4000 Title IV-E Training Contracts With Universities
Title IV-E Training Contracts Financial Handbook February 2013
DFPS enters into contracts with educational institutions to provide short- and long-term training for employees, potential employees, foster or adoptive parents, and other groups allowed under the federal regulations for Title IV-E.
Pursuant to OMB Circular A-133, Audits of States, Local Governments, and Non-Profit Organizations, university contracts are considered to be a sub-recipient contract. A sub-recipient is a nonfederal entity that uses a federal award received from a pass-through entity, such as DFPS, to carry out a federal program. (The term sub-recipient does not include an individual who is a beneficiary of such a program.)
To be allowable under Title IV-E, training must be relevant to child and family services policies, programs, and practices, as they:
• apply to foster care maintenance and adoption assistance; and
• contribute to a child’s safety, well-being, and permanency of placement.
The training must also support the cross-system coordination and consultation basic to the development of the state plan and in accordance with the Federal Code of Regulations.
45 C.F.R. §235.63, §235.64, §235.65, §235.66(a)
4100 Recipients of Title IV-E Training
Title IV-E Training Contracts Financial Handbook February 2013
Who Is Eligible for Training
Title IV-E training may be provided to:
• students preparing for employment with DFPS; and
• DFPS employees whose activities are integral to the administration of Title IV-E program services, as specified in 45 CFR §1356.60(c)(1)(2).
In addition, short-term training may be provided to:
• current or prospective foster or adoptive parents; and
• employees of child care institutions that are approved or licensed by the state and provide state licensed or approved care to foster children who receive Title IV-E assistance.
DFPS Current and Prospective Employees
Federal financial participation (FFP) is available for DFPS employees and persons preparing for employment by the state or local agency, provided that the following conditions are met.
• An employee in full-time, long-term training commits to working for DFPS for a period of time that is at least equal to the period for which the financial assistance is granted, unless the employee dies, becomes disabled, or is not selected for a Title IV-E allowable position, or the training program is discontinued;
• An employee retains his or her rights and benefits at the agency while on full-time, long-term training leave.
• A person preparing for employment with DFPS is selected by DFPS and accepted by the university training program.
• A person preparing for employment is pursuing educational programs approved by DFPS.
• A person preparing for employment is committed to work for a state or local agency for a period of time that is at least equal to the period for which financial assistance is granted, if employment is offered within two months after training is completed.
• A person preparing for employment is offered a job with DFPS upon completion of training (unless precluded by merit system requirements, legislative budget cuts, position freezes, or other circumstances beyond DFPS’s control, or if DFPS is unable to offer employment and releases the individual from his or her commitment).
• DFPS keeps a record of the employment of persons trained. If a trainee is not employed by DFPS, the record specifies the reason that the trainee was not offered employment.
• FPS evaluates the training programs.
• Any recoupment of funds by the state from trainees failing to fulfill their commitment under this section (4100 Recipients of Title IV-E Training) is treated as a refund and deducted from total training costs for the purpose of determining net costs for FFP.
45 C.F.R. §235.63(b)