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									Matching Grant 101
   Director’s and Co-
 sponsorship Developer’s
       Conference
   Miami, June 2010
Matching Grant
What is it ?


  Where does the Money
  Come From?
A welfare alternative funded by the Office
of Refugee Resettlement (ORR).
 Provides resettlement assistance to
 refugees, asylees, and other eligible
 clients

 Emphasis on Employment Services


 Administered by the national voluntary
 agencies
It is not a housing subsidy!
       It is an
Employment Focused
alternative to Welfare.
Public/ Private Partnership
Enables affiliates to fund:
additional staff time for expanded
 case management and
 employment services
Cash support for eligible clients for
 an extended period
Funding
 Voluntary agencies receive federal funds in the
  amount of $2,200 per client.
 A predetermined amount is passed through to
  the affiliate agencies, provided that the required
  match is met.
 Funds are to be spent providing MG services
  and cash assistance to MG clients.
             MG Program Goal


To support clients in achieving
economic self-sufficiency within
 120 to 180 days after the date
 of eligibility, without accessing
     public cash assistance.
Duration of Services


   Clients are enrolled in the
     program for a period of
              180
 days from the date of eligibility.
Self Sufficiency
Economic self sufficiency means earning a
  total family income at a level that enables the
  family unit to support itself without receipt of a
  cash assistance grant.

Clients receiving food stamps and/ or Medicaid
  without cash assistance are considered self
  sufficient.
ENROLLMENT CRITERIA
   AND STRATEGIES
Eligible Populations
 Refugees
 Asylees
 Cuban and Haitian Entrants
 Certain Amerasians from Viet Nam
 Victims of a Severe form of Trafficking
 Iraqi and Afghan aliens granted special
  immigrant status (SIVs)
Other Eligibility Requirements

At least one member of the
 case must be deemed
 employable and wish to work.

Clients must be enrolled within
 31 days of the date of eligibility.
Ineligible Populations
Those expected to receive SSI


Clients who are already self-
 sufficient

Clients receiving ANY form of
 public cash assistance
Dates of Eligibility
 Refugees and Amerasians: Date of arrival
 Cuban Haitian Entrants or Iraqi/ Afghan
  SIVs: Date they obtain status
 Asylees: date of final grant of asylum
   **Note that ORR may grant an exception
  for asylees who receive their letter granting
  asylum significantly later than the actual
  date of asylum grant.
 Victims of Trafficking: date of certification
  or eligibility letter
120 and 180 Day Measures
 are taken from the date of
 eligibility, NOT the date of
          enrollment!
Employability


Determined by family and agency
Ages 18-64
At least one client per case must
 be employable
ORR Definition
Employable:
 A person who is between the ages
 of 18 and 64 and is determined by
 the family and serving agency as
 either a needed wage earner or an
 additional wage earner who desires
 to work.
Enrollment
Some Enrollment Strategies
 Enrollment into the MG Program must be a
  choice!
 MG is meant to serve the people who need it
  most, not necessarily those who are
  seemingly the best candidates for early
  employment.
 Avoid profiling.
 Cases who plan to out-migrate should not be
  enrolled.
Refugee clients must enroll
   with an affiliate of the
   VOLAG that resettled
           them.
Exceptions
 If a case out-migrates within their period of
  eligibility, and no affiliate of their resettling
  VOLAG exists in the new location, they may
  enroll with an affiliate of another VOLAG with
    approval  of the resettling VOLAG and ORR;
    Proof that they did not enroll in MG or any
     public cash assistance program in the original
     location.
Exceptions, con’t
 ORR may authorize cross-enrollment at the
  end of the year for:
   Jointsites where one of the VOLAGs has
    exhausted its slots.
      The affiliate should contact the VOLAG with
       unused slots.
      VOLAGs will coordinate with ORR for approval.

