Oklahoma Administrative Code
Title 540 - Physician Manpower Training Commission
Chapter 55 - HEALTH CARE WORKFORCE DEVELOPMENT GRANT PROGRAM
Subchapter 3 - Program Administration
Section 540:55-3-9 - Grantee assurances

Universal Citation: OK Admin Code 540:55-3-9

Current through Vol. 42, No. 1, September 16, 2024

Grantees must agree to certain state- and federally-required assurances, including, but not limited to, the following:

(1) The grantee shall report on incurred expenses and/or losses, in a form and at a frequency prescribed by the State of Oklahoma and shall cooperate with the State of Oklahoma in creating and retaining appropriate documentation to demonstrate that the proposed uses meet the requirements of ARPA.

(2) Grantees shall timely complete Quarterly Performance Management Plans and submit them to HWTC. Quarterly Performance Management Plans must show measurable outcomes of the project. HWTC will submit the combined reports and results to the Commission on a quarterly basis.

(3) In accordance with federal guidelines, grantees must keep accurate records of all inventory, including all equipment purchases over five thousand dollars ($5,000). Annual inventory reconciliations must be performed by both an agent of the grantee and an agent of HWTC (can be simultaneous).

(4) Grantees shall comply with all requests from the State of Oklahoma to schedule in-person site visits to observe and review progress of Capital (Real Property) building or renovation projects. Site visits will be scheduled at least once every three (3) months until completion of the project.

(5) The grantee shall expend all funds by October 2, 2026. To the extent that actual expenditures or demonstrated need is less than the total award amount, the grantee will return the balance of unspent funds to the State of Oklahoma. If the U.S. Treasury recoups funds from the State of Oklahoma based on a determination that these award funds were used in a manner not in compliance with ARPA, the State of Oklahoma may recover funds from the grantee by reducing future funding in state budgets.

(6) The grantee shall repay the award or portion of the award if: any funds received were issued in error; are based on incorrect representations; or any costs forming the basis of an award under this program have been or will be covered by other federal grants or awards or federally forgiven loans received by the grantee. The final determination of whether there has been a duplication of benefits and the amount to be repaid, if any, will be made by HWTC and/or OMES.

(7) The grantee shall maintain and make available to the State of Oklahoma and/or U.S. Treasury, upon request, all documents and financial records sufficient to establish compliance with ARPA. Records and supporting documentation must be maintained for a period of seven (7) years after all funds have been expended or returned to U.S. Treasury, whichever is later. However, if any litigation, claim, or audit begins before the end of that seven-year period, all records must be retained until all litigation, claims, or audit findings involving the records have been resolved and the final action has been taken. Moreover, all records relating to real property shall be retained until seven (7) years after final disposition of the property.

(8) Records to support compliance with ARPA may include, but are not limited to, copies of the following:

(A) General ledger and subsidiary ledgers used to account for:
(i) The receipt of ARPA payments; and

(ii) The disbursements from such payments to meet eligible expenses related to the public health emergency due to COVID-19;

(B) Budget records;

(C) Payroll, time records, human resource records to support costs incurred for payroll expenses related to addressing the public health emergency due to COVID-19;

(D) Receipts of purchases made related to addressing the public health emergency due to COVID-19;

(E) Contracts and subcontracts entered into using ARPA payments and all documents related to such contracts;

(F) Grant agreements and grant subaward agreements entered into using ARPA payments and all documents related to such awards;

(G) All documentation of reports, audits, and other monitoring of contractors, including subcontractors, and grant recipient and subrecipients;

(H) All documentation supporting the performance outcomes of contracts, subcontracts, grant awards, and grant recipient subawards;

(I) All internal and external email/electronic communications related to use of ARPA payments; and

(J) All investigative files and inquiry reports involving ARPA payments.

Disclaimer: These regulations may not be the most recent version. Oklahoma may have more current or accurate information. We make no warranties or guarantees about the accuracy, completeness, or adequacy of the information contained on this site or the information linked to on the state site. Please check official sources.
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