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DEO LIHEAP Policies and Procedures Manual Page 19

.04 Procedures A. A DEO Grant Manager will contact the subrecipient’s director or program manager to schedule the dates for an on-site visit. It is the responsibility of the subrecipient to inform other pertinent subrecipient personnel of the visit. B. A letter confirming the date and purpose of the visit is sent along with a copy of the monitoring manual. Part 1 of the manual will be completed by DEO staff indicating which grant years will be reviewed, and which months have been chosen for the fiscal and personnel review. C. At each on-site monitoring visit, DEO staff will review files and expenditures for the past 2 years, possibly including the current grant year. D. The visit will consist of an initial entrance interview with the subrecipient’s director and appropriate staff explaining the purpose of the visit and what can be expected. E. DEO staff will conduct the specific monitoring interview and review records randomly selected as appropriate. A sample of client files, administrative records and fiscal reports are reviewed. 1. If a subrecipient serves one county through only one office, the subrecipient shall select and have available for DEO staff 30 random LIHEAP Client Files (15 Home Energy and 15 Crisis). 2. If a subrecipient serves one county through multiple outreach locations, the subrecipient shall select and have available at the main office when DEO staff arrives, 10 LIHEAP Client Files (5 Home Energy and 5 Crisis) from EACH outreach location. 3. If a subrecipient serves multiple counties through one or more outreach locations in each county, the subrecipient shall select and have available at the main office when DEO staff arrives 10 LIHEAP Client Files (5 Home Energy and 5 Crisis) from EACH county and outreach location. 4. A sample of denial files must be provided, in addition to the approved client files as noted in 1-3 above. 5. If client files are electronic only, the subrecipient should make available to DEO staff the system and/or a staff member to assist in reviewing the files in the system. The client files do not need to be printed. 6. For the months chosen for review by DEO Staff for fiscal and administrative records, the subrecipient shall have pulled and available for review when DEO staff arrives, all backup documentation pertaining to the months chosen. This includes all fiscal backup for all charges reported on the selected Financial Status Report, all payroll from salaries