Grantee accountability

Grantee accountability. (1) Records management. Each responsible unit shall maintain an accounting system that accurately reflects all fiscal transactions, incorporates appropriate controls and safeguards, and provides clear references to source or original documents. (a) Accounting procedures. Financial information filed with a grant application shall include estimated eligible costs based on records maintained under generally accepted accounting principles that meet all of the following minimum requirements: 1. Program accounts shall separate grant receipts and eligible expenditures from those allocable to other programs and activities. 2. Receipts and expenditures shall be listed in sufficient detail to provide a basis for accurate and complete program reporting. 3. All program receipts shall be identified in sufficient detail to reflect their source and purpose. 4. Supporting records for all program expenditures shall be itemized in detail to indicate the nature and appropriateness of each. Proof of payment, such as canceled checks or receipts from vendors, shall be maintained. 5. Time and attendance records describing the work performed, specifying project hours worked by day, and both signed by the employee and bearing evidence of management approval, shall be maintained, along with computations showing hourly pay rates and allocation of fringe benefits. (b) Fiscal controls. 1. Any consultant, construction or service contract totalling $10,000 or more annually shall be covered by a formal contract or agreement specifying financial terms, contract duration and services to be rendered. 2. Acquisition of real property shall be in accordance with state guidelines for preparation of appraisals and relocation assistance. 3. Allowable rates for use of a responsible unit’s own equipment not purchased with grant monies shall be limited to the county-wide rates established annually by the department of transportation (DOT). Allowable costs for the use of equipment, for which DOT rates are not available, may be based on the grantee’s calculation of the cost of operating the equipment attributable to recycling activities. (2) Records retention and auditing. All responsible units receiving grant funds are subject to audit and shall retain all records pertaining to their programs for at least 3 years.