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<br />AUDIT CHECKLIST <br /> <br />An audit of the project may be performed. The grantee must retain and make available ali project related records for a <br />minimum of three years foliowing project termination or final payment of grant funds. Listed below are some of the items <br />"",he auditor will examine during the review of your records as applicable. It is the responsibility of the grantee to have <br />these records available in a central location ready for review once an audit date and time has been confirmed. If you have <br />any questions regarding these documents, you may contact the State Department of Parks and Recreation Audits Office <br />at (916) 445-8999. <br /> <br />CONTRACTS <br /> <br />MINOR CONTRACTS/MA TERIALS/SERVICES/EQUIPMENT <br />RENTALS <br /> <br />Summary list of bidders (includin9 individual bid <br />packages) <br /> <br />Recommendation by reviewer of bids <br /> <br />Awarding by governing body (minutes of the <br />meeting/resolution) <br /> <br />Purchase orders/Contracts/Service Agreements <br /> <br />Invoices <br /> <br />Payments (actual cancelied checks/warrants") <br /> <br />Construction contract agreement <br /> <br />ACQUISITION <br /> <br />Contract bonds (bid, performance, payment) <br /> <br />Appraisal Report <br /> <br />Contract change orders <br />Contractor's progress billings <br />Payments to contractor (cancelied checks/warrants") <br /> <br />Did the owner accompany the appraiser? <br /> <br />Stop Notices (filed by sub-contractors and release if <br />applicable) <br /> <br />10 year history <br /> <br />Statement of just compensation (signed by seiler) <br /> <br />Statement of difference (if purchased above <br />appraisal) <br /> <br />Liquidated damages (claimed against the contractor) <br /> <br />Waiver of just compensation (if purchased below <br />appraisal: signed by seiler) <br /> <br />'-' <br /> <br />Notice of completion (recorded) <br /> <br />Final Escrow Closing Statement <br /> <br />Authorization/work order identifying project <br />Daiiy time sheets signed by employee and supervisor <br /> <br />Canceiled checkslwarrants (payment(s) to seiler(s)) <br /> <br />Grant deed (vested to the participant) or final order of <br />condemnation <br /> <br />FORCE LABOR' <br /> <br />Title insurance poiicy (issued to participant) <br /> <br />Hourly rate (salary schedules/payroil register) <br />Fringe benefits (provide breakdown) <br /> <br />Reiocation documents <br /> <br />Income (rental, grazing, sale of improvements, etc.) <br /> <br />IN-HOUSE EQUIPMENT' <br /> <br />INTEREST <br /> <br />Authorization/work order <br /> <br />Hourly rate related backup documents <br /> <br />Scheduie of interest earned on State funds advanced <br />Note: Interest on grant advances is accountable, <br />even if commingled in a pooled fund account and/or <br />interest was never ailocated back to the grant fund. <br /> <br />Daily time records identifying the project site <br /> <br />AGREEMENT/CONTRACTS <br /> <br />Leases, agreements, etc., pertaining to <br />developed/acquired property <br /> <br />* <br /> <br />Estimated time expended on the projects is not acceptable. Actual time records and all supporting documentation <br />must be maintained as charges are incurred and made available for verification at the time of audit. <br />Front and back if copied. <br /> <br />'- ** <br /> <br />Revised 1/12/2006 <br />