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EAP Policy Manual FFY24 Chapter 14 Monitoring and Technical Assistance Page 3 General procedures: On site compliance monitoring will be a program review using the EAP Full Program Auditing Tool (fPAT), with follow up questions appropriate to the local situation. Program Performance Auditors may have the EAP Coordinator complete and submit the Tool prior to the compliance visit. In order to complete the compliance monitoring, the Program Performance Auditor has authority to interview the EAP Coordinator, the fiscal director, the processing coordinator, the outreach coordinator, and any other staff whose work is integral to the program, as well as applicants. Exit interview: This interview includes the Program Performance Auditor and the EAP Coordinator. Other staff may be included at the request of the Program Performance Auditor or at the discretion of the Service Provider. In the event of compliance issues, the Program Performance Auditor will request that the Executive Director attend. The purpose of the exit interview is to review positive and questioned findings, resolve misunderstandings, and agree to a timeline for corrective action. Signed Audit Disclosure letter: A Service Provider EAP Program Audit Disclosure Letter, signed by the Service Provider EAP Coordinator and Executive Director, is due within one week of the conclusion of the Commerce onsite full monitoring visit. The signed letter is emailed to eap.mail@state.mn.us. Financial Reconciliation The Minnesota Department of Administration’s Office of Grants Management Policy 08-10 requires Commerce to conduct a financial reconciliation of grantees' expenditures on grants of over $50,000. Commerce must complete the financial reconciliation at least once during the grant period or before final payment is made. A financial reconciliation verifies that expenditures reported on Financial Status Reports (FSRs) match financial reports generated by Service Providers’ accounting systems, and are supported by a complete set of source documents, such as purchase orders, receipts, payroll records, invoices, time sheets, etc., which Commerce will request from Service Providers as part of this process. Other Oversight When circumstances require it, Commerce may conduct further oversight activities. Record Reviews and Targeted Information Gathering Commerce has authority to request any information regarding program operation. In addition, Commerce continually analyzes eHEAT and other data for patterns and information. This information may lead to questions about a Service Provider’s program delivery. When questions arise, Commerce staff may request additional information from the Service Provider. The Service Provider must respond with timely and accurate information.