Ill. Admin. Code tit. 44 § 7000.260

Current through Register Vol. 48, No. 49, December 6, 2024

Section 7000.260 - Maintenance and Use of the Illinois Stop Payment List

a) The Grantee Compliance Enforcement System is described in Section 7000.80.

b) If an awardee is not compliant with the grant terms stated in Section 7000.80(f)(1) or Section 7000.80(f)(2), the State awarding agency must place the awardee on temporary Stop Payment Status pursuant to Section 7000.80(g).

c) If the awardee is not compliant with grant terms stated in Section 7000.80(f)(3), the State awarding agency shall place the awardee on permanent Stop Payment Status.

d) The State agency can add or remove an awardee to the Illinois Stop Payment List in one of two ways:

1) By direct data entry into the Illinois Stop Payment List through the GATA implementation website; or

2) By using an automated data transfer to the Illinois Stop Payment List from the State agency's grants management system. (Automated data transfers are strongly recommended to maintain data integrity. Data transfers can be coordinated through GOMB's Information Technology Manager.)

e) State agency protocols shall establish a methodology for the State agency to withhold payments at the entity level as prescribed in Section 7000.80(f)(1)(C).

1) The State agency shall have authority to override the payment hold and generate payment to the entity.

2) The circumstances requiring the override shall be documented and maintained by the State Agency.

3) If an outstanding report is not submitted within the timeframe stated in Section 7000.80(f)(1)(D), the State agency shall proceed with temporary Stop Payment Status as prescribed in Section 7000.80(f)(1)(D).

4) The State awarding agency shall place the awardee on temporary Stop Payment Status for other occurrences of noncompliance, in accordance with Section 7000.80(f)(2).

5) The State awarding agency shall place the awardee on permanent Stop Payment Status in accordance with Section 7000.80(f)(3).

6) The State Agency shall perform the following due diligence before adding an awardee to the Illinois Stop Payment List:

A) The agency shall notify the awardee in writing of the pending Stop Payment Status. The notice shall include:

i) Applicable grant name and number;

ii) The specific noncompliance issues with supporting facts (e.g., specifications of delinquency);

iii) Instructions for correcting the noncompliance issues, if applicable;

iv) Contact information to inquire or coordinate corrective action; and

v) The following statement: "State agencies cannot execute or increase grants to entities on Stop Payment Status. Payments to entities on the Illinois Stop Payment List are subject to additional authorization."

B) If the awardee does not respond or take corrective action to the notice of Stop Payment Status within 15 calendar days, the State agency shall put the awardee on the Illinois Stop Payment List.

7) The following information is required for the Illinois Stop Payment List:

A) Awardee's FEIN;

B) Awardee's DUNS number;

C) Awardee's name;

D) Stop Pay Date (date the Stop Payment Status was effective);

E) Stop Pay Reason (applicable noncompliance issues); and

F) Agency Contact (name, phone number and email address of State agency personnel with knowledge of the noncompliance issue).

8) The State agency can add an awardee to the Illinois Stop Payment List in one of two ways:

A) By direct data entry into the Illinois Stop Payment List through the GATA implementation website; or

B) By using an automated data transfer to the Illinois Stop Payment List from the State agency's grants management system. (Automated data transfers are strongly recommended to maintain data integrity. Data transfers can be coordinated through GOMB's Information Technology Manager.)

f) When the noncompliance issue is resolved, the State agency that placed the awardee on the Illinois Stop Payment List shall remove it from the Illinois Stop Payment List pursuant to Section 7000.80(j) and Section 7000.260(d). The methodology described in subsection (b)(6) is applied to remove a grantee from the Illinois Stop Payment List.

Ill. Admin. Code tit. 44, § 7000.260

Adopted at 42 Ill. Reg. 18916, effective 10/5/2018.

Amended at 47 Ill. Reg. 7893, effective 5/23/2023