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STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 525-010-40 LOCAL AGENCY PROGRAM AGREEMENT PRODUCTION SUPPORT —Pa08/11 ge age4 4 5 . 01 Establishment and Maintenance of Accounting Records : Records of costs incurred under the terms of this Agreement shall be maintained and made available upon request to the Department at all times during the period of this Agreement and for 5 years after the final payment is made . Copies of these documents and records shall be furnished to the Department upon request. Records of costs incurred include the Agency' s general accounting records and the project records , together with supporting documents and records of the Agency and all subcontractors performing work on the project and all other records of the Agency and subcontractors considered necessary by the Department for a proper audit of costs . If any litigation , claim or audit is started before the expiration of the 5-year period , the records shall be retained until all litigation , claims or audit findings involving the records have been resolved . 5 . 02 Costs Incurred for Project: The Agency shall charge to the project account all eligible costs of the project except costs agreed to be borne by the Agency or its contractors and subcontractors . Costs in excess of the programmed funding or attributable to actions which have not received the required approval of the Department shall not be considered eligible costs . 5 . 03 Documentation of Project Costs : All costs charged to the project , including any approved services contributed by the Agency or others , shall be supported by properly executed payrolls , time records , invoices , contracts or vouchers evidencing in proper detail the nature and propriety of the charges . 5 . 04 Audit Reports : Recipients of federal and state funds are to have audits done annually using the following criteria : The administration of resources awarded by the Department to the Agency may be subject to audits and/or monitoring by the Department , as described in this section . Monitoring : In addition to reviews of audits conducted in accordance with OMB Circular A- 133 and Section 215 . 97 , Florida Statutes , as revised (see "Audits" below) , monitoring procedures may include , but not be limited to , on -site visits by Department staff, limited scope audits as defined by OMB Circular A- 133 , as revised , and/or other procedures . By entering into this Agreement , the recipient agrees to comply and cooperate fully with any monitoring procedures/processes deemed appropriate by the Department . In the event the Department determines that a limited scope audit of the recipient is appropriate , the recipient agrees to comply with any additional instructions provided by the Department staff to the Agency regarding such audit . The Agency further agrees to comply and cooperate with any inspections , reviews , investigations or audits deemed necessary by the Department' s Office of Inspector General (OIG ) , and the Chief Financial Officer ( CFO ) or Auditor General . Audits Part I - Federally Funded : Recipients of federal funds ( i . e. , state , local government or non -profit organizations as defined in OMB Circular A- 133 , as revised ) are to have audits done annually using the following criteria : 1 . In the event that the recipient expends $ 500 , 000 or more in federal awards in its fiscal year, the recipient must have a single or program -specific audit conducted in accordance with the provisions of OMB Circular A- 133 , as revised . Exhibit 1 " of this Agreement indicates federal resources awarded through the Department by this Agreement . In determining the federal awards expended in its fiscal year, the recipient shall consider all sources of federal awards , including federal resources received from the Department . The determination of amounts of federal awards expended should be in accordance with the guidelines established by OMB Circular A- 133 , as revised . An audit of the recipient conducted by the Auditor General in accordance with the provisions OMB Circular A- 133 , as revised , will meet the requirements of this part . 2 . In connection with the audit requirements addressed in Part I , paragraph 1 the recipient shall fulfill the requirements relative to auditee responsibilities as provided in Subpart C of OMB Circular A- 133 , as revised . 3 . If the recipient expends less than $ 500 , 000 in federal awards in its fiscal year, an audit conducted in accordance with the provisions of OMB Circular A- 133 , as revised , is not required . However, if the recipient elects to have an audit conducted in accordance with the provisions of OMB Circular A- 133 , as revised , the cost of the audit must be paid from non -federal resources ( Le . , the cost of such an audit must be paid from recipient resources obtained from other than federal entities ) . 4 . Federal awards are to be identified using the Catalog of Federal Domestic Assistance ( CFDA) title and number, award number and year, and name of the awarding federal agency .