   In rare instances, to ensure that all slots are
    utilized.
Budgeting your Slots
 Sites are given a finite number of slots to use
  each program year.
 There is competition for slots and they are
  limited.
 Enroll those who need MG, but pace yourself
  when possible.
 Although there have been times where ORR
  has provided supplemental slots, this is never
  a guarantee.
Budgeting Slots, con’t
 If any affiliate leaves slots unused, the entire
  network suffers.
 Strategize carefully – don’t save all your slots
  for the bulge!
 If you have sub-offices, you may reallocate
  slots among them without prior approval.
 Communicate with your national office
  regularly if concerns arise about too many or
  too few slots.
SPLITTING CASES
Cases may be split prior to enrollment.
 Each new case must maintain eligibility for
  the program
 Possible reasons for splitting:
    Some  members of the case are ineligible
    Members will live in different households
    Some members will be served under different
     programs
Documenting the Split

Rationale
Outcomes
Each separate MG case must
 have its own section in the file.
Splitting a Case After Enrollment
Allowable only if:
 Part of the case out-migrates
 At 120 days, part of the case chooses to stay
   in the program and part chooses to leave
Note that if any member of the case accesses
   cash assistance at any time during the MG
   Service period, the entire case is dropped
   from the MG program.
Joining or Merging Cases
Allowable only under rare
 circumstances-contact your
 national agency for specific policy.
Must be joined in a way that is in
 accordance with the household
 composition of your state
Cases must have the same date of
 eligibility
Matching Grant Orientation
All enrolled clients should receive orientation to the MG
   program.
Sanctioning procedures must be presented to clients at
   the time of enrollment. Clients may be sanctioned
   from the MG program if they fail to comply with the
   terms of the MG agreement letter or the resettlement
   plan.
Orientation does not necessarily need to be only one
   session, but is also often provided on an on-going
   basis.
Translation must be provided if necessary.
Matching Grant Orientation:
                                                 MG Agreement

This form must clearly state in both English and the client’s native
   language:
            a. Services and support the agency will provide to the client
            b. Duration of the MG program
            c. Client’s rights and responsibilities
            d. Agency’s rights and responsibilities
            e. Agency’s sanctioning policy




              This form/letter is to be signed and dated by each adult
   enrolled in the MG program as well as the MG case manager

A copy should be given to the client
Matching Grant Orientation:
                Development of Resettlement Plan

 Describes the steps and projected timeframes to be taken by the client
     and the agency to work towards the earliest possible employment
     placement.
    Assesses the client’s individual employment skills and establish with
     the client both short- and long-term employment goals.
    Assesses the client’s barriers to employment (e.g. lack of
     transportation, need for childcare, limited English language skills) and
     establish with the client a plan to overcome these barriers.
    Clearly states the amount of earnings necessary to be considered self-
     sufficient.
    The resettlement plan should be reviewed with the client regularly to
     ensure that progress is being made.


    The short-term employment goal should be achievable during the MG
     period.
Raising Matching Resources
Requirements
    Raising Match is a
  contractual obligation of
     the MG program!
Requirements
 ORR awards $2 for every $1 raised by the agency,
 up to a maximum of $2,200; therefore, the agency is
 responsible for raising $1,100 per enrolled client.
    tabulated as an aggregate for the agency; however, it is
     important to ensure that each client receives a fair amount of
     resources
    This is also true at the VOLAG level: the network is required
     to raise an aggregate total of 1,100 X the total number of
     enrollees. Network agencies raising more than the
     requirement may compensate for shortfall at another site,
     but please don’t rely on this!
Cash and In Kind Donations
At least 20% of Match raised must
 be cash match;

the balance may be in-kind
  services or donated goods.
Agencies may count contributions
provided to a particular client up to
and including the 180th day as
long as the client remains in the
program at the time of the
contribution.
Raising Match
All goods and services must relate
       directly to the client’s
  Resettlement/ Employment Plan
      and must be allowable ,
  reasonable, and allocable to the
      Matching Grant Program.
Raising Match
To determine the appropriateness
    of a contribution, consider
    whether the item or service
 would have been purchased if it
      had not been donated.
Cash Match
Can be from:

 Private individual
 Corporate donation
 Any other non-federal source
Cash Match
 Contributions of goods and services can be
  considered “cash” if the item was bought.

 The flow of donations does not necessarily
  have to go directly from the donor to the
  client.

