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Page 7 <br />for which the employee is compensated and be signed by the employee. It will not be acceptable for timesheets <br />to include the hours worked on Federal grants only. <br /> <br />a. It is the responsibility of the employee being charged to a Federal award(s) to clarify documentation <br />requirements with the City Administrator, Finance Director or designee and provide appropriate <br />documentation to Payroll as it becomes available. The employee should retain a copy of the <br />documentation for his/her personal records. <br /> <br />Certifications should never be signed prior to the end date of the payroll period being certified. Each <br />certification should be provided to the Finance Department when available. Employees should retain a copy of <br />the certifications for his/her personal records. <br /> <br />Additional Federal Awards Compliance Require ments <br />A number of the Federal awards received by the city are passed-through the State of Minnesota. Management will <br />consider both the OMB UGG - Uniform Grant Guidance Compliance Supplement and any applicable compliance <br />requirements as set forth by the State of Minnesota. <br />General Information <br />Source of Information – Each year the Federal government (Office of Management and Budget) issues a <br />comprehensive document on the compliance requirements each grant recipient is obligated to follow in general terms, <br />along with program-specific guidance on various grant awards. Each of the requirements identified is considered <br />individually in this manual. <br /> <br />The following pages document the policies and procedures of the city related to compliance with such procedures, a s <br />applicable. In each year that the city is subject to a single audit, applicable compliance requirements are expected to be <br />tested in detail by the city’s independent auditors. <br /> <br />Objectives – The objectives of most compliance requirements are generic in nature. While the criteria for each <br />program may vary, the main objective of the compliance requirement is relatively consistent across all programs. As <br />such, the policies and procedures of the city have been based on the generic sense of the compliance requi rement. For <br />selected compliance requirements, this manual addresses the specific regulations applicable to individual grants. This <br />is not intended to imply that a program is not subject to such policies if it is not specifically mentioned here. It is the <br />intention of the city that all Federal awards are subject to the following policies and procedures. <br /> <br />Controls over Compliance – In addition to creating policies and procedures over compliance with provisions of <br />Federal awards, the city has implemented internal controls over such compliance, generally in the form of <br />administrative oversight and/or independent review and approval. In order to document these control activities, all <br />independent reviews must be signed/initialed and dated. <br /> <br />Documentation – The city will maintain adequate documentation to support both the compliance with applicable <br />requirements as well as internal controls over such compliance. This documentation will be provided to the city’s <br />independent auditors and/or pass-through grantor agencies, as requested, during the single audit and program audits. <br /> <br />Special Tests and Provisions <br />In order to ensure compliance with these requirements, the city has implemented the following policies and <br />procedures: <br /> <br />1. The Finance Director will be assigned the responsibility for identifying financial -related compliance <br />requirements for special tests and provisions, determining approved methods for compliance, and retaining any <br />necessary documentation. Program-related compliance requirements will be the responsibility of the department <br />administering the grant.