File Documentation. The AO’s file documentation for Associate Awards must include ● A copy of the Planner’s consultation with the AOR for the Leader Award; ● The request for the recipient’s application; ● The recipient's application with affirmation of certifications found in 303.3.8; ● A Memorandum of Negotiation, including a cost review; and ● A copy of the final Associate Award (a copy must be sent to the AOR for the Leader Award) and a copy of the Leader Award.
File Documentation. In addition to the applicable record retention items include in Attachment 3 or elsewhere in this Agreement, the Recipient must maintain, at a minimum, the following documentation in its files and the documentation must be available for HUD review during an on-site monitoring visit, for submission when the GTR or CAO request particular documentation for remote monitoring purposes, and for submission when the GTR or CAO request particular documentation to assess payment requests from the Recipient:
(a) Documentation to support salary costs, such as timesheets signed by the responsible supervisory official having knowledge of the activities performed by the employee and by the employee, or an electronic equivalent. In signing, the supervisor and employee would be verifying that the technical assistance activities were performed and that the report is true and accurate.
(b) For direct costs, invoices/receipts to support the charge for the costs and a certification for these costs. Documentation or an electronic equivalent signed by the employee who incurred the costs indicating the expense was incurred pursuant to the subject technical assistance activities.
(c) Copies of invoices submitted by the contractor/consultant along with the contract. The invoices should include the dates of services, the hours worked attributable to the services, the rate of compensation, the nature of the services provided, an itemized list of other costs, if any, the office for which the services were performed, and the total billed amount.
(d) For contractor costs, a certification signed by the contractor who incurred the costs indicating the expense was incurred pursuant to the subject technical assistance activities.
(e) Employees’ and contractors’ work products and related documents, such as trip reports, minutes/notes of meetings, and collateral reports.
File Documentation. In addition to the applicable record retention items include in Attachment 3 of these provisions or elsewhere in this document, the awardee must maintain, at a minimum, the following documentation in its files and the documentation must be available for HUD review during an on-site monitoring visit, for submission when the GTR or Cooperative Agreement Officer request particular documentation for remote monitoring purposes, and for submission when the GTR or Cooperative Agreement Officer request particular documentation to assess payment requests from the awardee:
File Documentation. The Agency Secure Image and Storage Tracking (ASIST) System is the Agency's official electronic repository for all Acquisition & Assistance (A&A) award documentation. A&A staff must file all documentation relating to an award, from pre-solicitation through close out, in ASIST. AORs must also maintain their award administration files in ASIST. The requirements and procedures for filing award documents in ASIST, as well as standards for file documentation by award type are available internally at xxxxx://xxxxx.xxxxx.xxx/M/OAA/assistance-resources. The ASIST guidelines also contain guidance for maintaining older awards in the paper-based format. The AO must document the negotiation process for a new assistance award or an amendment of an existing award, along with other pre-award determinations in a Memorandum of Negotiation. AOs may use the applicable templates found internally at xxxxx://xxxxx.xxxxx.xxx/M/OAA/assistance-templates. The Memorandum of Negotiations must be included in the award file together with all applicable supporting documentation. ADS 511, Essential Records Program requires that all essential records also be maintained in hard copy format. Most assistance awards will not meet the requirements of essential records. If the cognizant B/IO or Mission identifies the award as an essential record, in accordance with the procedures and criteria in ADS 511, AOs and AORs must also maintain the award and AOR files in hard copy. The Agency’s Essential Records Program is managed by the Bureau for Management, Office of Management Services, Information and Records Division (M/MS/IRD).
File Documentation. Citizens’ expectation is that all activity which occurs within a particular matter shall be documented within Citizens’ litigation management billing system (Acuity). Activity within a matter includes, but is not limited to, any and all communications and documents (formal pleadings or otherwise) that relate to the particular matter.
