Or. Admin. Code § 813-203-0070

Current through Register Vol. 63, No. 12, December 1, 2024

Section 813-203-0070 - Recordkeeping and Compliance Monitoring

(1) Subgrantees and their subrecipients must maintain accurate financial records satisfactory to OHCS and consistent with LIHWA program requirements, which document the receipt and disbursement of all LIHWA funds by OHCS. Subgrantees must have an accounting system in place satisfactory to OHCS, and implement the assistance database, OPUS, for data and fiscal entry.

(2) Subgrantees and their subrecipients must maintain other LIHWA records satisfactory to OHCS and consistent with LIHWA program requirements, which include, but are not limited to, documentation of household eligibility, receipt of allowable program services, termination of services and the basis for same, housing status, administrative actions, contracts with subrecipients, review of subrecipient performance, action taken with respect to deficiency notices, and any administrative review proceedings. Such records must be satisfactory to OHCS in substance and format.

(3) Subgrantees must provide OHCS with all required reports, data, and financial statements by submission deadlines and satisfactory to OHCS in form and substance as identified in the LIHWA program requirements and as requested by OHCS.

(4) To ensure proper compliance and monitoring of LIHWA, subgrantees and their subrecipients must:

(a) Furnish representatives of OHCS, the Oregon Secretary of State's Office, the original funder (including the state or federal government), and their duly authorized representatives access to and permit copying of all electronic and hardcopy books, accounts, documents, and records and allow reasonable access to the project and other property pertaining to the LIHWA Program, at any such representative's request.

(b) Cooperate fully in any inspections or other monitoring actions taken by OHCS, the Oregon Secretary of State's Office, the original funder (including the state or federal government), and their duly authorized representatives.

(c) Retain and keep accessible all LIHWA records and data according to LIHWA program requirements and as requested by OHCS.

(5) OHCS will conduct reviews, audits, and other compliance monitoring as it deems appropriate with respect to each subgrantee and its subrecipients to verify compliance with the LIHWA program requirements. Subgrantees and their subrecipients must cooperate fully with OHCS in its compliance monitoring activities.

(6) Subgrantees must require by contract and monitor their subrecipients' compliance with all LIHWA program requirements including, but not limited to, recordkeeping and retention of records and OHCS compliance monitoring and enforcement.

Or. Admin. Code § 813-203-0070

OHCS 14-2021, temporary adopt filed 12/30/2021, effective 12/30/2021 through 6/27/2022; OHCS 8-2022, adopt filed 03/11/2022, effective 3/11/2022; OHCS 3-2024, temporary amend filed 03/28/2024, effective 3/29/2024 through 9/24/2024; OHCS 21-2024, amend filed 06/03/2024, effective 6/3/2024

Statutory/Other Authority: US Public Law 116-260, ORS 456.555 & US Public Law 117-2

Statutes/Other Implemented: US Public Law 116-260, US Public Law 117-2 & ORS 458.505