Or. Admin. Code § 813-245-0070 - Recordkeeping and Monitoring

(1) Grantees and their subrecipients must maintain accurate financial records satisfactory to OHCS and consistent with LTRA requirements, which document the receipt and disbursement of all LTRA funds by OHCS. Grantees must have an accounting system in place satisfactory to OHCS implement an approved Homeless Management Information System (HMIS) database for data and fiscal entry.

(2) Grantees and their subrecipients must maintain other LTRA records satisfactory to OHCS and consistent with LTRA requirements, which include, but are not limited to, documentation of household eligibility, receipt of allowable LTRA 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) Grantees 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 LTRA requirements and as requested by OHCS.

(4) To ensure proper compliance and monitoring of LTRA, grantees 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 LTRA, 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; and

(c) Retain and keep accessible all LTRA records and data according to LTRA requirements and as requested by OHCS.

(5) OHCS will conduct reviews, audits, and other compliance monitoring as it deems appropriate with respect to each grantee and its subrecipients to verify compliance with the LTRA requirements. Grantees and their subrecipients must cooperate fully with OHCS in its compliance monitoring activities.

(6) Grantees must require by contract and monitor their subrecipients' compliance with all LTRA requirements including, but not limited to, recordkeeping and retention of records and OHCS compliance monitoring and enforcement.

Notes

Or. Admin. Code § 813-245-0070

OHCS 23-2024, adopt filed 06/21/2024, effective 6/21/2024

Statutory/Other Authority: Executive Order 23-02, ORS 456.555 & Executive Order 24-02

Statutes/Other Implemented: Executive Order 23-02, HB 5019 (2023), SB 5511 (2023) & Executive Order 24-02