File Documentation. The Agency Secure Image and Storage Tracking (ASIST) System is the Agency's official electronic repository for all Acquisition & Assistance (A&A) award documentation. A&A staff must file all documentation relating to an award, from pre-solicitation through close out, in ASIST. AORs must also maintain their award administration files in ASIST. The requirements and procedures for filing award documents in ASIST, as well as standards for file documentation by award type are available internally at xxxxx://xxxxx.xxxxx.xxx/M/OAA/assistance-resources. The ASIST guidelines also contain guidance for maintaining older awards in the paper-based format. The AO must document the negotiation process for a new assistance award or an amendment of an existing award, along with other pre-award determinations in an Assistance Award Memorandum. The Assistance Award Memorandum must be included in the award file together with all applicable supporting documentation. Effective Date: 10/01/2024 ● The Branding Strategy and Marking Plan meet regulatory and USAID policy requirements. If the Administrator, or delegate, has provided a written determination for use of an additional or substitute logo or seal and tagline representing a presidential initiative or other high level interagency federal initiative, the AO must identify the alternate branding to be used in the award (see 2 CFR 700.16 or, for non-U.S. organizations, see the provision entitled “Marking and Public Communications Under USAID-Funded Assistance”).
File Documentation. Applications will be organized in a loan file in accordance with FmHA or its successor agency under Public Law 103–354 Instruction 2033–A (available in any FmHA or its successor agency under Public Law 103–354 office.) An 8-position fold- er with tabs will be utilized. The State Director may supplement the Position Guides to include specific legal re- quirements within their State. If the lender prepares a complete application package, it may accompany the docket provided the docket is organized in a binder, indexed and tabbed. Feasibility studies should be kept separate. It is the responsibility of FmHA or its successor agency under Public Law 103– 354 employees who work on applications or servicing actions to add to the correspond-
File Documentation. Applications will be organized in a loan file in accordance with FmHA or its successor agency under Public Law 103–354 Instruction 2033–A (available in any FmHA or its successor agency under Public Law 103–354 office.) An 8-position fold- er with tabs will be utilized. The State Director may supplement the Position Guides to include specific legal re- quirements within their State. If the lender prepares a complete application package, it may accompany the docket provided the docket is organized in a binder, indexed and tabbed. Feasibility studies should be kept separate. It is the responsibility of FmHA or its successor agency under Public Law 103– 354 employees who work on applications or servicing actions to add to the correspond- ence section of the loan file (also known as the running record) a written report of any field visits, meetings, telephone conversa- tions and memorandums covering decisions or reasons for FmHA or its successor agency under Public Law 103–354’s actions on the cases. Particular attention must be given to this requirement on cases that become xxxxx- xxxxx or problems in order that FmHA or its successor agency under Public Law 103–354 position will be defensible in the event of an adverse action.
File Documentation. Before a debt is assessed against a participant or owner, Pensacola Housing's claim that a debt is owed must be properly documented. Documentation will include a clear written explanation of the method used to calculate the debt. The debt file, with all supporting documentation, will be made available to the participant or owner who owes the debt.
File Documentation. Construction subcontract file documentation shall include a copy of the approved NASA Form 1509 authorizing the project. For construction subcontracts requiring Contracting Officer consent, the consent file shall include a copy of the approved NASA Form 1509 authorizing the project.
A. Asbestos-Containing Building Materials (ACBM) are known to be present in the facilities assigned under the scope of this contract. The government will provide information regarding the location and quantity of the known ACBM in NASA/KSC facilities to the facility tenant organizations through the JBOSC Environmental Health office.
B. Special requirements, coordination and precautions will apply to any work taking place under contracts that involves disturbance of ACBM. Contractors whose contracts require work involving ACBM are required to provide a written program for such work as part of its health and safety plan which is consistent with the requirements of 29 CFR 1926.1101. The contractor shall coordinate any other such work involving ABCM with JBOSC Environmental Health, Fire Services and any other resident government or contractor organization whose employees may have access to the work location.
A. Asbestos-Containing Building Materials (ACBM) are known to be present in facilities assigned under the scope of this contract. The Government will provide information regarding the location and quantity of known ACBM in NASA/KSC facilities to the facility tenant organizations through the JBOSC Environmental Health office.
B. Special requirements, coordination, and precautions will apply to any work