 Original receipts for cash contributions must
  be maintained in the case files.
Examples of Cash Contributions
 A volunteer pays for a winter jacket and gives
  it directly to the client
 A church co-sponsor pays rent for a client
 A client moves in with a family member and
  the family’s rent and/ or utility bills increase as
  a result of their moving in. The amount of the
  increase can be counted as cash match
 A church donates funds to the MG program
  and they are used to benefit an MG client
In- Kind Match is

   Volunteer services or
 donated goods provided to
    MG clients in order to
 further program objectives
In-Kind Match

 The flow of donations does
  not necessarily have to go
     directly to the client.
The agency must determine a value for
all donations and contributions
These websites provide valuation tables:

http://www.salvationarmysouth.org/valueguide.htm

http://www.goodwillsew.com/text.asp?dbID=295

http://www.idonated.com/charitable-donation-
   value.shtml
Volunteer Rates should be
reviewed annually
For more information, refer to:


http://www.independentsector.org
Examples of In-Kind Contributions
 A church donates storage space for
  donations
 A volunteer drives a client to the grocery
  store. You may count:
    The hours the volunteer spent with the client
    The miles the volunteer drove

 An intern for the agency with no salary or
  stipend provides employment training 16
  hour/week to MG clients.
Not allowable as Match
 Goods and Services not directly related to the
  self-sufficiency plan
   Trips   to the park, zoo, movies
 Housing provided by anchors in their own
  residence (unless there is an increase in rent,
  as noted above)
 School tuition (Childcare costs and day
  camps for children of newly employed
  parents or those in employment-related
  training ARE allowable)
Not allowable as Match
   Allocable costs incurred and services
   provided in accordance with any
   Cooperative Agreement
   may not be charged to the Matching
   Grant Program or counted as a
   matching contribution.
If someone does not have the benefit of
   services under a cooperative agreement
   (R&P, C/H), those services are required
   and can be charged to the MG program.
Not allowable as Match
  If medical services are performed by private
  doctors and hospitals claiming
  reimbursement for such services under
  Medicaid or Refugee Medical Assistance,
  additional fees above the Medicaid
  reimbursement level may not be counted as
  a matching contribution.
Not allowable as Match
Staff costs for time spent on services provided for under
    the Cooperative Agreement
 housing-related matters,
 medical orientation and referral for initial health
    screening,
 assistance in obtaining a social security card,
 initial intake and development of a resettlement
    plan,
 greeting refugees at the airport
 household goods and furniture during the first
    month.
 casework staff costs associated with the
    requirements of the Cooperative Agreement.
Strategies for Raising Match
Count donations from or time served by:
 Co-sponsors/ volunteers
 US Ties
 Community Groups- may have a pot of donated
  money you can tap into
 Donations from stores
 Interns
 Rummage sales/ Thrift stores- ask for free stuff for
  refugees
Strategies for Raising Match
Count donations from or time served by:
 Department or other stores which are closing
 Places where clients work- employers or coworkers
  providing transportation/ interpretation/ teaching
  clients about job
 Gift cards
 Ask for donations of used vehicles
 Professional organizations
 Holiday gifts/ events
Collecting and Documenting Match

Staff must carefully document the
  goods and services provided to
     each client enrolled in the
     program. Agencies should
     develop a strategy to most
   effectively gather information
      from clients, cosponsors,
        volunteers and donors.
Collecting and Documenting Match
 Some agencies ask clients to record the
    time and goods provided to them by
 volunteers and bring documentation with
      them when picking up their cash
 allowance. This practice is acceptable as
     long as the client is not required to
 document matching resources in order to
          receive cash assistance.
Collecting and Documenting Match

Documentation of Volunteer time via
   e-mail is acceptable as long as
   such reports are submitted in a
  timely fashion and reviewed and
 approved by the case manager or
        other specified staff.
Tips for making sure all matching
resources are documented:
 Educate clients/volunteers/anchors about the
  importance of raising matching resources.
  Stress that this helps other refugees. The
  federal government will match each dollar
  raised with two dollars!
 Create flyers in appropriate languages.
 Provide clients with a monthly activities
  calendar to fill out regularly, and a folder to
  keep documents organized.
Tips for making sure all matching
resources are documented:
 Give a small bonus or gift card to clients who
  bring in commitment sheets regularly.
 Engage staff from other programs. Share
  information about this aspect of the program.
 Send regular reminder postcards or e-mails
  to volunteers and co-sponsors.
 Keep on top of your documentation. Include
  an up to date amount on your reimbursement
  request each month.
In House Services
Employment Services

