Orange County NC Website
Browse       Search
6 <br />retained and available for audit purposes for three years following the end of the grant <br />period. Adequate documentation is defined as follows for each major budget category: <br />Personnel: Documentation must include time and attendance records, payroll <br />periods, payment rate and a brief description of the service(s) provided. Time <br />Reports must be signed by the employee and supervisor. This requirement applies <br />to all personnel paid from NCDOCCJPP grant funds. All salary increases must <br />comply with CJPP policy and be approved as a part of the annual grant submission <br />or in subsequent program/budget amendment requests. <br />2. Contractual Services: For individual contractual service providers, <br />documentation must include the signed contract, time and attendance reports <br />showing time period, payment rate, hours per day and service(s) provided. <br />Documentation must be signed by the contractual service provider and the project <br />director. In case of organizations performing professional services, documentation <br />must include a detailed billing indicating services performed or products delivered, <br />payment rate consistent with contractual agreement, and approval by the project <br />director. <br />3. Travel: Documentation must be detailed, to include date, destination, mileage, <br />reason for travel, and itemization of expenses. Receipts for parking, tuition, <br />registration, and lodging are required. Expense vouchers will include the signature <br />of the employee and supervisor. Travel expenses shall not exceed those approved <br />by the Grantee county. Travel in permanently assigned county vehicles purchased <br />with CJPP funds must be documented on a travel log and kept available for <br />reviewing during monitoring visits. <br />4. Supplies and Other Operating Expenses and Equipment: Documentation <br />must include purchase order authorization, audited vendor invoices approved by <br />the project director (and other higher authorizing official, if appropriate). The <br />Grantee further agrees to maintain a current inventory of all project equipment <br />onsite at the project location. <br />Construction and Renovation: Documentation must include contracts for <br />services, payment rate consistent with contractual arrangement, construction <br />supply costs and invoices, architectural plans (if appropriate), dates for start and <br />completion of projects, detailed billing to indicate services performed and/or <br />delivered, AND necessary approvals by project director. Any construction or <br />renovation performed by or for the Grantee shall be made according to local rules <br />and policies governing such activities,. for example building permits. Payment of <br />rent shall not be made on facilities constructed, renovated or acquired with <br />NCDOCCJPP grant funds without prior written approval from NCDOCCJPP. <br />Page 5 -- -July 1, 1998 to June 30, 1999 <br />