North Carolina Administrative Code › Title 09 - GOVERNOR AND LT. GOVERNOR › Chapter 03 - STATE BUDGET AND MANAGEMENT › Subchapter M - UNIFORM ADMINISTRATION OF STATE AWARDS OF FINANCIAL ASSISTANCE › Section .0400 - RESPONSIBILITIES OF AGENCIES › Section 03M .0401 - AGENCY RESPONSIBILITIES

Current through Register Vol. 39, No. 2, July 15, 2024
(a) An agency that receives State funds and
				  disburses those funds as grant funds to a recipient shall:
(1) Notify each recipient, at the time the
				  grant award is made, of the purpose of the award and the reporting requirements
				  established in this Subchapter.
(2)
				  Prior to disbursing any grant funds:
(A)
				  Register each State assistance program with the Office of State Budget and
				  Management using the NC Grants Management System which can be accessed at
https://www.osbm.nc.gov
.
				  Information required to register includes program ID and description, program
				  name, and funding year.
(B) Execute
				  a contract with the recipient that complies with the requirements of this
				  Subchapter.
(C) Report each
				  individual award to the Office of State Budget and Management using the NC
				  Grants Management System which can be accessed at
https://www.osbm.nc.gov
.
				  Information required to report includes CRIS program ID, award date, completion
				  date, award amount, and program name.
(D) Follow the procedures for disbursement of
				  grant funds.
(3) Develop
				  compliance supplement reports that describe standards of compliance and audit
				  procedures to give direction to independent auditors. This report shall be
				  provided to the State and Local Government Finance Division in the North
				  Carolina Department of State Treasurer for inclusion in the North Carolina
				  State Compliance Supplement.
(4)
				  Develop a monitoring plan for each State assistance program the agency oversees
				  and gain approval of the plan by the Office of State Budget and Management.
				  Monitoring plans will be evaluated based on plan elements including programs
				  covered, education and technical assistance, risk assessment framework,
				  monitoring procedures, non- compliance procedures, and closeout of award
				  procedures.
(5) Perform monitoring
				  and oversight functions as specified in agency monitoring plans to ensure that
				  grant funds are used for authorized purposes in compliance with laws,
				  regulations, and the provisions of contracts, and that performance goals are
				  achieved.
(6) Ensure that grant
				  funds are spent consistent with the purposes for which it was
				  awarded.
(7) Determine that
				  reporting requirements have been met by the recipient and that all reports have
				  been completed and submitted in accordance with the recipient's
				  contract.
(8) Monitor compliance by
				  recipients with all terms of a contract. Upon determination of noncompliance
				  the agency shall take action as specified in Section .0800 of this
				  Subchapter.
(9) Require agency
				  internal auditors to conduct periodic audits of agency compliance with
				  requirements of this Subchapter.
(10) Provide all requested documentation when
				  subject to an audit of compliance with the requirements of this Subchapter.
				  Audits may be conducted by the Office of State Budget and Management, the
				  Office of the State Auditor, or the agency's internal auditor.
(11) Notify the Office of State Budget and
				  Management when a recipient is not compliant with the requirements set forth in
				  this Subchapter or the terms of their contract such that the recipient should
				  be added to the Suspension of Funding List and have the disbursement of funds
				  to the recipient suspended in accordance with
				  G.S.
				  143C-6- 23(f). Agencies shall not disburse
				  grant funds to a recipient on the Suspension of Funding List until that
				  recipient comes back into compliance and is removed from the Suspension of
				  Funding List.
(12) Notify the
				  Office of State Budget and Management when to remove entities from the
				  Suspension of Funding List.