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for technical assistance (TA) and/or a site visit if the Division determines that a Sub -Recipient is having <br />difficulty completing their project. <br />As difficulties/deficiencies are identified, the respective region or sponsoring agency shall be notified by <br />the program office via email. Information shall include the grant Sub -Recipient agency name, year and <br />project description and the nature of the issue in question. Many of the issues that arise may be resolved <br />at the regional or sponsoring agency level. Issues that require further TA shall be referred to the division <br />for assistance. Examples of TA include but are not limited to: <br />• Equipment selection or available vendors <br />• Eligibility of items or services <br />• Coordination and partnership with other agencies within or outside the region or discipline <br />• Record Keeping <br />• Reporting Requirements <br />• Documentation in support of a Request for Reimbursement <br />On-site monitoring shall be conducted by the Division or designated personnel. On-site monitoring visits <br />shall be scheduled in advance with the Sub -Recipient agency POC designated in the grant agreement. <br />The Division shall also conduct coordinated financial and grant file monitoring. Subject matter experts <br />from other agencies within the region or state may be called upon to assist in the form of a peer review as <br />needed. <br />On -Site Monitoring Protocol <br />On-site monitoring visits shall begin with those grantees that are currently spending or have completed <br />spending for that federal fiscal year (FFY). Site visits may be combined when geographically <br />convenient. There is a financial/ programmatic On-site monitoring checklist to assist in the completion of <br />all required tasks. <br />Site Visit Preparation <br />A letter shall be sent to the Sub -Recipient agency Point of Contact (POC) outlining the date, time and <br />purpose of the site visit before the planned arrival date. The appointment shall be confirmed with the <br />grantee in writing (email is acceptable) and documented in the grantee folder. <br />The physical location of any equipment located at an alternate site should be confirmed with a <br />representative from that location and the address should be documented in the grantee folder before the <br />site visit. <br />On -Site Monitoring Visit <br />Once Division personnel have arrived at the site, an orientation conference shall be conducted. <br />During this time, the purpose of the site visit and the items the Division intends to examine shall be <br />identified. All objectives of the site visit shall be explained during this time. <br />Division personnel shall review all files and supporting documentation. Once the supporting <br />documentation has been reviewed, a tour/visual/spot inspection of equipment shall be conducted. <br />Each item selected for review shall be visually inspected whenever possible. Larger items (computers, <br />response vehicles, etc.) shall have an asset decal (information/serial number) placed in a prominent <br />location on each piece of equipment as per Sub -Recipient agency requirements. The serial number shall <br />correspond with the appropriate receipt to confirm purchase. Photographs shall be taken of the <br />equipment (large capital expenditures in excess of $1,000. per item). <br />If an item is not available (being used during time of the site visit), the appropriate documentation shall be <br />provided to account for that particular piece of equipment. Other programmatic issues can be discussed <br />112 <br />