Common use of File Documentation Clause in Contracts

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 or elsewhere in this Agreementagreement, 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 time sheets 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 subcontractor and 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 subcontractor 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 or elsewhere in this Agreementagreement, 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 Cooperative Agreement Officer request particular documentation for remote monitoring purposes, and for submission when the GTR or CAO Cooperative Agreement Officer request particular documentation to assess payment requests from the Recipient: (a) Documentation to support salary costs, such as timesheets time sheets 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 subcontractor and 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 subcontractor 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 or elsewhere in this Agreementagreement, 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:Recipient:‌‌‌ (a) Documentation to support salary costs, such as timesheets time sheets 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.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.activities.‌ (c) Copies of invoices submitted by the contractor/consultant along with subcontractor and 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.amount.‌ (d) For contractor subcontractor costs, a certification signed by the contractor who incurred the costs indicating the expense was incurred pursuant to the subject technical assistance activities.activities.‌ (e) Employees’ and contractors’ work products and related documents, such as trip reports, minutes/notes of meetings, and collateral reports.reports.‌