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I. Record Keeping2eporting. SUBRECIPIENT shall keep and maintain complete and
<br />adequate records and reports on program participants to determine their initial and continuing eligibility for
<br />the program services being provided to assist CITY in meeting and maintaining its record keeping
<br />responsibilities under the CDBC BEGS, including the following:
<br />(1) Records
<br />a. Documentation evidencing program income requirements in conformity with 24 CFR
<br />570.504(b((2)(i), (ii) and 24 CFR 570.503(b)(3) and 24 CFX 570,208(4)(2)(B) of the Yncome level
<br />of persons and/or families participating in or benefitingby the SUBRECTPTNT program.
<br />b, Documentation of the number of persons and/or families participating in or benefiting
<br />by the SUT3RECiPMN"T program.
<br />c; Household information shall include number of persons, identification of head of
<br />household, racetetlmicity, and income verification of all household members ages 18 and over.
<br />d. Documentation of all C.DBG FUNDS received from CITY..
<br />e, Documentation of expenses as identified in the Budget ,Proposal, including evidence of
<br />incurring the oxpenee, invoices for goods or services, copies of any and all contracts or
<br />documentation pertaining to costs for subcontractors, plus all other invoices and proof of payment for
<br />which CDBG FUNDS were expended, and any payments,therefor:
<br />f. Any such other related records as CITY shall reasonably require or as required to be
<br />maintained pursuant to the CDBG BEGS.
<br />(2). Re orts
<br />a, Payment Request. Coucltrrcntly with the submittal of each quarterly report, on or before
<br />the 15th day of October, January, April and July, SUBREC)PWNT .shall submit both: an original
<br />invoico/request for reimbursement and true copies of invoices, receipts, canceled checks, bank
<br />statemients, credit card statements, procurement documentation for goods or services, timesheets,
<br />payroll records; benefit statements, agreements, contracts or documentation pertaining to costs for
<br />subcontractors, and/or other documentation supporting and evidencing how the CDBG FUNDS
<br />have been expended during the applicable quarter,
<br />b. Quarterly Progress Report. SUBRECIPIENT agrees to keep records of all ethnic and
<br />racial statistics of persons and families benefited by SUBRECIPIENT in the performance of its
<br />obligations under this Agreement, including, but not limited to; the number of low and moderate
<br />income persons and households assisted in accordance with federal income limits, the number of
<br />female heads of households assisted, new program information and year-to-date program
<br />statistics on expenditures, caseload and activities Failure to provide any of the required
<br />documentation and reporting will cause CITY to withhold all or a portion of a request for
<br />reimbursement, or return the entire reimbursement package to SUBRECIPIENT, until such
<br />documentation and reporting has been receiver/ and approved by CITY,
<br />J, Access to Records. CITY and the United States Government and their representatives or
<br />auditors shall have access for purposes of monitoring, auditing, and exanuming SUBRECIPIENT's
<br />activities and performance, to books, documents and papers, and the tight to examine records of
<br />SUBRECIPIENT's subcontractors, bookkeepers and accountants, employees and participants in regard to
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