Section 220-RICR-20-00-2.7 - Requirements for Grant/Subaward Applicants and Subrecipients2.7.1GeneralA. Any person or organization, public or private, desiring to receive grant funds covered by this Section must submit a grant application to the appropriate State agency. Applications for grant funds shall be made on prescribed forms developed by the State agency. Applications shall be submitted using the GMS, unless such requirement is waived by the State agency, with the approval of the Controller, or their designee.B. In order to receive grant funds, an entity shall meet standard registration requirements established by the State for all vendors, applicable insurance requirements, and meet GMS registration requirements established by the Controller, or their designee.C. Grant funds may not be used except pursuant to a written Subaward Agreement, and any disbursement of grant funds without a Subaward Agreement is void.D. Receipt of the fully executed Subaward Agreement in GMS is a threshold requirement for payment requests to be submitted. Costs may be incurred from the Performance Period Start Date. Unless "pre-award costs" are explicitly authorized in a Subaward Agreement (Subaward Identification Information section), no costs incurred prior to the Performance Period Start Date are eligible for payment or reimbursement.E. If the Performance Period Start Date predates the receipt of the fully executed Subaward Agreement in GMS, the Subrecipient Entity assumes the full risk of any costs incurred prior to the receipt of such.F. The State Agency is not obligated to pay or reimburse any costs incurred by an Applicant in anticipation of receiving a fully executed Subaward Agreement in GMS.2.7.2Payment RequestsA. Complete backup documentation is required, in accordance with program requirements established by the State agency, and all applicable Federal requirements.2.7.3ReportingA. Programmatic and financial reporting shall be completed on the frequency and by the deadlines established by the State agency in the Subaward Agreement, as amended in the GMS.2.7.4State/Federal Monitoring and AuditingA. In accordance with 2 C.F.R. § 200.332 (2022) incorporated above at § 2.4(A) of this Part, State Agencies are required to monitor the activities of Subrecipients as necessary to ensure that Subawards are used for authorized purposes, in compliance with Federal statutes, Regulations, and the terms and conditions of the Subaward; and that Subaward performance goals are achieved.B. Subrecipients' obligations related to audits and monitoring shall be documented in the Subaward Agreement.2.7.5Closeout and Post-CloseoutA. In accordance with 2 C.F.R. § 200.344 (2022), the Subrecipient shall submit all required closeout documentation in the GMS, by the earlier of a) the Subaward End Date in the Subaward Agreement, as amended, or b) ninety (90) days after the Performance Period End Date.B. Continuing responsibilities may apply after closeout, as indicated in the Subaward Agreement.220 R.I. Code R. 220-RICR-20-00-2.7
Adopted effective 3/15/2023
Amended effective 4/23/2024
Amended effective 7/15/2024