4.8 SR 10-21-2024 - Laserfiche WebLink

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Financial Management Policies Page 15 Allowability of costs will be determined by grant agreements and the department director will be responsible to ensure costs are approved according to grant agreements. The city upon any advance of payments will ensure disbursements or transfer of funds happens within a reasonable time upon proper disbursement approvals. Personnel Compensation Documentation Actual timesheets and payroll records will be maintained to support personnel compensation. These costs will reflect actual activities and costs related to the grant award/program. If multiple grants are awarded, the city will allocate time according to timesheets or activities related to the grant/program. Procurement The city Purchasing Policy will be used for all purchases unless additional requirements (State and Federal) are required with the grant agreement. A contractor must provide certification regarding debarment, suspension, ineligibility, and voluntary exclusion. A contract will only be with responsible contractors that can perform successfully meeting the requirements and terms and conditions of the contract award based on: ▪Contractor integrity ▪Compliance with public policy ▪Record of past performance ▪Financial and technical resources All contractors who are awarded projects must provide a list of all entities with which it has relationships that create, or appear to create, a conflict of interest with the work that is contemplated in the grant award. The list should indicate the name of the entity, the relationship, and a discussion of the conflict. Report Certification The city’s authorizing official will sign a certification on the annual and final fiscal reports or vouchers requesting payments that states: By signing this report, I certify to the best of my knowledge and belief that the report is true, complete, and accurate, and the expenditures, disbursements and cash receipts are for the purposes and objectives set forth in the terms and conditions of the Federal award. I am aware that any false, fictitious, or fraudulent information, or the omission of any material fact, may subject me to criminal, civil or administrative penalties for fraud, false statements, false claims or otherwise. (U.S. Code Title 18, Section 1001 and Title 31, Sections 3729-32730 and 3801-3812). Policy History Adopted April 15, 2013 (many existing financial policies were combined into this newly created and updated policy) Revised April 7, 2014 Revised April 6, 2015 Revised April 18, 2016 Revised June 17, 2019 Page 78 of 294