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Contract#68-5000 <br /> Inter-Faith Council for Social Service,Inc. <br /> 11. Monitoring <br /> Contractor will participate in all monitoring activities,programmatic and/or fiscal, state and/or <br /> federal, field and/or desk monitoring(materials mailed/emailed in to the state offices). <br /> A. At a minimum,participant file monitoring will include review of households that were not <br /> enrolled into the program, households that are currently enrolled in the program, and <br /> households that have exited the program(unless no households have yet exited). <br /> B. Fiscal monitoring will include monitoring of fiscal processes, financial documentation of <br /> expenses, and eligibility documentation in client files. <br /> C. Programmatic monitoring will also include review of CHIN data entry and monitoring <br /> practices. <br /> Frequency of monitoring visits may be based on performance as documented in CHIN and <br /> additional risk factors as identified in previous grantee performance, grant application forms, and <br /> monitoring reports from other state and federal agencies. <br /> Documentation: Monitoring reports and participant files. <br /> III. Reporting <br /> A. Contractor will be responsible for accurate and complete CHIN data entry(comparable data <br /> for Domestic Violence programs) and reimbursements requests. All CHIN data entry for <br /> the quarter must be entered into CHIN by the end of the third month of the quarter. <br /> B. Contractor will be responsible for all other information required for federal reporting. <br /> Contractor will be notified of these reporting requirements as federal guidance is provided. <br /> C. Contractor will be responsible for submission of semi-annual reports to the State. <br /> Documentation: CHIN reports,Annual reports, Semi-Annual reports. <br /> IV. Reimbursement <br /> The Contractor shall submit to Orange County Department of Social Services by the 5h of each <br /> month, a monthly reimbursement request for services rendered the previous month. Contractor will <br /> submit reimbursement requests using forms supplied by the State with required <br /> documentation/proof of payment and maintaining additional required documentation in household <br /> (participant) files and in the CHIN system. Reimbursement requests may be verified against data in <br /> CHIN before payment is made. The Contractor shall reimburse the County for any funds that are <br /> misused. When reimbursements are made in a timely and complete manner, Emergency Services <br /> reimbursements will be paid on a monthly basis. <br /> Documentation: Reimbursement forms,reimbursement documentation, CHIN reports,participant <br /> files,timesheets or documentation of indirect cost rates, cost allocation plans and paid invoices. <br /> V <br /> Signature Title <br /> Outcomes (06104) Page 3 of 5 <br />