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References: DINAP Bulletin No. 95-27; A Guide to Smartlink II, Enclosure (1), SUB-ACCOUNT STRUCTURE AND PROGRAM YEAR AND TITLE CODES. Background: Most section 401 grantees have already received their signed grant documents and Notices of Obligation (NOO's), which authorize them to operate title II-B programs for the summer of 1996 and title IV- A programs for PY 1996. Grantees who use the PMS to draw down their JTPA funds will need to use the following subaccount codes to draw down the appropriate funds. Grantees who continue to obtain their funds through the SF-270, Request for Advance or Reimbursement, will not be affected by this bulletin. Action: The new subaccount code for PY 1996 title IV-A is 8P, not 8L as previously announced in DINAP Bulletin No. 95-27. The subaccount code required to access title II-B funds for the summer of 1996 remains 8K. JTPA section 401 grantees should use these subaccount codes to draw down 1996 funds. Important Reminders: A. All other previously-issued subaccount codes remain the same, including the "split" subaccounts for title II-B funds for the summer of 1993. Grantees are reminded that, when drawing down funds under either title, the oldest remaining funds should be drawn down first, so that as many subaccounts as possible can be "zeroed out." B. Because all carry-in limits have been officially removed, the only exception to the "First In, First Out" (FIFO) rule is when a grantee is transferring funds between different grants (such as from the 99-1 grant to the B-5 grant) and wishes to leave the exact amount to be transferred (by title) in the appropriate subaccount to facilitate the transfer process. C. Grantees wishing to transfer funds from the 99-1/B-3 grant to the B-5 grant who have not already done so, should submit their transfer modifications to DINAP as soon as possible, pursuant to the instructions contained in DINAP Bulletin No. 95-12. Inquiries: Questions should be addressed to Ms. Karen Tekleberhan on (202) 219-8764 or Mr. Greg Gross on (202) 219-7509.

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References: Departmental regulations at 29 CFR 97.20(b)(7) and 29 CFR 95.21(b)(5); Treasury regulations at 31 CFR 205.7(b) and (c); DINAP Bulletin No. 95-27. Background: Most section 401 grantees have received their signed grant documents and Notices of Obligation (NOO's), which authorizes the operation of a title IV-A program for PY 1996. Grantees who use the Payment Management System (PMS) to draw down their JTPA funds should have established a regular drawdown schedule to comply with the above-referenced regulations, and to avoid having excess cash on hand. Grantees receiving grant funds through the SF-270, Request for Advance or Reimbursement are not affected by this bulletin. Information: During PY 1995, DINAP began using the attached sample printout from the Department's Grants and Contracts Management Information System (GCMIS) to analyze grantee PMS cash drawdowns against the percentage of elapsed program year, e.g., on March 15, 1996, the XYZ Tribe had drawn down $35,000 or 70.19% of their IV-A allocation and the number of days completed in the program year were 258 or 70.68% The GCMIS cash drawdown data are updated daily and available to DINAP staff for the purpose of monitoring grantee cash drawdowns. As grantees withdraw grant funds, the GCMIS system updates the new level of available funds within 24 hours. Any grantee evidencing an unusal variance (high/low) between the percentage of elapsed program year and the percentage of cash drawn down will be contacted by their Fed Rep Team to explain and possibly correct the discrepancy. Corrective action generally requires a forty-eight (48) hour reverse cash transfer procedure that is conducted through the bank that processes the grantee's PMS cash drawdowns. Approximately fifteen (15) grantees were contacted in PY 95 regarding their cash drawdowns and a few were required to take corrective action due to excess cash on hand. Action: To avoid excess cash on hand, grantees should establish a tentative drawdown schedule for PY 1996 if they have not already done so. Grantees should adhere to this schedule until a pattern of financial need is established. At that time, the drawdown schedule should be adjusted to reflect actual cash needs. This drawdown schedule should be re-evaluated periodically, perhaps monthly, to ensure that drawdowns are executed as needed thereby avoiding excess cash on hand. Additionally, drawing down too little money as opposed too much can indicate a weak financial management system. This practice can become a problem during the closeout and funds carryover process. Beginning in PY 1996, DINAP will provide each grantee on a semi- annual basis (December 31 and June 30), a copy of the the most current GCMIS status report. Grantees may also request a status report at anytime should the need arise, e.g., change in finance officer or program director, unresolved closeout issue, etc. Inquiries: Questions should be addressed to your Federal Representative team or to Greg Gross on (202) 219-7509.

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