SECTION 150:120-7-3. Monitoring resolution

(a)   The Executive Director or his or her designee is responsible for monitoring resolution.

(b)   Resolution of a monitoring finding is required when there are disallowed/questioned costs, and administrative findings or deficiencies.

(c)   The grant recipient has thirty (30) days from the date of the monitoring report to submit its response to the designated portions of the monitoring report to the Executive Director or his or her designee. The response must contain all additional information, documents, or arguments the grant recipient wants the Executive Director or his or her designee to consider in making the initial monitoring determination. An entity submitting a response to the monitoring report may request in writing an additional thirty (30) day time period. The Executive Director or his or her designee will determine if additional time will be allowed and advise the entity in writing of his or her decision. The Executive Director or his or her designee may request additional information from the entity submitting a response, if clarification is needed. The Executive Director or his or her designee may schedule or the grant recipient may request, an informal resolution conference in order to discuss the findings in the monitoring report. The request for the informal resolution conference should be submitted to the Executive Director or his or her designee prior to the first thirty (30) day deadline.

(d)   The Executive Director or his or her designee shall issue an initial monitoring determination within sixty (60) days from the date the response is received. The grant recipient has thirty (30) days from the date of the initial monitoring determination to submit its response to the initial monitoring determination to the Director.

(e)   The Executive Director or his or her designee shall issue a final monitoring determination in compliance with 150:120-7-4.

(f)   All monitoring findings must be resolved within six (6) months after the initial monitoring report is issued.

(g)   The Executive Director or his or her designee will maintain a monitoring resolution file documenting the disposition of reported questioned costs and corrective actions taken for all findings.

(h)   After follow-up procedures are completed, if the grant recipient is found in non-compliance, the Executive Director or his or her designee will send a notice in the form of a certified letter of impending sanctions. The notice will indicate the violation, the corrective action to be taken, the impending sanction, and the process by which the grant recipient may appeal the sanction.

[Source: Added at 23 Ok Reg 1205, eff 5-25-06; Amended at 31 Ok Reg 887, eff 9-12-14]