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compliance. The City of Elk River Federal Grant Information Checklist should be filled out and <br />filed with the finance department. <br />Travel <br />All travel costs to be charged against the grant must follow the City's expense and travel <br />reimbursement policy and must be on an actual cost basis or per diem for overnight travel in <br />accordance with the travel reimbursement noficv. <br />Financial Management and Accounting Records <br />The City's general ledger will identify all federal awards by CFDA# and title, Federal Award ID and <br />year, name of federal awarding agency, and pass - through entity's name. The general ledge will be <br />supplemented by the City of Elk River Federal Grant Information Checklist. <br />All disbursements will follow the city's internal control policies and procedures. In addition, the <br />city's purchasing policy will be followed to ensure competitively riced purchases are obtained when <br />applicable. <br />Allowability of costs will be determined by grant agreements and the department director will be <br />responsible to ensure costs are approved according to grant agreements. <br />The City upon any advance of payments will ensure disbursements or transfer of funds happens <br />within a reasonable time upon proper disbursement approvals. <br />Personnel Compensation Documentation <br />Actual timesheets and payroll records will be maintained to support personnel compensation. These <br />costs will reflect actual activities and costs related to the grant award /program. If multiple grants are <br />awarded the city will allocate time according to timesheets or activities related to the grant /program. <br />Procurement <br />The c4 purchasing policy will be used for all purchases unless additional requirements (State and <br />Federal are required with the grant agreement. A contractor must provide certification regarding <br />debarment, suspension, ineligibility, and voluntary exclusion. <br />A contract will only be with responsible contractors that can perform successfully meeting the <br />requirements and terms and conditions of the contract award based on: <br />• Contractor inte ' <br />pr <br />• Compliance with public policy <br />• Record of past performance <br />• Financial and technical resources <br />All contractors who are awarded projects must provide a list of all entities with which it has <br />relationships that create, or appear to create, a conflict of interest with the work that is contemplated <br />in the grant award. The list should indicate the name of the entity, the relationship, and a discussion <br />of the conflict. <br />Financial Management Policies Page 30 <br />