OAR 813-053-0060
Recordkeeping and Compliance Monitoring

(1) Subgrantees and their subrecipients must maintain accurate financial records satisfactory to OHCS and consistent with ERA requirements, which document the receipt and disbursement of all ERA funds by OHCS. Subgrantees must have an accounting system in place satisfactory to OHCS, and implement an approved Homeless Management Information System (HMIS) database for data and fiscal entry.
(2) Subgrantees and their subrecipients must maintain other ERA records satisfactory to OHCS and consistent with ERA requirements, which include, but are not limited to, documentation of household eligibility, receipt of allowable ERA services, termination of services and the basis for same, housing status, administrative actions, contracts with subrecipients, review of subrecipient performance, action taken with respect to deficiency notices, and any administrative review proceedings. Such records must be satisfactory to OHCS in substance and format.
(3) Subgrantees must provide OHCS with all required reports, data, and financial statements by submission deadlines and satisfactory to OHCS in form and substance as identified in the ERA requirements and as requested by OHCS.
(4) To ensure proper compliance and monitoring of ERA, subgrantees and their subrecipients must:
(a) Furnish representatives of OHCS, the Oregon Secretary of State’s Office, the federal government, and their duly authorized representatives access to and permit copying of all electronic and hardcopy books, accounts, documents, and records and allow reasonable access to the project and other property pertaining to ERA, at any such representative’s request.
(b) Cooperate fully in any inspections or other monitoring actions taken by OHCS, the Oregon Secretary of State’s Office, the federal government, and their duly authorized representatives.
(c) Retain and keep accessible all ERA records and data according to ERA requirements and as requested by OHCS.
(5) OHCS will conduct reviews, audits, and other compliance monitoring as it deems appropriate with respect to each subgrantee and its subrecipients to verify compliance with the ERA requirements. Subgrantees and their subrecipients must cooperate fully with OHCS in its compliance monitoring activities.
(6) Subgrantees must require by contract and monitor their subrecipients’ compliance with all ERA requirements including, but not limited to, recordkeeping and retention of records and OHCS compliance monitoring and enforcement.

Source: Rule 813-053-0060 — Recordkeeping and Compliance Monitoring, https://secure.­sos.­state.­or.­us/oard/view.­action?ruleNumber=813-053-0060.

Last Updated

Jun. 8, 2021

Rule 813-053-0060’s source at or​.us