SECTION 35:1-12-11. Grant program administration

(a)   Grant certification forms. Upon approval, the Director will distribute to all approved grantees the forms requiring grantee signature to certify the grant.

(b)   Grant award date. The grant award date is the date the final purchase order is dated and filed. The Director shall send each approved grantee a copy of the purchase order which shall constitute official notification of grant approval. For reimbursement grants, expenditures made prior to the grant award date will not be considered for reimbursement.

(c)   Claims. On reimbursement grants, grantees shall abide by standard state practices and program guidelines when submitting claims. Only documented expenses will be eligible for reimbursement and no advance payments will be made. On other types of grants, claim procedures will be specified in the program guidelines.

(d)   Grant cutoff date. Where appropriate, the Director will establish the grant cutoff date when project expenditures must be completed.

(e)   Reaward of unclaimed funds. The Department may reaward unclaimed grant funds to applicants on file.

(f)   Cancellation of grants. Grants may be cancelled by the Department in the event of noncompliance or lack of progress by the grantee. Before cancelling a grant, the Department will give the grantee thirty (30) days written notice and request information as to why the grant should not be cancelled.

(g)   Recordkeeping. Grantees shall keep records related to the project for a period of at least three years. On request, grantees shall make these records available to the Director or the Department during this period, or until all audits are complete. Each grantee shall send the Director a copy of any audit report which makes specific reference to the funded project.

(h)   Compliance audits. The Department may audit completed grants funded under this program as appropriate.

[Source: Added at 14 Ok Reg 2417, eff 6-26-97]