The below list includes document requests that will be made during the on-site monitoring and should be uploaded into FedMonitor for PA seven (7) days in advance of the review. Information not provided within seven (7) day requested deadline could cause delays and/or gaps that result in observations. Documentation to be reviewed is specifically related to ESSER I, ESSER II and ARP ESSER for the period identified in the monitoring communication. Where applicable, please provide the requested document(s) in excel format.
Note: Multiple line items may be covered in one document. For example, your organization's travel and per diem policy may be included in the overall policies and procedures.
I. General
Information Requested
| Program Applicability
|
|---|
Grant policies and procedures
| Not Program Specific |
| Organizational charts for employees working on grant programs | Not Program Specific |
| Code of ethics or code of conduct with evidence of distribution | Not Program Specific |
| Travel and per-diem policy | Not Program Specific
|
II. Financial Management and Control
Information Requested
| Program Applicability
|
|---|
| Documentation of Management's Budget Review | [ESSER I, ESSER II, and/or ARP ESSER] |
| General ledger detail to support quarterly report expenditures, Chart of Accounts | [ESSER I, ESSER II, and/or ARP ESSER] |
| Cash management and account payable policies | Not Program Specific |
| Policies and Procedures for quarterly reporting | Not Program Specific |
III. Equipment and Property Management
Information Requested
| Program Applicability |
|---|
| Documentation of purchase of special purpose equipment | [ESSER I, ESSER II, and/or ARP ESSER] |
| Equipment/Asset Management Procedures (Acquisition, maintenance, security) | Not Program Specific |
| Disposition records for equipment | [ESSER I, ESSER II, and/or ARP ESSER] |
| Depreciation schedule | [ESSER I, ESSER II, and/or ARP ESSER] |
| Listing of equipment and inventory purchased with program funds | [ESSER I, ESSER II, and/or ARP ESSER] |
| Documentation of last physical inventory | [ESSER I, ESSER II, and/or ARP ESSER] |
IV. Subrecipient Monitoring (ARP ESSER only)
Information Requested
| Program Applicability
|
|---|
| Subrecipient Monitoring Plan | [ARP ESSER] |
| Subgrant Agreement(s) | [ARP ESSER] |
| Risk Assessment | [ARP ESSER] |
| Documentation of Subrecipient Monitoring | [ARP ESSER] |
V. Equitable Shares (ESSER I only)
Information Requested
| Program Applicability |
|---|
Affirmation of Consultation with Private school officials
| [ESSER I] |
| Affirmation of Consultation with Private Nonpublic school officials | [ESSER I] |
Affirmation of Consultation with Private Nonpublic school officials CARES Act ESSER
| [ESSER I] |
Nonpublic school intent to participate form (Title I Part A)
| [ESSER I] |
| Nonpublic school intent to participate form (Title VIII) | [ESSER I] |
VI. Salaries and Benefits
Information Requested
| Program Applicability |
|---|
Applicant Payroll and Benefits Policy
| Not Program Specific
|
Labor Claim Summary
| [ESSER I, ESSER II, and/or ARP ESSER] |
Approved Timesheets or Equivalent
| [ESSER I, ESSER II, and/or ARP ESSER] |
Approved Activity logs for Applicants/Employees that do not use timesheets
| [ESSER I, ESSER II, and/or ARP ESSER] |
Fringe Benefits calculation (if indirect charged to grant)
| [ESSER I, ESSER II, and/or ARP ESSER]
|
Payroll Register Summary for Pay Period Claimed
| [ESSER I, ESSER II, and/or ARP ESSER]
|
Bank Statement for Pay Period Claimed
| [ESSER I, ESSER II, and/or ARP ESSER]
|
Certified documentation stating the employees' current position if it is not on the payroll register
| [ESSER I, ESSER II, and/or ARP ESSER]
|
VII. Programmatic Cost
For vendors whose total sum of invoices is above the $10,000 threshold requirement, the following documentation is required:
Information Requested
| Program Applicability |
|---|
Materials Claim Summary
| [ESSER I, ESSER II, and/or ARP ESSER] |
Invoices/Receipts for program expenditures
| [ESSER I, ESSER II, and/or ARP ESSER] |
Materials and supplies inventory record
| [ESSER I, ESSER II, and/or ARP ESSER] |
Purchasing Policy and Procedures
| [ESSER I, ESSER II, and/or ARP ESSER] |
Quotes/Bids
| [ESSER I, ESSER II, and/or ARP ESSER]
|
Debarment Check
| [ESSER I, ESSER II, and/or ARP ESSER]
|
For all vendors whose total sum of invoices is above the $21,900 threshold requirement, the following documentation is required:
Information Requested
| Program Applicability |
|---|
| Applicant Purchasing Policy and Procedures | Not Program Specific |
| Cost Analysis | [ESSER I, ESSER II, and/or ARP ESSER] |
| Proof of Bid Advertisement; Publication of general circulation in the project area | [ESSER I, ESSER II, and/or ARP ESSER] |
| Detailed RFP/RFQ outlining the scope of work, eligibility and scoring criteria | [ESSER I, ESSER II, and/or ARP ESSER] |
| Procurement Documentation (Advertisements, Bid Evaluation, Award Letter, etc.) | [ESSER I, ESSER II, and/or ARP ESSER] |
| Evidence of MBE/WBE Solicitation | [ESSER I, ESSER II, and/or ARP ESSER] |
| Copy of all bid submission from awarded vendor | [ESSER I, ESSER II, and/or ARP ESSER] |
| Copy of signed Contract | [ESSER I, ESSER II, and/or ARP ESSER] |
| Copy of Signed Contract Amendments (If Applicable) | [ESSER I, ESSER II, and/or ARP ESSER] |
For all vendors, the following documentation is required:
| Information Requested | Program Applicability |
|---|
| Debarment Check | [ESSER I, ESSER II, and/or ARP ESSER] |
| Contract Claim Summary | [ESSER I, ESSER II, and/or ARP ESSER] |
| Invoices/Receipts | [ESSER I, ESSER II, and/or ARP ESSER] |
| Proof of Payment in the Form of Credit Card Statement, Check Stub, or Bank Statement reflecting the transaction | [ESSER I, ESSER II, and/or ARP ESSER] |
| If a check is paying for more than a single invoice, a check detail or internal register to reflect all payment applicable to the transaction | [ESSER I, ESSER II, and/or ARP ESSER] |
Contract and Subcontractor Timesheets and Materials Invoice for Time and Materials Contracts
| [ESSER I, ESSER II, and/or ARP ESSER]
|
