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2018-259
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2018-259
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Last modified
1/4/2021 2:44:41 PM
Creation date
12/5/2018 10:21:05 AM
Metadata
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Template:
Official Documents
Official Document Type
Grant
Approved Date
11/20/2018
Control Number
2018-259
Agenda Item Number
8.K.
Entity Name
State of Florida, Division of Emergency Management
Subject
Federally-Funded Subaward and Grant Agreement
Hurricane Irma
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.11 <br />The right of access also includes timely and reasonable access to the Sub -Recipient's personnel for the <br />purpose of interview and discussion related to such documents. <br />c. As required by Florida Department of State's record retention requirements (Chapter <br />119, Florida Statutes) and by 2 C.F.R. §200.333, the Sub -Recipient shall retain sufficient records to show <br />its compliance with the terms of this Agreement, as well as the compliance of all subcontractors or <br />consultants paid from funds under this Agreement, for a period of five (5) years from the date of <br />submission of the final expenditure report. The following are the only exceptions to the five (5) year <br />requirement: <br />If any litigation, claim, or audit is started before the expiration of the 5 -year <br />period, then the records must be retained until all litigation, claims, or audit findings involving the records <br />have been resolved and final action taken. <br />ii. When the Division or the Sub -Recipient is notified in writing by the Federal <br />awarding agency, cognizant agency for audit, oversight agency for audit, cognizant agency for indirect <br />costs, or pass-through entity to extend the retention period. <br />iii. Records for real property and equipment acquired with Federal funds must <br />be retained for 5 years after final disposition. <br />iv. When records are transferred to or maintained by the Federal awarding <br />agency or pass-through entity, the 5 -year retention requirement is not applicable to the Sub -Recipient. <br />Records for program income transactions after the period of performance. In <br />some cases recipients must report program income after the period of performance. Where there is such <br />a requirement, the retention period for the records pertaining to the earning of the program income starts <br />from the end of the non -Federal entity's fiscal year in which the program income is earned. <br />vi. Indirect cost rate proposals and cost allocations plans. This paragraph <br />applies to the following types of documents and their supporting records: indirect cost rate computations <br />or proposals, cost allocation plans, and any similar accounting computations of the rate at which a <br />particular group of costs is chargeable (such as computer usage chargeback rates or composite fringe <br />benefit rates). <br />d. In accordance with 2 C.F.R. §200.334, the Federal awarding agency must request <br />transfer of certain records to its custody from the Division or the Sub -Recipient when it determines that <br />the records possess long-term retention value. <br />e. In accordance with 2 C.F.R. §200.335, the Division must always provide or accept <br />paper versions of Agreement information to and from the Sub -Recipient upon request. If paper copies <br />are submitted, then the Division must not require more than an original and two copies. When original <br />records are electronic and cannot be altered, there is no need to create and retain paper copies. When <br />original records are paper, electronic versions may be substituted through the use of duplication or other <br />forms of electronic media provided that they are subject to periodic quality control reviews, provide <br />reasonable safeguards against alteration, and remain readable. <br />
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