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A TRUE COPY CERTIFICATION ON LAST PAGE J.R. SMITH, CLERK Attachment G PUBLIC ASSISTANCE PROGRAM GUIDANCE 1. RECIPIENT'S WEB -BASED PROJECT MANAGEMENT SYSTEM Sub -Recipients must use the Recipient's web -based project management system to access and exchange project information with the State throughout the project's life. This includes processing payments, reimbursement requests, quarterly reports, final inspection schedules, change requests, time extensions, and other services as identified in the Agreement. Training on this system will be supplied by the Recipient upon request by the Sub -Recipient. 2. PROJECT DOCUMENTATION The Sub -Recipient must maintain all source documentation supporting the project costs. To facilitate closeout and audits, the Applicant should file all documentation pertaining to each project with the corresponding PW as the permanent record of the project. In order to validate Large Project Requests for Reimbursement (RFRs), all supporting documents should be uploaded to the grants management system website. Contact the grant manager with questions about how and where to upload documents, and for assistance linking common documents that apply to more than one (1) PW. The Sub -Recipient must retain sufficient records to show its compliance with the terms of this Agreement, including documentation of all program costs, in a form sufficient to determine compliance with the requirements and objectives under this Agreement and all other applicable laws and regulations, for a period of five (5) years from the date of the Sub -Recipient account closeout by FEMA. The five (5) year period is extended if any litigation, claim or audit is started before the five (5) year period expires, and extends beyond the five (5) year period. The records must then be retained until all litigation, claims, or audit findings involving the records have been resolved. Records for the disposition of non -expendable personal property valued at $5,000 or more at the time it is acquired must be retained for five (5) years after final account closeout. Records relating to the acquisition of real property must be retained for five (5) years after final account closeout. 3. INTERIM INSPECTIONS Interim Inspections may be requested by the Sub -Recipient, on both small and large projects, to: i. Conduct insurance reconciliations; ii. Review an alternate scope of work; iii. Review an improved scope of work; and/or, iv. Validate scope of work and/or cost. Interim Inspections may be scheduled and submitted by the Recipient as a request in the grants management system under the following conditions: i. A quarterly report has not been updated between quarters; ii. The Sub -Recipient is not submitting Requests for Reimbursement (RFR's) in a timely manner; iii. Requests for a Time Extension have been made that exceed the Grantee's/ Recipient's authority to approve; and/or, iv. There are issues or concerns identified by the Recipient that may impact funding under this agreement. 47