Section 549.12. Grant recipient accountability.

 

(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 reference 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. Grant recipient 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 disbursement. 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, signed by the employee and bearing evidence of management approval, shall be maintained, along with computations showing hourly pay rates and allocations of fringe benefits.

(b) Fiscal controls.

1. Any consultant, construction or service contract totaling $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.

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 Wisconsin department of transportation. Allowable costs for the use of equipment, for which the department of transportation rates are not available, may be based on the grant recipient's calculation of operating the equipment attributable to recycling activities.

(2)   Records retention and auditing. All responsible units receiving grant funds are subject to audit by the department. Grant recipients shall retain all records pertaining to their programs for 3 years after the end of the year in which they received the recycling efficiency incentive grant.

History: CR 02-060 : cr. Register March 2003 No. 567 , eff. 4-1-03.

Note

Land appraisal and relocation guidelines can be obtained from the department's regional recycling specialist. Microsoft Windows NT 6.1.7601 Service Pack 1 County-wide rates established by the department of transportation can be obtained from the grant recipient's county highway department. Microsoft Windows NT 6.1.7601 Service Pack 1