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!41 • 40 Edward Byrne Memorial State and Local Law ') 1 Erlloreemerti Assesta11ce Formula Grant Program All persons involved in or having administrative responsibility for the subgrant must read these "Acceptance and Agreement" conditions. This "Acceptance and A reement" Section HI must be returned as ar# of the completed application. Note Condition No. 12: Only project costs Incurred on or after the effective date of this agreement and on or prior to the termination date of a recipient's project are eligible for reimbursement. Conditions of Agreement Upon approval of this subgrant, the approved application and the following terms of conditions win become bending Non-compliance will result in project costs being disallowed. The term "department", unless otherwise stated, refers to the Department of Community Affairs The term "Bureau", unless otherwise stated, refers to the Bureau of Community Assistance The term "subgrant recipient" refers to the governing body of a city or a county or an Indian Tribe which performs criminal justice functions as determined by the U.S. Secretary of the Interior, and includes an "implementing agency"which is a subordinate agency of a city, county or Indian Tribe, or an agency under the direction of an elected official (for example, Sheriff or Clerk of the Court). 1. Reports a, Project Performance Reports: The recipient shall submit department Quarterly Project Performance Reports to the Bureau by February 1, May 1, August 1, and within forty-five (45) days after the subgrant termination date In addition, it the subgrant award period is extended beyond the "original" project period. additional Quarterly Project Performance Reports shall be submitted. b. Financial Reports. The recipient shall have a choice of submitting either Monthly or Quarterly Financial Claim Reports [DCA -CJ Form -3(A -G) to the bureau. Monthly Reimbursement Claims (1-11) are due thirty-one (31) days after the end of the reporting period. Quarterly Reimbursement Claims (1-3) are due thirty-one (31)days after the end of the reporting period. A final Financial Claim Report and a Criminal ,justice Contract (Financial) Closeout Package shall be submitted to the bureau within forty-five (45) days of the subgrant termination period. Such claim shall be distinctly identified as "final' Before the "final' claim will be processed, the recipient must submit to the department all outstanding project reports and must have satisfied all special conditions. Failure to comply with the above provisions shall result In forfeiture of reimbursement. The recipient shall submit department Quarterly Project Generated income Reports to the bureau by February 1, May 1, August 1, and within forty-five (45) days after the subgrant termination date covering subgrant project generated income and expenditures during the previous quarter (See Paragraph 14. Program Income.) c. Other Reports: The recipient shall submit other reports as may be reasonably required by the bureau. All required reports, instructions, and forms shall be distributed with the subgrant award 2. Fiscal Control and Fund Accounting Procedures The recipient shall establish fiscal control and fund accounting procedures that assure proper disbursement and accounting of subgrant funds and required non-federal expenditures. All funds spent on this project shall be disbursed according to provisions of the project budget as approved by the hureau Sufrgranl Appkcalion SoChon 11 - Pagn 12 of 16