Exhibit E to Subpart I of Part 1944 - Guidance for Recipients of Self-Help Technical Assistance Grants (Section 523 of Housing Act of 1949)

Exhibit E to Subpart I of Part 1944 - Guidance for Recipients of Self-Help Technical Assistance Grants (Section 523 of Housing Act of 1949)

7 CFR part 1944, subpart I provides the specific details of this grant program. The following is a list of some functions of the grant recipients taken from this subpart. With the list are questions we request to be answered by the recipients to reduce the potential for fraud, waste, unauthorized use or mismanagement of these grant funds. We suggest the Board of Directors answer these questions every six months by conducting their own review. Paid staff should not be permitted to complete this evaluation.

A. Family Labor Contribution
1. Does your organization maintain a list of each family and a running total of hours worked (when and on what activity)?	Yes	No
2. Are there records of discussions with participating families counselling them when the family contribution is falling behind?	Yes	No
3. Are there obstacles which prevent the family from performing the required tasks?	Yes	No
B. Use of Grant Funds
1. Were grant funds used to pay salaries or other expenses of personnel not directly associated with this grant?	Yes	No
2. Were grant funds used to pay for construction work for participating families?	Yes	No
3. Were all purchases or rentals (item and cost) of office equipment authorized?	Yes	No
4. Are all office expenses authorized by 7 CFR part 1944, subpart I?	Yes	No
5. Was a record of long distance telephone calls maintained and was that log and telephone checked?	Yes	No
6. Was all travel and mileage incurred for official business and properly authorized in advance?	Yes	No
7. Were mileage and per diem rates within authorized levels?	Yes	No
8. Were participating families charged for use of tools?	Yes	No
9. Were grant funds expended to train grant personnel?	Yes	No
10. Was training appropriate for the individual trainee?	Yes	No
11. Were any technical or consultant services obtained for participating families?	Yes	No
12. Were the provided technical or consultant services appropriate in type and cost?	Yes	No
C. Financial Responsibilities
1. Does each invoice paid by the grant recipient match the purchase order?	Yes	No
2. Does each invoice paid by the borrower and FmHA or its successor agency under Public Law 103-354 match the purchase order?	Yes	No
3. Were purchases made from the appropriate vendors?	Yes	No
4. Are the invoices and itemized statements totalled for materials purchased for individual families?	Yes	No
5. Is there a record of deposits and withdrawals to account for all loan funds?	Yes	No
6. Are checks from grant funds signed by the Board Treasurer and Executive Director?	Yes	No
7. Are grant funds deposited in an interest bearing account?	Yes	No
8. Are checks from loan funds prepared by the grant recipient for the borrower's and lender's signature?	Yes	No
9. Are checks from loan funds accompanied by accurate invoices?	Yes	No
10. Are any borrower loan funds including interests, deposited in grantee accounts?	Yes	No
11. Are checks from loan funds submitted to FmHA or its successor agency under Public Law 103-354 more often than once every 30 days?	Yes	No
12. Is the reconciliation of bank statements for both grant and loan funds completed on a monthly basis?	Yes	No
13. If the person who issues the checks also reconciles them, does the Executive Director review this activity?	Yes	No
14. Are materials purchased in bulk approved by the Executive Director?	Yes	No
15. Was the amount of materials determined by both the Executive Director and construction staff?	Yes	No
16. Were any participating families consulted about the purchase of materials?	Yes	No
17. Were savings accomplished by the bulk purchase method?	Yes	No
18. Did the Executive Director review the purchase order and the ultimate use of the materials?	Yes	No
19. Are materials covered by insurance when stored by grantee?	Yes	No
D. Reporting
1. Are “Requests for Advance or Reimbursement” made once monthly to the FmHA or its successor agency under Public Law 103-354 District Office?	Yes	No
2. Has the grant recipient engaged a certified public Accountant (CPA) or CPA firm to review their operations on a regular basis: (Annually is preferable but every two years and at the end or the grant period are requirements)?	Yes	No
3. Are the quarterly evaluation reports submitted on time to the County Supervisor?	Yes	No

What, if any, problems exist that need to be corrected for effective management of the grant project?

Date

President, Board of Directors

(Period covered by report ______)

Answer Key

The following answers should help your organization in assessing its vulnerability to fraud, waste, and abuse. You should take actions to correct practices that now generate an answer different from the key.

Question	Answer
A. 1	Yes
A. 2	Yes
A. 3	Yes
B. 1	No
B. 2	No
B. 3	Yes
B. 4	Yes
B. 5	Yes
B. 6	Yes
B. 7	Yes
B. 8	No
B. 9	Yes
B. 10	Yes
B. 11	Yes
B. 12	Yes
C. 1	Yes
C. 2	Yes
C. 3	Yes
C. 4	Yes
C. 5	Yes
C. 6	Yes
C. 7	No
C. 8	Yes
C. 9	Yes
C. 10	No
C. 11	No
C. 12	Yes
C. 13	Yes
C. 14	Yes
C. 15	Yes
C. 16	Yes
C. 17	Yes
C. 18	Yes
C. 19	Yes
D. 1	Yes
D. 2	Yes
D. 3	Yes