Wisconsin Administrative Code
Department of Natural Resources
NR 300-399 - Environmental Protection - Water Regulation
Chapter NR 335 - Municipal Dam Grant Program
Section NR 335.14 - Grantee accountability
Universal Citation: WI Admin Code ยง NR 335.14
Current through August 26, 2024
(1) RECORDS MANAGEMENT. Each grantee shall maintain an accounting system that accurately reflects all fiscal transactions, incorporates appropriate controls and safeguards, and provides good audit trails, particularly to source or original documents.
(a)
Accounting procedures.
Financial schedules and statements filed with grant applications and payment
requests shall be based on records maintained under generally accepted
accounting principles which meet the following minimum requirements:
1. Accounts shall separate grant receipts and
eligible project costs from those allocable to other programs and
activities.
2. Payments received
under another state or federal cost sharing or grant program or from another
municipality or any other outside funding source and expenditures shall be
listed in sufficient detail to provide a basis for accurate and complete
reporting.
3. Supporting records
for all expenditures shall be itemized in sufficient detail to reflect the
nature and propriety of each. Proof of payment, such as cancelled checks or
receipts from vendors, shall be maintained.
4. If the owner uses its own labor force,
payroll records shall be maintained that reflect actual program hours worked by
each employee as well as allocable gross wages and fringe benefits paid. Time
and attendance records describing the work performed, specifying project hours
worked by day, and both signed by the employee and bearing evidence of
management approval, shall be maintained, along with computations showing
hourly pay rates and allocation of fringe benefits.
(b)
Fiscal controls.
1. Any consultant, construction or service
contract totaling $10,000.00 or more annually shall be covered by a formal
contract or agreement specifying financial terms, contract duration, and
services to be rendered.
2. Actual
cost of force account labor and equipment is allowable. Equipment rates shall
be limited to the county-wide rates established annually by the department of
transportation (DOT). Eligibility of the use of specialized equipment for which
DOT rates are not available shall be based on the allocable portion of
depreciation plus normal and reasonable operation expenses attributable to
project activities.
3. Grantee
shall comply with applicable state or federal regulation concerning bidding and
awarding contracts, wage rates and labor rates.
(2) RECORDS RETENTION AND AUDITING. The grantee's records, and the records of contractors and engineers which are pertinent to a specific state grant award, shall be subject at all reasonable times to inspection, copying and audit by the department for a period of 7 years from the date of final payment.
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