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EAP Policy Manual FFY24 Chapter 13 Program Fiscal Management Page 6 • Change funding due to available funding, local funding issues, changing circumstances, EAP’s spend down determinations; or fund specific projects, based on mutual agreement between Commerce and the Service Provider. Service Providers may be called upon to justify duties performed and expenditures to their boards of directors, federal officials, auditors, Commerce, or others. Specific and concise text or other documentation should substantiate budget line items so anyone can evaluate each item. Contact eap.mail@state.mn.us or Commerce Fiscal with NFA questions. Expenditure Documentation Service Providers must maintain documentation of all expenditures using EAP funds. Commerce will review and verify expenditure records. Cash Management The EAP Grant Contract (Section 4: Consideration and Payment, Federal Funds, Repayment and Program Income) identifies the federal requirements for use of funds and cash management. Commerce monitors cash drawdowns by Service Providers to ensure compliance. These requirements must also be included in any grant agreements between the Service Providers and all tiers of subrecipients, as defined by 2 CFR 200.331. Cash Requests Service Providers receive payment for the work they have completed through cash requests, in accordance with the EAP Grant Contract, Section 4. Cash requests must be submitted electronically using the eHEAT cash request form. They may be submitted as frequently as needed but no more than once a week for the Service Provider to effectively manage cash. Cash requests have no specific due date, except for the final cash request which is detailed in Ch. 12 – Communication, Information and Reports, p. 3. Commerce processes cash requests on a first-in, first-out basis and reviews them for reasonableness and accuracy. Commerce will make every effort to process requests as quickly as possible and no later than 30 days after receipt. Reimbursement Requests It is highly recommended Service Providers request cash on a reimbursement basis. When cash is requested on a reimbursement basis, requests should be submitted at least monthly, if expenses have occurred in the month.