The subgrantee must authorize DCJS and its representatives, access to and the right to examine all records related to all grants. This includes promptly providing, upon request, financial or programmatic-related documentation related to this award, including documentation of expenditures and activities performed with awarded funds. Records must be maintained onsite physically and/or electronically.
Records pertinent to the award must be retained for a period of three (3) years from the date of submission of the final expenditure report. Sub-grantees must provide access, including performance measurement information, in addition to the financial records, supporting documents, statistical records, and other pertinent records indicated in 2 C.F.R. 200.333. A file shall be kept on each sub-award. The file should reflect the sub-award number and should at least contain the following:
For sub-grantees determined to be high risk, DCJS staff will conduct an on-site monitoring visit annually. For sub-grantees determined to be medium risk, DCJS staff will conduct on-site monitoring every two years. For sub-grantees determined to be low risk, DCJS staff will conduct a site visit every four years. Site visits can take place more frequently depending upon identified fiscal or programmatic deficiencies or other indicators of non-compliance.
Prior to the site visits, the Grant Monitor will send a formal notification letter at least 30 calendar days before the visit to confirm dates and scope of review; provide details of documentation needed for the review; specify expected timeframe for the review; and ensure key officials are available during the visit. The Grant Monitor will also provide the sub-grantee with the Items for Review Checklist (located on the Victims Services page: https://www.dcjs.virginia.gov/victims-services/forms) and request that
Monitoring is the process of reviewing, with staff of a grant-funded project, the project’s implementation, activities, performance, and expenditures to determine if it is operating as proposed in the approved grant application and in accordance with grant requirements and conditions, as well as any applicable regulatory requirements, and to identify any technical assistance needs of the grant recipient. Monitoring may include review of the fiscal and programmatic aspects of a grant-funded project.
Grants Administration Staff will:
When material risk is identified in a sub-recipient’s organization or project, 2 CFR 200.331 requires pass-through entities to implement risk management tools to ensure proper accountability, compliance with program requirements, and achievement of performance goals. Examples of available risk management tools include:
The risk assessment takes into consideration the following financial and programmatic factors:
A risk assessment is completed by the Grant Monitor before the grant award period begins and/or annually to inform the monitoring plan for the following fiscal year. Grant Monitors will complete a risk assessment using the Grant Monitoring Risk Assessment, which meets the required elements in 2 CFR 200.331(b), to evaluate each sub-grantee’s risk of non-compliance with federal statutes, regulations, and the terms and conditions of the award to determine the appropriate level and schedule of sub-grantee monitoring.
