FNEP

• Participant Records
  Due monthly.
• Match Documentation
  • Consent form - good 2004-08, if not on file, due with first match agency contribution forms
  • Certification - Resubmit annually, due with grant packet material if needed.
  • Agency Contribution forms - due at least quarterly, monthly preferred
  • Extension Council Contribution forms - due at least quarterly, monthly preferred
  • Salary and Wage forms - Resubmit annually, due with first match agency contribution forms
• Regional Grant Proposals
  Due in state FNEP office by June 1.
• Agency Certification Forms
  Use the most the most updated form (99-1A) available from University Printing Services, which includes the question about owned, operated, and funded by state or local government. Agency certification forms must be filled out for any non-federal public agencies that are not on the list of non-federal public agencies approved by FNS (see list above). Forms are to be completed prior to the first site visit and are kept on file in the State FNEP Office.

EFNEP

Unit Budget Request
FNEP Coordinators, in consultation with their regional director, should prepare and submit a unit budget request by April 15 of each year. The state FNEP Administrative Director, in consultation with the Associate Dean for HES Extension and the University Extension fiscal officer, will review budget requests and award unit budgets by July 1 each year.

Unit Reports

1. ES-255 - Report on Families, Aides, 4-H EFNEP Youth, and Volunteers ES-256 - Sample Unit Report

Summary reports are prepared by the units for the current fiscal year (October 1 - September 30) using the ERS. The unit reports are compiled and submitted to ES-USDA by the state administrative office. Units selected as part of the national sample should follow the same procedures outlined for ES-255. ES-256 would need to become a part of the permanent file for units not participating in the current national sample since sample units are rotated.

2. ES-257 - Aides' List of Families

This report is a record of aides' contacts and working visits during a given months. Information contained in this report is used in preparing the summary reports (ES-255 and ES-256).

3. ES- 258 - List of Youth Participants in EFNEP 4-H

This report is a record of aides' and/or volunteers contacts and working visits during a given month.

Family Records

The Family Record has been collected in two parts since the beginning of the program and should be submitted to the regional office when a client is enrolled. The Family Records are filed at the county office.

1. Active Family Case Files

The Family Record is the basic document of the EFNEP reporting system. It should be retained as long as the family is active and for one year after becoming inactive. (These forms would be needed for an audit). To be considered active a family may be enrolled in EFNEP for a period of one year or 18 visits. Family case files should reflect the complete history of the EFNEP family and the lessons received.

2. Inactive Family Case Files

If a family has been inactive for one or more years, the inactive file may be destroyed. New case files should be established for families re-entering the programs after one or more years. The re-enrollment of families would be a rarity and limited to situations where the family's baseline data had been obtained but they had not actively participated in the program.