OAR 813-202-0054: Recordkeeping and Compliance Monitoring

(1) Subgrantees and their subrecipients must maintain accurate financial records satisfactory to OHCS and consistent with OEAP program requirements, which document the receipt and disbursement of all OEAP funds by OHCS. Subgrantees must have an accounting system in place satisfactory to OHCS, and implement the energy assistance database, OPUS, for data and fiscal entry. (2) Subgrantees and their subrecipients must maintain other OEAP records satisfactory to OHCS and consistent with OEAP program requirements, which include, but are not limited to, documentation of household eligibility, receipt of allowable program 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 OEAP program requirements and as requested by OHCS. (4) To ensure proper compliance and monitoring of OEAP, 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 or hardcopy books, accounts, documents, and records and allow reasonable access to the project and other property pertaining to OEAP, 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 OEAP records and data according to OEAP program requirements. (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 OEAP program 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 OEAP program requirements including, but not limited to, recordkeeping and retention of records and OHCS compliance monitoring and enforcement.