Objective:
 To place employable clients
 as quickly as possible into
 appropriate jobs which will
 enable the household unit to
 become self-sufficient within
 120-180 days.
Employment Services
 Employment services are to be provided to
 employable adult clients beginning upon
 enrollment in the Matching Grant program
 and continuing as needed through the 180th
 day. The level of employment services
 received by each client should reflect the
 skills, needs and barriers determined in the
 Resettlement Plan.
Employment Services
 Job Development- networking with employers to
  develop job prospects
 Employment Counseling- ongoing interaction with
  client both before and during employment
 Job Placement-
      identify and contact prospective places of employment;
      schedule appointments for job interviews
       prepare clients for interviews, and follow up on results
       of interview
      US ties and volunteers may assist, but the agency is
       ultimately responsible for provision of this service
Employment Services
   Follow-up with employer and client
       At two weeks, 120, and up to 180 days
       Must be completed by MG staff member
 Services that lead to job upgrades for clients with
  particular skills, or when necessary in order for the
  family to achieve economic self-sufficiency
 Subsidized employment
       outcomes are only counted when the subsidy ends
        and the client retains employment;
       the transition to a non-subsidized job must be
        completed by the 180th day.
Employment Services

   Agencies must assist
    clients seeking to be
       self-employed in
     obtaining required
   business licenses and
  retain copies in the file.
100 Mile Exception

  Agencies must request
  permission to place MG
   clients in jobs further
    than 100 miles from
  agency of resettlement.
Maintenance Assistance
provides support adequate to meet the subsistence needs of the refugee
   and to preclude the need to access public cash assistance.

Includes provision of:
 food or food subsidies
 suitable housing
 cash allowance
 transportation assistance


Timeframe: throughout the first 120 days from the client’s date of eligibility
   or, if necessary, up to 180 days, provided that the grantee’s total grant
   budget and the amount charged to the grant do not exceed the grant
   award
Maintenance Assistance: Housing

Agencies are responsible for ensuring that housing is
  provided for all MG clients.
 In cases where a client’s housing is provided by a family member,
  friend, or other source, case files should clearly indicate that such an
  agreement exists.
 For clients who require housing as a part of maintenance assistance,
  rent payments shall continue at a minimum for the month following job
  placement up to the 120th day.
 Agencies may elect to provide housing assistance for an additional 60
  days, if necessary.
 Agencies are reminded to pay particular attention to placing clients in
  housing that is near employment and/or where public transportation to
  employment is readily available.

Under no circumstances should a client use MG cash allowances on rent.
       Maintenance Assistance: Cash Allowance

         Provided to clients from the date of enrollment until the date of self-
                                    sufficiency

Agencies must provide a minimum of $200 cash allowance per
  month ($50 per week) to each adult in the case and $40 per
  month ($10 per week) to each minor in the case, or the maximum
  amount that will not affect Medicaid eligibility.
   Cash payments are to be distributed to clients within ten working days of
    enrollment.
   This minimum cash allowance should be used by clients to buy personal items as
    necessary and not for basic maintenance assistance.
   Agencies may provide some of the weekly allowance in the form of vouchers if
    such form of payment is in the overall best interest of the refugee and he/she
    concurs.
   Agencies may opt to withhold a portion of the minor’s allowance until the end of
    the MG service period to build up a family’s savings, provided that the monthly
    allowance is sufficient to buy personal items as necessary, that such savings will
    not affect Medicaid eligibility, and that client has voluntarily agreed to these terms
    in writing.
Case Management
               Enrollment through the 180th day

