Oregon Administrative Rules
Chapter 813 - OREGON HOUSING AND COMMUNITY SERVICES DEPARTMENT
Division 201 - COVID ENERGY ASSISTANCE PROGRAM (CEAP)
Section 813-201-0160 - Recordkeeping and Compliance Monitoring

(1) Subgrantees and their subrecipients must maintain accurate financial records satisfactory to OHCS and consistent with COV-OEAP requirements, which document the receipt and disbursement of all COV-OEAP funds by OHCS. Subgrantees must have an accounting system in place satisfactory to OHCS, and implement the energy assistance database, OPUS, for data and fiscal entry.

(2) Subgrantees and their subrecipients must maintain other COV-OEAP records satisfactory to OHCS and consistent with COV-OEAP 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 COV-OEAP requirements and as requested by OHCS.

(4) To ensure proper compliance and monitoring of COV-OEAP, subgrantees and their subrecipients must:

(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 COV-OEAP 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 COV-OEAP requirements including, but not limited to, recordkeeping and retention of records and OHCS compliance monitoring and enforcement.