1. (a) For reimbursements, proper documentation of each expense is required, including paid invoices, canceled checks, payroll receipts, time records and other pertinent proof of expenditures. Grant funds may not be used for ongoing operating costs of any emergency telephone system.
2. (b) Grantees may be required to submit performance evaluation measurements and must ensure that their grant related records are made available to the Authority or other designated officials for review or audit.
3. (c) Grantees shall keep a file on awarded grants, and include copies of grant award, applications, claims, invoices and canceled checks, as appropriate, in order to comply with audits.
4. (1) Grant recipients must retain records relative to the grant for the duration of the grant and for a period of three (3) years following completion or termination of the grant. If a claim, audit, litigation or other action involving such records is started before the end of the three-year period, the records are required to be maintained for two (2) years from the date that all issues arising out of the action are resolved, or until the end of the three (3) year retention period, whichever is later.
5. (2) Grant recipients subject to the Oklahoma Records Management Act in Title 67 of the Oklahoma Statutes must comply with that statute’s requirements concerning the preservation and archiving of records.
6. (d) Failure to complete an awarded project may result in the awardee being required return grant funds received toward the project and/or ineligibility to receive other awards.
7. (e) Grants may be cancelled by the Authority in the event of noncompliance or lack of progress by grantee. Written notification of cancellation or withholding of funds will be provided to defaulting grantees. The final decision to cancel the grant shall be made at the sole discretion of the Authority.

Added at 34 Ok Reg 599, eff 7-11-17 (emergency)

Added at 35 Ok Reg 911, eff 9-14-18

Amended at 42 Ok Reg, Number 21, effective 7-25-25