, and Fiscal): The CSBG Tribal Plan should include the specific programmatic, administrative, and fiscal assurances precisely as they appear in the CSBG Act (PDF). All statement of CSBG Assurances signatures will be valid for two years unless there is a change in the tribal organization, tribal authorizing official, or both. 

    1. Programmatic Assurances: subsections 676(b)(1)(A) through (C) of the CSBG Act (PDF). 

    2. Administrative and Fiscal Assurances: subsections 678D(a)(1)(A) through (B) of the CSBG Act, (PDF) including certification that cost and accounting standards of the Office of Management and Budget shall apply (OMB Circulars A-110 and A-122).
       

  10. Implementation of CSBG Programmatic Assurances: The CSBG Tribal Plan must include a narrative description of how the tribe or tribal organization will carry out the required programmatic assurances. The narrative should include a description of the: 

    1. CSBG service delivery system.

    2. Geographical areas and categories of individuals to be served. 

    3. Criteria and method used for distribution of CSBG funds.

    4. Purpose of funds, including a description of the activities to be supported with CSBG funds.

    5. Linkages to fill identified gaps in services.

    6. Coordination with other public and private resources.

    7. Innovative community and neighborhood-based initiatives.

Applicants are also asked to provide optional information regarding: 

  1. Plan for the provision of emergency services. 

  2. Performance management and accountability systems.

  3. Federal Certifications: The CSBG Tribal application and plan must include four required signed certifications, including the following: 

    1. Drug-Free Workplace (PDF)

    2. Debarment, Suspension, and Other Responsibility Matters

    3. Environmental Tobacco Smoke (PDF)

    4. Lobbying

All certifications are valid for two years unless there is a change with the tribal authorizing official, tribal organization, or both.

TRAINING, TECHNICAL ASSISTANCE, AND SUPPORT

To assist with the CSBG State Plan submission, the Division of Community Assistance (DCA) created the CSBG Tribal Plan Toolkit . The Toolkit includes the most recent communications, guidance (OLDC step-by-step guides and manuals), the current version of OMB approved forms, fillable forms, webinars, and training demos. 

DCA will host a tribal application and plan webinar to assist you in your submission of the CSBG Tribal Plan on Tuesday, July 2, 2024, at 2:00 p.m. ET. Click A Pathway to Performance, Evaluation, Accountability, Accessibility, and Knowledge (PEAAK) to register.

Applicants who need assistance and are interested in applying for CSBG may contact our Tribal support contractor, Lux Consulting, at TribalTA@luxcg.com.

GrantSolutions Access

DCA encourages all CSBG grant recipients to review their GrantSolutions access and ensure that staff have been registered in the correct roles for the CSBG State Plan submission process. 

Please keep in mind:

  • CSBG grant recipients should have at least one individual assigned as the Grant Administrator. This is usually the CSBG point of contact. Individuals assigned to this role can submit, un-submit, and enter data into all CSBG forms within OLDC.

  • CSBG grant recipients should have at least one individual assigned as the Authorized Official. This must be the individual (e.g., CEO, chairperson, or president) designated in the CSBG tribal designation letter, or that person’s official designee. DCA will not accept any CSBG Tribal Plans that do not include a designation letter that clearly specifies the designated lead agency and the title of the official who is authorized to certify the CSBG Tribal Plan. 

Note: The Office of Grants Management will issue the Notice of Grant Award electronically via email distribution to the Authorized Official noted within OLDC on the SF-424M. Therefore, all CSBG grant recipients must ensure that the Authorized Official email contact information is accurate. 

Requesting new accounts: 

There is a new process for requesting a new GrantSolutions OLDC account. To receive proper access to GrantSolutions and the OLDC module, please complete the Grant Recipient User Account Request Form  (PDF). The Notice of Grant Award will also be available via the Grants Management Module (GMM) within GrantSolutions.gov. For additional information about using the new GMM, please see this video . 

ADDITIONAL SUPPORT:

For questions regarding the content of the CSBG Tribal Plan, email your assigned CSBG Program Specialist and copy CSBGStates@acf.hhs.gov. Email questions regarding GrantSolutions to CSBGData@acf.hhs.gov. 
 

Thank you for your attention to these matters. DCA looks forward to continuing to provide high-quality services to DCA partners.


/s/

Charisse Johnson
Director, Division of Community Assistance
Office of Community Services