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PY26 WHEAP Manual

Revised: August 2025 Agencies shall maintain account books on a double entry basis. Accounting will be on a modified accrual basis at a minimum. Full accrual basis accounting is encouraged. Agencies shall maintain separate accounting for each contract. The agency shall maintain records that separately track and account for expenses to each account line of the contract. There shall be a system for allocating common expenses among operational account lines.

If work is performed by the agency’s staff, charges to WHEAP will be made on an actual cost basis. Agencies are required to notify the Division of any potential financial conditions that could adversely impact program operations. Examples of these conditions include pending legal activity, organizational cash flow shortages, and/or allegations or investigations of fraud or embezzlement. Failure to notify the Division of potentially adverse financial conditions is grounds for immediate termination of the contract.

9.4.2 Source Documentation Agencies shall maintain at least the following documentation of contract funds: 1. Approval to secure funds 2. Applications and requests for modifications 3. Signed contract and modification approvals 4. Board minutes 5. Proof of receipt/deposit slip, when applicable, including date, amount, source of funds, and identification of receipt of funds in cash ledger

9.4.3 Expenditure Documentation Agencies shall maintain, at a minimum, the following documentation of expenditures: 1. Invoice/purchase order/receipt 2. Travel authorization 3. Employee contract or time records approved by employee and supervisor

9.4.4 Financial Record Retention Agencies shall retain all financial records for five years.

All records maintained in accordance with the operation of WHEAP shall be available to the Division on request for inspection, examination, excerpting, transcription, or audit. The minimum acceptable records include, but are not limited to: 1. Documentation of employee time 2. Documentation of all materials, supplies, and travel expenses 3. Inventory records and supporting documents for allowable equipment purchased to carry out the scope of work of the program 4. Documentation and justification of the methodology used for any in-kind contributions 5. Justification supporting allocation of space charges or other indirect cost allocation methods