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6.J. - Page 18 of 20 <br />to Cal OES when the activity has been completed. The documentation required is dependent on the type of <br />activity. The package must include at least the following: <br />• Final Claim form <br />Accomplishments and results report <br />• Budget summary <br />• Photographs/materials <br />Payment of the 10% retention will be processed upon completion of the closeout process. <br />12. AUDITS <br />The Cal OES may request an audit of any funds disbursed to a subgrantee at any time, regardless of the amount. Each <br />subgrantee is required to provide reasonable and timely access to all records. Subgrantees that expend combined <br />federal awards above $500,000 must submit audit reports consistent with the requirements of Office of Management <br />and Budget OMB Circular A-133. Such audits of subgrantees will be conducted in accordance with the requirements <br />of the Single Audit Act and amended by 1996 (PL 104-156). Records must be retained by the subgrantee for three <br />years from project closeout. <br />13. MONITORING <br />In order to provide reasonable assurance of compliance with applicable Federal and State laws and regulations, and to <br />comply with Cal DES's administrative oversight responsibilities, subgrantee activities shall be monitored and <br />associated finding (s) and program deficiencies resolved though viable corrective action plans. Financial and <br />administrative compliance monitoring is comprised of desk reviews, as well as field reviews, of specific subgrantee <br />information and supporting financial documentation and books of record. <br />14. APPEALS (MMGP Only) <br />A subgrantee may appeal any determination made by FEMA relative to grant assistance by submitting justification in <br />writing to Cal OES within sixty (60) days of the action being appealed. Appeals must be submitted through the <br />Governor's Authorized Representative (GAR). Subgrantees must provide sufficient information to allow the GAR to <br />determine the facts and validity of the request. <br />Cal OES will review the appeal material submitted, make any additional investigations necessary and forward the <br />appeal with a written recommendation to the FEMA Regional Director within sixty (60) days. <br />The FEMA Regional Director shall notify Cal OES as to the disposition of the subgrantee's appeal or need for <br />additional information within ninety (90) days following receipt of all related information. If the decision is to grant <br />the appeal, the Regional Director will take appropriate implementing action. <br />If the Regional Director denies the appeal, the subgrantee may submit a second appeal in writing to the GAR. The <br />GAR reviews the second appeal and may forward it to the FEMA Associate Director through the FEMA Regional <br />Director. Such appeals shall be made in writing and shall be submitted not later than sixty (60) days after receipt of <br />notice of the Regional Director's denial of the first appeal. The Associate Director shall render a determination on the <br />GAR's appeal within ninety (90) days following receipt of all related information. The Associate Director's <br />determination is final. <br />In rendering such determinations, the Associate Director may, in those cases involving appeals of a highly technical <br />nature, refer the appeal to an independent scientific or technical body for review. The GAR must first agree to such a <br />process, including a waiver of the ninety (90) day time limitation for appeal resolution, as well as sharing the cost of <br />such reviews. <br />See Part 44 of the Code of Federal Regulations (44CFR) Section 206.440, <br />Hazard Mitigation Section Notification to Subgrantees (Revised 07-12-13) Page 4 of <br />414 <br />