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the program services being provided.to assist CITE in meeting and maintaining its record keeping .
<br /> responsibilities under the CDBG•REGS,including the following-
<br /> (1) Records
<br /> a. Documeatatian-evidencing program income requirements in'•confoi7nity with 24 CFR
<br /> 570304(b((2)(i), (ii) and 24 CFR 570.503(b)(3) and 24'CFR 570,208(a)(2)(B) of the income level'
<br /> of persons and/or families Participating in or benefiting bythe'SUBRECI TENT program,
<br /> b. Documentation of.the number of persons and/or families participating in or benefiting
<br /> by the SUBRECIPIENT program,
<br /> c, . Household information shall include number. of persons, identification of-head of
<br /> household,race/ethnicity;and income verification of all household members ages 18 and over,
<br /> d. Documentation of all CDBG FUNDS received from CITY,
<br /> e. 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
<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 REGS,
<br /> (2) Rep -
<br /> a. Payment.Request." Concurrently with the submittal of each quarterly report,on or before - .
<br /> the 15th day of October; 1anuary, April and July, SUBRECIPIENT shall submit both: an original
<br /> invoice/request for reimbursement and true copies of invoices, receipts, canceled checks, bank
<br /> statements, credit card statements, procurement documentation for goads or services, timesheets,
<br /> payroll records, benefit statements, agreewerits,_ 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 Progiess Report, SUBRECIPIENT agrees to beep records of all ethnic and
<br /> racial statistics of-persons and families benefited by SURRECIPIENT 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-toAate 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 retwn tlio",entire'reimbursement package to SUBRECIPIENT, until such
<br /> documentation and reporting has been received and approved by,CITY.
<br /> J. • Access to R.ecoiAs, CITY and the United States Government and their,representatives or •
<br /> auditors shall hove access. for..,purposes of monitoring, audiflug, and ei)mining SUBRECIPIENT`s
<br /> activities mid performance; to books, documents and papers, and the right to examine records of
<br /> SUBRECIl'IENT's subcontractors,bookkeepers and accountants, employees and participants in regard to .
<br /> said program, CITY and the United States Government and their representatives or auditors shall also
<br /> schedule on-site monitoring at their discretion. Monitoring activities may also include,but are not limited
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