Laserfiche WebLink
Notice and ARRA. <br />J. Retention <br />SUBRECIPIENT shall retain all records pertinent to expenditures incurred <br />under this AGREEMENT for a period of five (5) years after the termination of all activities <br />funded under this AGREEMENT, or after the resolution of all Federal audit findings, which <br />ever occurs later. Records for non - expendable property acquired with funds under this <br />AGREEMENT shall be retained for five (5) years after final disposition of such property. <br />Records for any displaced person must be kept for five (5) years after s /he has received <br />final payment. Notwithstanding the above, if there are litigations, claims, audits, <br />negotiations, or other actions that involve any of the records, the records must be retained <br />until completion of the actions and resolution of all issues, or the expiration of the five <br />year period, whichever occurs later. <br />K. Client Data <br />1. SUBRECIPIENT shall maintain client data demonstrating client <br />eligibility for services provided for a period of five (5) years after the termination of all <br />activities funded under this AGREEMENT, or after the resolution of all Federal audit <br />findings, whichever occurs later. Such data shall include, but not be limited to, client <br />name, address, verifiable income level (as documented by income tax returns, employee <br />payroll records, retirement statements, etc., or other third party documentation acceptable <br />to CITY, for determining eligibility), and description of service provided. Such information <br />shall be made available to HUD representatives, CITY monitors, or their designees, for <br />review upon request. <br />2. SUBRECIPIENT shall develop and implement procedures to ensure <br />the confidentiality of records pertaining to any individual provided family violence <br />prevention or treatment services under any PROJECT assisted under the subject <br />program, including protection against the release of the address or location of any family <br />violence shelter project, except with the written authorization of the person responsible for <br />the operation of the shelter. <br />3. SUBRECIPIENT is required to actively participate and enter into the <br />CITY's local Homeless Management Information System /Client Management Information <br />System (HMIS /CMIS) all required client data on a monthly basis. The HMIS /CMIS is a <br />system for tracking the use of homeless programs and related activities producing an <br />Page 16 of 28 <br />