S CJPP Grant Acceptance FY 1999-2000

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It is the specific responsibility of the Grantee to ensure that the Board(s) of County Commissioners and any local government body with authority over the Grantee county or the jurisdiction in which the facility or program is to be located approves of the use of a particular site for any operations paid for in whole or in part by NCDOCCJPP funds. Further, title to any property must be held as stated in 111. K. above. IV. Operational Procedures A. County Policies In Effect: The Grantee county shall manage the grant funds and ensure that the program operation and all grant fund expenditures are carried out under the fiscal policies of the Grantee county, except where otherwise provided for in this contract. B. Implementation of Project Within Sixty Days: The Grantee agrees to implement NCDOCCJPP projects within sixty days following the grant contract effective date, except as provided b elow or be subject to automatic cancellation of the grant. An extension may be authorized if requested and justified in writing during the initial sixty-day period. Implementation includes hiring of staff or expenditure of funds as stated in the budget of an approved NCDOCCJPP plan or application. C. Accounting Requirements: Grantee agrees to record all project costs following generally accepted fund accounting procedures. A separate account number or cost recording system must separate all project costs from the Grantee's other or general expenditures. Adequate documentation must be maintained for all project expenditures and commitment of funds. Such financial records and supporting documentation must be retained and available for audit purposes for three years following the end of the grant period. Adequate documentation is defined as follows for each major budget category: 1. Personnel: Documentation must include time and attendance records, payroll periods, payment rate and a brief description of the service(s) provided. Time Reports must be signed by the employee and supervisor. This requirement applies to all personnel paid from NCDOCCJPP grant funds. All salary increases must comply with CJPP policy and be approved as a part of the annual grant submission or in subsequent program/budget amendment requests. 2. Contractual Services: For individual contractual service providers, documentation must include the signed contract, time and attendance reports showing time period, payment rate, hours per day and service(s) provided. Documentation must be signed by the contractual service provider and the project director. In case of organizations performing professional services, documentation must include a detailed billing indicating services performed or products delivered, payment rate consistent with contractual agreement, and approval by the project director. 3. Travel: Documentation must be detailed, to include date, destination, mileage, reason for travel, and itemization of expenses. Receipts for parking, tuition, registration, and lodging are required. Expense vouchers will include the signature of the employee and supervisor. Travel expenses shall not exceed those approved by the Grantee county. Travel in permanently assigned county vehicles purchased with CJPP funds must be documented on a travel log and kept available for reviewing during monitoring visits. Page 4---July 1, 1999 to June 30, 2000