1999 S Manager - CJPP Grant Acceptanct 1999-2000 - 08-17-1999 - 8p

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4. Supplies and Other Operating Expenses and Equipment: Documentation must include purchase order authorization, audited vendor invoices approved by the project director (and other higher authorizing official, if appropriate). The Grantee further agrees to maintain a current inventory of all project equipment onsite at the project location. 5. Construction and Renovation: Documentation must include contracts for services, payment rate consistent with contractual arrangement, construction supply costs and invoices, architectural plans (if appropriate), dates for start and completion of projects, detailed billing to indicate services performed and/or delivered, AND necessary approvals by project director. Any construction or renovation performed by or for the Grantee shall be made according to local rules and policies governing such activities, for example building permits. Payment of rent shall not be made on facilities constructed, renovated or acquired with NCDOCCJPP grant funds without prior written approval from NCDOCCJPP. D. Payment and Utilization of Funds: Funds awarded are to be expended only for purposes and activities covered by the Grantee's approved NCDOCCJPP plan or application budget. Project funds may not be expended or committed prior to the grant contract effective date. Project funds disbursement is subject to completion of requirements set forth as a checklist in the award letter. This checklist of requirements is incorporated by reference and made a part hereof. Project funds may not be expended and will not be reimbursed until the Grantee submits its grant award contract signed by the appropriate official or officials. Project funds will be made available through a reimbursement procedure as provided by NCDOCCJPP policies and procedures. Submission of reimbursement requests are required by the tenth day of each month for the expenditures of the preceding month. Project funds may not be expended and will not be reimbursed until the Grantee has entered all required offender data into the NCDOCCJPP Information Management System (IMS) and has fully complied with all other NCDOCCJPP reporting requirements, including financial reports, through the month for which reimbursement is being requested. At no time shall the Grantee request or have on hand funds in excess of the amount necessary for expenditure within the next ninety days. The balance of grant funds remaining after the completion of a project as authorized in the approved application will automatically revert to the NCDOCCJPP account for unrestricted reallocation by the NCDOCCJPP as provided for in the Criminal Justice Partnership Act. E. Grant Adjustment: The Grantee must obtain prior written approval from the NCDOCCJPP for major project changes. These include, but are not limited to the following: a) changes of substance in project activities, designs, or research plans set forth in the approved application; b) changes or deviations which might alter the project scope or intent; c) changes in the project director and /or key professional personnel identified in the approved application; d) changes in the approved budget with the exception of those changes permitted in accordance with provisions cited later in this section, and e) changes in the length of the grant period. Requests for budget amendments are to be submitted on the NCDOCCJPP Budget Amendment Forms. No equipment purchases or salary increases not included in the approved budget may be made without prior approval of NCDOCCJPP. Page 5 -- -July 1, 1999 to June 30, 2000