Section 250-RICR-90-00-20.11 - Audit ProceduresA. The Department will conduct random audits on a subset of applications received in accordance with the following provisions. The purpose of the audits is for the Department to confirm that applicants have retained the records they are required to provide pursuant to § 20.9(E)(1) herein, and to confirm that the information contained in those documents is accurate.1. The Department will randomly target for audit ten percent (10%) of all applications received.2. To randomly select the applications to be audited, the Department will use computer software to randomly generate numbers that will identify applications for audit.3. For all applications subject to audit: a. The Department will notify the applicant in writing via certified mail and email that their application has been subject to audit and, pursuant thereto, the applicant must provide to the Department copies of records/documentation that verify the eligible expenses for which the applicant is seeking reimbursement.b. Applicants must respond to the request for copies of records/documentation within fifteen (15) calendar days following the applicant's receipt of the written notification from the Department. The records/documentation must be submitted in hard copy (i.e., hand delivered) Monday through Friday, 8:30 A.M. - 4:00 P.M. to either of the three (3) offices set forth below. Neither mailed submission nor electronic submissions of records/documentation will be accepted.(1) The Department's Division of Coastal Resources, 301 Great Island Road, Narragansett, Rhode Island 02882;(2) The Department's Division of Marine Fisheries, 3 Fort Wetherill Road, Jamestown, Rhode Island 02835; or(3) The Department's Office of Technical and Customer Assistance, 235 Promenade Street, Providence, Rhode Island 02908.c. Failure to respond to the Department's written request for records/documentation within fifteen (15) calendar days following receipt of the request will result in the denial of the application.d. An audited application found to have sufficient records/documentation that verify the eligible expenses for which the applicant is seeking reimbursement will be processed along with all other applications pursuant to § 20.12 of this Part.e. An audited application found to have insufficient records/documentation that fail to verify the expenses for which the applicant is seeking reimbursement will be issued a letter of denial, and the applicant will be referred to the Department's Office of Law Enforcement for investigation. Those receiving letters of denial may file an appeal to the finding no later than fifteen (15) calendar days following receipt of the letter, in accordance with § 20.13 of this Part.f. All applicants subject to audit will be notified in writing regarding the results of the audit.250 R.I. Code R. 250-RICR-90-00-20.11
Adopted effective 4/13/2022
Amended effective 4/13/2022