(1) RECORDS MANAGEMENT. Each responsible unit
shall maintain an accounting system that accurately reflects all fiscal
transactions, incorporates appropriate controls and safeguards, and provides
clear references 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. Program accounts shall separate grant
receipts and eligible expenditures from those allocable to other programs and
activities.
2. Receipts and
expenditures shall be listed in sufficient detail to provide a basis for
accurate and complete program reporting.
3. All program receipts shall be identified
in sufficient detail to reflect their source and purpose.
4. Supporting records for all program
expenditures shall be itemized in detail to indicate the nature and
appropriateness of each. Proof of payment, such as canceled checks or receipts
from vendors, shall be maintained.
5. 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 totalling $10,000 or more annually
shall be covered by a formal contract or agreement specifying financial terms,
contract duration and services to be rendered.
2. Acquisition of real property shall be in
accordance with state guidelines for preparation of appraisals and relocation
assistance.
Note: Land acquisition and appraisal procedures can be
obtained from the department's district recycling specialist.
3. Allowable rates for use of a responsible
unit's own equipment not purchased with grant monies shall be limited to the
county-wide rates established annually by the department of transportation
(DOT). Allowable costs for the use of equipment, for which DOT rates are not
available, may be based on the grantee's calculation of the cost of operating
the equipment attributable to recycling activities.
Note: County-wide rates established by the DOT can be
obtained from the grantee's county highway department.
