Section 198.13. Sponsor accountability.

 

(1)  Accounting for all project funds shall conform to generally accepted accounting principles and practices, and shall be tracked by the sponsor in a separate account. Documents to support grant expenditures shall be maintained in sufficient detail to show that grant funds are used for the purpose for which the grant was made. All financial records, including bid summaries, invoices and canceled checks or bank statements, that support all project costs claimed by the sponsor shall be maintained and available for inspection for 3 years after the date the department makes the final payment. Sponsors shall comply with all applicable state and federal regulations regarding bidding and awarding contracts, wage and labor rates.

(2)  The sponsor shall submit to the department a claim for reimbursement on forms provided by the department at any time but not more than once every 3 months and not later than 6 months after the end of the grant period. The sponsor is eligible for reimbursement only for project costs incurred during the grant period stated in the grant award. All costs claimed for reimbursement shall be documented and shall be consistent with the grant agreement relative to expenditures made within the grant period, within the scope of work, and within estimated costs. Progress reports shall be submitted with each reimbursement request.

(3)  The sponsor may request, for good cause, a grant agreement amendment for expenditures in excess of those identified as estimated costs in the grant agreement. The sponsor shall submit a request before the end of the grant period.

(4)  The department may conduct an audit of all of the sponsor's records relating to the project after the department has made the final payment. The department may request that the sponsor repay any adjustment that is the result of a post audit.

(5)  All water tests that require laboratory analyses and that are part of the project shall be analyzed by a laboratory selected by the department.

(6)  Any grant awarded for funding of a project that includes collection of physical or chemical data may be conditioned upon the sponsor being required to implement a quality assurance and quality control plan approved by the department.

(7)  Data and information acquired as part of the project shall be reported to the department in a format and with a frequency specified by the department in the grant agreement.

(8)  All projects shall have as an element a final report that is in an electronic format specified by the department and suitable for use by the general public. For some projects the department may allow the use of standardized forms as a substitute for a final report.

(9)  The department may terminate a grant awarded under this chapter for nonperformance of any term or condition of the grant agreement, including conditions in any department permits issued as a part of the project, and the department may seek reimbursement of the state share previously distributed to the sponsor.

(10)  If the department finds that the project has not been satisfactorily completed by the end of the grant period, the department may seek reimbursement of the state share previously distributed to the sponsor.

History: CR 04-060 : cr. Register April 2005 No. 592 , eff. 5-1-05; CR 08-063 : am. (1) and (3) Register June 2009 No. 642 , eff. 7-1-09.