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6. Documentation of persons benefiting from grant activities,including race/ethnicity and <br /> income to substantiate achievement of the CDBG National Objective of benefiting <br /> primarily persons of low and moderate income. Source documentation includes but is <br /> not limited to income verification and calculation, completed, signed, and dated <br /> application,client identification,etc. <br /> 7. Personnel actions. <br /> 8. Acquisition and disposition of property. <br /> II. The records which,at a minimum,must be maintained areas follows: <br /> 1. Financial Records: The SUBRECIPIENT shall, at a minimum, maintain the following <br /> records for each grant received under separate agreement from the CITY: <br /> a. Cash receipts Register: For recording of funds received in connection the grant <br /> program. <br /> b. Cash Disbursements Register: For recording disbursement of funds from the <br /> Agency's CDBG account(s).All disbursements must be supported by appropriate <br /> documentation (e.g.: payroll records, invoices, contracts, accounting reports, <br /> etc.)demonstrating the nature and use of each payment and showing approval <br /> of the program director or other authorized official. In addition, the <br /> SUBRECIPIENT agrees to provide the CITY such financial reports and additional <br /> source documentation as the CITY may reasonably require and to comply with <br /> such reasonable additional financial control procedures as may be required to <br /> be retained in files maintained by the SUB-RECIPIENT. Payroll records: A basic <br /> time and activity tracking system shall be maintained to substantiate the <br /> services and staff time charged to the project.This should include time sheets <br /> documenting each person's total time and time charged against the grant;time <br /> sheets must be signed, reviewed, and dated by both the employee and <br /> authorized supervisor of the employee. CDBG funds will not be provided in <br /> advance. CDBG funds will reimbursed eligible, paid, and documented <br /> expenditures. <br /> 2. Equipment Records:A record shall be maintained for each item of equipment acquired <br /> for the Program. Equipment is defined as tangible personal property (including <br /> information technology systems) which has a useful life of more than one year and a <br /> per-unit acquisition cost which equals or exceeds$500.00.The records shall include:(1) <br /> a description (including model and serial number) of the property; (2) the date of <br /> acquisition;and(3)the acquisition cost(showing the percentage of the total costs paid <br /> out of this Grant.) Such equipment records are necessary for HUD recoding <br /> requirements.However,SUB-RECIPIENT acknowledges that this recording requirement <br /> does not indicate that the CITY will pay for equipment.The CITY does not provide funds <br /> for equipment purchases,including information technology systems. <br /> 3. Supply Records:A record shall be maintained for supplies purchased for the Program. <br /> Supplies include all tangible personal property other than equipment. Records for <br /> supplies shall be maintained for supplies which are acquired for the Program,for a cost <br /> 6 <br />