To ensure that services:
 are provided in a planned, effective, and timely manner to
   eligible clients
 are appropriate to the needs of the clients
 will to contribute to their community integration, early
   employment and self-sufficiency
 support and strengthen clients’ motivation and capacities to
   become self-supporting.
Case File: Forms Required
     MG Letter of Agreement signed and dated, English and client’s language (or
      initialed by translator)
     Sanctioning Policy signed and dated, English and client’s language (or
      initialed by translator)
     Employment Plan or Resettlement Plan, depending on the site
     Declining Budget
     MG-2/3 reports
     180 day termination letter
           Language requirements
           Indicates self-sufficiency status of client
           States eligibility for additional refugee services for up to five years
           Provides referrals to services as appropriate.
           Reminder to adjust immigration status to Lawful Permanent Resident one
            year after date of arrival or asylum granted date.
           Reminder to submit AR-11 change of address form to USCIS and a change of
            address form to USPS.
    Please note: The guidelines require documents to be translated into the
            language of each office’s primary caseloads.
Other required documentation
   Intake information: date of eligibility, date of enrollment, date of MG service
    termination, number and names of members of the case upon arrival; and, for
    those in MG, proof of identification to show eligibility (alien number, birth date,
    current address, health status, educational level, native language, literacy and
    English level on arrival, prior work experience and skills, and social security
    number). This information may be listed on the resettlement plan or other MG
    forms.
   Signed Assistance vouchers for direct payments to client (client’s signature
    and date required)/all cash transactions
   Donation sheets
   Volunteer Log
   Summary sheet of cash and in-kind donations
   If case is terminated, documentation and proof of referrals to subsequent
    programs
   Proof of compliance with tax regulations: pay stub, W-2 or W-4
   Copies of business licenses for self-employed clients.
   Clear documentation of all services provided to clients based upon the needs
    and goals identified in the resettlement services plan (usually in the form of
    case notes)
   If client enrolled in training program, the date, type, intended duration,
    expected outcomes, and provider of the training program should be indicated
    in the case file.
   Documentation of childcare and after school care, if needed
   Documentation of full provision of housing.
                      Case notes
Documentation of regular contact with, and
  monitoring progress of, members of the case over
  time with summary notes regarding the purpose
  and outcomes of that contact

 Include caseworker initials, mode, date and program
 Represent contact with potential employers on behalf of client,
    referrals to services, any contact with client
   Record of two-week follow-up with employer and client
   Record of maintenance support termination
   Statement of Status at 120th and 180th days
   Redact other client names
   Separation of MG file documentation from other programs, including
    R&P program.

Please note: Emails should not be included in the actual case note log
   and should not take the place of case notes.
Reporting to VOLAGS
The following reports are due monthly:
1. MG-1
 MG-1 report used to make sure enrollments are in pace with
   projections; employment outcomes are meeting projected
   performance goals.
2. MG-2 and MG- 3
 MG 2/3s correspond to the MG-1 and provide more in-depth
   information on cases.
 Copies of MG-2 reports must be sent to the VOLAG if a client is
   any status other than self-sufficient/status 1 at the 120th day. (
 Copies of MG-3 reports must be sent to the VOLAG if the client
   was status 2/not self-sufficient at the 120th day or if there have
   been any changes in status since the 120th day.
Reporting to VOLAGS
3. MG-8
 MG-8 report is used for national agency to know how much and
   when to reimburse affiliates and to make sure that affiliate
   budget expenditures match projected budgets.
 CWS would like to see the maintenance/client assistance to
   administration ratio of 60/40%, but each affiliate is required to
   provide at least a 50/50% ratio. The national office will review
   your agency’s ratio during the proposal process and monitor it
   throughout the year. If the ratio is different than suggested,
   CWS will request revised budgets.
 Reimbursement for program expenses are contingent upon the
   timely submission of both statistical and program narrative
   reports, as well as consistently providing the required cash and
   in-kind match. *CWS requires that the MG-1 and MG-8 are
   submitted together. Reimbursement cannot occur without an
   MG-1 submission.
 Match must be reported on a timely and regular basis.
Reporting to ORR
We need timely information from affiliates in order
 to relay information to ORR. Data from monthly
 reports is used to compile the ORR Program
 Progress Statistical (Performance) Reports
 which are due at 4-month intervals + one final
 cumulative report
External Services
Services Funded Either Directly by the Matching Grant Program or
  by Referral (Can be in-house or by outside referral):
   English language training
   to be provided without cost to client
   enrollment and attendance must be documented in case file
   must be taught by certified ELT instructor
   classes should not inhibit employment opportunities

   Health and medical services (costs for initial health screenings may only be
    charged to MG for those clients without R&P benefits)
   Short term job training or recertification (if necessary for employment or
    indicated in resettlement plan)
   Social adjustment
   Mental health services
   Support services such as childcare and transportation services
Match Grant Finance and Budgeting


 Tracking MG Program Expenditures


 Case Budgets and Expenditures


 The Declining Budget
Budgeting and Tracking Expenditures


 Initial MG Budgets are approved by ORR. Changes of
  10% or more must be approved.

