Laserfiche WebLink
<br />Preparedness Grants Manual <br />. <br />. <br />Where FEMA requires recipients to report program income after the POP ends, the program <br />income record retention period begins at the end of the recipient’s fiscal year in which program <br />income is earned. See 2 C.F.R. § 200.334(e). <br />For indirect cost rate proposals, cost allocation plans, or other rate computations records, the <br />start of the record retention period depends on whether the indirect cost rate documents were <br />submitted for negotiation. If the indirect cost rate documents were submitted for negotiation, the <br />record retention period begins from the date those documents were submitted for negotiation. If <br />indirect cost rate documents were not submitted for negotiation, the record retention period <br />begins at the end of the recipient’s fiscal year or other accounting period covered by that indirect <br />cost rate. See 2 C.F.R. § 200.334(f). <br />6.8.2. TYPES OF RECORDS TO RETAIN <br />FEMA requires that non-federal entities maintain the following documentation for federally funded <br />purchases: <br />. <br />. <br />. <br />. <br />. <br />. <br />. <br />. <br />Specifications; <br />Solicitations; <br />Competitive quotes or proposals; <br />Basis for selection decisions; <br />Purchase orders; <br />Contracts; <br />Invoices; and <br />Canceled checks. <br />Non-federal entities should keep detailed records of all transactions involving the grant. FEMA may <br />at any time request copies of any relevant documentation and records, including purchasing <br />documentation along with copies of canceled checks for verification. See, e.g., 2 C.F.R. § 200.318(i), <br />§ 200.334, § 200.337. <br />For any cost to be allowable, it must be adequately documented per 2 C.F.R. § 200.403(g). Non- <br />federal entities who fail to fully document all purchases may find their expenditures questioned and <br />subsequently disallowed. <br />6.9.Actions to Address Noncompliance <br />Non-federal entities receiving financial assistance from FEMA are required to comply with <br />requirements in the terms and conditions of their awards or subawards, including the terms set forth <br />in applicable federal statutes, regulations, NOFOs, policies, and this manual. Throughout the award <br />lifecycle or even after an award has been closed, FEMA or the pass-through entity may discover <br />potential or actual noncompliance on the part of a recipient or subrecipient. This potential or actual <br />noncompliance may be discovered through routine monitoring, audits, closeout, or reporting from <br />various sources. <br />47