Oregon Administrative Rules
Chapter 813 - OREGON HOUSING AND COMMUNITY SERVICES DEPARTMENT
Division 240 - STATE HOMELESS ASSISTANCE PROGRAM (SHAP)
Section 813-240-0050 - Recordkeeping and Compliance Monitoring

(1) Subgrantees and their subrecipients must maintain accurate financial records satisfactory to OHCS and consistent with SHAP requirements, which document the receipt and disbursement of all SHAP 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 SHAP records satisfactory to OHCS and consistent with SHAP requirements, which include, but are not limited to, documentation of household eligibility, receipt of allowable SHAP 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 SHAP requirements and as requested by OHCS.

(4) To ensure proper compliance and monitoring of SHAP, 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 SHAP 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 SHAP requirements including, but not limited to, recordkeeping and retention of records and OHCS compliance monitoring and enforcement.