 Always account for money case by case.

 MG Coordinators (and possibly caseworkers) should
  know how much money is available in the MG budget for
  overall client direct assistance as well as for each case.
Budgeting and Tracking Expenditures


 Track the amount of funds remaining throughout the year
      Through monthly MG 8 Financial Reports
      Reconciling the estimated budget with actual
       expenditures for each case.


 Factor in cash and in-kind match as part of your budget
     Example
    (In this example, the pass through is $2000)




 50 MG slots = total MG Budget of $100,000


 50% for Admin/Staff = $50,000


 50% for Direct Client Assistance = $50,000


 An average of $1,000 per client
Budgeting and Tracking Expenditures

 The MG program is flexible and allows you to
  provide individualized budgets based on true
  client needs.

 Factor in R&P funds that must be used by 90 th
  day. Larger families with more R&P per cap
  funds will help leverage MG funds for smaller
  families or singles.

 Cash Match and In-kind Match is measured on
  the aggregate and will vary per case.
Budgeting Overview
According to ORR Guidelines page 8, every case file
must have:

 Proposed budget for the respective case with actual
  expenditures to date. (Estimated Budget/Actual
  Expenditures)

 Budget for each family unit translated if necessary
  showing a list of proposed expenses and income
  (from MG cash payments and employment)
  necessary to cover such expenses. (Declining
  Budget Model)
                                       Budget and Expenditure Summary Sheet
                                                  Matching Grant

CASE INFO
Case Number                            PA Name
# Weeks of MG Assistance                                                    # of Adults in Case




                               CASE BUDGET                                  SUMMARY OF ACTUAL EXPENDITURES
                                                             Agency                                            Agency
                               TOTAL       Federal       Cash     In-Kind       TOTAL        Federal       Cash     In-Kind



Housing/Utilities

Cash Allowance

Food

Transportation

Medical

Other

        Total              $       -   $        -    $      -    $     -    $       -    $        -    $       -   $     -
ame: ____________________________                   Number of Employables: __________
ase Number: ______________________                  Estimated Income of Primary Employable: _________________
ate of Arrival: ______________________              Estimated Income of Secondary Employable: ______________
umber in Case: _________                            Other Income: __________________________________________
                                                    Total Estimated Income: _________________________________
0-60 days                                                                       60-90 days
 G Month # 1 Expenses                                                           MG Month # 2 Expenses
                 Total Estimated      Agency          Co-Sponsor        Refugee                          Total Estimated      Agency         Co-Sponsor        Refugee
   Expenses                                                                                Expenses
                Monthly Expenses   Responsibility    Responsibility   Responsibility                    Monthly Expenses   Responsibility   Responsibility   Responsibility

ousing                                                                                 Housing
tilities                                                                               Utilities
hone (Basic)                                                                           Phone (Basic)
ood                                                                                    Food
lothing                                                                                Clothing
edical                                                                                 Medical
ransportation                                                                          Transportation
ther                                                                                   Other
otal                                                                                   Total

0-120 days                                                                             120-150 days
 G Month # 3 Expenses                                                                  MG Month # 4 Expenses
                 Total Estimated      Agency          Co-Sponsor        Refugee                          Total Estimated      Agency         Co-Sponsor        Refugee
   Expenses                                                                                Expenses
                Monthly Expenses   Responsibility    Responsibility   Responsibility                    Monthly Expenses   Responsibility   Responsibility   Responsibility

ousing                                                                                 Housing
tilities                                                                               Utilities
hone (Basic)                                                                           Phone (Basic)
ood                                                                                    Food
lothing                                                                                Clothing
edical                                                                                 Medical
ransportation                                                                          Transportation
ther                                                                                   Other
otal                                                                                   Total
              Per Cap Increase

 Money can be used to pre-pay items, such as rent
  in order to spend down R/P money

 R/P money can be also be used to pay rent during
  MG: the guidelines state that MG clients need to
  have rent covered, but they do not state where this
  money needs to come from.

 Funds can be spent concurrently as long as MG
  money is not used to supplant services being
  provided by R/P funds
Questions?
Please contact me with your questions:

Sonja Ausen
212.870.2815
sausen@chruchworldservice.org

                 Thank you!

								
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