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South Carolina Department of Public Safety |
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 Office of Justice
Programs -
TO:
All Office of Justice Programs Subgrantees
Act 376 of 2006 amended the Consolidated Procurement Code and some of these revisions have implications for grant projects administered by the South Carolina Department of Public Safety. The most important changes (effective July 1, 2006) concern mileage reimbursement, hotel costs and competitive procurement procedures.
Regarding mileage reimbursement, the allowable rate must continue to conform to whatever rate is established by your agency or local unit of government. However, the maximum allowable rate for which we will reimburse has been raised to $0.445 per mile.
Hotel costs are now subject to the federal rate which is established by the General Services Administration (GSA). These rates vary by location and season. Before hotel reservations for a grant-funded employee are made, project directors should confirm that the hotel rate (excluding taxes and surcharges) is within the allowable federal rate. This can be determined by viewing the GSA web site at this link:
Lodging costs exceeding the GSA rates (excluding taxes and surcharges) cannot be reimbursed, even if higher rates are authorized by your agency or local unit of government. Procedures for requesting approval for travel from the Office of Justice Programs remain the same. Reimbursement for the maximum amount of subsistence for meals has not changed and remains $25 per day for in-state travel and $32 per day for out-of-state travel.
Finally, for any items costing between $2,501 to $4,999, documentation of written quotes must be maintained in your files and are subject to audit (but do not have to be submitted to our office).
The following Grant Terms and Conditions on your award(s) from the South Carolina Department of Public Safety are hereby amended to conform to this new legislation:
15. Bidding Requirements: The subgrantee must comply with proper competitive bidding procedures as required by 28 CFR Part 66 (formerly OMB Circular A-102) or OMB Circular A-110, as applicable. On any items, including those bids in the aggregate, whose total cost is less than $5,000, the bids do not have to be submitted to the SFA for review and approval, but adequate documentation must be maintained in the subgrantee’s files. For items costing $2,501 to $4,999, this documentation must include written quotes. For items $2,500 or less, written documentation of verbal quotes is acceptable. On any items, including those bids in the aggregate, whose total cost is more than $5,000 or more, bids must be submitted to the SFA for review and approval prior to acceptance of any bid. Please refer to the Administrative Procurement Procedures for further instructions. 16. Personnel and Travel Costs: Personnel and Travel costs must be consistent with the agency's policies and procedures and must be applied uniformly to both federally financed and other activities of the agency. Travel costs must not exceed the federal rate established by the General Services Administration. These rates vary by location and season and are updated annually at www.gsa.gov. Attendees will only be reimbursed up to the maximum allowable rate, excluding taxes and surcharges. If travel costs are included in the grant application, a copy of the agency's policies and procedures manual or its Board's signed minutes must be submitted with the application which provides mileage and per diem rates.
Please contact our office of the Office of Accounting-Grants (803-896-5457) with any questions you may have regarding these revisions.
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