Agenda - 08-01-2022; 1 - Ratification of the County Manager's Approval of ARPA Policies

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52 • Documentation of rational to support a particular expenditure of CSLFRF (e.g., expenditure constitutes a general government service); • Documentation of administrative costs charged to the ARP/CSLFRF award; • Procurement documents evidencing the significant history of a procurement, including, at a minimum, the rationale for the method of procurement, selection of contract type, contractor selection or rejection, and the basis for contract cost or price; • Subaward agreements and documentation of subrecipient monitoring; • Documentation evidencing compliance with the Uniform Guidance property management standards set forth in 2 C.F.R. §§ 200.310-316 and 200.329; • Personnel and payroll records for full-time and part-time employees compensated with CSLFRF, including time and effort reports; and • Indirect cost rate proposals Storage: Orange County's records must be stored in a safe, secure, and accessible manner. Wherever practicable, such records should be collected, transmitted, and stored in open and machine-readable formats. Departmental Responsibilities: Any department or unit of Orange County, and its employees, who are responsible for creating or maintaining the covered documents in this policy shall comply with the terms of this policy. Failure to do so may subject Orange County to civil and/or criminal liability. Any employee who fails to comply with the record retention requirements set forth herein may be subject to disciplinary sanctions, including suspension or termination. The Chief Financial Officer is responsible for identifying the documents that Orange County must or should retain and arrange for the proper storage and retrieval of records. The Chief Financial Officer shall also ensure that all personnel subject to the terms of this policy are aware of the record retention requirements set forth herein. Reporting Policy Violations: Orange County is committed to enforcing this policy as it applies to all forms of records. Any employee that suspects the terms of this policy have been violated shall report the incident immediately to that employee's supervisor. If an employee is not comfortable bringing the matter up with the supervisor, the employee may bring the matter to the attention of the Chief Financial Officer. Orange County prohibits, any form of discipline, reprisal, intimidation, or retaliation for reporting incidents of inappropriate conduct of any kind, pursuing any record destruction claim, or cooperating in related investigations. Questions About the Policy: Any questions about this policy should be referred to the Chief Financial Officer,who is in charge of administering, enforcing, and updating this policy.