Or. Admin. Code § 813-046-0061 - Recordkeeping and Compliance Monitoring
(1) Subgrantees and their subrecipients must
maintain accurate financial records satisfactory to OHCS and consistent with
EHAP requirements, which document the receipt and disbursement of all EHAP
funds by OHCS. Subgrantees must have an accounting system in place satisfactory
to OHCS, and implement an approved Homeless Management Information System
(HMIS) database for data and fiscal entry.
(2) Subgrantees and their subrecipients must
maintain other EHAP records satisfactory to OHCS and consistent with EHAP
requirements, which include, but are not limited to, documentation of household
eligibility, receipt of allowable EHAP services, termination of services and
the basis for same, housing status, administrative actions, contracts with
subrecipients, review of subrecipient performance, action taken with respect to
deficiency notices, and any administrative review proceedings. Such records
must be satisfactory to OHCS in substance and format.
(3) Subgrantees must provide OHCS with all
required reports, data, and financial statements by submission deadlines and
satisfactory to OHCS in form and substance as identified in the EHAP
requirements and as requested by OHCS.
(4) To ensure proper compliance and
monitoring of EHAP, subgrantees and their subrecipients must:
(a) Furnish representatives of OHCS, the
Oregon Secretary of State's Office, the federal government, and their duly
authorized representatives access to and permit copying of all electronic and
hardcopy books, accounts, documents, and records and allow reasonable access to
the project and other property pertaining to EHAP, at any such representative's
request.
(b) Cooperate fully in any
inspections or other monitoring actions taken by OHCS, the Oregon Secretary of
State's Office, the federal government, and their duly authorized
representatives.
(c) Retain and
keep accessible all EHAP records and data according to EHAP requirements and as
requested by OHCS.
(5)
OHCS will conduct reviews, audits, and other compliance monitoring as it deems
appropriate with respect to each subgrantee and its subrecipients to verify
compliance with the EHAP requirements. Subgrantees and their subrecipients must
cooperate fully with OHCS in its compliance monitoring activities.
(6) Subgrantees must require by contract, and
monitor their subrecipients' compliance with, all EHAP requirements including,
but not limited to, recordkeeping and retention of records and OHCS compliance
monitoring and enforcement.
Notes
Statutory/Other Authority: ORS 456.555
Statutes/Other Implemented: ORS 458.620 & 458.650
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(1) Subgrantees and their subrecipients must maintain accurate financial records satisfactory to OHCS and consistent with EHA requirements , which document the receipt and disbursement of all EHA funds by OHCS. Subgrantees must have an accounting system in place satisfactory to OHCS, and implement an approved Homeless Management Information System (HMIS ) database for data and fiscal entry.
(2) Subgrantees and their subrecipients must maintain other EHA records satisfactory to OHCS and consistent with EHA requirements , which include, but are not limited to, documentation of household eligibility, receipt of allowable EHA services , termination of services and the basis for same, housing status, administrative actions, contracts with subrecipients, review of subrecipient performance, action taken with respect to deficiency notices, and any administrative review proceedings. Such records must be satisfactory to OHCS in substance and format.
(3) Subgrantees must provide OHCS with all required reports, data, and financial statements by submission deadlines and satisfactory to OHCS in form and substance as identified in the EHA requirements and as requested by OHCS.
(4) To ensure proper compliance and monitoring of EHA , subgrantees and their subrecipients must:
(a) Furnish representatives of OHCS, the Oregon Secretary of State's Office, the federal government, and their duly authorized representatives access to and permit copying of all electronic and hardcopy books, accounts, documents, and records and allow reasonable access to the project and other property pertaining to EHA , at any such representative's request.
(b) Cooperate fully in any inspections or other monitoring actions taken by OHCS, the Oregon Secretary of State's Office, the federal government, and their duly authorized representatives.
(c) Retain and keep accessible all EHA records and data according to EHA requirements and as requested by OHCS.
(5) OHCS will conduct reviews, audits, and other compliance monitoring as it deems appropriate with respect to each subgrantee and its subrecipients to verify compliance with the EHA requirements . Subgrantees and their subrecipients must cooperate fully with OHCS in its compliance monitoring activities.
(6) Subgrantees must require by contract and monitor their subrecipients' compliance with all EHA requirements including, but not limited to, recordkeeping and retention of records and OHCS compliance monitoring and enforcement.
Notes
Statutory/Other Authority: ORS 456.555
Statutes/Other Implemented: ORS 458.505, 458.620 & 458.650