Section NR 335.14 - Grantee accountability(1) RECORDS MANAGEMENT. Each grantee shall maintain an accounting system that accurately reflects all fiscal transactions, incorporates appropriate controls and safeguards, and provides good audit trails, particularly to source or original documents. (a)Accounting procedures. Financial schedules and statements filed with grant applications and payment requests shall be based on records maintained under generally accepted accounting principles which meet the following minimum requirements: 1. Accounts shall separate grant receipts and eligible project costs from those allocable to other programs and activities.2. Payments received under another state or federal cost sharing or grant program or from another municipality or any other outside funding source and expenditures shall be listed in sufficient detail to provide a basis for accurate and complete reporting.3. Supporting records for all expenditures shall be itemized in sufficient detail to reflect the nature and propriety of each. Proof of payment, such as cancelled checks or receipts from vendors, shall be maintained.4. If the owner uses its own labor force, payroll records shall be maintained that reflect actual program hours worked by each employee as well as allocable gross wages and fringe benefits paid. Time and attendance records describing the work performed, specifying project hours worked by day, and both signed by the employee and bearing evidence of management approval, shall be maintained, along with computations showing hourly pay rates and allocation of fringe benefits.(b)Fiscal controls. 1. Any consultant, construction or service contract totaling $10,000.00 or more annually shall be covered by a formal contract or agreement specifying financial terms, contract duration, and services to be rendered.2. Actual cost of force account labor and equipment is allowable. Equipment rates shall be limited to the county-wide rates established annually by the department of transportation (DOT). Eligibility of the use of specialized equipment for which DOT rates are not available shall be based on the allocable portion of depreciation plus normal and reasonable operation expenses attributable to project activities.3. Grantee shall comply with applicable state or federal regulation concerning bidding and awarding contracts, wage rates and labor rates.(2) RECORDS RETENTION AND AUDITING. The grantee's records, and the records of contractors and engineers which are pertinent to a specific state grant award, shall be subject at all reasonable times to inspection, copying and audit by the department for a period of 7 years from the date of final payment.Wis. Admin. Code Department of Natural Resources NR 335.14
Cr. Register, April, 1991, No. 424, eff. 5-1-91; CR 10-032: am. (1) (b) 1. and 2., cr. (1) (b) 3. Register October 2010 No. 658, eff. 11-1-10.