Or. Admin. Code § 813-203-0070 - Recordkeeping and Compliance Monitoring
(1) Subgrantees and
their subrecipients must maintain accurate financial records satisfactory to
OHCS and consistent with LIHWA program requirements, which document the receipt
and disbursement of all LIHWA funds by OHCS. Subgrantees must have an
accounting system in place satisfactory to OHCS, and implement the assistance
database, OPUS, for data and fiscal entry.
(2) Subgrantees and their subrecipients must
maintain other LIHWA records satisfactory to OHCS and consistent with LIHWA
program requirements, which include, but are not limited to, documentation of
household eligibility, receipt of allowable program 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 LIHWA program
requirements and as requested by OHCS.
(4) To ensure proper compliance and
monitoring of LIHWA, subgrantees and their subrecipients must:
(a) Furnish representatives of OHCS, the
Oregon Secretary of State's Office, the original funder (including the state or
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 the LIHWA Program, 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 original funder (including the state or federal
government), and their duly authorized representatives.
(c) Retain and keep accessible all LIHWA
records and data according to LIHWA program 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 LIHWA program 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 LIHWA
program requirements including, but not limited to, recordkeeping and retention
of records and OHCS compliance monitoring and enforcement.
Notes
Statutory/Other Authority: US
Public Law
Statutes/Other Implemented: US
Public Law
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