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Page 6 <br />payment system) or through the means prescribed in the grant agreement. <br /> <br />4. Supporting documentation from SWIFT or a copy of the cash draw paperwork will be filed along with the <br />approved paperwork described above and retained for audit purposes. <br /> <br />Program Income <br />Source of Governing Requirements – The requirements for program income are found in the A-102 Common Rule <br />(§.21 (payment) and §.25 (program income)); OMB Circular A -133 (2 CFR section 215.2 (program income <br />definition), 2 CFR section 215.22 (payment), and 2 CFR section 215.24 (program income)), program legislation, <br />Federal awarding agency regulations, and the terms and conditions of the award. <br /> <br />In order to ensure compliance with these requirements, the city has implemented the following policies and <br />procedures: <br /> <br />1. Program income will include (but will not be limited to): income from fees for services performed, the use or <br />rental of real or personal property acquired with grant funds, the sale of commodities or items fabricated under a <br />grant agreement, and payments of principal and interest on loans made with grant funds. It will not include <br />interest on grant funds unless otherwise provided in the Federal awarding agency regulations or terms and <br />conditions of the award. <br /> <br />2. The city will allow program income to be used in one of three methods: <br /> <br />a. Deducted from outlays <br />b. Added to the project budget <br />c. Used to meet matching requirements <br /> <br />In the absence of specific guidance in the Federal awarding agency regulations or the terms and conditions of <br />the award, program income shall be deducted from program outlays. <br /> <br />3. Program income, when applicable, will be accounted for as a revenue source in the same project code as the <br />Federal grant. <br /> <br /> <br />Payroll and Timekeeping <br />The following provisions apply to the payment of employees and recording of time and effort (as required) in <br />accordance with Federal Cost Principles: <br /> <br />1. Hourly employees record time each day, with the following information: <br />a. The total number of hours actually worked each day <br />b. The use of any holiday, personal, vacation, sick, or other approved time off with pay <br />c. The total number of hours to be paid <br />d. An allocation of those hours to each program or department for which work was performed, when necessary <br />e. The dated signature of the employee and his/her supervisor for each payroll period <br /> <br />The allocation of hours between programs or departments should be based exclusively on the actual hours <br />worked, and not be based on available budgets, or predetermined allocation sc hedules. <br />In the event that an after-the-fact correction is necessary to an employee’s timesheet due to errors in the allocation <br />of time worked, such corrections must be submitted to Finance, and approved in writing by both the employee <br />and his/her supervisor. <br /> <br />2. Salaried employees charged to a Federal grant will document time and effort as follows: the employee may <br />document time and effort using a timesheet as described above. Timesheets must account for the total activity