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butisnotlimitedto,timeandattendancerecords,payrolls,invoices,canceledchecks,paidbills, <br />purchaseorders,andothersufficientdocumentationtojustifytheexpenditures.TheCommunity <br />InitiativesDivisionreviewsdrawsubmittalsforaccuracy,allowability,andcompliancewiththe <br />approvedbudget.Ifdeficienciesarefound,thesubrecipientisnotifiedimmediatelyandgivenan <br />opportunitytocorrectthedeficiency.Oncethedrawhasbeenapprovedforpaymentbythe <br />CommunityInitiativesDivision,itwillbesubmittedtothe/źƷǤ͸ƭFinanceDepartmentfor <br />processing. <br />2.ProfessionalServices.PaymentrequestsforProfessionalServiceAgreementswillbesubmittedin <br />accordancewiththetermsoftheAgreementtotheappropriateprojectmanager.Theproject <br />managerwillreviewthesubmittalforaccuracy,allowability,andcompliancewiththeAgreement. <br />Sourcedocumentationisrequiredforreimbursableitems.Ifdeficienciesarefound,the <br />Consultantisnotifiedimmediatelyandgivenanopportunitytocorrectthedeficiency.Oncethe <br />projectmanagerhasapprovedthedraw,itissubmittedtotheCommunityInitiativesDivisionfor <br />reviewandapprovalbeforethepaymentrequestissubmittedtoFinanceforprocessing. <br />3.ConstructionContracts.Constructionpaymentrequestsaresubmittedinaccordancewiththe <br />termsoftheContract.Thepaymentrequestissubjecttoreviewandapprovalasfollows: <br />a)ArchitectorEngineeroverseeingtheproject(whenapplicable); <br />b)Projectmanager; <br />c)CommunityInitiativesDivision <br />TheArchitect/EngineerorProjectManagerreviewsthepaymentrequesttoensureitaccurately <br />reflectsworkthathasbeenperformedandconformstothetermsofthecontract.Ifthepayment <br />requestisnotapproveditwillbereturnedtotheContractortomakethenecessarycorrections. <br />OnceapaymentrequesthasbeenapprovedbytheProjectManager,therequestisforwardedto <br />theCommunityInitiativesDivision.TheCommunityInitiativesDivisionreviewsthedrawfor <br />accuracy.WhenthepayrequestisapprovedbyCommunityInitiatives,therequestisforwarded <br />toFinanceforprocessing. <br />M.BondingRequirements <br />The City shall comply with the bonding and insurance requirements of 31 CFR Part 223 when selecting a <br />fidelity bond provider. The City will utilize only bonding companies with a certificate of authority issued <br />by the Secretary of the Treasury. The City carries blanket Public Employee Dishonesty Insurance Coverage <br />for all City employees. The policy will pay for loss of, and loss from damage to, covered property resulting <br />directly from a Covered Cause of Loss. Blanket coverage includes: <br />1. Covered Property: Money, securities, and property other than money and securities. <br />2. Covered Causes of Loss: Employee dishonesty. <br />3. Coverage Extension - Employees temporarily outside coverage territory: The Fund will pay for loss <br />caused by any employee while temporarily outside the territory specified in the General Conditions <br />for a period not more than 90 days. <br />Appendix <br />The City’s current Liability Declaration of Coverage is provided in the . Included in the <br />Declaration is Errors & Omissions Coverage for Wrongful Acts. <br />In addition all sub-recipients and contracts utilizing CDBG-DR grant funds are required to comply the <br />bonding requirements of 2 CFR Part §200.325. For construction or facility improvement contracts or <br />CITYOFSANMARCOSCDBGDRFINANCIALPOLICIES&PROCEDURESMANAUAL18|P <br />AGE <br /> <br />