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1. Written policies and procedures for personnel compensation <br />a. Employees will follow current personnel policies <br />b. Management must communicate with employees how to record their time on <br />timesheets to designate that the work is for a federal grant or possible federal <br />grant. <br />c. When entering time information, staff must enter in these cases project accounting <br />code so that payroll time is properly recorded. <br />d. Timesheets must be sent to finance for imaging and sorting for backup in relation <br />to the federal grant (mostly used for FEMA grants). <br />e. Documentation must be maintained for all employees whose salaries are paid in <br />full or in part by a federal award and used in meeting cost sharing or matching <br />requirements on federal awards. <br /> <br />Conflict of Interest <br /> <br />1. All potential conflicts of interest must be disclosed in writing to the federal awarding <br />agency. <br />a. City officials need to make themselves aware of other interests that employees <br />may have or own. For example, are they involved in a sideline business or spouse <br />involved in a business. <br />i. Officials must be aware of their own business interests. <br />ii. Officials need to keep note of other businesses employees may be <br />involved with. <br />iii. Possibly may want to state to their employees and ask questions whether <br />they are involved with other businesses. <br />iv. Read and understand the City’s Code of Conduct <br />b. Federal award recipients must disclose, in a timely manner, all violations of <br />Federal criminal law in writing that involve fraud, bribery or gratuities that affect <br />a federal award. This information must be reported to the federal agency or pass <br />through ent ity. If you fail to do so you may forfeit a portion or all of the federal <br />award. <br /> <br />Procurement <br /> <br />1. The City must have written procurement procedures that comply with federal, state, and <br />local laws and regulations. <br />a. Follow state guidelines in regards to bidding and contracting. <br />b. Follow the internal controls document from the Finance Department in relation to <br />purchasing, bidding and contracting, and accounts payable. If we follow these <br />procedures it should and must include full and open competition consistent with <br />uniform guidance standards. <br />2. Contract only with responsible contractors that can meet the requirements, and terms and <br />conditions. Some items to consider are: <br />a. Contractor integrity <br />b. Compliance with public policy <br />c. Record of past performance