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r o The Department or its designee will also conduct coordinated financial and grant file monitoring . These monitoring visits maybe coordinated with a capability review visit. Subject matter experts from other agencies within the region or state may be called upon to assist in the form of a peer review as needed . All findings related to a capability review will be documented and maintained within the Department. Site Visit Protocol The following outlines the monitoring protocol for the Department: The site visits will begin with those Subrecipients that are currently spending or have completed spending for a federal fiscal year (FFY). Site visits may be combined when geographically convenient. There is a site visit checklist to assist in the completion of all required tasks . Site Visit Preparation The Department will notify the Subrecipient's grant manager by mail stating the purpose of the site visit at least 30 calendar days prior to the planned arrival date . Department or designated personnel will contact the Subrecipient within the next 10 calendar days to schedule an appointment to review the Subrecipient's program . The physical location of any equipment located at an alternate site should be confirmed with a representative from that location and the address should be documented . The appointment should be confirmed with the Subrecipient in writing (email is acceptable) and documented . Personnel designated by the Department attending the site visit will review the Subrecipient's documentation prior to the visit. Site team members' roles will be identified prior to the visit. Copies of applicable documents will be made and distributed to the site visit team at a minimum of five (5) calendar days before the visit. A reminder e-mail should be sent to all team members and the Subrecipient's grant manager one business day in advance of the site visit. Site Visit Once designated personnel have arrived at the site , an orientation conference will be conducted . During this time, the purpose of the site visit and the items the Department intends to examine will be identified . If financial monitoring visit will be conducted , the team members will explain their objectives and will proceed to perform the financial review. Designated personnel will review all files and supporting documentation . Once the supporting documentation has been reviewed , a tour/visual/spot inspection of equipment will be conducted . Each item should be visually inspected whenever possible. Large items such as computers , response vehicles, etc. should have an asset decal (information/serial number) placed in a prominent location on each piece of equipment as per Subrecipient agency requirements. The serial number should correspond with the appropriate receipt to confirm purchase. Photographs should be taken of the equipment in excess of $ 1 ,000 .00 per item If an item is not available (being used during time of the site visit), the appropriate documentation must be provided to account for that particular piece of equipment. Once the tour/visual/spot inspection of equipment has been completed , the designated personnel will then conduct an exit conference with the Subrecipient to review the findings . Other programmatic issues can be discussed at this time, such as missing quarterly reports , payment voucher/reimbursement, equipment, questions , etc. Post Site Visit Department personnel will review the site visit worksheet as a team and receive notes from the Financial Review Team , if applicable. Within 30 calendar days of the site visit, a monitoring report will be generated and sent to the Subrecipient explaining any issues and corrective actions required or recommendations. The Subrecipient will submit a Corrective Action Plan within a timeframe as determined by the Department. The Site Visit Worksheet, report and photographs will then be included in the Subrecipient's file along with any documents distributed at the site visit by the Subrecipient. 21