Oklahoma Administrative Code › Title 540 - Health Care Workforce Training Commission › Chapter 55 - Health Care Workforce Development Grant Program › Subchapter 3 - Program Administration › Section 540:55-3-9 - Grantee assurances

Current through Vol. 41, No. 20, July 1, 2024
Grantees must agree to certain state- and federally-required
				  assurances, including, but not limited to, the following:
(1) The grantee shall report on incurred
				expenses and/or losses, in a form and at a frequency prescribed by the State of
				Oklahoma and shall cooperate with the State of Oklahoma in creating and
				retaining appropriate documentation to demonstrate that the proposed uses meet
				the requirements of ARPA.
(2)
				Grantees shall timely complete Quarterly Performance Management Plans and
				submit them to HWTC. Quarterly Performance Management Plans must show
				measurable outcomes of the project. HWTC will submit the combined reports and
				results to the Commission on a quarterly basis.
(3) In accordance with federal guidelines,
				grantees must keep accurate records of all inventory, including all equipment
				purchases over five thousand dollars ($5,000). Annual inventory reconciliations
				must be performed by both an agent of the grantee and an agent of HWTC (can be
				simultaneous).
(4) Grantees shall
				comply with all requests from the State of Oklahoma to schedule in-person site
				visits to observe and review progress of Capital (Real Property) building or
				renovation projects. Site visits will be scheduled at least once every three
				(3) months until completion of the project.
(5) The grantee shall expend all funds by
				October 2, 2026. To the extent that actual expenditures or demonstrated need is
				less than the total award amount, the grantee will return the balance of
				unspent funds to the State of Oklahoma. If the U.S. Treasury recoups funds from
				the State of Oklahoma based on a determination that these award funds were used
				in a manner not in compliance with ARPA, the State of Oklahoma may recover
				funds from the grantee by reducing future funding in state budgets.
(6) The grantee shall repay the award or
				portion of the award if: any funds received were issued in error; are based on
				incorrect representations; or any costs forming the basis of an award under
				this program have been or will be covered by other federal grants or awards or
				federally forgiven loans received by the grantee. The final determination of
				whether there has been a duplication of benefits and the amount to be repaid,
				if any, will be made by HWTC and/or OMES.
(7) The grantee shall maintain and make
				available to the State of Oklahoma and/or U.S. Treasury, upon request, all
				documents and financial records sufficient to establish compliance with ARPA.
				Records and supporting documentation must be maintained for a period of seven
				(7) years after all funds have been expended or returned to U.S. Treasury,
				whichever is later. However, if any litigation, claim, or audit begins before
				the end of that seven-year period, all records must be retained until all
				litigation, claims, or audit findings involving the records have been resolved
				and the final action has been taken. Moreover, all records relating to real
				property shall be retained until seven (7) years after final disposition of the
				property.
(8) Records to support
				compliance with ARPA may include, but are not limited to, copies of the
				following:
(A) General ledger and subsidiary
				ledgers used to account for:
(i) The receipt
				of ARPA payments; and
(ii) The
				disbursements from such payments to meet eligible expenses related to the
				public health emergency due to COVID-19;