Common use of CES Funds Record Keeping Requirements Clause in Contracts

CES Funds Record Keeping Requirements. a. CONTRACTOR is responsible for maintaining Participant case files as well as maintaining administrative and financial backup for all services rendered to Participants under this contract in a form and manner that is mirrors the requirements of 24 CFR 578.103 for five (5) years following the closeout of all pending matters related to this Contract. Prior to the destruction or disposition of any of the above-referenced documents or records, CONTRACTOR shall notify COUNTY, in writing, of such intended destruction or disposition at least 60 days in advance. Additionally, CONTRACTOR must permit a designated COUNTY staff person or other designee to perform periodic reviews and/or audits, not less than one time annually, of such files to ensure program compliance and consistency. b. COUNTY, HUD, the HUD Inspector General, Comptroller General of the United States, or any of their duly authorized representatives, shall have a reasonable time the right of timely and unrestricted access to any books, documents, papers, or other records of CONTRACTOR, that are pertinent to this Contract in order to make audits, examinations, excerpts, transcripts and copies of such documents. This right may also include timely and reasonable access to CONTRACTOR personnel for the purpose of interview and discussion related to such documents. c. COUNTY will be responsible for tracking and reporting Participant data and program outcomes using the HMIS system (or comparable system). Accordingly, CONTRACTOR shall work cooperatively to provide County with data that conforms to HUD requirements under the CoC Grant Program. In the event any such reports, disclosures or submissions referenced in the aforementioned terms and conditions are required to be included in a report, disclosure or other submission of COUNTY to HUD, CONTRACTOR shall provide such report, disclosure or other submission to COUNTY per the prescribed timeframe minus five days, or as agreed upon by the Parties in writing.

CES Funds Record Keeping Requirements. a. CONTRACTOR is responsible for maintaining Participant case files as well as maintaining administrative and financial backup for all services rendered to Participants under this contract in a form and manner that is mirrors the requirements of 24 CFR 578.103 for five (5) years following the closeout of all pending matters related to this Contract. Prior to the destruction or disposition of any of the above-above- referenced documents or records, CONTRACTOR shall notify COUNTY, in writing, of such intended destruction or disposition at least 60 days in advance. Additionally, CONTRACTOR must permit a designated COUNTY staff person or other designee to perform periodic reviews and/or audits, not less than one time annually, of such files to ensure program compliance and consistency. b. COUNTY, HUD, the HUD Inspector General, Comptroller General of the United States, or any of their duly authorized representatives, shall have a reasonable time the right of timely and unrestricted access to any books, documents, papers, or other records of CONTRACTOR, that are pertinent to this Contract in order to make audits, examinations, excerpts, transcripts and copies of such documents. This right may also include timely and reasonable access to CONTRACTOR personnel for the purpose of interview and discussion related to such documents. c. COUNTY will be responsible for tracking and reporting Participant data and program outcomes using the HMIS system (or comparable system). Accordingly, CONTRACTOR shall work cooperatively to provide County with data that conforms to HUD requirements under the CoC Grant Program. In the event any such reports, disclosures or submissions referenced in the aforementioned terms and conditions are required to be included in a report, disclosure or other submission of COUNTY to HUD, CONTRACTOR shall provide such report, disclosure or other submission to COUNTY per the prescribed timeframe minus five days, or as agreed upon by the Parties in writing.