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I.Record Keeping/Reporting. SUBRECIPIENT shall keep and maintain complete and adequate <br />records and reports on program participants to determine their initial and continuing eligibility for the program <br />services being provided to assist CITY in meeting and maintaining its record keeping responsibilities under the <br />OMHREGS, including the following: <br />(1)Records <br />a.Documentation of the number of persons and/or families participating in or benefiting by <br />the SUBRECIPIENT program. <br />b.Household information shall include number of persons, identification of head of <br />household, race/ethnicity, and income verificationof all household members ages 18 and over. <br />c.Documentation of all OMHFUNDS received from CITY. <br />d.Documentation of expenses as identified in the Budget Proposal, including evidence of <br />incurring the expense, invoices for goods or services, copies of any and all contracts or documentation <br />pertaining to costs for subcontractors, plus all other invoicesand proof of paymentfor which OMH <br />FUNDS were expended, and any payments therefor. <br />e.Any such other related records as CITY shall reasonably require or as required to be <br />maintained pursuant to the OMHREGS. <br />(2)Reports <br />a.Payment Request. Concurrently with the submittal of each quarterly report, on or before <br />the 15th day of October, January, April and July, SUBRECIPIENT shall submit both: an original <br />invoice/request for reimbursementand true copies of invoices, receipts, canceled checks, bank <br />statements, 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 theOMHFUNDS have <br />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, new program information and year- <br />to-date program statistics on expenditures, caseload and activities.Failure to provide any of the <br />required 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 received and approved by CITY. <br />J.Access to Records. CITY and the United StatesGovernment and their representatives or <br />auditors shall have access for purposes of monitoring, auditing, and examining SUBRECIPIENT's activities <br />and performance, to books, documents and papers, and the right to examine records of SUBRECIPIENT's <br />subcontractors, bookkeepers and accountants, employees and participants in regard to said program. CITY <br />and the United States Government and their representativesor auditorsshall also schedule on-site <br />monitoring at their discretion. Monitoring activities may also include, but are not limited to, questioning <br />employees and participants in said program and entering any premises or any site in which any of the <br />services or activities funded hereunder is conducted or in which any of the records of SUBRECIPIENT are <br />kept. Nothing herein shall be construed to require access to any privileged or confidential information as <br />set forth in federal or state law. <br />4 <br /> <br />