Accounting Procedures

(1) Each participating county shall maintain documents for all charges against the State and all expenditures made with County Corrections Incentive funds. The books, records, and documents of the participating county insofar as they relate to the money received or expenditures made in regard to the program must be maintained for a minimum of three years following the end of the contract year. (2) All books, records, and documents of the participating county insofar as they relate to the County Corrections Incentive Program shall be subject to audit at any reasonable time and upon reasonable notice by the Department of Correction, the Comptroller of the Treasury, or their duly appointed representatives. The records shall be maintained in accordance with generally accepted accounting principles and at no less than those recommended in the Accounting Manual for recipients of grant funds in Tennessee, published by the Comptroller of the Treasury, State of Tennessee. (3) Each participating county, regardless of the certification status of its correctional facility, shall submit to the Commissioner a report regarding income and expenditures related to incentive funds on a quarterly basis. (a) Quarterly reports must be submitted no later than the fifteenth day of October, January, April and July. (b) The report shall include the following: 1. The amount of incentive funds received during the quarter 2. The amount of any expenditures made with incentive funds during the quarter (i) non-certified counties must itemize and document those expenditures (ii) certified counties will report the total amount of incentive funds spent in the correctional program over the time period 3. The amount of funds placed in a dedicated reserve account for jail construction/renovation and the total accumulated amount in that account 4. The amount to be carried forward into the next quarter 5. Signatures of the person completing the report, along with signature of the County Executive certifying the correctness of the report. (c) Non-certified counties must submit, in addition to four quarterly reports, a final report by December 31 following the close of the contract year. This report will account for receipts and expenditures of incentive funds which follow the fourth quarterly report. The final report should indicate a zero (0), with all funds having been expended or accounted for in the reserve account. COUNTY CORRECTIONS INCENTIVE PROGRAM CHAPTER 0420-2-1 (d) Failure to submit financial reports shall result in the withholding of any monies claimed or due. Such failure may also result in termination of a present contract and will be considered in the assessment of any future contract applications.