1 cdbg recordkeeping requirements for local officials
Post on 15-Dec-2015
217 Views
Preview:
TRANSCRIPT
1
CDBG Recordkeeping Requirements
For Local Officials
2
Recordkeeping Requirements
• UGLG Records 24 CFR 570.490– States will Establish Recordkeeping Requirements
for UGLGs
• State records include information from UGLG reports and records
• Both State and UGLG Records– Must Include Racial, Ethnic, and Gender Data on
Applicants, Participants, Beneficiaries
3
Recordkeeping
• Absolutely critical to establish good record keeping system
• Records are the only method of verifying compliance with the program requirements
• All records must be retained for the period of time designated by the state from the application through the certification of closeout
4
Recordkeeping
• Local government must keep all records because the state, HUD, general public, or the press, may want or need to access them for a variety of valid reasons
• Keep files in a secure location in the UGLG, not in the grant administrator’s car
5
Recordkeeping
• Application• Award letter• Grant agreement• Citizen Participation Plan • All financial records • Program Income• Environmental Review Record
– (Especially Release of Funds Letter)• Procurement Documents• Labor Standards Documents
6
Recordkeeping
• Section 3 Reports• WBE/MBE Reports• Proof that projects are eligible and meet a
national objective• Sub-recipient agreements• Affordability agreements (housing)• Economic development agreements to
provide jobs (specifics)• Job retention and creation tracking form
7
Recordkeeping
• Acquisition and Relocation Files• Acquisition and Disposition Register• Documentation of AFFH activities• Income surveys• Monitoring Letters• Beneficiary information
8
Recordkeeping
• Close out documents (as specified by state)– Monitoring findings resolved and final budget
completed based on actual expenditures– Certificate of completion (from State)– Final audit report– Others
• Records related to any open audits, reviews, or investigations should be retained
9
Record Retention
• Length of time for record retention at local level is related to when HUD closes out the Federal grant with the State
• 24 CFR 570.490(d): Records of the UGLG shall be retained for three years after the State grant is closed by HUD
• Change of use of a project by the UGLG requires longer period of record retention
Record Retention
• Hold records until notified by State
• Or, For Other Specified Periods– 24 CFR 570.487, Other Applicable Laws– 24 CFR 570.488, Displacement, Relocation, etc
11
Access to Records
• UGLG must provide access to records (24 CFR 570.490(c))
• HUD, IG, and GAO have access rights to all records
• State and UGLG will provide citizens with reasonable information about past use of CDBG funds
top related