Section 12.03. Financial requirements.

 

(1)   Reimbursement rate. A county with a plan approved by the department is eligible to receive reimbursement for not more than 90% of the county's cost as approved by the department. If the reimbursement requests exceed the appropriations, the department may reduce the reimbursement to each county in an equal percentage.

(2)   Reimbursement frequency. The department shall reimburse counties on a semiannual basis for the purposes of this chapter.

(3)   Reimbursement claim submission. The county shall submit the completed claim form to the department within a reasonable period of time after January 1st and July 1st of each year.

(4)   Reimbursement claim review. The department shall review reimbursement claims for compliance with this chapter and the approved county plan.

(5)   Termination of reimbursement. The department may terminate or suspend reimbursement if it finds a substantial failure by a county to comply with the approved plan and laws and regulations affecting the program.

(6)   Accounting practices. Counties shall maintain an accounting system which discloses the amount and disposition of all reimbursed funds. Generally accepted accounting practices shall be followed.

(7)   Expenditure of funds. County records shall show expenditure of funds by source. All ledger account entries shall be supported by secondary or intermediate records and the original source documentation.

(8)   Time and effort records. Counties shall keep time and effort records for each county employee providing direct services and support services under this chapter. Time and effort records include hours worked and brief description of work done.

(9)   Accessibility of records. All record books, documents, and records related to the program shall be accessible to the department for inspection and audit upon reasonable notice.

(10)   Retention of records. All records shall be retained for at least 3 years. Records for property shall be kept for 3 years after the property's final disposition.

(11)   Audit.

(a) A county shall include the victim and witness assistance program in its annual audit.

(b) If an audit shows discrepancies, adjustments may be made in future reimbursement payments. A copy of all audit discrepancies shall be forwarded to the department as soon as possible.

History: Cr. Register, February, 1992, No. 434 , eff. 3-1-92.