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7/2014
<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) 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 reimbursement and 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 the CDBG FUNDS
<br />have 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, 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 -to -date 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 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 States Government and/or their representatives
<br />shall have access for purposes of monitoring, auditing, and examining SUBRECIPIENT's activities and
<br />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.
<br />CITY and the United States Government and/or their representatives shall 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
<br />are kept. Nothing herein shall be construed to require access to any privileged or confidential information
<br />as set forth in federal or state law.
<br />K. Location of Records/Required Length of Record Keep. All accounting records, reports,
<br />and evidence pertaining to all costs, expenses and the CDBG FUNDS of SUBRECIPIENT and all
<br />documents related to this Agreement shall be maintained and kept available at SUBRECIPIENT'S office
<br />or place of business for the duration of the Agreement and thereafter for five (5) years from the date of
<br />final payment under this Agreement. Records which relate to (a) complaints, claims, administrative
<br />proceedings or litigation arising out of the performance of this Agreement, or (b) costs and expenses of
<br />this Agreement to which CITY or any other governmental agency takes exception, shall be retained
<br />beyond the five (5) years until complete resolution or disposition of such appeals, litigation claims, or
<br />exceptions. In the event SUBRECIPIENT does not make the above - referenced documents available within
<br />the city of Santa Ana, California, SUBRECIPIENT agrees to pay all necessary and reasonable expenses
<br />incurred by CITY in conducting any audit at the location where said records and books of account are
<br />maintained.
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