Section NR 65.12 - Grantee accountability(1) ACCOUNTING AND RECORDS. (a) All grantees shall conform to generally accepted accounting principles and practices during the implementation of a project funded under this chapter. If a grantee receives a grant advance from the department, the grantee shall maintain project grant funds in a separate account. If interest is earned on the account, that interest must be used for the same purposes for which the department originally awarded the grant. Grantees shall document all project costs and maintain documents to support grant expenditures in sufficient detail to show that project costs are consistent with the grant agreement awarded by the department. Grantees shall maintain all financial records for a period of 6 years after the date on which the department issues final payment and make these financial records available to the department upon request. Financial records include all of the following: 1. Published public notice and bid summaries.2. Records showing volunteer time, professional services, and supplies.4. Canceled checks and bank or credit card statements.5. Any documents not listed in subds. 1. to 4. that support project costs claimed by the grantee. (b) Grantees shall comply with all applicable state and federal laws and regulations regarding cost-containment, bidding, contract awards, and wage and labor rates.(2) REIMBURSEMENT. Grantees shall submit to the department a request for reimbursement on forms provided by the department. Grantees shall submit a request for final reimbursement no later than 6 months after the end of the grant period specified in the grant agreement. Grantees are eligible for reimbursement only for project costs incurred during the grant period. The department may require the grantee to submit a final report and shall not issue final reimbursement until the final report is received and approved by the department.(3) AMENDMENTS. Grantees may request, in writing and during the life of the grant agreement, a grant agreement amendment for changes to project scope or approved expenditures or for an extension of the grant period. In evaluating the grantee's request, the department shall consider justification provided by the grantee and availability of funds. The department shall respond to the grantee's request for the grant agreement amendment in writing. Grant amendments for off-highway motorcycle project grants may not be used to alter the project priority established under s. NR 65.11.(4) AUDIT. The department may conduct an audit of any grantee records required under sub. (1) for a grant award at any time during the project period and for up to 6 years after the department has issued final payment. The department may require that the grantee repay any prior payment issued by the department if an audit reveals that payment was made in error. (5) DEFAULT AND TERMINATION. A grantee's failure to abide by the terms of a grant agreement renders the grantee ineligible to apply for a future grant under this chapter, until the grantee corrects the impairment and the department determines that the grantee is once again operating in accordance with the terms and conditions of the original grant agreement. Failure of a grantee to comply with one or more terms of the grant agreement issued under this chapter may result in termination of the agreement and the suspension of all obligations of the department. Grant agreements may also be terminated by the department if a grantee fails to make satisfactory progress on activities approved for grant funding, fails to complete the project to the satisfaction of the department, or makes project changes in a project scope or budget without department approval. The department will notify any grantee not in compliance with a grant agreement, in writing, and allow 30 days for the grantee to pursue corrective action. If corrective action does not address department concerns, the department may issue a final termination letter to the grantee, including the reason for termination. Upon termination of a grant agreement, the department may require the grantee to reimburse the department for any grant funds the department deems appropriate. If the compliance failure is determined by the department to be due to no fault of the grantee, the costs of any irrevocable obligations properly incurred shall be eligible for assistance under this chapter at the department's discretion.Wis. Admin. Code Department of Natural Resources NR 65.12
Adopted by, CR 19-107: cr. Register July 2020 No. 775, eff. 8-1-20; correction in (1) (a) (intro.) made under s. 35.17, Stats., Register July 2020 No. 775, eff. 8/1/2020