Section R650-301-8 - Reporting And Reimbursement Cooperation Requirements(1) Grant recipients shall provide any financial records related to the grant project upon the Division's request.(2) Grant recipients shall provide the Division with progress reports until the project is complete.(3) Grant recipients shall provide to the Division a description and an itemized report detailing the expenditure of granted funds or the intended expenditure of any unspent granted funds.(4) The reports referenced in subsections (2) and (3) shall be provided at least annually,(5) Grant recipients shall submit a final report no later than 60 days after the grant contract has expired.(6) The final report shall clearly demonstrate, and provide assurances, that all granted funds disbursed to the grant recipient have been used for the purposes specified in the grant recipient's grant application and grant contract.(7) To request reimbursement for approved expenditures, grant recipients shall submit the following documentation to the Division:(a) a reimbursement request on a form provided by the Division;(b) copies of all invoices and evidence of payment, such as checks, bank statements, or receipts, as well as records of volunteer labor or other in-kind donations for work completed on the project;(c) several photos or other documentation that show the project is complete;(d) a final report with the description of the project and any other information requested by the Division; and(e) any other documentation the Division deems necessary to ensure compliance with the grant contract.(8) If granted funds have been expended within the State fiscal year (July-June), the reimbursement request referenced in subsection (7)(a) shall be submitted to the State by June 15.(9)(a) At its sole discretion, the Division may advance no more than 75% of granted funds to the grant recipient before the project's completion if the grant recipient demonstrates it does not have the financial ability to pay project expenses during the contract period.(b) Applicants shall state within the grant application that they intend to request advance granted funds.(c) If the Division awards the grant, the grant recipient may request advance granted funds from the Division, outlining the need and expected use of the advanced granted funds for project costs incurred over twelve months.(d) If the Division advances granted funds, the grant recipient shall provide a progress report and an accounting of all project expenditures pursuant to timelines set out by the Division in the grant contract.(e) The Division shall provide the balance of granted funds to the grant recipient after the completion of the project and only after a final accounting of total project costs that details the expenditure of all granted funds or the intended cost of any unspent advanced granted funds.(f) The grant contract shall provide any additional conditions that a grant recipient shall fulfill in order to receive advance granted funds, as well as any continuing obligations, including documentation requirements, that the grant recipient shall fulfill if advanced granted funds are received.(10) All project expenditures shall occur during the contract period.(11) The Division shall not provide the grant recipient with any granted funds for costs accrued before or after the contract period.(12) A grant recipient shall submit documentation for reimbursement within 60 days following the contract expiration, provided that the grant recipient incurred the expense during the contract period.(13) The grant recipient shall provide a description and an itemized report detailing the expenditure of all granted funds expended during the contract period.(14) The grant recipient shall return to the Division any advanced granted funds not spent on the project.Utah Admin. Code R650-301-8
Adopted by Utah State Bulletin Number 2023-17, effective 8/10/2023